UNIVERSITY OF CHESTER Student Screening (CRB) Procedures
Table of Contents 1. Rationale... 3 2. Procedure For Screening... 3 3. Relevant Programme Of Study/Student Activity... 3 4. Continued Condition Of Entry, Enrolment And Commencement Of Study... 3 5. Applying For Disclosure - New Entrants... 4 6. Applying For Disclosure - Current Students... 5 7. Applications From Overseas Students... 7 8. Self Declaration... 7 9. Annual Declaration... 8 10. Statutory Declaration... 8 11. Monitoring On The Vetting & Barring Scheme... 9 12. Professional Or Regulatory Body Registration... 9 13. Costs... 9 14. Portability... 9 15. Disclosures Or Ccd Containing Convictions... 10 16. Disclosure Panel... 11 17. Placements... 12 18. The Crb Code Of Practice... 12 Appendix A... 13 Student Activities That May Require Criminal Records Bureau Disclosure... 13 Appendix B... 14 Example Of A Letter And Email Sent To Crb Applicants... 14 Appendix C... 16 Example Of Instructions Sent To Crb Applicants... 16 Appendix D... 19 Example Of Criminal Convictions Declaration Form... 19 Appendix E... 20 Example Of Annual Criminal Convictions Declaration Form... 20 Appendix F... 21 Example Of Statutory Declaration Form... 21 Appendix G... 22 Process For Managing Crb Checks During The Admissions Process Faculty Of Health & Social Care... 22 Appendix G... 23 Faculty Of Education & Children s Services... 23 Appendix H... 24 What Is A Spent Conviction?... 24 Appendix I... 25 Criminal Justice & Court Services Act 2000... 25 Schedule 4 Offences... 25 Meaning Of "Offence Against A Child"... 25
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE 1. RATIONALE 1.1. This Procedure (the Procedure) should be read in conjunction with the Student Screening Policy (the Policy). 1.2. The Procedure is intended to supplement the policy and give more detailed day-to-day procedures on the use of CRB disclosures for student screening across the various programmes of study or student activities that are considered exempt under the Rehabilitation of Offenders Act (amended) 1974. 2. PROCEDURE FOR SCREENING 2.1. All heads of department/line managers/key recruiters will have access to a copy of the University Policy and Procedure on Student Screening. 2.2. Heads of department/line managers/key recruiters will be asked to state in the Definitive Programme Document or Module Descriptor whether the student activity in question: 2.2.1. Is exempt from the provisions of the ROA 1974 and thereby requires a Standard Disclosure; 2.2.2. Involves substantial, unsupervised access, on a sustained or regular basis, to children, young persons and the vulnerable and thereby requires an Enhanced Disclosure. 2.2.3. Or maybe regarded as either a regulated or controlled activity. 2.3. Programme documentation will advise students of the fact that admission onto the programme requires Disclosure and/or monitoring under the Vetting & Barring Scheme (ISA). 3. RELEVANT PROGRAMME OF STUDY/STUDENT ACTIVITY 3.1. A list of student activities that require a CRB Disclosure and Vetting under the ISA is attached in the appendices. 4. CONTINUED CONDITION OF ENTRY, ENROLMENT AND COMMENCEMENT OF STUDY 4.1. In the case of applicants to undergraduate programmes of study (including PGCE, GRTP, Social Work and Nursing & Midwifery) all offers of acceptance sent by the relevant clearing body and full entry to studies will remain conditional upon receipt of a satisfactory Disclosure Certificate and confirmation of monitoring under the ISA 1. However, candidates will not be required to apply for a Disclosure Certificate until an unconditional firm (UF), or similar, offer has been made. 4.2. In the case of applicants to postgraduate and postexperience programmes of study the conditional offer of acceptance sent by University of Chester will state that a satisfactory Disclosure Certificate and confirmation of monitoring under the ISA is required 2. However, candidates will not be required to apply for a Disclosure Certificate until an unconditional firm (UF), or similar, offer has been made. 1 All references in this policy to the ISA monitoring is subject to the ISA Phasing Strategy therefore entrants to programmes prior to November 10 will T be subject to the ISA scheme for the purposes of monitoring. 2 See note above.
