DBS (DISCLOSURE AND BARRING SERVICE) POLICY - College ...

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Loughborough College uses the DBS to assess applicant’s suitability for positions of trust and assuch, complies fully with the DBS Code of Practice and undertakes to treat all applicants forpositions, fairly. It undertakes not to discriminate unfairly against any subject of a DBS check onthe basis of a conviction or other information revealed.Every subject of a DBS check is made aware of the existence of the DBS Code of Practice and acopy is available on request. This can also be viewed on the DBS website.DBS Procedure at Loughborough CollegeWhat is a DBS check?The DBS check searches an individual’s details against criminal records and other sources,including the Police National Computer. The check may reveal convictions, cautions, reprimandsand warnings.The DBS check will either confirm that the individual doesn’t have a criminal record, or it will listany relevant convictions, cautions, reprimands, warnings and, if applicable, whether the individualhas been barred from working with children or vulnerable groups. The police can also include nonconvictioninformation, for example, fixed penalties, that may be relevant.It should be stressed that, whilst DBS checks are vital in the consideration of appropriately staffingposts with access to children or vulnerable groups, they are just one in a range of pre-employmentchecks which must be carried out in order to assess the suitability of candidates. Other checksinclude thoroughly confirming identities, qualifications, taking up references and examiningemployment histories on application forms. On-going monitoring and supervision is also vitalalongside clear safeguarding policies and procedures.Who is required to have a DBS Check?Loughborough College is classified as a ‘specified place’. All employees are therefore required tohave an Enhanced DBS check for Regulated Activity.As all applicants have the opportunity for regular contact with children on the College site we areentitled to know whether they are barred from working with children. However, only employeesinvolved in personal care for adults will be checked as to whether they are barred from workingwith adults.In addition to employees, a number of other groups are also required to have an Enhanced DBScheck for Regulated Activity. These include:Volunteers – all volunteers are required to have a satisfactory DBS check.Agency Workers – are required to have a satisfactory Enhanced DBS check for RegulatedActivity. A new check is not required by Loughborough College directly; however theagency must provide confirmation in writing that the required check is in place before theagency worker commences.Self-employed workers - A new check is not required by Loughborough College directly;but a copy of a disclosure issued within the last 24 months is required.Governors – all governors are required to have a satisfactory DBS check.Who is not required to have a DBS Check?DBS PolicyPersonnelVersion January 2013 (review Jan 2014)
Anyone under the age of 16Visitors - who have only brief contact with students and are supervised.A tradesperson - attending the College on a one-off basis, as it is expected that theywould not be allowed to walk around the College unaccompanied. In instances where this isnot the case, a risk assessment should be carried out to determine whether a DBS check isnecessary.DBS Check ProcedureAll candidates invited to attend an interview will be required to complete a DBS application formonsite when they come in for the interview. They will also be asked to bring in the requireddocuments as proof of identification and address, which will be verified by Human Resources.The disclosure will be checked and signed by the countersigning officer within the HumanResources team. Only applications for successful candidates will be submitted for processing bythe DBS. All other forms will be destroyed. Payment will be invoiced directly to the College andreimbursement is required from self-employed providers.All offers of employment are made subject to obtaining a satisfactory DBS check. This must bereceived before the member of staff can commence employment with the College unless a riskassessment has been signed by both the HR Business Partner and the Safeguarding Manager.Outcome of the disclosureOnce the disclosure has been received from the DBS, it will be reviewed by Human Resources.The disclosure will not contain any confidential information from the police; however anyinformation that needs to be shared with the College will be done so separately by the police. Thisinformation along with the disclosure will be used to make a decision.If the disclosure contains no information, it will be confirmed as satisfactory and their appointmentconfirmed.If the disclosure reveals information about convictions, these will be discussed with the individualby Human Resources and all information will be kept confidential.The information contained within the disclosure should be considered as well as considering timeelapsed since the offence occurred, the circumstances relating to the offence as well as the senseof remorse displayed by the individual. Offences of particular concern would be violent, sexual anddrug related offences. If the discussion with the applicant is deemed as satisfactory and theconvictions are not serious or deemed to be contradictory to work with our students then the DBScheck will be confirmed as satisfactory and their appointment confirmed.If the information contained within the disclosure is deemed as serious and contradictory to workwith our students, the offer of employment will be withdrawn. If the applicant disputes theinformation then they will need to appeal to the DBS and a decision will be made on any newinformation provided.Once the outcome of the check has been established, if satisfactory, a record card confirming thisoutcome is kept on file. Disclosure information received by the College is securely stored and isonly available to those who need to have access to the information in the course of their duties.Disclosures are destroyed as soon as possible (always within six months of receipt). Nophotocopies are taken and disclosure information is never kept on personnel files.DBS PolicyPersonnelVersion January 2013 (review Jan 2014)
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