Why do I need an Enhanced DBS Certificate?
As part of your offer, an Enhanced DBS (Disclosure and Barring Service) certificate is required for you to undertake clinical placements, as part of your studies, within the Faculty of Medicine and Health. The certification process is undertaken on entry to the programme and repeated once every three years whilst you are still undertaking the same programme of study.
The Enhanced DBS certificate can only include background checks on your time in the UK. If you have been resident in the UK for less than 3 years, a criminal record check from your home country is also required. This may be referred to as an international criminality check, but the names can vary. An Enhanced DBS certificate will be requested once you have arrived in the UK.
The University of Leeds is obliged to refuse admission to applicants for certain courses, which are regulated by national or statutory bodies, where an Enhanced DBS certificate or international criminality check reveals prior criminal behaviour giving rise to concern for the protection of the public.
It is important you respond quickly when you receive notification from the Faculty of Medicine & Health that DBS certification or other criminality checks are required since clinical placements cannot be attended by those who fail to comply with the clearance processes.
Enhanced DBS applications and international criminality checks are managed via the University's DBS system hosted by Matrix Security Watchdog. A Privacy Notice Statement for Matrix Security Watchdog is available to explain how your information is managed.
The following contains details of the steps you should follow to apply for the Enhanced DBS certificate or international criminality check.
Step 1: Verify your ID documents
In line with the Home Office code of practice, all applicants requiring a DBS check must have their identity verified. To complete this you must take your documents to be verified at the Post Office as part of the Post Office Document Certification Service. The cost of this check is £12.75 for the three documents you require verifying as part of the Enhanced DBS application process (or £25.50 for up to six documents where proof of change or other additional evidence is needed).
This is a quick and easy process and allows you to visit a local Post Office at a time that suits you to get the relevant documents verified.
It also means that you can begin the DBS checks sooner and ensure that you receive your certificate in plenty of time before the start of your clinical placements.
To support students with the cost of verifying your documents the Faculty of Medicine and Health will direct a maintenance payment of £12.75 (or £25.50 for up to six documents where proof of name or other additional evidence is needed) to students applying for an Enhanced DBS certificate with International Criminality Check at this time.
This payment can only be processed once you have registered as a student and have entered your up-to-date bank details on MINERVA.
A confirmation email will be sent to students including a payment date for the £12.75 (or £25.50 for up to six documents where proof of change of name or other additional evidence is needed) refund.
Your information will be sent to Matrix Security Watchdog by the end of August and you should aim to have your ID verified before this date in order to complete your DBS certification as soon as possible.
Step 2: Welcome Email and Registering your Account
You will receive a Welcome Email from Matrix Security Watchdog to the email address you listed on your application form and start the DBS application and/or and international criminality check process.
The Matrix Security Watchdog welcome email should come from Screening@securitywatchdog.org.uk with the subject Screening.
Please ensure you look in your Spam and Clutter for this email, if you believe you have not received this email please contact the school who can resend the Welcome Email to you:
- School of Dentistry – DBS_Dentistry@leeds.ac.uk
- School of Medicine – DBS_Medicine@leeds.ac.uk
- School of Healthcare – email@example.com
You can then register and create an account with Matrix Security Watchdog to enable you to submit your application.
Stage 3: Upload Verified Documents
If you have not already done so you should complete you document verification, using the Post Office Document Certification Service as outlined in Step One.
Once your documents have been verified you will be able to upload these to your Matrix Security Watchdog application.
Step 4: Submitting your Enhanced DBS Application
This step will guide you through submitting your Enhanced DBS Application to the Matrix Security Watchdog system.
You are required to complete all parts of the screening process prior to submitting your application:
- Proof of address - your supporting documents must include proof of your current address. This will be where your DBS certificate is posted to by the DBS Service.
- Personal details - you must indicate your name exactly as it appears on your passport, including middle names, otherwise your application will be unsuccessful.
- Address timeline - there cannot be any gaps/overlaps in your address history for the past 5 years. Please make sure the month and year of each address follows that of the previous address, e.g. if you moved house in September 2020 ensure this date is repeated as your last date at your previous address and also the first date that you moved into your new address. If you have spent a period of 6 months or more outside of the UK you may be asked to provide more documentation or answer some extra questions for us to complete the Criminal Records check process for that country where applicable.
- My documents
- Terms and Conditions
Step 5: Matrix Security Watchdog process your received application
Once you have completed your application form you will be given a reference number. Please make a note of this number, as you may need it for future reference. If you entered an email address onto your application form, you will receive a confirmation email containing these details.
Your form will now be processed by Matrix Security Watchdog and will be sent to the DBS. It takes approximately 2-4 weeks for a disclosure result to be returned, however this is not a guarantee. You will receive your own copy in the post.
Matrix Security Watchdog will undertake International Criminality Checks where a student has lived outside the UK for a period of 6 months or more. If additional information is required for Matrix Security Watchdog to undertake these checks, they will contact you for additional information.
Matrix Security Watchdog will reach out to you if any details are missing to ensure you are guided through resolving any issues.
If you have any questions, please contact the University of Leeds Security Watchdog screening team on 01420 593830 who will be happy to assist. Alternatively, you can use the online chat bot on the Help Hub who can provide guidance on documentation and application queries.
Step 6: DBS Certificate approval and receiving your certificate
Once your application has been successful you will receive your own copy in the post and the Admissions Team will receive confirmation of your DBS number.
Please ensure you keep the original copy of the DBS certificate you receive safe as you may be asked by your placement providers to provide this evidence prior to your placement starting. Where your placement provider requires proof of your DBS certificate, they will contact you for this information.
Thank you for your prompt action and we look forward to welcoming you in September!