University of Worcester Protocol for vetting non-salaried ITE
Teacher Trainees (updated September 2015)
In order to commence an Initial Teacher Training course at the University of Worcester, it is a
requirement that all trainees meet the conditions of an enhanced Disclosure and Barring Service
(DBS), Disqualifications by Association and Prohibition Order checks.
Unsalaried ITT provision: Primary UG, PGCE & Secondary PGCE
1. A University of Worcester Interview Checklist form, is sent with the offer of interview letter asking
applicants to disclose any convictions/cautions/warnings or bind overs. They are asked to return this
form to the admissions team in Registry when they attend the interview. If they answer positively to
any of the questions the Admissions Office sends out a Declaration of Offences form inviting the
applicant to put the issue in to context. The form is then returned to the Assistant Registrar
(Recruitment and Admissions).
2. At the point that Registry knows of any warnings, cautions, convictions etc., the Assistant Registrar
(Recruitment and Admissions) in consultation with the Academic Registrar, will make a decision as
to whether the person is suitable to become a trainee teacher.
3. The interview checklist requests that candidates bring to interview two copies of original ID. Both
copies of the original ID are seen and checked by designated course Admissions Office colleagues
of the University Registry Department. Copies are taken of the ID provided. During the introductory
talks for each respective course, attended by all interviewees on the day of their interview, the
importance of the DBS, Disqualification by Association (where appropriate) and the Prohibition
Order checks are raised. This is achieved through the interview presentation and candidates are
asked to inform Registry if they know of anything that might come back on their enhanced DBS or
Prohibition Order check. Primary candidates will also be informed that they will be required to
indicate on a standard Registry form whether Disqualification by Association form might affect them
or if they have a childcare waiver from Ofsted.
4. After an offer has been made and subsequent acceptance, the Admissions Office in the University
send out the forms and information on how to apply for a DBS enhanced check. Those applying for
a DBS are asked if they give their permission to share their DBS number and the date the check
was carried out, with their placement settings. The university also carries out a Prohibition Order
check on all those applicants that accept a place and additionally for Primary candidates a check for
Disqualification by Association.
5. The applicant completes the paperwork and sends to UW along with confirmation of current
address. The necessary DBS paperwork is completed by the counter signatory in the Admissions
Department. Once the documentation is completed the form is then forwarded to the DBS. Any
original documents are returned to the applicant, with a letter to inform them that the DBS form has
been sent.
6. The DBS disclosure is posted directly to the applicant. The Disclosure may have warnings, cautions,
convictions etc. listed on it. The applicant must present their returned DBS to Registry for checking.
Prohibition Order checks will also be conducted by Registry at this point and Primary candidates will
also be asked to confirm (to the best of their knowledge) if they come under the auspices of
Disqualification by Association.
7. If at this point a DBS enhanced check is returned and is positive, the standard form in Protocol Point
1 is sent to the applicant in order to ascertain the context of the offence, conviction, etc. Point 2 of
the protocol is then followed once the form has been returned.
8. Investigations are undertaken for all candidates if they have a positive DBS return and/or
prohibitions check. All offers are made conditional based on satisfactory DBS and health check
returns. The University of Worcester reserves the right to withdraw any offer made if the DBS
enhanced check is positive. Section 15 & 16 of the University of Worcester Admissions Policy gives
further guidance on DBS checks, Occupational health checks and criminal convictions. Information
about individuals will not be disclosed to schools as this is unlawful and against the data
protection act however with the candidate’s permission DBS numbers and dates can be
conveyed to settings.
9. When a Primary candidate self-declares disqualification by association, Registry will refer this to
Ofsted using ‘[email protected] The candidate may apply for a waiver to Ofsted but
only if the candidate is not on the Children’s Barred List. Candidates will be informed as to the
reasons why their case has to be communicated to Ofsted and information will be provided as to
how a candidate can apply for a waiver.
10. Where a candidate has been a resident abroad during the last five years prior to starting an ITT
course at the University, the University will obtain a ‘Certificate of Good Conduct’ and this is in
addition to the DBS enhanced check.
11. Those candidates considered suitable to undertake the course (whether or not their DBS has shown
something positive) will be issued with a ‘Safeguarding Status Confirmation’ letter which confirms
that the University of Worcester has undertaken the above checks. This letter also confirms that
where the trainee has lived abroad for the last five years, the University has obtained a ‘Certificate
of Good Conduct.’ The university will provide each trainee with a ‘Safeguarding Status Confirmation’
letter. If permission has been granted to share the DBS number and date with the setting, this will be
added to the letter.
