Applicants

CRB checks

A Criminal Records Bureau (CRB) check is performed in order to ascertain whether or not a person has a record of criminal activity. An application form is submitted, along with evidence of identity and residence, and the information provided is checked by the Criminal Records Bureau in conjunction with the police. The results are then disclosed on a certificate that can be shown as proof that the checks have taken place.

As an organisation using the Criminal Records Bureau (CRB) Disclosure service to assess applicants' suitability for positions of trust, The University of Kent complies fully with the CRB Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed.

Please see our criminal convictions disclosure admissions policy statement (pdf).

 

FAQs

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Why do I have to apply for a CRB check?

The online UCAS form and University postgraduate application form requires applicants to declare any relevant criminal convictions that are not spent, in accordance with The Rehabilitation of Offenders Act (1974). The Act gives people the right not to disclose spent offences, unless the job/activity they are undertaking (including certain college/university course places) is exempt from the Act.

If you are applying for a job/activity that is exempt from the Act, it is acceptable for the employers or professional body to ask that both spent and unspent offences are disclosed, and (in England and Wales) they can carry out criminal record checks with the CRB. A regularly updated list of the positions this covers can be found on the Home Office CRB website.

I have a criminal record. Does that mean I cannot take this module/job/course/placement?

The results of the CRB check will not necessarily guarantee or preclude you from taking part in the activity in question, but will help us decide whether or not the activity is suitable for you. Please see our information on Criminal Convictions.

I already have a CRB Disclosure. Do I need another one?

This depends on the disclosure you have. Please contact your department's nominated CRB contact with details of your existing disclosure(s).

I have been asked to sign a Declaration. What is this?

You may be asked to complete a declaration giving details of relevant criminal behaviour before applying for a CRB check. This is usually only for students applying for a programme of study where admission to the programme relies on a satisfactory CRB check, without which you are unlikely to gain professional recognition. These programmes of study usually require you to declare both spent and unspent convictions. If you are unsure about what to declare, please contact crbs@kent.ac.uk.

I have been asked to sign a CRB Data release agreement – what is this for, and do I have to sign it?

This form gives us permission to tell your department that you have completed the CRB check, and to pass on the details of your CRB disclosure to the organiser or regulator of your chosen activity. In obtaining your permission when you submit your application, we are ensuring that you are aware of our intentions to share the results of your application. If you have any questions or concerns about this form, please contact crbs@kent.ac.uk.

I have been living abroad. Does this affect my application?

If you have never lived in the United Kingdom, or have spent a considerable amount of time living abroad in the last 5 years, you will need to provide a 'Police Certificate of Good Conduct' or a CRB Disclosure from that country. If are a Non-UK or Non-EEA National, you will also need to provide your Biometric residence/work permit or your Visa. Please ask your department's nominated CRB contact for further information.

I have lived overseas in the last 5 years. What do I write on the form?

If your current address is in the UK, but you have spent time living abroad, you can include it in your address history simply by completing the following parts of section C of the application form:

Address: Please write the word ‘Overseas’ only.
Country: Please write the full name of the country in which you resided
Dates from and to: Please write the relevant month and year in the ‘dates from and to’ boxes.
You do not have to write out the overseas address – the above information will suffice.

I have lost part/all of my UK driving licence. Can I apply without it?

Your driving licence only counts as a valid ID document if both parts are shown. A Provisional Driving Licence is acceptable if you don’t have a full one, but again, both parts are required.

In order to be valid, it needs to be in date (you cannot submit an expired Licence). If part or all of it has been lost, you will need to replace it before applying for a CRB check. Please see our ‘useful links’ section for details of how to do this.

My UK driving licence is out of date. Should I still enter the information on the application form?

No. If it is out of date, it is no longer valid. If you do not have sufficient evidence without it, you may need to renew it. The DVLA will usually do this for free unless your photo needs renewing. Please see our ‘useful links’ section for details of how to do this.

My UK driving licence has an old name/address on it. Is this acceptable?