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE 4.3. Candidates for all programmes that require vetting will also receive information from the Institutional Compliance Officer that informs them of the need to apply for a CRB Disclosure and monitoring under the ISA. 4.4. Where a disclosure has been applied for and not received by the University but the student has commenced studies and/or enrolled for the programme the student s place will continue to remain provisional until a satisfactory disclosure and confirmation of monitoring under the ISA is received. Such students may be required to complete a statutory declaration as testimony to their good conduct and/or the University may undertake a List 99 check through the TP On-Line system. 4.5. In the case of current students registering for modules of study or other student activities which involves substantial, unsupervised access, on a sustained or regular basis, to the vulnerable; this will be detailed in the relevant course descriptor. Students will be required to apply for disclosure and of monitoring under the ISA prior to commencement of the activity. 4.6. Under no circumstances may any student commence any placement where ISA registration has not been confirmed or received by the University. 5. APPLYING FOR DISCLOSURE - NEW ENTRANTS 5.1. Upon receipt of an Unconditional (UF) or similar offer applicants will receive information regarding the application process for a CRB check from the Institutional Compliance Officer. 5.2. Applicants will normally be required to complete the CRB application using the on-line service, accessible at http://www.chester.ac.uk/disclosure. 5.3. Included in the correspondence from the Institutional Compliance Officer will be Details of the individual s username and password to access the site, instructions regarding the completion of the on-line form and dates and times of signing sessions. Examples of the letter and instructions are included in the appendices. 5.4. CRB applicants are required to supply the following information: Full name and title Any previous names used and dates of use Current address Any previous addresses during the previous five years Date of Birth Place of Birth Nationality 5.5. Once the applicant has completed the on-line process the Institutional Compliance Officer will print the Disclosure Application Form (DAF) and store it securely. 5.6. In line with recommendations made by the Bichard Enquiry applicants will be expected to attend a CRB signing session to present their identity documents, sign the CRB DAF and pay for the check if appropriate. There will be no exceptions to the requirement to attend in person. 5.7. The CRB requires that applicant state whether they have any unspent criminal convictions at e55 on the form; therefore, students, at the signing session, will also be asked to answer Yes or No to the question Do you gave any unspent criminal convictions?
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE 5.7.1. Any applicant answering in the positive will be referred to the Institutional Compliance Officer. 5.8. The applicant will be liable for the cost of the CRB check, the on-line application fee and any other, or additional, fees arising from the introduction of the monitoring scheme under ISA. 5.8.1. Under the arrangement with NHS Trusts the CRB fees for applicants for NHS programmes will currently be met by the SHA. Where the SHA fails to meet the costs for an applicant s CRB and other associated checks the applicant will become liable. 5.9. Once the DAF has been signed by the applicant and countersigned by a university registered person (Countersignatory) the DAF will be sent to the CRB. 5.10. The CRB checks and ISA registration should be completed to allow sufficient time for the disclosure to be received by the applicant and the University before any placement is commenced. 5.10.1. Where a disclosure has been applied for and not received by the University but the student has commenced studies and/or enrolled for the programme the student s place will continue to remain provisional until a satisfactory disclosure and confirmation of monitoring under the ISA is received. Such students may be required to complete a statutory declaration as testimony to their good conduct and/or the University may undertake a List 99 check. 5.10.2. Where ISA registration has been applied for and not received by the University but the student has commenced studies and/or enrolled for the programme the student s place will continue to remain provisional until a satisfactory disclosure and confirmation of monitoring under ISA is received. 5.10.3. Under no circumstances may the student commence any placement where ISA registration has not been confirmed or received by the University. 6. APPLYING FOR DISCLOSURE - CURRENT STUDENTS 6.1. There may be occasions where a current student, during their programme of study, chooses to undertake a student activity that will require a CRB check and be subject to monitoring under the ISA Scheme 3. 6.1.1. These activities would normally include Work Based Learning, Student Associate Scheme, certain volunteering projects and some areas of research as part of a dissertation. A full list of activities can be found in the appendices. 6.1.2. In the case of Work Based Learning and some volunteering projects the placement provider may indicate if a CRB check is necessary. 6.2. Students will normally be required to complete the CRB application using the on-line service, accessible at http://www.chester.ac.uk/disclosure or via IBIS. 6.3. Once a student has indicated that they wish to undertake a student activity that may be regarded as regulated their name, student number and university email address will be recorded on the University disclosure site thus generating a username and password. 6.4. Any continuing student, who is registered on a programme that does not require students to undertake Regulated Activity but wishes to commence Regulated Activity after November 2010 will be required to be monitored under the ISA Scheme irrespective of the date in which their studies commenced. 3 Subject to the Phasing Strategy.
