Disclosure and Barring Service (DBS)

UK employers can check the criminal record of someone applying for a role – this is known as a Disclosure and Barring Service (DBS) check.  It is a record of an individual’s convictions, cautions, reprimands and warnings and can also include intelligence held by the UK police that relates to that individual and their suitability for a position working with children and/or vulnerable adults.  If the role, or the role being applied to, involves working with children and/or vulnerable adults, it may be necessary to carry out a DBS check to help make safer recruitment decisions, and to allow the School to manage any risk that it is made aware of by relevant information in a Disclosure. 

Only certain roles at LSE are subject to a DBS check, usually where the role involves working with children and/or vulnerable adults. Examples of these roles can be found in the DBS Process Guidance Note. 

If a role requires a DBS check, this will be made clear on the advert and as part of the recruitment process. Where a candidate accepts a conditional offer for a role, HR will commence the DBS process (see What is the DBS process?).

More information on the types of roles at LSE that require a DBS check can be found in the DBS Process Guidance Note.

There are four levels of DBS check, each including more in-depth information about an individual’s criminal record. They are:

• A basic check, which shows unspent convictions and conditional cautions
• A standard check, which shows spent and unspent convictions, as well as adult cautions, which have not been filtered in line with current legislation
• An enhanced check, which shows the same as a standard check plus any information held by local policy that’s considered relevant to the role
• An enhanced check with a check of the barred lists, which shows the same as an enhanced check plus whether the applicant is on the adults’ barred list, children’s list or both. 

LSE will only perform the level of DBS check relevant for the role.  This is usually a Basic or Enhanced check, but other levels may be applicable.  For more information please speak to your HR Adviser.

LSE use an organisation called Atlantic Data Ltd to carry out DBS checks for eligible roles across the School. Atlantic Data Ltd are a registered Umbrella Body with the Disclosure and Barring Service who manage the DBS application process.

The line manager informs HR through the recruitment documentation (second fund check) if a role requires DBS check. The HR Administrator liaises with the new starter to guide them through the application via the online portal and to complete an in-person ID check. For an in depth look at the process, please refer to the DBS Process Guidance Note.

Once submitted, the DBS check may take up to 14 days to be returned, and a certificate will be sent directly to the applicant. The HR administrator will be notified of the outcome from the online portal. Any issues with the DBS check will be escalated to the HR Partner.

For existing staff members who need a new or renewed DBS check, line managers should email hr.admin@lse.ac.uk along with the employee’s role and required DBS check level to commence the process.

Online DBS checks are typically returned promptly and well in advance of when an individual is due to start their role at LSE. Where a check has not returned before the start date, the individual can normally still start in their role provided that suitable measures are in place, such as an appropriate level of supervision. Managers should contact their HR Adviser if they are unsure. 

A DBS check can only show what is accurate at the time the DBS check is issued.  So, whilst a DBS check has no official expiry date, it is good practice to undertake a new DBS check every three years. Line managers are responsible for ensuring that staff renew their DBS check within the three year period – a DBS check for an existing member of staff can be requested by emailing hr.admin@lse.ac.uk along with the staff member's full name, role and DBS level required.

Hiring managers have an important role to play in the DBS process. In particular, before the recruitment process begins for a vacancy, your HR Adviser will work with you to check the DBS online tool to determine whether (and, if so, at what level) a DBS check will be required. Where a role requiring a DBS check has been offered to a candidate, HR will contact the candidate to start the process of completing the online DBS application form.

The particular responsibilities of line managers include:

• Ensuring that, where required, a DBS check is returned for a particular role. In some circumstances, it is possible that the DBS check has not been returned by the time that the employee is due to start in their role; in these situations, the line manager should ensure that the employee is appropriately supervised until the DBS check returns.
• Ensuring that any DBS checks for their direct reports are renewed every three years – this can be requested by emailing hr.admin@lse.ac.uk

If you have lived outside the UK in the last five years, you should provide details when completing the ‘address’ part of the online DBS application form. Depending on the duration of your time spent overseas, you may be required to obtain a criminal records check from each country you have lived in outside the UK.   For more information, please refer to the DBS Process Guidance Note.

Atlantic Data will notify you of the outcome of your DBS check. In line with LSE’s Ex-Offenders Policy Statement, having a criminal record will not necessarily bar an individual from working with LSE, depending upon the nature of the position sought as well as the circumstances of the revealed offence. Where information is revealed via a DBS check, the implications of that information will be considered in a fair and reasonable manner. If required, the outcome of the check may be referred to an HR Partner for discussion with your line manager. If an unspent conviction may affect a conditional offer of employment, the matter will be discussed with you before that offer is withdrawn (or where information may affect your employment with LSE in the case of a DBS renewal check). 

This webpage focuses on providing information regarding DBS checks for staff. LSE also has a number of student roles through Widening Participation that require DBS checks. If you are a student who is due to undertake one of these roles, a member of the Widening Participation team will contact you to arrange the check. For further details, please see this webpage.