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Applicants who self-disclose a criminal record to St George’s during the recruitment process will be referred by the admissions officers to the Student Conduct and Compliance Team. The Student Conduct and Compliance Team will then convene a ‘DBS panel’ who will decide whether the disclosed offence(s) affects suitability to study on a clinical programme.

What is a criminal conviction?

A criminal conviction applies to all convictions, cautions, reprimands and final warnings. This includes minor misdemeanours, such as:

  • spent sentences, cautions, and any matters currently under investigation

  • any conviction, caution or investigation in relation to a criminal offence

  • road traffic offences (speeding, parking fines) except where the matter has been dealt with by way of a ‘fixed penalty notice‘ as such matters do not constitute a criminal conviction

  • investigations or determinations by any of the other UK health regulatory bodies, as well as by a primary care organisation.

What you need to know

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Applying for a DBS check (admissions stage)

All persons applying to study on medical and healthcare programmes are required to undertake an enhanced-level Disclosure and Barring Service (DBS) check and must pass this check prior to enrolment. St George’s uses a company called GBG Online Disclosures to undertake an online criminal record check. All St George’s ID checks are done via an external document certification service at the Post Office. A Post Office ID check costs £10.50 which must be paid in cash at the Post Office. Once the DBS check has been completed, students will receive an original DBS certificate. Students must retain the original DBS certificate. It is the only copy and replacement certificates cannot be issued.

All new students must register for the Update Servicewithin 30 days of the certificate being issued and must ensure that they pay the annual subscription fee. You must keep your original DBS certificate and pay the renewal charges on your subscription in order for the Update Service to be valid. This means keeping your credit/debit card details up-to-date.

DBS panels for applicants

St George’s responsibilities and policy in regards to checking criminal records and disclosure and barring status are outlined in the documents below:

Applicants who self-disclose a criminal record to St George’s during the recruitment process will be referred by the admissions officers to the Student Conduct and Compliance Team. The Student Conduct and Compliance Team will then convene a ‘DBS panel‘ who will decide whether the disclosed offence(s) affects suitability to study on a clinical programme.

St George’s will be notified electronically by GBG Online Disclosures when a DBS certificate reveals a criminal record. The DBS certificate will be checked against the self-disclosure form completed prior to receiving enhanced DBS certificate. The Student Conduct and Compliance Team will then convene a ‘DBS panel‘ who will decide whether the revealed offence(s) affects suitability to be enrolled on a on a clinical programme of study.

Applicants should direct all enquiries about DBS checks to the Admissions Team.

Internal DBS screening for continuing students

Current students are required, under the university’s general regulations, to self-disclose any change to their criminal record status without delay to Student Conduct and Compliance Team. Students should not wait until the point of re-enrolment to disclose a police investigation or that there has been an alteration to criminal record status. The online enrolment process takes place around August/September each year. During re-enrolment, students agree to the following:

  • I undertake to notify the Registry should any incident occur that may reasonably be regarded as preventing me from working with children or vulnerable adults during the remainder of my training.

  • I undertake to notify the Registry should I be subject to any further criminal convictions (this includes spent convictions), bind overs, cautions, investigations or other findings or orders of a criminal nature.

  • I agree to St George’s requesting a further enhanced DBS check if it is considered necessary and that I will be liable for the cost of the check.

  • I understand that continued registration on the programme of study is dependent on fulfilling this requirement and that failure to comply with this requirement would be addressed as a disciplinary or fitness to practise issue in line with university policies and procedures.

If during your time at St George’s you are accused of, convicted or charged with an offence or become the subject of a police investigation, you must declare this immediately to the university by emailing the Head of Student Conduct and Compliance.

You will then be asked to submit a statement that will be considered by a DBS panel. The panel will decide whether the information you have disclosed has implications for your suitability to continue on a clinical programme of study. The DBS panel are likely to require that you apply for a new DBS check via GBG Online Disclosures. The cost of the DBS check is payable by the student and DBS checks may take several months to process so you are advised to apply as early as possible.

DBS Update Service

As a healthcare professional, you will be asked to provide proof of DBS clearance throughout your career. Medical and healthcare students are required to attend clinical placements and medical electives during their course and will occasionally be asked to produce evidence of DBS clearance. The Update Service allows:

  • students to keep their DBS certificates up to date

  • employers/placement providers/elective providers to check a DBS certificate with your consent.

Student registration costs £13 per year (payable by debit or credit card only). All new students must register for the Update Service within 30 days of the certificate being issued and must ensure they pay the annual subscription fee.

If students do not renew their subscription before it ends, they will need to apply for a new DBS check and register for the Update Service again. This will involve re-submitting an application to Online GBG Disclosures and paying the associated fees. A new check will take approximately 90 days for GBG Online Disclosures to process and will cost approximately £50 plus £13 to re-register for the Update Service.

DBS checks for MBBS Final Year electives / clinical placements

Final Year MBBS students are often asked by their elective provider to supply an up-to-date DBS certificate. On occasion, clinical placement providers (all programmes) might also ask students for DBS clearance confirmation.

If you subscribed to the Update Service, take your original certificate and ID to the placement/elective host and login to the Update Service to show your placement/elective provider your current status. If you are undertaking your elective overseas and your elective provider is unable to access the Update Service, please email DBS enquiries.

If you require a new DBS certificate (either because you’re criminal record status has changed or because your Update Service annual payment failed), please email DBS enquiries for information about how to apply. The cost of the DBS check is payable by the student and DBS checks may take several months to process so you are advised to apply as early as possible.

DBS checks for volunteering/ambassador scheme

St George’s is unable to assist with DBS checks for volunteering or other activities. If you require a DBS check for activities undertaken as part of a St George’s Student Union Society or for the Widening Participation Team, please contact the Vice-President (Education and Welfare) of the Students’ Union who will be able to advise you.

 

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