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE 6.4.1. Examples are likely to be Work Based Learning in May 2011 and any volunteering projects undertaken after November 2010 6.5. The student s details will be recorded either by the organising department or Institutional Compliance Officer. 6.6. Students will be automatically sent an email detailing instructions regarding the completion of the on-line form, further information is also available on IBIS and the front page of the disclosure site. Examples of the email and instructions are included in the appendices. 6.7. CRB applicants are required to supply the following information: Full name and title Any previous names used and dates of use Current term-time address All previous addresses, including term-time and home, during the previous five years Date of Birth Place of Birth Nationality 6.8. Once the student has completed the on-line process the Institutional Compliance Officer will print the Disclosure Application Form (DAF) and either, store it securely or send it directly to the organising department for checking and signing. 6.9. In line with recommendations made by the Bichard Enquiry applicants will be expected to attend a CRB signing session to present their identity documents, sign the CRB DAF and pay for the check if appropriate. There will be no exceptions to the requirement to attend in person. 6.9.1. The signing session may be an organised event for groups of students or on an individual basis. 6.10. The CRB requires that applicant state whether they have any unspent criminal convictions at e55 on the form; therefore, students, at the signing session, will also be asked to answer Yes or No to the question Do you gave any unspent criminal convictions? 6.10.1. Any student answering in the positive may be referred to the Institutional Compliance Officer or counselled within the organising department. 6.11. The student will be liable for the cost of the CRB check, the on-line application fee and any other, or additional, fees arising from the introduction of the monitoring scheme under ISA. 6.11.1. The CRB does not charge for checks on volunteers so long as the person is engaged in any activity which involves spending time, unpaid (except for travelling and other approved out-of-pocket expenses), doing something which aims to benefit someone (individuals or groups) other than or in addition to close relatives 4. Therefore students undertaking volunteering projects where no form of remuneration, including academic credit towards a qualification, is received will be not be charged for the CRB check. 6.12. Once the DAF has been signed by the applicant and countersigned by a university registered person (Countersignatory) the DAF will be sent to the CRB. 4 CRB definition of a volunteer: - http://www.crb.gov.uk/default.aspx?page=2228
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE 6.13. The CRB checks should be completed to allow sufficient time for the disclosure to be received by the applicant and the University before any placement is commenced. 6.14. Where an ISA registration has been applied for and not received by the University under no circumstances may the student commence the placement. 6.15. Where a CRB disclosure has been applied for and not received but the ISA registration has been confirmed by the University but the student should commence the placement or activity the organising department should undertake a risk assessment with the placement provider to ascertain whether the student may commence the placement. However, the student s placement will continue to remain provisional until a satisfactory disclosure is received. Such students may be required to complete a statutory declaration as testimony to their good conduct. 7. APPLICATIONS FROM OVERSEAS STUDENTS 7.1. The CRB cannot currently access overseas criminal records or other relevant information as part of its Disclosure service. 7.2. However, a new central authority for the exchange of criminal records information between EU member states was established and set up at Hampshire Police under ACPO leadership, called ACPO Criminal Records Office (ACRO). Some 27,500 paper records relating to offences committed abroad by British nationals, received by the Home Office (UKCA) under previous arrangements, have been handed over by UKCA to ACRO. 7.3. Applicants from overseas will be required to complete a CCD and apply for a CRB disclosure in the normal way. Moreover, applicants from overseas will also be required to produce a certificate of good conduct or similar from their home country. 7.4. Where a certificate of good conduct or similar is not available candidates from overseas will be required to make a Statutory Declaration as detailed in section 10 below. 8. SELF DECLARATION 8.1. All candidates for entry to programmes of study, that require a CRB check, will be required to complete a Criminal Conviction Declaration Form (CCD). An example of a CCD is included in the appendices. 8.2. The CCD will be issued at either the interview or sent to candidates with the correspondence initiating the CRB process. At no point does the CCD replace the need for either a CRB check or monitoring through the ISA. 8.3. The CCD is designed to alert the University to any candidate who may have a criminal conviction or any other issue that may indicate that they are potentially unsuitable to work with the vulnerable. 8.4. The CCD also acts as an honesty broker and will be compared to the CRB Disclosure if necessary. 8.4.1. Where a CRB disclosure contains a conviction this will be compared with the CCD to ascertain if the applicant did self disclose any relevant convictions. 8.4.2. In the case of a major discrepancy between the CCD and the CRB Disclosure the candidate will be interviewed and the offer of a place may be withdrawn. 8.5. Completed forms should be returned to the Institutional Compliance Officer or in the case of student Nurses and Midwives to Admissions.
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE 8.6. Candidates who declare a conviction, or similar, will not necessarily be excluded from the programme unless the conviction is so severe that in the interests of safeguarding the vulnerable the candidate would be reasonably deemed unsuitable. 8.6.1. In some cases the University may be statutorily required to refer the candidate s details to the ISA. 8.7. The CCD will be held until as such time as a CRB disclosure is received and a recruitment decision made. The CCD and Disclosure will be shredded following six months after the recruitment decision. 9. ANNUAL DECLARATION 9.1. A number of regulatory bodies have recently introduced a requirement that all students undertaking programmes of study that lead to registration with the body should declare on an annual basis that they have not received any (further) criminal convictions since their initial registration and CRB check for entry to the programme. 9.2. In view of this requirement that University will introduce an annual declaration for all students on programmes of study that require CRB checks as of September 2007. 9.3. A copy of the proposed Annual Declaration Form (ACCD) is included in the appendices. 9.4. Blank copies of the form will be available on IBIS and from the relevant faculty or school of study. 9.5. Once completed the ACCD will be retained on the student file in the faculty. 9.6. Where a student declares that they have received a conviction since initial enrolment on the programme of study the student will be interviewed by the relevant Dean, or nominee, who will make a decision as to whether the Student Disciplinary or Suitability to Practice Procedures should be invoked. 10. STATUTORY DECLARATION 10.1. A Statutory Declaration is similar to the CCD self declaration other than the declaration is made in the presence of a Solicitor or Commissioner for Oaths and constitutes a legal oath under the provisions of the Statutory Declarations Act 1835. 10.2. A copy of the University Statutory Declaration Form is included in the Appendices. 10.3. The form may be used for either applicants from overseas who have been unable to supply a certificate of good conduct and/or students who are due to go on placement and have applied for a CRB Disclosure which has not yet been received by the University from the CRB. 10.4. The student is required to complete the form and sign the form in front of a practising solicitor or Commissioner for Oaths, who should also sign and stamp the form. 10.5. The Solicitor may charge a small fee for this service for which the student is liable. 10.6. Completed forms should be returned to the Institutional Compliance Officer. 10.7. Completed forms will be retained until as such time as a CRB disclosure or certificate of good conduct is received.
