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Disclosure and Barring Service (DBS) checks

Essential information

The University has a small number of job roles that require engagement in what is known as a Regulated Activity, relating to working with children or vulnerable individuals. Appointment to these positions is subject to the receipt of satisfactory Disclosure Barring Service (DBS) clearance and the Coventry University Group reserves the right to withdraw the offer of job to any candidate who fails to produce a satisfactory certificate.

If you are applying for a post with the Coventry University Group that does require a DBS check it will be detailed in the advert and job description and will also be made clear during interview.

Applications for DBS checks are managed by our partner company, Atlantic Data Ltd. By applying for a job requiring a DBS check, you are agreeing to the Coventry University Group sharing limited personal information (that you will have previously provided to us) with Atlantic Data Ltd, including:

  • Your name
  • Your gender
  • Your date of birth
  • Your e-mail address

Once a provisional job offer has been made, you will be sent an e-mail from us asking you to log-on to the University’s DBS portal and to complete the application. Please note that as part of the application process, you will need to visit a Crown Post Office and present three forms of ID as a verification check.

Contact Us

People Team

Email: futures.hr@coventry.ac.uk

Useful links

Frequently Asked Questions

General questions

  • A DBS (Disclosure and Barring Service) check is a record of an individual’s convictions, cautions, reprimands and warnings and may also include intelligence held by the UK police that relates to the individuals suitability for a position working (paid or unpaid) with children and/or vulnerable adults.

  • Any unspent convictions, cautions, warnings or reprimands. Also any spent convictions and cautions that are not eligible for filtering, which are detailed on the gov.uk website.

    1. You will receive an e-mail from dbs@coventry.disclosures.co.uk , titled DBS application: post Office ID check, with a link to the disclosure website: https://coventry.disclosures.co.uk/
    2. Log-on to the disclosure website entering your email address that the dbs invitation was sent to and your date of birth
    3. Ensure that you have your National Insurance (NI) number and details of all of your address(es) for the past five years
    4. Carefully read the introductory screen
    5. When you are ready, you should complete all of the boxes marked with an asterisk (*)
    6. Note that as a security feature, you cannot use the back key
    7. When you have completed the on-line form you should print off the letter that you will need to take to a Crown Post Office, where your ID can be verified
  • During the application process, you will agree three forms of ID that you will present at the Crown Post Office. The types of ID that can be presented are detailed in the ID checking guidelines for DBS check applications.

  • You will need to provide further ID from the Group 2 ID documents. Information on ID can be found on the DBS website.

  • No, the ID you present must be valid, current and original documentation. Photocopies will not be accepted and neither will documentation printed from the internet, for example bank statements.

  • You can visit any Crown Post Office without and appointment. You will need to ensure that you have the three agreed forms of ID plus the letter that you will have printed from the application portal.

  • On average, it takes 10 days from completion of the application process, including ID verification at a Crown Post Office, to receiving a certificate.

  • You will have to pay for a replacement certificate and it is your responsibility to apply for the replacement.

  • No, your DBS certificate is specific to a job role, volunteering activity, course of study etc, unless you currently subscribe to the update service.

  • The update service allows you to keep your DBS certificate up to date for as long as you subscribe or until new information is added to your certificate. You will need to apply for the service within 30 days of receiving your certificate.

  • Yes, if you are currently subscribing to the update service and the check you require is the same level (e.g. enhanced) and for the same workforce (e.g. child workforce) as the DBS check you had at the time you registered to join the update service.

  • If you have not been permanently resident in the UK for the last 5 years for a continuous period of 6 months or more you must supply a ‘Certificate of Good Conduct’ issued by the country or countries in which they have lived during that time in addition to applying for a DBS Enhanced Disclosure. A ‘Certificate of Good Conduct’ (CoGC) is a general term given to the check of police records in a volunteer’s home country, or the country in which they have resided. Each country has a different process for checking police records, and give a different name to the checking process. You will be responsible for any cost associated with this check.

Staff questions

  • If it is a requirement of your job, it will be detailed in the job advert, you will also be informed of the requirement at interview.

  • No. Your application will be specific to your job role at the Coventry University Group unless you have signed up to the DBS Update Service. If you have subscribed to the update service please contact the People Team who will arrange an appointment for you to bring in your previous DBS certificate and undertake a status check.

  • There is no charge to you as an applicant.

  • A criminal conviction will not necessarily prevent you from taking up your new job. However, your application and the detail of your conviction will be reviewed by the University and your suitability for the specific role will be considered.

  • If a DBS check is a requirement for the role that you are considering, then deciding not to apply for a check will mean that you can not be appointed.

  • Yes. If you think that any information on your disclosure is incorrect, you should contact the Disclosure dispute line on 03000 200 190 immediately. You should also contact the People Team in confidence on futures.hr@coventry.ac.uk, and let them know which aspect of the disclosure you are disputing.

  • We are notified by the Disclosure and Barring Service when you have been issued with a certificate, so you will not need to show it to University staff unless specifically asked to do so.

  • You should contact the People Team and let them know that you are still waiting for your certificate and discuss whether you can begin your role or whether it is absolutely dependent on receipt of a certificate.

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