If your name or address is incorrect, you can change it for free. Please see our ‘useful links’ section for details of how to do this.

My passport is out of date. Should I still enter the information on the application form?

No. If it is out of date, it is no longer valid. If you do not have sufficient evidence without it, you may need to renew it. Please ask your department's nominated CRB contact if you are unsure.

I do not have a national insurance card. What should I show instead?

If you live in the UK, and your parents have been claiming child benefits for you, you will have been assigned a National Insurance number. If you have lost your National Insurance card, you can show a payslip or tax statement to verify the number. If you cannot provide evidence of your number, then please leave it blank – this field is no longer compulsory.

I live in student accommodation in term-time, but elsewhere during vacation. Which do I enter as my ‘current address’?

This is up to you. Please bear in mind however that whichever address you enter as your current address will be the address to which your disclosure will be sent, and you will need to provide evidence that you live there. Usually a recent bank statement or utility bill will suffice. You can show that you have two addresses at once by the dates on the form, but you may need to explain this on a continuation sheet. Please ask your department's nominated CRB contact for further advice.

I am not receiving monetary payment for participating in the activity concerned. Should I apply as a volunteer?

Not necessarily. If you are receiving academic credit for the activity, this is counted as payment. Your department’s nominated CRB contact should be able to confirm whether or not you are counted as a volunteer for CRB purposes.

How long will my CRB check take?

As a guideline, we hope that you will receive your Enhanced CRB Disclosure within eight weeks of submitting your application form. This will depend however on whether the information you have provided is sufficient, correct, and easily verifiable. In the meantime, please bear with us. The process can take longer if you submit your form at a busy time of year, or if the police checks take longer than anticipated. This does not necessarily indicate a problem, but if you are concerned please speak to your department's nominated CRB contact.

Can I start work before the CRB check is completed?

This will depend on the activity in which you intend to participate. Please contact your department's nominated CRB contact for further advice.

How long is a CRB check valid for?

This is determined by the circumstances of the activity in which you intend to participate. Please speak to your department's nominated CRB contact for information regarding the regulations for your programme of study or chosen activity.

I have received my Disclosure, but do not believe the information it contains to be accurate. What should I do?

If this is the case, you can dispute the information. Please contact crbs@kent.ac.uk for further details.

My name doesn’t appear in the same format/spelling on all of my documents. Is this acceptable?

Your documents must show your legal name in order to prove your identity. If you have middle names that are not shown on all of your documents, this is fine as long as they appear on the application form. If the documents have different names due to either a spelling/administrative error, or because you use more than one version of your name, you will need to explain this on a continuation sheet, and prove that the documents are yours. If you have changed your name legally, but have yet to update your documents, this is fine as long as you can provide proof of legal name change from one to the other. Please contact your department's nominated CRB contact for further advice if you are unsure.

I have received my Disclosure, but do not believe the information it contains to be accurate. What should I do?

If this is the case, you can dispute the information. Please contact crbs@kent.ac.uk for further details.

My personal details have changed since I received my CRB certificate. Do I need to inform the CRB?

The CRB will not issue a new disclosure simply because you have changed your details. However, if your details have changed significantly please contact your department's nominated CRB contact. They will be able to determine whether you will need to provide further evidence of these changes alongside your existing Disclosure, in order to participate in the intended activity. You should also speak with your departmental administrator regarding your student record file, as the change in your personal details may affect your university registration or graduation details.

I have lost my CRB certificate, can I get another copy?

If you have lost/damaged your CRB Disclosure, you will need to begin a new application, rather than requesting a reprint, as the period of time since your Disclosure was issued, and any changes to your personal information will need to be checked. It is worth checking with your department as to whether you can continue without it, as certain activities will only require the details held by the institution, rather than the certificate itself. For example, if you are collecting data in a local school, you would need to find out whether the school was prepared to allow you to continue on the understanding that the university has seen your CRB Disclosure. If you have signed and submitted a CRB data release agreement, then we will be able to confirm this directly to them.

 

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Last Updated: 11/05/2012