DBS
A Disclosure and Barring Service (DBS) check is a check of a person’s criminal record. It may include information about convictions, cautions and, depending on the type of check, other information relevant to the activity being undertaken.
DBS checks are commonly used where a person may be working with children or vulnerable adults or, carrying out other roles that are eligible for a DBS check, including some healthcare, teaching, research and placement activities.
For Queen Mary students covered by the AskQM process, DBS checks are completed through the third-party service Atlantic Data. The AskQM Frontline Enquiry Team starts the check once the requirement and level of check have been confirmed.
Important information before you start
- Not all students need a DBS check - A check is needed only where it is required for a specific Queen Mary-related activity required as part of your course.
- The level of check must be confirmed and submitted by relevant department or member of staff - Students should not choose between Basic, Standard, Enhanced or Enhanced with Barred List checks themselves, this must be confirmed by a member of staff, this may be an academic supervisor, module convenor, department, placement team or other relevant Queen Mary contact.
- Students who have lived outside the UK may need extra evidence - this may include an overseas criminal record check, police certificate or certificate of good conduct.
Who can the FLT complete DBS checks for?
The AskQM Frontline Enquiry Response Team can support DBS checks for eligible non-FMD undergraduate and postgraduate students, and eligible research students, where the check is required for Queen Mary study, placement activity, research or another approved university-related activity.
For undergraduate or postgraduate students in the Faculty of Medicine and Dentistry student, checks are processed by schools and instates directly usually during the admissions process. Please see this webpage for further information.
If you are not sure whether your DBS check should be handled by the AskQM Frontline Enquiry Response Team, please check with your supervisor, module convenor, department or placement contact before submitting a request.
FAQs
You should not start the AskQM process unless you have been told that a DBS check is required. The academic supervisor, module convenor or relevant department should confirm the requirement and submit or support the request.
No. The level of check depends on the activity and eligibility rules. Standard, Enhanced and Enhanced with Barred List checks are available only where the activity is eligible. Please see this page for further information.
The AskQM Frontline Enquiry Response Team can support DBS checks for eligible non-FMD undergraduate and postgraduate students, and eligible research students, where the check is required for Queen Mary study, placement activity, research or another approved university-related activity.
AskQM does not complete DBS checks for undergraduate or postgraduate Faculty of Medicine and Dentistry students. FMD students should follow the relevant Faculty, admissions or current-student process.
The overall timeframe for completion of the check from start to finish may vary depending on the different stakeholders at different stages of the process. Please refer to the following information alongside our step-by-step guidance of the process as a whole for estimated timeframes.
From the point of receiving the request from the relevant academic staff member via our contact form, the Frontline Enquiry Team member will aim to begin the check with Atlantic Data within 5 working days (please note this may be longer during peak periods).
After the initial ID check is completed in person, Atlantic Data will conduct a screening which usually takes between 1-3 working days. Following this, Atlantic Data will send a physical copy of the DBS certificate to the student within 14 working days of the check being complete.
Once the student receives their certificate they can then book for their final in-person check, this is the final stage of the process and the check will be completed after this.
No. You must bring original documents to the in-person ID check.
You may need an overseas criminal record check, police certificate or certificate of good conduct. Requirements may depend on the country, how long you lived there, and the requirements of the programme, placement, research setting or external organisation.
Do not assume that an existing certificate can be used. AskQM or your department must confirm whether it is acceptable for the specific activity, including whether it is at the correct level and covers the required workforce or barred list status.
Only if AskQM or the relevant department confirms that the Update Service is acceptable for the specific activity. Do not rely on the Update Service until this has been confirmed.
Please refer to the Gov.uk webpage on requesting a replacement DBS certificate.
Check your junk or spam folder and confirm that the correct email address was used. If the email still has not arrived, contact AskQM for further assistance.
No. A DBS check is required only where the student’s programme, placement, research, supervisor, department, external provider or approved university-related activity requires one.
Any disclosure should be considered through the relevant Queen Mary process and, where applicable, the requirements of the placement, research setting or external organisation. A disclosure does not automatically mean that you cannot continue with the activity.
The check is complete only after the original DBS certificate has been brought to AskQM, checked in person and recorded on the system.