Appendix A

This position will be subject to a satisfactory DBS check

Appendix D

Dear <name>

I am writing to remind you that you have not yet supplied us with the necessary information to complete the DBS check which is a mandatory requirement of your appointment.

Can you please contact me on hr@aber.ac.uk within the next 48 hours to confirm suitable arrangements for you to attend the HR Department with the necessary documentation to conduct the check.

The evidence required is as set out in your interview invitation letter however for ease of reference the list of evidence can also be found here: https://www.gov.uk/disclosurebarring-service-check/documents-the-applicant-must-provide-

Please note that failure to comply with this requirement in a timely fashion may result in the withdrawal of the offer of employment.

Please do not hesitate to contact me on the aforementioned e-mail address or on 01970 628555 if you have any queries. I look forward to hearing from you.

Appendix E

Please note a DBS check has been submitted on behalf of <name / employee reference number> and a certificate has not yet been received. The individual’s current employment start date is <date>.

Appendix F

Dear <name>

I have been advised through the DBS online portal for employers that a DBS certificate has been issued to you.

Can you please contact me on hr@aber.ac.uk within the next 48 hours to confirm suitable arrangements for you to attend the HR Department with the certificate to enable HR to verify and record that the check has been completed satisfactorily.

Please note that failure to comply with this requirement in a timely fashion may result in the withdrawal of the offer of employment.

Please do not hesitate to contact me on the aforementioned e-mail address or on 01970 628555 if you have any queries. I look forward to hearing from you.  

Appendix G

Dear <name>

I am writing to advise you that the University has not yet verified the DBS certificate for <name>, which is part of the mandatory criteria for this post. As such consideration should be given to delaying the start date of the individual’s commencement in post until this information has been received.

In the event that it is not possible to delay the start date of employment for operational reasons, you are required to ensure that appropriate safeguarding measures are put in place in accordance with the University’s Safeguarding Policy, and that these arrangements are regularly reviewed until such time as the DBS certificate is recorded. You are also required to confirm the safeguarding arrangements in writing to the HR Quality & Compliance Manager by e-mail on hr@aber.ac.uk 

Please confirm in writing by return whether you wish the employment start date to be delayed or if you intend to place safeguarding measures in place and, if so, outline what these arrangements entail.

Appendix H

Dear <name>

I am writing to advise you that it has come to our attention from the Employer’s DBS portal that the DBS certificate which was requested pursuant to your role has now been returned to you.

As you will be aware, this post requires that all individuals successfully complete the DBS procedure. 

Can you please contact me on hr@aber.ac.uk within the next 48 hours to confirm suitable arrangements for you to attend the HR Department with the certificate to enable HR to verify and record the check has been completed satisfactorily.

Please note that failure to comply with this requirement in a timely fashion may result in the withdrawal of the offer of employment or the imposition of a mandatory period of unpaid leave, as documented in your contract, until such time as the certificate is presented to the HR department for verification.

Please do not hesitate to contact me on the aforementioned e-mail address or on 01970 628555 if you have any queries. I look forward to hearing from you.

Appendix J

Alert from ABW

Please be advised that your current DBS check is due to expire in 8 weeks. Please contact me on hr@aber.ac.uk to make suitable arrangements to visit the HR department to present the necessary information to resubmit the DBS check within the next 5 working days.

A full list of valid documentation can be found here: https://www.gov.uk/disclosurebarring-service-check/documents-the-applicant-must-provide-

Please note that failure to undertake the renewal of the DBS check by the time the current check expires may result in the university invoking a period of unpaid leave until a check is processed and noted as satisfactory.

E-mail to Individual

Dear <name>

I am writing to advise you that it has come to our attention that your current DBS check will expire in 8/6/4/2 weeks’ time. 

In accordance with the requirements of the University’s Safeguarding Policy it is therefore imperative that a DBS check is resubmitted on your behalf to ensure that you may continue to be employed in this role.

Can you please contact me on hr@aber.ac.uk within the next 48 hours to confirm suitable arrangements for you to attend the HR department with the necessary documentation to enable HR resubmit the DBS check on your behalf.

 

Please note that failure to comply with this requirement in a timely fashion may result in the imposition of a mandatory period of unpaid leave until such time as the certificate is presented to the HR department for verification.

 

Please do not hesitate to contact me on the aforementioned e-mail address or on 01970 628555 if you have any queries. I look forward to hearing from you.

Appendix K

Dear <name>

Further to my recent e-mails concerning the provision of a satisfactory DBS check I am writing to advise you that the renewal of your DBS check remains outstanding and as such you cannot continue to attend work in this role.

I am therefore advising you that, in accordance with the appropriate contractual clause, a period of mandatory unpaid leave is being invoked with effect from the <date> until such time as the University is able to verify that a satisfactory DBS certificate has been obtained on your behalf.

Can you please contact me on hr@aber.ac.uk as a matter of urgency to confirm suitable arrangements for you to attend the HR department with the necessary documentation to enable HR to resubmit the DBS check on your behalf.

Please do not hesitate to contact me on the aforementioned e-mail address or on 01970 628555 if you have any queries. I look forward to hearing from you.