How do I complete my DBS Form?

Back to “How to Apply”

Last Updated: November 25th 2019

Applying for a DBS

  • Payment is made through Newman University’s online store: If you are verifying your ID at Newman your DBS will cost £55, if you wish to have your ID verified at a Post Office your DBS will cost £61. Please make sure payment has been made before bringing your ID to be verified and you have bought the correct DBS.
  • An application for a DBS check is done through the following website:
  • Once on this screen you will need to create your own log in. To do this click Register on the right hand side of the screen
  • You will then need to enter your full name and email address, along with an organisation pin before clicking Next step.
  • You have 2 options when entering the organisation pin, which one you enter will depend on how you want to verify your identity:
    – If you wish to verify your identity by bringing 3 forms of ID to Newman University please enter the pin 149605.
    – If you can’t bring your ID into Newman University you can take it to a local Post Office. If you wish to take your ID to a Post Office please call the Registry Support Team on the numbers listed below who will give you a pin. You will need to pay £61 through the Estore before requesting your pin. When on the Estore please select ‘DBS with Post Office Third Party Verification’. Please check that your local Post Office has the facilities to check ID for your DBS and be aware that the Post Office will charge you for using the service.
  • Once you have clicked Next step you will be taken to step 2 of online registration. Here you will be asked to enter a secret word and create your own password. The secret word is Newman.   Once step 2 has been completed click complete registration.
  • Once you have completed registration you will be able to complete the DBS online application form.
  • A full step-by-step applicant guide can be found to the right of the sign in page:

ID documents

  • When completing your DBS application you will be asked what documents you wish to use to verify your identity. When sufficient ID has been selected a green bar will appear at the top of the application.  If you have changed your name you will need to bring proof of name change (deed poll, marriage certificate etc.)
  • ID must be original, copies can’t be accepted.
  • Please be aware that the University can’t accept printed bank statements or letters. Bank statements and letters must have been posted to your current address and in most cases be dated within the last 3 months.

Receiving your certificate

  • Once you have submitted your application and your identity has been verified, the application will then be forwarded to the DBS.
  • Within the next few weeks a DBS certificate will be sent through the post to your current address. Newman University will also be provided with confirmation that the check has been completed.
  • Newman University will not need to see your DBS certificate unless there are offences recorded on the DBS.
  • Personal data provided by you for the University to check the DBS Update Service may be stored and used by the University, for the same purpose, throughout the duration of your programme of study. It will be destroyed in a timely manner after the end of your programme. For more information about how the University stores, uses and protects your personal data please read the Privacy Notice for Students.

Offences revealed by DBS

If there are offences recorded on your certificate you will need to bring it to the Registry Office.  The University is required to look carefully at any offences recorded on a DBS disclosure before admitting students to professional programmes such as teacher training or before placing other students in an environment with children or vulnerable adults.

Alongside your DBS disclosure, you are asked to submit a letter of explanation to the University about the offence(s), giving full details of what occurred, why you committed the offence and the full circumstances. An explanation should be given for each offence.  It is important that you realise that the University will not admit/place you until the DBS disclosure has been cleared.  The letter of explanation should be provided in a sealed envelope for the attention of the University Secretary and Registrar and marked ‘confidential’.  Please make sure you sign and date the letter before submitting it.  The letter should be brought to the Registry Office along with your DBS certificate.

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