DBS

Why do I need an Enhanced DBS Certificate?

An Enhanced DBS (Disclosure and Barring Service) certificate is required for you to undertake clinical placements, as part of your studies, within the Faculty of Medicine and Health. The certification process is undertaken on entry to the programme.

The Enhanced DBS certificate can only include background checks on your time in the UK. If you have been resident in the UK for less than 3 years, a criminal record check from your home country is also required. This may be referred to as an international criminality check, but the names can vary. An Enhanced DBS certificate will be requested once you have arrived in the UK.

The University of Leeds is obliged to refuse admission to applicants for certain courses, which are regulated by national or statutory bodies, where an Enhanced DBS certificate or international criminality check reveals prior criminal behaviour giving rise to concern for the protection of the public.

It is important you respond quickly when you receive notification from the Faculty of Medicine & Health that DBS certification or other criminality checks are required, since clinical placements cannot be attended by those who fail to comply with clearance processes. 

Enhanced DBS applications and international criminality checks are managed via the University's DBS system hosted by Matrix Security Watchdog.  A  Privacy Notice Statement for Matrix Security Watchdog is available to explain how your information is managed.

The following contains details of the steps you should follow to apply for the Enhanced DBS certificate.

Step 1: ‘Welcome Email’ from Matrix Security Watchdog and verifying your ID documents with Trust ID

In line with the Home Office code of practice, all applicants requiring a DBS check must have their identity verified.   To do this you must complete the online application form sent to you by Matrix Security Watchdog.

You will receive a ‘Welcome Email’ from Matrix Security Watchdog which should come from  [email protected]  with the subject ‘Screening’.

Please ensure you look in your Spam and Clutter for this email.

If you believe you have not received this email, please contact the School of Healthcare DBS Team who can resend the ‘Welcome Email’ to you:

School of Healthcare – [email protected]

It is important that you have your UK passport with you when you complete the online application form, as part of the process involves a digital ID check via Trust ID. You are given two attempts to pass Trust ID and then your application is reverted to the in-person documentation route on the University campus.

If you do not have a UK passport, please follow the link on the application form and select the option to say that you don’t have one. You will then be directed to bring your documentation to the University for in-person verification.

If you are asked to bring documents to the University, please bring them to the Worsley Building, Floor 7, to office 7.09 where the Placements Team will verify, scan and upload your documentation. This office is open Monday to Friday from 8.30am to 12.30pm and from 1.30pm to 4.30pm.

Step 2: Completing the Online Application Form – Current Address

When completing the online application form, please include all your address history for the last 5 years.

The UK address that you select as your current address will be where your DBS certificate is posted to. You are advised to select the address where you receive bank statements by post and where you are registered on the electoral role as your current address, to ensure a smooth process.

If you choose to use your student address as your current address, you will still need to provide paper documentation such as a bank statement or a utility bill with your name on. This may involve you needing to change your address with your bank.

Step 3: Proof of ID and Proof Of Address documentation

You are required to complete all parts of the screening process prior to submitting your application.

Proof of address - your supporting documents must include proof of your current address. Please choose documents from the following link, as these are the only acceptable documents for DBS purposes:-

https://www.securitywatchdog.org.uk/help-hub/candidates/acceptable-documentation/

Personal details  - you must indicate your name exactly as it appears on your passport, including middle names, otherwise your application will be unsuccessful.
Address timeline  - there cannot be any gaps/overlaps in your address history for the past 5 years. Please make sure the month and year of each address follows that of the previous address, e.g. if you moved house in September 2020 ensure this date is repeated as your last date at your previous address and also the first date that you moved into your new address. If you have spent a period of 6 months or more outside of the UK you may be asked to provide more documentation or answer some extra questions for us to complete the Criminal Records check process for that country, where applicable.
Declarations
My documents
Terms and Conditions

Step 4: Matrix Security Watchdog process your received application

Once you have completed your application form you will be given a reference number starting with CE. Please make a note of this number, as you may need it for future reference. You will receive a confirmation email containing these details.

Your form will now be processed by Matrix Security Watchdog and then your case file will be sent to the DBS. The time it takes for this process to be completed varies on an individual basis, but it can take up to 60 working days once your documents have been accepted and your case sent to the DBS, therefore it is important that you engage with the DBS process as soon as possible, to avoid disruption to clinical placements.

Matrix Security Watchdog will undertake International Criminality Checks, where a student has lived outside the UK for a period of 6 months or more. If additional information is required for Matrix Security Watchdog to undertake these checks, they will contact you for additional information.

Matrix Security Watchdog will reach out to you if any details are missing to ensure you are guided through resolving any issues.

If you have any questions, please contact the University of Leeds Security Watchdog screening team on 01420 593830 who will be happy to assist. Alternatively, you can use the online chat bot on the Help Hub who can provide guidance on documentation and application queries.  

Step 5: DBS Certificate approval and receiving your certificate

Once your application has been successful, you will receive your own paper copy of your DBS certificate in the post.

The University does not receive a copy, therefore it is extremely important that you ensure that your certificate arrives at your current address and that you keep the original document safe and with you at your University address, throughout the duration of your course.

Some placement providers may ask you to provide evidence of DBS clearance prior to your placement starting. Where your placement provider requires proof of your DBS certificate, they will contact you for this information directly.

If you have any questions, please contact the Healthcare DBS Team at [email protected] or call Matrix Security Watchdog on 01420 593830