Disclosure and Barring Service (DBS)

Advice and Guidance for Applicants

A number of courses at the University of South Wales involve students undertaking a placement or activity that includes specified contact with children or vulnerable adults; this is known as Regulated Activity. For these, we are required to ensure the suitability of students through a Disclosure and Barring Service (DBS) disclosure. These checks are carried out at an enhanced level for the Workforce and Barring lists relevant to the course.

Where a DBS check is required, applicants/students are liable to pay all associated fees which are non-refundable. The fee is £55.42 which is payable when you visit the Post Office for your verification checks. (Fee correct as at 01/10/2021).

Upon completion, students are encouraged to sign up to the DBS Update Service for an additional yearly fee of £13. This will cover you for the duration of your course. Otherwise, you will need to obtain a new DBS at the start of every year of your course.

Ensure to keep your DBS Disclosure in a safe place, as this will need to be produced at your placements throughout your course and for use in conjunction with the update service.

Download the process for UK applicants to obtain a DBS Disclosure through the University of South Wales.

Download the process for EU and international applicants to provide a clear Police Check (often referred to a Certificate of Good Conduct).

Frequently Asked Questions

If your question is not listed below please use our contact us form and select 'I have a query about my DBS' as the nature of your enquiry.

I already have a DBS Disclosure, can I use this?

A DBS is only valid at the time of issue and for the organisation / company that requests it unless the individual registers for the DBS to be portable and kept up to date (must register within 30 days of the disclosure being issued). This service is called the ‘Update Service’ which is provided by the DBS and has a subscription fee of £13 per year. (Fee correct as at 01/10/2019).

Provided you have signed up to the DBS Update Service and the level of Disclosure you have matches your course requirements, then we can accept this. Please scan (or photograph) and email us a copy of the front page of your Disclosure to [email protected] so we can complete the update check (If your DBS is not clear, we will need to see all pages).

If you have not signed up to the Update Service and/or the level of the Disclosure is less than your course requires, you will be required to complete a new DBS with USW. Please refer to the email we sent you for the steps to complete this.

I have a Scottish Disclosure, can I use this?

Scotland have their own version of the DBS however they are only valid in Scotland.

Therefore you will need to undertake a new DBS completed through USW. Please refer to the email we sent you for the steps to complete this.

I have an Access NI Disclosure, can I use this?

Northern Ireland have their own version of the DBS Check.

We can accept the Enhanced Access NI Check, however we do not accept the Basic or Standard check.

Please scan a copy of the certificate to [email protected]

I have a DBS Disclosure and have registered on the Update Service, but I have lost the certificate itself. Can you accept the online details?

The DBS update service is only valid in conjunction with the original disclosure. For detailed information on this please view the guidance on the DBS website.

If you have misplaced your certificate then you will need to complete a new DBS. Please note that you will be required to produce your disclosure at your placements throughout the duration of your course so it is imperative you keep this safe.

Please refer to the email we sent you for the steps to complete a new disclosure.

I am having difficulty using the system/completing the online DBS Application form

Our Online DBS System is administered by an external company, First Advantage, and you can access the Applicant Guidance notes here.

If you have any questions about using their system or completing the form, please contact First Advantage directly:

Phone – 0115 969 4600

Email - [email protected]

I am having difficulty selecting or providing the required identity documents

Our Online DBS System is administered by an external company, First Advantage, and you can access the Applicant Guidance notes here.

If you have any questions about using their system or completing the form, please contact First Advantage directly:

Phone – 0115 969 4600

Email - [email protected]

I’m not sure where my nearest Crown Post Office is?

Find the location of your nearest Crown Post Office.

Enter your postcode into the search box and select ‘DBS ID Verification Service’ from the ‘service required’ drop down list. A list of Crown Post Offices in your area will then be displayed.

Alternatively you can call the PO Customer Services on 0344 800 4466

I have registered using the details provided in the email you sent to me but the ‘Position’ is not my course title, is this correct?

Yes, we have grouped courses together under various subjects due to the type of DBS that is needed. Please ensure to select the positon that has been sent to you in your email.

If you select a different position you may receive the wrong type of check and may need to complete a new DBS application (at your own cost).

I have completed the online application form with GB Group. What happens now?

Once you get to the end of the online application form you will need to print off the identity form and take this to a Crown Post Office along with your identity documents and fee.

Please pay careful attention to the deadline date on this form. You must attend the Post Office prior to this date or you will need to re-register and complete a new online application form.

I have completed the online application form and been to the Post Office, but I keep getting emails from the university about completing the DBS, why is this?

These are automatic emails that will continue to be sent to you on a regular basis until your record has been updated to confirm you have completed the DBS process.

Your record will be updated once the GB Group confirm to us that the DBS have sent your certificate to you and that it is clear.

Applicants are encouraged to track the progress of their DBS application on the gov.uk website.

I haven’t received my Disclosure in the post yet. Should I be worried?

Applicants are encouraged to track the progress of their DBS application on the gov.uk website.

If your DBS is showing as posted out to you and you have not received it within a week, you will need to contact the DBS directly and follow this up directly with them.

I have received my Disclosure in the post, do I need to send you a copy?

No, we only need to see a copy if your disclosure is not clear and we will email you directly if this is the case.

Please keep your Disclosure Certificate in a safe place as you will need to show it to your placement co-ordinator within the first few weeks of your course starting and take it with you to your placements.