Criminal Record Check Guidance

Disclosure and Barring Service Checks

If your course includes a placement involving volunteering or working with vulnerable adults or children then you will be required to undergo an enhanced criminal disclosure via the Disclosure and Barring Service (DBS).

Applying for an enhanced disclosure

Swansea University uses an online system to apply for DBS checks, via GB Group. Students that require an enhanced disclosure will be sent a link prompting them to self-register. This email will include:

  • Organisation Pin
  • Secret Word
  • The position you are applying for

If you have been told that you need a DBS check and require the application link to be sent to you, then please email cas.admissions@swansea.ac.uk.

When starting your application select the ‘Register’ option on the right-hand side of the screen.

If you have any of the following then you will be asked to provide details:

  • National Insurance Number
  • Valid Driving Licence
  • Valid Passport
  • Valid national ID card

When you are prompted to provide your position title, it is important you enter this exactly as it appears in your email. Failure to do so may cause a delay in your application.

There will be a question asking you whether you would like to be kept informed about the progress of your DBS application. We would recommend that you tick this box so you know when it has been approved.

Once completed you will need to print out a document to take to a Post Office that offers the CRB & ID Verification Service, together with your original identification documents to be verified.  Please see further below regarding valid Post Office locations. You will also need to arrange payment of your DBS Clearance check at the Post Office. The cost is £57.20.

Finding a Post Office

Please note that not all Post Offices perform the DBS identification checks. To find a Post Office that offers this service please use the Post Office branch finder. Filter locations that include the “CRB & ID Verification Service”. Please DO NOT select DBS ID VALIDATION SERVICE as this service is not compatible with the barcoded sheet you will be taking in for verification.

For further assistance, please refer to the GBG user guide.

Tracking the status of your application

Applicants can track the status of their application by via the GBG platform. Alternatively, you can use the DBS Tracking Service.

Receiving results

You will receive a copy of your DBS certificate through the post. Please ensure to keep the original safe, as we may need to request sight of this. We anticipate that most results will be received within a few days. However, some applications may take longer.

DBS update service

If you are already subscribed to the DBS Update Service you will not need a new certificate, as long as your existing subscription includes a certificate that has the appropriate barred lists and workforce (child and/or adult). Please email cas.admissions@swansea.ac.uk if you are subscribed to the Update Service and do not need a new disclosure.

Applicants not currently subscribed to the Update Service can do so after they submit their application. However, you must do so within 30 days of the date of issue of your certificate.

More information on the Update Service can be found on the following page.

What is an Enhanced Criminal Disclosure?

Enhanced disclosures reveal convictions, cautions, reprimands and final warnings. Whilst enhanced disclosures reveal both spent and unspent convictions they will not show convictions considered protected as per the DBS filtering guidance.

The enhanced disclosure also includes additional information held by local police that is reasonably considered relevant to the workforce being applied for (adult/child).