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE 11. MONITORING ON THE VETTING & BARRING SCHEME 11.1. The monitoring scheme and ISA will be introduced by the Home Office under the Safeguarding Vulnerable Groups Act 2006 in a phased approach. 11.1.1. Increased safeguards were introduced under the Vetting and Barring Scheme, from October 12 th 2009 including the duty to refer. 11.1.2. ISA-registration for the Vetting and Barring Scheme does not start for new workers or those moving jobs until July 2010 and ISA-registration does not become mandatory for these workers until November 2010. All other staff will be phased into the scheme from 2011. Further information on how to apply for registration will be provided by the ISA in due course. 11.2. Procedure will be drafted and finalised once full implementation of the scheme has been initialised. 12. PROFESSIONAL OR REGULATORY BODY REGISTRATION 12.1. A number of Regulatory Bodies require students or trainees to register with the body as part of their training eg General Social Care Council and General teaching Council from September 2008. 12.2. This registration usually requires the student and/or the University to declare and certify that either the student does not have any convictions or to disclose any convictions. 12.3. The Regulatory Body may make a recommendation as to the suitability of the student to be placed on or remain on the appropriate register. 12.3.1. Where required the University will supply the relevant Regulatory Body with a copy of either the CCD or CRB disclosure, or both, in order to allow the relevant Regulatory Body to make an informed decision regarding registration. 12.4. Where the Regulatory Body deems that a student may not be placed on the appropriate register the student will be required to withdraw from the relevant programme of study. 12.5. Where the Regulatory Body deems that a student may be placed on the appropriate register the University will still consider the relevance of the convictions as per section 15 of this procedure. 13. COSTS 13.1. The Criminal Records Bureau determines the cost of disclosure prospective students and current students are expected to meet the cost and any additional administration costs as appropriate. 13.2. The cost of the CRB for students registered on Nursing, Midwifery and Nutrition and Dietetics will be met by the Strategic Health Authority, however, in the event of the SHA not paying for a disclosure the student will be rendered liable. 14. PORTABILITY 14.1. Portability refers to the re-use of a CRB check (Disclosure), obtained for a position in one organisation and later used for another position in another organisation. 14.2. Using a previously issued CRB check does not constitute a fresh CRB check the person's criminal record or other relevant information may have changed since its issue. 14.3. Registered Bodies are responsible for the accuracy of the information provided to the CRB and on which it carries out its checks. By accepting a previously issued CRB
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE check the University would be accepting the risk that the previous Registered Body provided the CRB with a fully validated applicant s identity on which to carry out its checks. 14.4. Due to the above associated risk with portability, the University of Chester does not accept portability from other organisations nor does the University feel that it is appropriate to port disclosures signed by countersignatories from the University. 14.5. However, where a candidate does present an existing disclosure the University may accept it on a temporary basis pending clearance against the disclosure applied for through the University as a registered body. 15. DISCLOSURES OR CCD CONTAINING CONVICTIONS 15.1. University Faculties may, due to the nature of their programmes, adopt their own bespoke procedure. However, any such procedure should be broadly based upon the following. 15.2. Where an applicant self declares a conviction on the CCD the Institutional Compliance Officer will contact the applicant to ascertain sufficient details as to allow the Dean, or nominee, to make an informed decision. 15.2.1. The Dean, or nominee, will be informed of the details of the CCD once all facts have been established. However, unless the offence is sufficiently serious no final decision will be made until the CRB disclosure is received by the University. 15.3. Where a conviction is detailed on the CRB disclosure this will be compared with the CCD to ascertain if the applicant self disclosed and be compared with any further information supplied by the applicant. 15.3.1. Where no details were disclosed on the CCD the Institutional Compliance Officer will contact the applicant to ascertain further information and the applicant may be interviewed by the Dean, or nominee, to ascertain further details. 15.3.2. The Dean, or nominee, will not consider any disclosures which detail that the applicant is barred from regulated activity by the ISA. The Vice-Chancellor will be informed of any such persons who will require the applicant to be immediately withdrawn from the programme, or any offer of study to be withdrawn. The University will also refer such persons to the ISA as statutorily required. 15.4. In making a judgement regarding an individual s suitability the Dean, or nominee, should consider the following in relation to the programme of study or student activity: Does the student activity 5 involve one-to-one contact with children, or other vulnerable groups such as employees, members of partner organisations or customers and clients? May the student activity be regarded as a regulated or controlled activity under the Safeguarding Vulnerable Groups Act 2006 Does the student activity involve direct contact with the public? Does the student activity involve and direct responsibility for resources, finance or other items of value? What level of supervision will the students receive? Will the nature of the student activity present any opportunities for students with a criminal conviction to re-offend? 5 Programmes of Study, Modules of Study or Student Volunteering