12. Anyone who is accepted late on to a non-salaried course i.e Primary UG, Primary PGCE or
Secondary PGCE (end of August/September) or who has only just moved to the UK (these people
will have an equivalent check from the country of origin) may not have their DBS returned to them
by the time they begin the course or indeed by the time they begin their first placement. In these
cases all applicants will be checked against the Barred List. Schools are made aware of the
candidates that this applies to.
13. When visiting the placement school for the first time trainees will need to produce photo ID and
present the ‘Safeguarding Status Confirmation’ letter. This letter confirms that the trainee has
undergone a DBS and Prohibition check and that the University is satisfied with the results of this
check. In the case of Primary trainees this letter will also confirm that the Disqualification by
Association is clear. Trainees are advised that schools are not entitled to photocopy these
documents and the ‘Schools Procedural Guidance’ sent by UW to schools states this plainly.
14. This enhanced DBS covers trainees throughout the duration of their course even if the duration of
their course extends beyond three years. If a trainee gives cause for concern or their situation
changes then a repeat disclosure will be required and the above protocol is resumed from stage 5.
15. For those who intercalate, see Protocol point 14.
16. All ITT trainees are required to sign the IoE Professional Code of Conduct contract. This contract
reinforces that trainees must report any cautions or convictions that occur during the duration of
their course. This will result in a fitness to practice hearing. Failure to declare this could result in
dismissal from the course.
The information held within this protocol is to be used alongside the items contained within the Annexes
and should be read in conjunction with the Teaching Agency publication ‘Initial Teacher Training (ITT)
Criteria and ITT Criteria Supporting Advice (2015).
For further information on DBS procedures please see the Home Office website
www.homeoffice.gov.uk/dbs
Annexe 1
Interview checklists (Primary UG, Primary & Secondary PGCE and School Direct Training (Primary and
Secondary)
Institute of Education
3 Year BA (Hons) Primary Initial Teacher Education
Interview Identification
On arrival you will be directed to the relevant room where the initial introduction to this course will take place. Before
this commences you will be asked to provide original identification plus photocopies as overleaf.
Try and provide as much original ID at interview as possible as this will make it easier to process a Disclosure &
Barring Service Application at a later date if required. Please bring as much as you can however we understand that
some of you may not hold a passport or driving licence. Original documentation will be handed back to you and copies
will be kept on file.
Please use the checklist overleaf and provide all documentation in ONE plastic folder only, with the checklist at the
front, and hand to staff when requested.
Please read the following carefully, tick the relevant box and sign and date:
‘Teaching is an occupation that is exempt from the provisions of the Rehabilitation of Offenders Act 1974. The effect of
the exemption is that trainees must disclose details of any convictions, cautions, reprimands, warnings or bind-overs,
including any that would be regarded as ‘spent’ under the Act in other circumstances, in connection with an application
for teacher training, no matter how irrelevant they might seem, or how long ago they were committed.
Providers should ask applicants to declare convictions or anything else that might relate to their suitability at the
outset. If a trainee withholds such information, the provider may consider termination of the training.'
In light of the above please indicate by putting a cross in the relevant box if you have any convictions, cautions,
reprimands, warnings or bind-overs:
Yes I do
No I do not
Date: ……………………… Sign: …………………………………………………………………………..
If you have indicated “YES” you will be contacted by the Admissions Team and requested to provide further
information.
Name: ……………………………………………………………………………………
Interview Identification Checklist
Original PASSPORT
PHOTOCOPY
Original PHOTO DRIVING LICENCE
PHOTOCOPY
Original BIRTH CERTIFICATE
PHOTOCOPY
Original GCSE Certificates for Maths, English and Science
PHOTOCOPY
Evidence of Numeracy and Literacy Professional Skills tests (eg. Receipt confirming you have booked test or COPY of
a Letter from Teaching Agency confirming you have passed).
We will retain this for your records:
Other original documentation, e.g. Change of Name Deed Poll/ Marriage Certificate
*We do not accept responsibility for loss of/damage to any original documentation should you fail to produce the
requested photocopies
---------------------------------------------------------------------------------------------------------------For office use:
Numeracy:
Date booked …………… Date passed ……………
Literacy:
Date booked …………… Date passed ……………
PGCE Primary/School Direct (Training) Interview Checklist
On arrival you will be directed to the relevant room where initial introduction to the course will take place. Before this
commences Registry Admissions staff will collect and check your original Identification and original academic
certificates. Original documentation will be handed back to you and copies will be retained.
You are required to provide:
1. All ORIGINAL EDUCATIONAL CERTIFICATES which you have stated on your application form plus one
PHOTOCOPY of each.
