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Student Registry

 

This guide has been written to explain the Colleges' role in the DBS application process and to help you advise your prospective Medicine and Veterinary Medicine students with the completion of their DBS application forms.

Before you process your forms, please make sure you have read the University guidance and the DBS on-line guidance for both applicants and registered bodies.

These relate to the new style form and give the rules and guidelines for completing and checking the form.

If you have any further queries please contact: Student Registry, Tel: 01223 766302, E-mail: dbsstudents@admin.cam.ac.uk

Further information:

Introduction

DBS application packs are sent out to all prospective medical and veterinary offer holders in February and March. 

All applicants are told that:

  • Application forms and other documents should be returned to Tutorial Office/Admissions Office of their prospective College no later than 22 April.
  • Obtaining a DBS Disclosure is a condition of taking up their place on their chosen course.
  • As with any other condition of their offer, it must be met by 31st August (the UCAS deadline). This means that all students must have received their DBS disclosures from the DBS by this date.
  • Processing by the DBS can take two months during their busy summer period, so applications may be delayed

What documents will the applicants return?

The documents received by the College will differ depending on whether:

  1. The student has been a permanent UK resident during the past 5 years.
  2. The student has been a permanent resident outside the UK for the past 5 years.
  3. The student has spent significant periods of time (6 months, or more) living both within the UK and abroad during the past 5 years.

1. Permanent UK Residents

Students in this category will return the following documents:

  • The completed DBS application form.
  • A copy of the online payment confirmation email they received when paying the DBS application fee.
  • A variety of documents required to confirm their identity.
  • ID Documents Provided sheet.

2. Permanent Overseas Residents

  • A completed 'Self-Declaration form'
  • Documentation from the police authority (or other relevant authority) in the student's country of residence detailing the status of their criminal record. In many countries, this document is called 'A Certificate of No Criminal Conviction', 'A Certificate of Good Conduct' or 'A Police Clearance Certificate' (although this name may vary).

3. Applicants who have spent significant periods of time living both within the UK and abroad during the past 5 years

  • The completed DBS application form.
  • A copy of the online payment confirmation email they received when paying the DBS application fee.
  • A variety of documents required to confirm their identity.
  • ID Documents Provided sheet.
  • A completed 'Self-Declaration form'.
  • Documentation from the police authority (or other relevant authority) in the student's country of residence detailing the status of their criminal record.

The overseas criminal record check document does not have to arrive at the same time as the DBS application.

Please Note:

  • Students are advised that all documents pertaining to their Criminal Record check should be sent via a secure route (i.e.: Recorded Delivery). It is advised that documents are returned to students via a similar route.
  • Students who are unable to return their documents themselves are told to arrange for either a parent or carer to do so, on their behalf, although they are still required to sign the application form themselves.
  • All students (including those from overseas) have to submit original documents. Copies cannot be accepted.
  • This link contains a list of acceptable ID documents.

Overseas Applicants

If an applicant is from overseas and has never lived in the UK they do not need to apply for a DBS check, because the DBS only has access to information regarding time spent in the UK.

Please ensure overseas applicants have applied to the relevant overseas authorities for a criminal record check equivalent to a UK DBS check, and provided a Self Declaration form.

What is the cost of a DBS check and how can the students pay?

The current fee for seeking an Enhanced Disclosure is £44.00. Payment must be made online at the University of Cambridge Online Store

Applicants are asked to send a copy of the online payment confirmation email which they receive, with their application form.

No application form will be forwarded to the DBS unless payment has been received from the student. If there is no proof of payment, chase with the student. Don't progress the application until the payment has been received.

Checking the application form

Refer to the online DBS e-guide to check that the form has been filled in correctly and that you complete Sections W and X correctly.

The e-guide firstly deals with Sections that you should complete. Then the guide takes you step by step through what to check for in each Section.

Common errors include:

  • Form not completed in black ink - if a form is not completed in BLACK ink, please over-write in black ink.
  • 5 year address history not complete.
  • Full name including middle name(s) not complete.
  • Last digits missing from driver's licence details.
  • NB - Please do not sign the continuation sheet if used.

Correction fluid should not be used to correct errors. If any part of the form has been completed using another colour ink, if correction fluid has been used, or if stamps/stickers have been attached, it will be returned by the DBS and a fresh application has to be made.

If errors are made, please cross them out using a single line and write the correction to the right of the incorrect response.

Questions that are highlighted in yellow are required information and the DBS will return the application if they are not complete.

  • The DBS no longer requires a Documentary Evidence Sheet.
  • Please forward the ID documents provided sheet to Student Registry.
  • Please ensure that you have crossed the relevant 'registered body use only' verification boxes.

Accuracy

The DBS counts the number of applications they return with missing/incorrect information to each Counter-Signatory during the year and penalise the Counter-Signatory if return rates are over 5%, eventually not allowing the Counter-Signatory to continue. So, please check everything thoroughly before sending to the Student Registry to keep our percentage low as well as saving time.

If you find that the application contains missing, incomplete, etc, information, contact the student and/or amend the form before sending to the Student Registry.

Please do not staple or stick anything to the DBS application form as the DBS will not accept them this way.

Check that the application comes with:

  • Acceptable ID documents.
  • ID Documents Provided Sheet (So that you can match what the applicant thinks they have sent, with what you actually receive).
  • Proof of payment - copy of the on-line payment confirmation email.
  • Overseas criminal record documentation if applicable.
  • Self Declaration form if applicable.