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE 15.5. Furthermore the Dean, or nominee, will consider the relevance of the convictions and in particular: The seriousness of the offence and its relevance to the safety of other students, partner organisations, members of the public with whom the student may come in to contact, resources and property; The circumstances leading up to the offence, for example the influence of domestic or financial difficulties; Repeat offences, i.e. whether the offence was a one-off, or part of a history of offending; The length of time since the offence(s) occurred; Whether the applicant s circumstances have changed since the offence was committed, making re-offending less likely; The degree of remorse, or otherwise expressed by the applicant and their motivation to change. 15.6. Where the Disclosure reveals evidence of a conviction(s), and this is deemed to have no bearing on the person s enrolment on the student activity, no further action will be taken. 15.7. Where the Dean of School or nominee wishes to seek further guidance they may refer the decision to the Disclosure Panel as detailed below. 15.8. Where the Disclosure reveals evidence of a conviction(s), and this is deemed to be unsuitable or have an unsatisfactory bearing on the person s enrolment on the student activity, the applicant will be advised that they may not continue with the student activity and the offer withdrawn. 15.9. Where the Disclosure reveals evidence of a conviction(s), as listed in Schedule 4 of the Criminal Justice and Court Services Act 2000, the applicant will be advised that they may not continue with the student activity and the offer withdrawn. 15.10. Where required the University will supply the relevant Regulatory Body with a copy of either the CCD or CRB disclosure, or both, in order to allow the relevant Regulatory Body to make an informed decision regarding registration. 15.10.1. In the case of students applying for Initial Teacher Training copies of the CCD will be sent to the GTC prior to any decision being made by the Faculty of Education & Children s Services. 15.11. A flowchart showing the process for managing CRB checks in the Faculty of Health & Social Care and Education 7 Children s Services is included in the Appendices. 16. DISCLOSURE PANEL 16.1. University Faculties may, due to the nature of their programmes, adopt their own bespoke procedure. However, any such procedure should be broadly based upon the following. 16.2. A Disclosure Panel will be established to consider disclosures, and only those disclosures, that detail convictions and offences where the Dean of School or nominee wishes to seek further guidance. 16.3. The Disclosure panel will consist of the Dean and one representative from the relevant Faculty or School of Study, a representative from a partner organisation and the Director of Legal Services. This membership may vary as necessary but should always include a member of a partner organisation and at least one member of the faculty and a
UNIVERSITY OF CHESTER STUDENT SCREENING (CRB) PROCEDURE member of Legal Services. Disclosure Panel. The Institutional Compliance Officer will service the 16.4. All considerations by the panel regarding disclosures detailing convictions will be considered in a redacted form so as to protect the identity of the individual applicant. 16.5. The Disclosure Panel will not consider any disclosures which detail that the applicant is barred from regulated activity by the ISA. The Vice-Chancellor will be informed of any such persons who will require the applicant to be immediately withdrawn from the programme, or any offer of study to be withdrawn. The University will also refer such persons to the ISA as statutorily required. 16.6. All disclosures detailing convictions will be considered in line with the criteria set out in section 15 above and the requirements of the relevant student activity. 16.7. The Disclosure Panel will make recommendations as outlined in section 15 above. 16.8. Decisions of the Disclosure Panel are final and no right of Appeal exists. 17. PLACEMENTS 17.1. Programmes of Study that require CRB checks invariably contain some form of placement or experiential learning that brings the student into contact with children or vulnerable adults eg clinical placements or School Experience. 17.2. Placements are integral part of the programme and students are usually required to successfully complete the placement to allow progression between levels and ultimately successful completion of the programme and registration with the appropriate regulatory body. 17.3. Students on placements should not be regarded as agency staff or part of the volunteer workforce. 17.4. In line with guidance published by the DfES and DoH students are required to have a CRB check for entry to the programme but are not required to have additional checks for placements. 17.4.1. The only exception to this guideline will be for those placements that take place in a domiciliary care setting that is regulated by Commission for Social Care Inspection CSCI. 17.5. Under the S124 of the Police Act 1997 and the CRB Code of Practice the University, as a Registered Body, may not share information contained on a disclosure with any third party; to do so constitutes a criminal offence. Therefore, the University is unable to divulge the contents of a CRB disclosure, whether it lists a conviction or not, to placement providers. 18. THE CRB CODE OF PRACTICE 18.1. As an organisation using the Criminal Records Bureau (CRB) Disclosure service to help assess the suitability of applicants for positions of trust, University of Chester complies fully with all aspects of the CRB Code of Practice including the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information.
