Applicant guidance

You do not have a DBS certificate at present

A new DBS is required for your role. Go to Stage 2 - How to apply for a new DBS Check

You have a DBS certificate from a former employer, but are not subscribed to the DBS Update Service 

A new DBS is required for your role. Go to Stage 2 – How to apply for a new DBS Check

You have a DBS certificate from a former employer and are subscribed to the DBS Update Service 
To use your existing DBS certificate for your new role, you must meet the following criteria:

• You must have your original DBS certificate 
• You must already be subscribed to the DBS Update Service
• Your DBS clearance must be at the exact same level including barred check lists (if these apply) and for the same workforce as your new role.

 If you meet the above criteria, please email staffdbs@imperial.ac.uk and provide them with the following:

• A scanned copy of your original certificate.
• Send an email to staffdbs@imperial.ac.uk  giving your permission for Imperial College to carry out a check on your current DBS status

Once in receipt of the documents mentioned above, the Staff Compliance team will    confirm whether your current DBS certificate can be accepted.

If you do not meet the above criteria, Go to Stage 2 - How to apply for a new DBS Check

You are an existing member of staff taking up a new role. You have a DBS certficate gained by Imperial College (excluding Imperial College NHS) issued in the last three years

Email staffdbs@imperial.ac.uk, attaching a copy of your original DBS certificate.

The Staff Compliance team will advise if your certificate is appropriate for your new role or if a new DBS application is needed.

• You must provide full, accurate and up to date information – it will not be possible for you to make amendments after finalising your application and if incorrect you will need to submit a new application.
• The name on your application must be the same as the name on at least one piece of ID that can be used to verify your name (e.g., if your ID contains your middle name, this must also appear on your application and vice versa).
• The address you put on your application is where your DBS certificate will be sent. It must be your current address; it must be stated on at least one piece of ID you provide to verify your address.
• The “Position Applied For" field should demonstrate why a DBS check is being requested – e.g., Personal Tutor (as opposed to University Lecturer), as the DBS use this to assess eligibility for a DBS check.
• If you have dual nationality, DBS requirements are that applicants should enter their current nationality as British. When submitting a passport for ID purposes, the nationality stated on the DBS application must be the same as the passport submitted.

Once you have completed your DBS application, the Staff Compliance team will automatically be notified by the online system, so that we can progress to Stage 3 - Submit your identification documents (ID).

A full list of acceptable identification is available here: DBS list of acceptable identification

The combination of ID documents must confirm your full name as entered on your DBS application, date of birth and your current UK address.

Note: If you are an EU citizen with settled or pre-settled status, you may be able to use the View and Prove Service, to provide us with a share code, which we can use to verify your immigration status. This will count as one document from the Primary Documents for Paid Non-UK Nationals list, on the DBS list of acceptable identification. Alternatively, you may provide another document from the Primary Documents for Paid Non-UK Nationals list, for example your Biometric Residence Permit.

Once you have completed your DBS application and provided us with acceptable identification, the Staff Compliance team will contact you to arrange a time to check and confirm your identity. This will be done via Microsoft Teams (or a similar online meeting).   You will need to show originals of your ID documents, during this Teams’ meeting, so please have them available for the call.

Once your ID documents have been verified, the Staff Compliance team will submit your DBS application to the Disclosure and Barring Service (DBS) to be processed. This stage usually takes around 7 working days to complete. Once DBS clearance has been confirmed the Staff Compliance team will inform you via email. See Stage 4 - DBS clearance confirmed.

• You must provide full, accurate and up to date information – it will not be possible for you to make amendments after finalising your application and if incorrect you will need to submit a new application.
• The name on your application must be the same as the name on at least one piece of ID that can be used to verify your name (e.g., if your ID contains your middle name, this must also appear on your application and vice versa).
• The address you put on your application is where your DBS certificate will be sent. It must be your current address; it must be stated on at least one piece of ID you provide to verify your address.
• The “Position Applied For" field should demonstrate why a DBS check is being requested – e.g., Personal Tutor (as opposed to University Lecturer), as the DBS use this to assess eligibility for a DBS check.
• If you have dual nationality, DBS requirements are that applicants should enter their current nationality as British. When submitting a passport for ID purposes, the nationality stated on the DBS application must be the same as the passport submitted.

Once you have completed your DBS application, the Staff Compliance team will automatically be notified by the online system, so that we can progress to Stage 3 - Submit your identification documents (ID).

A full list of acceptable identification is available here: DBS list of acceptable identification

The combination of ID documents must confirm your full name as entered on your DBS application, date of birth and your current UK address.

Note: If you are an EU citizen with settled or pre-settled status, you may be able to use the View and Prove Service, to provide us with a share code, which we can use to verify your immigration status. This will count as one document from the Primary Documents for Paid Non-UK Nationals list, on the DBS list of acceptable identification. Alternatively, you may provide another document from the Primary Documents for Paid Non-UK Nationals list, for example your Biometric Residence Permit.

Once you have completed your DBS application and provided us with acceptable identification, the Staff Compliance team will contact you to arrange a time to check and confirm your identity. This will be done via Microsoft Teams (or a similar online meeting).   You will need to show originals of your ID documents, during this Teams’ meeting, so please have them available for the call.

Once your ID documents have been verified, the Staff Compliance team will submit your DBS application to the Disclosure and Barring Service (DBS) to be processed. This stage usually takes around 7 working days to complete. Once DBS clearance has been confirmed the Staff Compliance team will inform you via email. See Stage 4 - DBS clearance confirmed.