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Please note the content of this page is relevant only to existing University of Cumbria students returning to course (e.g. intercalations; deferred placements.) If you are a new applicant applying via the Admissions Office, please see the Admissions Checks pages.

Please note that the Criminal Records Bureau (CRB) is now known as the Disclosure and Barring Service (DBS). We will be using the new terminology from this point onwards: what was previously referred to as a CRB check is now a ‘DBS check’.

Your DBS application is a two-stage process.

  • PART 1: Providing your identity documents

    To start the DBS application process you must either bring or post in certain pieces of identity documentation to Programme Administration (PAd) at your campus. If posting your documents, please send by Royal Mail Signed For service to your Programme Administration Office (PAd) and they will be returned to you the same way.

    You must provide original documents for verification – we cannot accept photocopies, scanned copies or internet print-outs (e.g. internet banking statements or online utility bills). For more information, please see our ID document guidance below: please ensure that you select the correct version of the guidance for your nationality (not your country of birth or current residency).

    Please note that your name must be spelled correctly on all documents for us to be able to use them.

    Nationality UK & EEA 

    Nationality Non-EEA

    We need a minimum of three documents, AND photocopies of each document (three originals plus three photocopies).

    Please note:

    • If you are providing your driving licence we need a photocopy of both the front and back of the photo card.
    • If you are providing your passport we need a photocopy of the personal details page.

    You also need to submit your Criminal Record Self Disclosure form now if this applies to you and you have not sent it in already. Please refer to the specific notes lower down this page for further information on this.


  • PART 2: Complete the online DBS application

    After you have completed part 1, we will send you an email containing a web address, username & password to complete your DBS application online. We can only do this once you have provided sufficient acceptable identity documents, so you must follow-up any queries on this (e.g. missing documents) quickly.

    This email comes from an address ending ‘…’ so please look out for this – it may go into your spam folder. If you do not receive this email please let us know. Please read the DBS guidance before you start the online form: there is important information in here.

    You must do the online application promptly as DBS checks can take some time to be completed.

    More Information about Part 2

    Important: Self-disclosure of any criminal record

    As part of the DBS clearance process you may also need to submit a self-disclosure form as detailed in Part 1. Should you have any queries or concerns about this please email the DBS Team. Please note that the law in this area has recently changed (as of May 2013).

    As of the above date, certain old and minor offences will be removed from your record after a designated time period: this depends on the type of offence (whether it was a conviction or a caution/reprimand/warning), and on how old you were at the time of the conviction or caution / reprimand / warning. This is known as ‘filtering’.


    If you were under 18 at the time of the caution, these will be filtered (removed) if: 2 years have elapsed

    If you were over 18 at the time of the caution, these will be filtered (removed) if: 6 years have elapsed


    If you were under 18 at the time of the conviction (not the offence), this will be filtered (removed) if: 5.5 years have elapsed

    If you were over 18 at the time of the conviction (not the offence), this will be filtered (removed) if: 11 years have elapsed

    You can also refer to this detailed government guidance

    Please note that offences will never be removed if:-

    • you have multiple offences on your record
    • the offence appears on a list of designated offences that are more serious or of a certain nature (e.g. some drugs related offences; violent offences; most sexual offences)
    • if you received a custodial sentence for the offence

    Applicants with any criminal record to declare

    Please refer to the guidance above and complete our Criminal Record Self Disclosure form now if applicable to you. Please return by email to and contact us if you have any queries.

    It is very important that you declare any offences, even if you believe them to be ‘spent’ (expired) or if the police have told you that they will be removed from your record (e.g. in 5 years’ time, or when you turn 18). This is unlikely to be the case in the context of a career working with vulnerable groups, because such areas are excluded from the provisions of the Rehabilitation of Offenders Act and offences are therefore never considered spent. You will not prejudice your chances by being honest with us, but you may do so by concealing information which is later revealed on a DBS check.

    Receiving this form as early as possible from you will assist us in dealing with your DBS clearance situation in a timely manner.

    No criminal record to declare

    You do not need to submit a self-declaration form, but please note the following important information:
    If you do not submit a self-declaration form prior to applying for your DBS check but your DBS certificate later reveals that you do have a criminal record, the University will treat this as a case of failing to declare relevant information: you will be subject to our DBS clearance procedures and will have to explain your failure to declare.
    It is therefore far better that you tell us now if you are in any doubt about whether you have anything to declare: concealing information could be seen as worse than the offence itself and could jeopardise your place on the course.

    Certificate of Good Conduct

    This is a background police or criminal record check from countries other than the UK. As DBS checks can only cover time spent in the UK, applicants who have spent time outside the UK may need to obtain a ‘Certificate of Good Conduct’ of some kind from the country/countries in which you are now living or have lived. A ‘Certificate of Good Conduct’ is a generic term for a police or criminal records check from outside the UK; these will be called something different according to the country.

    Please see our overseas criminal records checks information page for further detail on which applicants this affects and advice on obtaining the relevant document.


  • Update Service: new facility from 17 June 2013

    The Update Service makes DBS checks generally transferable, subject to certain conditions such as the level of check; the workforce(s) and Barred List(s) specified; and whether it was for a paid or a voluntary position. Detailed information is available at There are 2 elements to the Update Service:

    We encourage you to subscribe to the Update Service.

    More Information about the Update Service

    Further information

    Please see our Frequently Asked Questions for further information about your DBS check. You may find it helpful to print this out or save it to refer to throughout your course.

    If you have any queries or have not received information about how to apply for DBS clearance contact your Programme Administration Office (PAd).

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