APPENDIX A Student Activities that May Require Criminal Records Bureau Disclosure Programmes of Study Bachelor of Education (BEd) Counselling (PG Diploma) Early Childhood Studies Midwifery (inc RTP) Nursing (All Programmes in RTP) Nutrition & Dietetics (BSc & MSc) PGCE ITT (All Programmes) Social Work (BA & MA) Sports Coaching (Fd) Youth Work Modules of Study Dissertation PG Dissertation UG Experiential Learing Work Based Learning Other Activities Cygnets Student Associate Scheme Volunteers (SGSS) Chester Volunteers (SGSS) Warrington
Example of a Letter and Email Sent To CRB Applicants APPENDIX B The exact wording of the letter may vary depending on the programme of study. Date Name Address USER NAME: PASSWORD: <username> <password> Dear (name) Criminal Records Bureau Disclosure Application Procedure The University of Chester is committed to compliance with all those legal, statutory and regulatory requirements which pertain to safeguarding Children and Vulnerable Adults from harm. Higher Education Institutions who offer programmes of study where students may come into contact with children or vulnerable adults are required to ensure that these students are vetted via the CRB Disclosure process. Due to the nature of the studies that you have chosen, we require you to apply for a Criminal Records Bureau Disclosure through the University of Chester. Please rest assured that this is a necessary but standard process that all students who join your programme of study this year will have to undertake. You should apply for your check on-line. But before you begin please ensure that you have details of all your addresses from the past 5 years to hand including any temporary or term time addresses from previous University studies if applicable. Make sure that you have read the enclosed instructions and guidance. Please go to www.chester.ac.uk/disclosure. This will take you to the login page where you will need to enter your user name and password shown above. The page can also be accessed under disclosure in the Additional Information pull down menu on the Chester home page; www.chester.ac.uk. Please note that the username and password expire once the application is successfully submitted; moreover, you cannot access the web pages once you have begun filling out the form online and therefore will need to complete the form in one go. Once you have completed the application process you will be required to produce your chosen documents, sign the form and pay for the disclosure during a CRB signing session which will take place in the enrolment week. Please ensure that you bring your identity documents and a cheque for the correct fee made payable to University of Chester. The Disclosure application online process must be completed upon receipt of this letter. Failure to complete the process will delay your enrolment and may have serious consequences for your continued registration and placements. You should also note that any offer or guarantee of a place on your chosen programme of study at the University of Chester remains provisional pending a receipt of satisfactory CRB clearance through the University; this condition remains in place irrespective of whether you have enrolled or commenced studies. The University may terminate studies if information comes to light that may have a bearing on your suitability to work with Children or Vulnerable Adults. The University does not accept disclosures from previous employment or those obtained through other registered bodies. In the event of a disclosure indicating a former conviction, the nature of the disclosure is carefully considered and an appropriate course of action is determined and taken. In determining this action the NACRO guidance Recruiting Safely and DfES Guidance for Child Protection: Safeguarding Children and Safer Recruitment in Education (Jan 2007) is taken into account. Any student who is convicted of any offence during their study at the University must declare this to the Institutional Compliance Officer and the Director of Programmes/Programme Leader. Yours sincerely
Dear XXXX This is to notify you of the activation of your account on University of Chester Disclosures Service to complete your CRB disclosure. Please read this email carefully. As part of Work Based or Experiential Learning some placements organised through the University may require you to have contact with children or vulnerable people (e.g. the prison service, social services and schools). This included the Student Associate Scheme. You have been sent this email because you or your Placement Provider has indicated that a CRB check is necessary. To access your CRB application form you will need to click the link at the bottom of this email, Note: You can login only once to fill in the application, In case you make a mistake, you need to contact your liaison officer for fresh account. You should not repeat the procedure once you have successfully submitted your application. Please ensure that you have your National Insurance number and details of all your addresses from the past 5 years to hand before you begin, and that you have read the enclosed instructions and guidance on-line. A fee for this application is required (however, this cost is subject to change). Students are liable for this fee. A copy of the disclosure will be sent to the University and yourself. You will need to retain your copy to show your placement supervisor or module tutor if requested to do so. Failure to apply for a disclosure or complete the process may jeopardise your study on the module or placement. Once you have completed the CRB form online you MUST bring your ID documents that you used for your application and a cheque made payable to University of Chester to a CRB