Disclosure and Barring Service (DBS) clearance
The University offers several courses which require you to receive Enhanced Disclosure and Barring Service (DBS) clearance prior to starting a course. Enhanced DBS clearance is mandatory for all students studying on courses which include compulsory placements and is also required for students wishing to study optional placement modules on certain courses.
Who Needs a DBS Check?
All students wishing to study on one of the following courses are required to obtain Enhanced DBS clearance before you are able to enrol at the University.
Please note that some of our courses also have optional modules that involve a placement component and therefore require an enhanced DBS check. Information about completing an enhanced DBS check for these modules will be provided by the Registry Team. Please contact Registry.Enquiries@winchester.ac.uk for assistance with a DBS check if you are a current student.
How do I complete a DBS Check?
Pay
Apply
ID Check
Once you have accepted an offer of a place you will be contacted from March onwards in the months leading up to the course start date to complete the DBS process. You will be required to complete 3 steps:
- Pay - Pay for the check through our online store.
- Apply - The University uses an umbrella body to carry out DBS clearance checks on our behalf. You will receive a link to access the platform, together with instructions on how to complete the process.
- ID Check - To submit an application to the Disclosure and Barring service, you will need to complete an ID check. Our preferred method for this is a digital ID check using a third-party service that offers a remote ID check. This allows you to complete the entire process wherever you are located and without the need to bring physical documents to the University. Once these steps have been completed, a member of the Admissions Team will review the application, and it will be submitted for processing by the DBS. Once it has been submitted for processing, the application cannot be amended. You should make a note of the application reference as while the Admissions Team can review the progress of the check, you will need the application reference if you want to check on progress via this tracking page.
What Do I Do Next?
Once you have received your DBS check, you must keep your certificate safe for the duration of your course, as you may be asked to show your certificate to prove your DBS clearance when you start a new placement.
In addition to keeping the physical certificate, you are also required to sign up for the Update Service for the duration of your course. You must sign up for the service within 30 days of the date on the certificate.
If you do not sign up to the update service you may be required to complete another DBS check, at your expense, during the course of your studies and this may delay your participation in course placements.
FAQs - Preparing for your Enhanced DBS Check
I haven't received the email to begin the DBS process. What do I do?
The email was sent to the address you provided on your application form. Occasionally our emails can go to spam/junk email folders, so please check it hasn’t gone there first. If you still haven’t received it, please contact: Admissions@Winchester.ac.uk
Can I use a pre-existing DBS registered on the Update Service?
Unfortunately, we are unable to accept a check that was carried out by another organisation, including if you have already registered for the Update Service. All students are required to complete an Enhanced DBS check through the University.
What ID documents do I need to provide?
Ideally, the following three documents providing they are in date and reflect your current name and address.
- Driving License (full or provisional)
- Birth Certificate
- Passport
If you do not hold any of these documents, or if the name or address information doesn’t match, please ensure you obtain replacement versions as soon as possible as it can take several weeks to obtain replacement documents.
We strongly recommend that you ensure you have a passport and driving license that are in date and reflect your up-to-date information (i.ie your current name and address). If you need to update or obtain either of these, please ensure you do this in good time to complete a DBS check prior to enrolling.
The digital ID check service we use performs a soft background check to confirm current address. To ensure this has the best chance of succeeding, we recommend you ensure you have a bank account registered to your current address, and to sign-up for the electoral roll if you aren’t already on it. You can find more information on how to register through the government website. If you do not have or are not able to obtain the above documents and registrations, it is likely that you will not be able to complete a digital ID check. We recommend reviewing the government guidance for suitable ID documents for a DBS check.
We are always happy to confirm before you travel to the University that your documents meet the criteria for a DBS check- send us an email at Admissions@winchester.ac.uk with high-quality photos and we will confirm if they are suitable and advise how to book an appointment for your document to be verified in person with a member of the Admissions Team.
What if I do not currently have a UK address or am a non-UK national?
Applicants must have a UK address to apply for a DBS check. If you are arriving from outside of the UK, you will not be able to complete your DBS check until you arrive and are able to provide the proof of address required for your DBS check.
Please be aware that in the event of the outcome of your DBS check revealing a conviction or caution which make you unsuitable to be admitted to your course of study, you will be required to immediately withdraw from the programme and sponsorship of your visa will be withdrawn.
If you have any questions or concerns about the DBS process for non-UK residents or how to obtain the required ID and proof of address, please contact Admissions@winchester.ac.uk
How long does the Enhanced DBS process take?