DBS Correspondence

Occasionally a mistake will slip past both the College and the Student Registry so the DBS will contact the Student Registry to request the information, often setting a time limit for a reply, normally within 28 days. At this point the Student Registry will either resolve the issue, where possible, or contact the college for further information.

What happens once the form has been checked?

Once complete, please forward the DBS application form, the copy of the on-line payment confirmation and ID documents provided sheet as soon as possible to the DBS Counter-signatory at the Student Registry, 4 Mill Lane, Cambridge.

Original identification documents can now be returned to applicants.

What is the role of the Student Registry?

Once received by the Student Registry, each application form will be re-checked briefly. If a problem is found, you will be contacted and asked if you can provide an answer, or, if you do not have access to the required information, you will be asked to contact the student. This saves a lot of time because, if problems are picked up once they have been sent to the DBS, the forms are returned, often wasting weeks. Once checked, the DBS Counter-signatory will complete Section Y of the application form and it will be forwarded to the DBS.

The Student Registry maintains records of each application received from the colleges and each application form sent to/received back from the DBS. If, once received by the DBS, any problem is found with an application form, it will be returned directly to the University's DBS Counter-signatory with a letter explaining the query. The Student Registry will then contact the college if necessary.

The role of the Student Registry in the DBS process is purely an administrative one.

Once the applicant has received their Disclosure Certificate

The DBS sends a copy of the Disclosure Certificate to the applicant only. It no longer sends a duplicate to the University.

However, it is still a requirement of the University to see the Certificate to ascertain that it does not contain information that would affect the student's admission to the University.

Once the applicant has received their Disclosure Certificate, they have the following options.

Option One: Subscribe to the DBS Update Service

The Update Service costs £13.00 per year. It is an online service that hosts the results of Disclosure Certificates and is automatically updated by the DBS (as long as the applicant maintains their subscription).

If they have a subscription, applicants will not need to apply for another DBS check as long as their existing Certificate remains current.

The University can check the status of a certificate using the certificate number.

If the applicant chooses this option, they need to inform you of their certificate number; this will then need to be passed on to the Student Registry to carry out the status check.

Applicants must subscribe to the Update Service within 14 days of receiving their Disclosure Certificate, otherwise they will not be able to use the service.

Whether further action is required will depend on the status of the check.

Option Two: Send their Disclosure Certificate to the Student Registry

If they do not wish to subscribe to the Update Service, the applicant will need to send their Disclosure Certificate to the Student Registry instead.

The Student Registry will make a copy of the certificate and inform the college that it has been received and that no further action is required (if it is blank).

The Disclosure and Barring Check will remain an unsatisfied condition of the offer of admission until the Student Registry has checked the status of the applicant's disclosure through the Update Service OR seen their original certificate.

How are the Colleges informed of Disclosure Results?

In accordance with DBS guidelines, the Student Registry Section is not allowed to send photocopies of DBS Disclosures out of the office for your reference. Instead, the following details of all Disclosures received will be sent to you via e-mail:

  • Name
  • Course
  • Disclosure Number
  • Issue date
  • Either No action required (if no caution, conviction, reprimand or final warning is revealed for an applicant)or Positive Disclosure (if an offence is revealed on the Disclosure certificate)

Information regarding individual student Disclosures will be sent to you as soon as the Disclosure documents are received.

What if a student has an existing Disclosure?

The student will need a new DBS check authorised by the University of Cambridge.

What if an applicant has a spent or unspent conviction, caution, reprimand or final warning?

Sometimes, during the application cycle (i.e: at the point of UCAS application or interview) a student may reveal that they have a spent or unspent conviction, caution, reprimand or final warning. Students in this position are told that if at any point they are convicted of an offence after they have applied, they must inform UCAS, and their prospective College. The individual should then send, in confidence, written details of the type of offence to the Senior Tutor they are holding an offer with.

If you are made aware of an offence, either prior to interview, or at a later stage of the application cycle, you should immediately send full details of the offence to the Student Registry. You will be advised of any action thought appropriate by the Director of Medical and Veterinary Education and the Director of Medical Education.

Final Checklist

Before sending applications to Student Registry please ensure:

  1. If a form is filled in, with any colour ink other than black, please overwrite clearly in BLACK ink.
  2. Applicants have included all their names, including middle names, on their application form. Check the applicant's record and ID, particularly the driving licence for evidence of middle names. The DBS will return any form that does not show a middle name, if it is evident on the individual's birth certificate, driving licence, or other documents. All names should appear in full, including middle names, on all application documents.
  3. Applicants have provided the correct type and number of ID documents.
  4. All students have sent proof of payment - copy of the on-line payment confirmation email.
  5. All students have signed in box 56 and dated in box 57 (Section e) of the application form.
  6. You have completed the relevant boxes in Sections W and X and verified the required sections in the boxes on page 2 of the form.

Finally

Please inform the Student Registry if at any point you realise that a student who has been made an offer will not be taking up a place at the University or has changed college. This may be due to failure to meet academic requirements, or because they have withdrawn, etc. This will help us to avoid spending large amounts of time chasing applicants who will not be attending the University, or chasing applicants at the wrong Colleges.

In February each year, the Student Registry generates a list of admissions data, showing all Medicine and Veterinary Medicine applicants holding offers. Each of these students is sent a DBS application pack and we expect them to respond.

You are able to track the progress of an application online via the DBS website, Quick links; On-line tracking. You just need the Form reference number and the applicant's date of birth.

Further Information

For further information please contact:

Disclosure and Barring Service