signing session. Signing sessions will be arranged through the WBL Office or you may contact Rob Dawson directly to arrange an individual session. The CRB process is only completed once you have had you're your identity checked, signed the paper form, paid and had the form countersigned. Further instructions on how to complete the form are available on IBIS at Home Page >Schools and Departments >Criminal Records Bureau >Instructions for on-line CRB applications - WBL/SAS. You are strongly advised to read these instructions carefully before proceeding with the application. The CRB is an executive agency of the Home Office. The Disclosure service allows organisations to make safer recruitment decisions by offering a means to check the background of applicants to ensure that they do not have a history that would make them unsuitable for posts they are trying to fill. Disclosures will provide details of a person's criminal record including convictions, cautions, reprimands and warnings held on the Police National Computer (PNC). If the position involves working with the vulnerable, Disclosures will also contain details from lists held by the Department of Health (DH) and the Department for Education and Skills (DfES) of those considered unsuitable for this type of work. You will need to apply for an Enhanced Disclosure as the course you will undertake involves a degree of contact with children or vulnerable adults. This includes a check on local police records, where the Chief Officer for inclusion within the Enhanced Disclosure may release additional information relevant to your course. Further information on the CRB and disclosure is available on the 'Students' page of IBIS or the University CRB office, situated in Old College room 204 at Chester. The CRB application form can be completed at the following website http://www.chester.ac.uk/disclosure. You do require a Username and Password (not your IBIS password) to access the website. Your unique username and password is: USER NAME: testyyy PASSWORD: hdfmit Alternatively, you can access your form directly by clicking Here (Hyperlink)
Example of Instructions Sent To CRB Applicants APPLYING FOR CLEARANCE APPENDIX C The CRB Disclosure Service allows organisations to make safer recruitment decisions by offering a means to check the background of applicants. These checks allow recruiters to ensure that applicants do not have a history that would make the applicant unsuitable for certain posts. Disclosures will provide details of a person s criminal record including convictions, cautions, reprimands and warnings held on the Police National Computer (PNC). Disclosures will also contain details from lists held by the Department of Health (DH) and the Department for Education and Skills (DfES) of those considered unsuitable for this type of work. You will need to apply for an Enhanced Disclosure as the course you will undertake involves a degree of contact with children or vulnerable adults. This includes a check on local police records, where the Chief Officer for inclusion within the Enhanced Disclosure may release additional information relevant to your course. The CRB is an executive agency of the Home Office COMPLETING THE FORM A STEP BY STEP GUIDE 1. Log on to the University disclosure application website http://www.chester.ac.uk/disclosure. 2. Enter your username and password as shown in your letter. 3. Ensure that you have the following to hand: Details of all your addresses from the last five years including previous university term time or other temporary addresses. Your ID documents for verification. 4. Carefully read the introduction screen. 5. Select New Application from the links on the right. 6. You should provide details of your ID documents to prove your identity. You need to use and provide original documentation (no photocopies) to apply for the Disclosure; you must bring these documents with you to the CRB session for checking. Please check the list overleaf for acceptable documents. 7. Carefully read the document screen. 8. Select the appropriate documents that you will be able to provide to prove your identity. Remember you must bring these documents with you to the CRB session for checking. The system will advise you when you have enough documents. 9. Once you have selected the appropriate documents you should click the Proceed button. 10. You will be asked to confirm your chosen documents. 11. Read the Service Agreement. To view all the terms of the agreement use the scroll bar. If you agree to the terms then press the I Agree button; if not press Cancel. If you select Cancel your application will not be processed. 12. Begin to enter your details. Note that the fields marked with an asterisk ( ) are compulsory and must be completed 13. You must provide details of any other Forenames or Surnames that you have used including the dates. The application screen will help you do this. 14. Continue to enter your details on the form. 15. By entering your postcode you should be able to enter your address automatically from the pop up screen. 16. If you do not know your postcode you will be able to search for it by entering your address. 17. You must provide the month & year in which you moved to the given address. If you have lived at this address for less than 5 Years you will be requested to provide further addresses. You will not be able to continue with your application unless a full and continuous 5-year address has been supplied. You will be advised when you have supplied adequate address details. 18. You must provide a complete 5-year address history including any previous university term-time or other temporary addresses. 19. You should provide telephone contact details so that we can contact you if necessary.