Once your DBS check is submitted for processing, we are not able to guarantee a turnaround time for completion of the check. While we find on average that most checks come back within 1-2 weeks some checks can take several months to complete, which is why we strongly advise that you complete the process as early as possible to avoid any disruption to your enrolment. Typically, there are four processing stages for your DBS to go through- if your check is stopped at any one of these stages for 60 working days or longer, you are then eligible to request an escalation of your check. You can track the progress of your DBS and request escalation through the link below.
https://secure.crbonline.gov.uk/enquiry/enquirySearch.do
The Admissions Team does endeavor to advise applicants if their check becomes eligible for escalation, but we are not able to escalate them ourselves on your behalf. If you believe your DBS check has become eligible for escalation or need assistance escalating your check, please email us at Admissions@winchester.ac.uk.
FAQs - During your Enhanced DBS Application
Does my ID have to be seen in person?
If you are able to successfully complete a Digital ID check, your ID will not need to be seen in person, with the exception of applicants who have had a name change. We are required to see your name change evidence to verify it and keep a copy for our records.
If you are not able to successfully complete a digital ID check or do not want to complete a digital ID check, you will have to bring your documents in person to the University so that they can be verified by a member of the Admissions Team. The applicant must bring in their own identity documents, this cannot be done for them by a friend or relative.
We will be offering bookable appointments over the summer for applicants needing an in-person ID check. Please do not visit the University without having first confirmed an appointment as we cannot guarantee a member of staff will be available when you arrive, and you may be asked to wait or come back another day.
Where possible, we try to host these sessions on days where it is also possible to book a campus tour so that you can make the most of your visit to the University or Winchester. You can find more information about our Campus Tours and how to book on through the link below.
https://www.winchester.ac.uk/News-and-Events/On-Campus-Events/Campus-tours/
If you are booking an appointment for a day where there are no campus tours available, you are also welcome to go on a self-guided campus tour, with resources available from our Main Reception Team.
What if my digital ID fails?
The Admissions Team will be able to see any digital ID check failures and the reasons why the check failed. If the check failed for a reason that could reasonably be fixed with a second check, we will provide some guidance on how this can be done and offer a second check. Examples of this could include issues with the quality or type of picture taken, or issues with the incorrect document being used. If the check fails for a reason that is not easily corrected, the applicant will be required to book an in-person ID verification appointment with the Admissions Team. Examples of this include holding a non-UK passport or driving license, or where there are issues with the address verification process.
An applicant will not be offered more than two total digital ID checks. If the applicant fails a second digital ID check, they will be required to book an in-person ID verification appointment with the University.
What if I had been known under a different name?
There will be a chance to declare this on your application. When declaring any previous ‘known as’ names, ensure you include any previous name that you have been known by or registered with a professional service (i.e. GP or School) in. Please ensure that your name on your application reflects the full name shown on your ID and that you can provide evidence for any change in name.
Examples of evidence of a change in name would typically include a Marriage certificate, decree nissi, and Deed Poll.
What if I am between addresses or live at multiple addresses?
You will need to list an address on your DBS application that reflects the address on your ID. If you live at multiple addresses, you will be able to list these in your address history, but will need to put your main address as the one that matches your ID.
If you would prefer to receive your certificate at a different address than your main address, you will be able to add a ‘Care of ‘Address. Please email Matrix at dbs.enquiries@securitywatchdog.org.uk for assistance with this
I have completed my DBS application form, but I am worried I may have missed declaring something. How do I know what should be declared?
Look at the government's guidance (GOV.UK) on what should be declared in your DBS application:
https://www.gov.uk/government/publications/dbs-filtering-guidance/dbs-filtering-guide
If you think you have omitted information from your DBS application form, please contact Admissions@Winchester.ac.uk
I have made a mistake on my application that I now can't amend. What do I do?
Please get in touch with us by emailing Admissions@Winchester.ac.uk
We may be able to amend the incorrect information or advise on how to start a new application. Submitting a new application will only incur additional fees if your application with incorrect information has already been submitted for processing with the DBS.
I have more than one middle name. What do I put on the form?
You should enter your first middle name in the 'middle name' box.
You will then have an opportunity to declare any other names used. Here, you should enter your full name (including first, middle and surname). Please ensure that whatever is listed matches your name as it is listed on your ID.
What if my certificate shows a caution or criminal offence?
DBS certificates that declare any information will need to be reviewed by the University- you must email a high-quality picture of the certificate to Sensitive.Admissions@winchester.ac.uk for review.
If, during the DBS clearance check, information is disclosed that was not previously declared to the University, an offer of a place may be withdrawn.