Disclosure and Barring Service

Aberystwyth University engages an external umbrella organisation to administer DBS checks on its behalf. This service supports the processing of disclosure applications across the UK, including checks undertaken through Disclosure Scotland, and provides guidance on the information contained within the results.

DBS checks can be arranged for both University staff and students where required.

Guidance for line managers

New roles requiring a DBS check

  • The line manager must consult their HR Business Partner (HRBP) to establish whether a DBS check is required and determine the appropriate level of check for the role.
  • The requirement for a DBS check must be clearly stated in the job description and recruitment documentation.
  • HR coordinates DBS checks through an approved third-party provider using a secure online application portal.
  • HR will provide the successful candidate with access to the portal, together with instructions on how to complete their DBS application.
  1. Existing roles where a DBS check becomes necessary
  • Where a DBS check is identified as a new requirement for an existing role, the line manager must consult their HRBP before initiating the process.
  • The HRBP will advise on the appropriate level of check, the reasons for the requirement and the necessary steps, including communication with the employee.
  • HR will coordinate the DBS application through the University's approved third-party provider.
  1. DBS renewals
  • As a general requirement, DBS checks must be renewed every three years for employees who continue to undertake duties requiring a check.
  • Certain roles or activities may require more frequent DBS checks, depending on the nature of the duties, safeguarding considerations or specific regulatory or professional requirements.
  • Where a shorter renewal period applies, this will be communicated to the relevant line manager and employee.
  • Line managers are responsible for ensuring that DBS requirements remain appropriate to the role and for supporting the timely completion of any necessary renewals.
  1. DBS check outcomes
  • HR will confirm to the relevant line manager when the DBS process has been completed and whether any further action is required.
  • Where a DBS certificate discloses information that may be relevant to an individual's suitability for the role, this will be considered in accordance with the University's DBS Risk Assessment Procedure.
  • Any assessment will be undertaken confidentially, taking account of the nature of the disclosure, its relevance to the duties of the role and any associated safeguarding risks.
  • No decision affecting employment will be made solely on the basis of a disclosure without an appropriate assessment.
  1. Further guidance

For advice on DBS requirements, applications, renewals or the management of DBS check outcomes, please contact your HR Business Partner

DBS Requirements for Students  

Some academic programmes at Aberystwyth University involve activities where students may have direct contact with patients, vulnerable individuals or members of the public. Depending on the nature of the programme and any associated placement requirements, students may be required to undertake a Disclosure and Barring Service (DBS) check before commencing their studies or at specified stages throughout their course.

Further information about programmes requiring DBS clearance, including any specific requirements, is available from the relevant academic department.

Student DBS Application Process

The relevant academic department will coordinate the DBS application process and provide students with instructions and access to the University's third-party online DBS checking system.

Students will be required to complete their application online and provide the necessary identification documents to support the verification process.

Once the check has been completed, the outcome will be made available to authorised University staff through the external DBS provider's secure online portal.

Where a DBS certificate contains information requiring further consideration, this will be reviewed in accordance with the University's relevant procedures before any decision is made regarding the student's enrolment or participation in activities requiring DBS clearance.

Essential Information 

Employees using the third party system or involved with posts that require DBS are required to read the University's Safeguarding Policy and related policies and procedures.

DBS Enquiries and Support - new section

If you do have any queries relating to DBS or if there is anything else which you would like to discuss, then please do not hesitate to contact your HR Business Partner or email hr@aber.ac.uk.  

 

The DBS Storage and Compliance Policy for Aberystwyth University staff is available here.

Storage and Compliance DBS PolicyStorage and Compliance DBS Policy 2026

Mae’r ddogfen hon ar gael yn Gymraeg / This document is available in Welsh

 

The Code of Practice on the Recruitment of Ex-Offenders Policy for Aberystwyth University staff is available here.

Code of Practice on the Recruitment of Ex-Offenders Policy 2026Code of Practice on the Recruitment of Ex-Offenders Policy 2026

Mae’r ddogfen hon ar gael yn Gymraeg / This document is available in Welsh