20. Choose the relevant position or job title from the pull down menu. This title should include the Programme of Study that you have applied for at the University of Chester eg BED Degree Teacher Training or PGCE Primary. 21. Carefully input your ID document details. Remember you must bring these documents with you to the CRB signing session for checking. 22. Press the submit button to complete your application. You can now check and amend your application as necessary. 23. If you press cancel at any time you will need to complete your form again. WHAT HAPPENS NEXT Your application form will printed by the University of Chester. You are expected to attend a CRB signing session. You must bring your ID documents to a signing session. Failure to attend a signing session may have serious implications and cause delays for your continued registration and placements. You must also bring a cheque for 40.00 made payable to the University of Chester to the signing session. Once signed your CRB disclosure application form will be sent to the CRB. You will receive a copy of the Disclosure Certificate from the CRB. You must keep this disclosure with you at all times on your placements in case you are requested to produce it. LIST OF RELEVANT POSITIONS AND TITLES RELEVANT POSITION LISTED HERE SIGNING SESSIONS Once you have filled out the form on-line; you must attend a CRB Signing Session held at the University and you must bring your documents with you. You will also be asked if you have any unspent criminal convictions. DATES OF SIGNING SESSIONS HERE Please note that it is imperative that you attend one of these sessions. Failure to do so may result in serious implications for your continued enrolment on the programme. This process must be completed before the commencement of your studies. CRIMINAL CONVICTIONS INCLUDING CAUTIONS & REPRIMANDS If you know that you do have a criminal record (including a caution, warning or reprimand) you should have recorded this on the Declaration Form. The form will have been given to you either at interview or sent to you with the CRB information. You should also provide a brief account outlining the circumstances of the incident and any mitigating circumstances that you feel may be relevant. This statement should be submitted in a sealed envelope at the signing session. Please rest assured that the University considers all cases fully and fairly, including your written account, before reaching a final decision.
FREQUENTLY ASKED QUESTIONS Why can t I use the back button when filling out the form? This is a security measure implemented by the system. It is to protect your information from being accessed or changed by anybody else, should you forget to logout. If you think you have forgotten something, continue to the end of the form and press submit. The system will not allow you to submit an incomplete form and will redirect you to the appropriate section. What should I do if I exit the on-line application process before I have fully submitted my form? Your username and password will remain active until you complete the online form successfully, if for whatever reason you exit the application prematurely, then you should still be able to access the system by logging in again. Can I challenge the information on my Disclosure if it is incorrect? Yes. You need to contact the Disclosure Dispute Line on 0870 90 90 778 immediately and ask about dispute procedures. You should also contact the University of Chester to inform them which aspect of the Disclosure you are disputing. How long will my disclosure be valid? Each disclosure will show the date it was printed. Generally, the older the disclosure, the less accurate and comprehensive it is likely to be. However, the disclosure will cover you for the duration of your programme. What if I already have a Disclosure from a previous employer / placement / programme? Due to new guidance from the CRB we do not accept existing Disclosures from previous employers etc for entry to the programme. However, if you do have an existing disclosure we may accept it on a temporary basis pending clearance against your new application at our discretion. What if I have a criminal record? This will not necessarily debar you from being admitted to your course of study at the University. However, any information contained on your Disclosure would require further consideration by the University and may result in you not being able to register. Please rest assured that the University considers all cases fully and fairly before reaching a final decision. For further details regarding how such cases are considered please contact the University. How much does the CRB check cost? There is no fee required at this stage of the Disclosure process. When you attend a CRB signing session a fee of 40.00 will be payable. Please ensure that you bring a cheque for 40.00 made payable to the University of Chester PLEASE TE: ACCEPTABLE DOCUMENTS FOR VERIFICATION PURPOSES Group 1 Valid passport (any nationality) UK or Isle of Man Driving Licence Original UK Birth Certificate (issued within 12 months of the date of birth) UK Adoption Certificate Valid photo identity card (EU countries only) UK Firearms licence. Group 2 Marriage or Civil Partnership Certificate Non-original UK birth certificate (issued after 12 months of date of birth) P45/P60 statement** Statement from a Bank; Building Society, Credit or Store Card or Mail Order Catalogue * Utility Bill (electricity, gas, water, telephone - inc mobile phone contract/bill)* Valid TV licence Mortgage or Financial statement (e.g. pension, endowment, ISA)** Valid insurance certificate** Council Tax Certificate (UK)** Certificate of British nationality British work permit/visa** Correspondence or a document from: a UK Central/ Local Government/ Government Agency/ Local Authority giving entitlement eg DWP, the Employment Service, Customs & Revenue, Job Centre or a Local Authority* Valid vehicle registration document (V5 or V5C) Court Claim Form (UK) ** Valid NHS Card or National Insurance number card Addressed payslip* Exam certificate (e.g. GCSE, NVQ) Benefit Statement (Child or Pension)** Connexions Card Asylum Registration Card CRB Disclosure Certificate** Letter from Head Teacher* * Documentation should be less than three months old ** Issued within past 12 months The Disclosure application online process must be completed as soon as possible. Failure to complete the process will delay your enrolment and may have serious consequences for your continued registration and studies at the University of Chester. You must bring your chosen ID documents with you to the CRB signing session for checking and verification. Your guarantee of a place at the University of Chester remains provisional pending receipt of a satisfactory CRB clearance through the University. This condition remains in place irrespective of whether you have enrolled or commenced studies. The University may terminate studies if information comes to light that may have a bearing on your suitability to work with Children or Vulnerable Adults. CONTACT DETAILS Contacts details here