How to Request a DBS Check
This page details the step-by-step process for both staff and students to request and complete a DBS check.
The process of requesting a check involves the following stakeholders who will be required to complete different steps at different stages of the process. This overview confirms the areas of responsibility for each party involved in this.
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Student |
Checks whether they have been told a DBS check is required, follows departmental or supervisor instructions, and completes the Atlantic Data steps after the check has been initiated. |
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Supervisor, module convenor or department |
Confirms why the DBS check is required, confirms the required level of check, and submits the request directly to AskQM. |
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AskQM |
Reviews the confirmed request and starts the appropriate check on Atlantic Data through a nominated AskQM Frontline Team member. |
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Atlantic Data |
Facilitates the checks and completes the required screening. |
Step-by-Step Process
Step 1: Confirm a check is required
The student should liaise with their supervisor, module convenor, department or placement provider to confirm that the activity requires a DBS check.
Step 2: Confirm the level of check required
The school staff member or department should confirm which level of DBS check is required. Please see our webpage for further information on this.
Step 3: Submit a request to the FLT
The academic supervisor, module convenor or relevant department should submit or support the DBS check request form which will be sent to the Frontline Team. Once received the Frontline Team will initiate the check with Atlantic Data.
Step 4: Student receives invite to complete check
Student will receive an email from Atlantic Data inviting them to complete the first section of the check where they will be required to enter their initial information and confirm the types of identification documents they will be able to provide.
Step 5: Student books an in-person ID appointment
After completing the first section online, the student should book an in-person appointment with a member of the AskQM Frontline Team.
During this appointment, the student will be required to visit the AskQM Library Hub in person, they must bring the original ID documents they selected on the Atlantic Data portal to be checked and verified by a member of the team during the appointment.
Step 6: Student completes final section of check and Atlantic Data screening
Following the first appointment, the student will be emailed to complete the final section of the application, after which Atlantic Data will conduct a screening, this usually takes 3 working days to complete.
Once done, the AskQM Frontline Team will be notified and Atlantic Data will send post a physical copy of the DBS certificate to the student, they should normally receive this within 14 days of the check being completed.
Step 7: Final in-person checks and completion
Once student has received their DBS certificate via post, they must use the booking form to book a final in-person check with a member of the FLT to verify this, the check will not be completed unless this final verification is completed.
The student must bring their DBS certificate to this appointment where a member of the FLT will complete the remaining section on the Atlantic Data portal to complete the process.
Additional Steps
Depending on your personal circumstances, you may be required to complete additional steps for your check. If any of the following circumstances apply to you, please follow the guidance below:
Students who have lived outside the UK
Students who have lived outside the UK may also need to provide an overseas criminal record check, police certificate or certificate of good conduct. The terminology and process vary by country.
Requirements may depend on the country, the length of time the student lived there, the programme, the placement, the research setting, and the requirements of an external organisation. Students should follow the guidance provided by AskQM, their supervisor, department or placement provider.
If overseas evidence is required, the student may need to request it from the relevant country or through the relevant embassy or authority. GOV.UK provides country-specific guidance on criminal records checks for overseas applicants.
If information appears on a DBS certificate
If information appears on a DBS certificate, it will be considered through the relevant Queen Mary process and, where applicable, in line with the requirements of the placement, research setting or external organisation.
A disclosure does not automatically mean that a student cannot continue with the activity. Decisions should be considered on a case-by-case basis, taking account of the nature of the activity and the relevant safeguarding, suitability or external requirements.
Students who are concerned about what may appear on a DBS certificate should seek advice from their supervisor, department or the relevant support service before the placement, research activity or deadline.
If you have an existing DBS certificates
Some students may already have a DBS certificate from another role, placement, employer or organisation. Do not assume that an existing certificate can be used for a new Queen Mary-related activity.
AskQM or the relevant department will need to confirm whether an existing certificate can be accepted. An existing certificate can only be accepted if it is at the correct level, for the correct workforce and barred list status, and meets the requirements of the activity.
If the student is subscribed to the DBS Update Service, the department or AskQM should confirm whether that route can be accepted for the relevant activity. Do not rely on the Update Service