2. ORIGINAL IDENTIFICATION plus PHOTOCOPIES.
The more original ID information that you provide on your interview day will make it easier for you if a Criminal
Records Bureau Disclosure Application is processed at a later date.
3. Please include the CHECKLIST FORM with your documentation and indicate in the boxes what you have
enclosed. Please provide all documentation in ONE envelope with your name on the front and hand to
Admissions Staff when requested.
4. 'Teaching is an occupation that is exempt from the provisions of the Rehabilitation of Offenders Act 1974. The
effect of the exemption is that trainees must disclose details of any convictions, cautions, reprimands,
warnings or bind-overs, including any that would be regarded as ‘spent’ under the Act in other circumstances,
in connection with an application for teacher training, no matter how irrelevant they might seem, or how long
ago they were committed.
Providers should ask applicants to declare convictions or anything else that might relate to their suitability at the
outset. If a trainee withholds such information, the provider may consider termination of the training.'
In light of the above please indicate by putting a cross in the relevant box if you have any convictions, cautions,
reprimands, warnings or bind-overs:
Yes I do
No I do not
Date: ……………………… Sign: …………………………………………………………………………..
If you have indicated “YES” you will be contacted by the Admissions Team and requested to provide further
information.
Name: ……………………………………………………………………………………
PGCE Primary/School Direct (Training) Interview Checklist
Original PASSPORT
PHOTOCOPY
Original PHOTO DRIVING LICENCE
PHOTOCOPY
Original BIRTH CERTIFICATE
PHOTOCOPY
Original MARRIAGE CERTIFICATE / DEED POLL
PHOTOCOPIES
Original EDUCATIONAL CERTIFICATES obtained to date
 Original GCSE English Language, Maths and Science certificates

PHOTOCOPIES
*Level 2 key skills in communication or certificates in adult literacy are not acceptable equivalents. Level 2 key skills in
application of number or a certificate in adult numeracy are not acceptable equivalents.
If unsure of the acceptability of your GCSE equivalents please contact us immediately.
 Original A Level Certificates / Access/BTEC
 PHOTOCOPY


Original Degree Certificate
PHOTOCOPY
Evidence that you have booked and/or passed your Numeracy and Literacy Professional Skills tests.
*We do not accept responsibility for loss of/damage to any original documentation should you fail to provide the
requested photocopies.
Annexe 2
DECLARATIONS OF CONVICTIONS FORM
This form has been sent to you because we have received a copy of your Criminal Records Bureau Disclosure.
PERSONAL DETAILS:
Surname: …………………………...
First Name(s): …………………………………….
Date of Birth: …………………………… GTTR Number: ……………………………………
Course Applied for: ………………………………………………………………………………
Address: ……………………………………………………….………………………………….
………………………………………………………..……………………………………………
DETAILS OF CONVICTION(S)
Please provide below FULL details of all criminal convictions in order that the university can assess this information as
part of the admission process other than those which are spent within the provisions of the rehabilitation of Offenders
Act 1974 (or amending/replacing legislation).
IMPORTANT: as you are applying for a teacher training course you must tell us about ALL criminal convictions,
including spent sentences and cautions
. Offence (e.g.
theft, careless
driving)
Date convicted
Age when
convicted
Please provide the name and address of probation officer (if any):
Name: ………………………………………………………………..
Address: ………………………………………………………………..
………………………………………………………………..
………………………………………………………………..
Sentence (e.g. fine
£100;
imprisonment/yout
h custody 4
months
Date sentence
finished / will finish
In order that we can progress your application further it would be very helpful if you provide further details below
regarding the offence(s), outlining in full the nature of the offence(s) and the circumstances that led up to it.
If you wish to provide any further information please write it on a separate sheet headed with your name, address and
application number and attach securely to this form.
Important Note:
The University may need to investigate further the information you have provided on this form. The University will
endeavour to make reasonable efforts to ensure that this process is not lengthy but cannot accept any responsibility
for the length of time taken to investigate the details you provide.
Declaration
I confirm that the offence(s) and conviction(s) detailed on this form include all of my criminal convictions. I have no
other convictions for which I am awaiting sentence. In providing the contact details of my probation officer I hereby
agree that s/he can be approached by the University and I agree that any information given by the probation officer
can be used in assessing my application. Should I be offered a place at the University of Worcester and be convicted
of any further offence prior to my registration with the University I will provide this information to the Assistant Registrar
(Recruitment and Admissions) promptly and understand that the University reserves the right to review and potentially
withdraw any offer I have received.
Signed………………………………………………………. Date……………………….
This information will be stored securely and will only be available to those who need access to it in the course of their
duties.
Annexe 3
Safeguarding Status Confirmation Letter
(example)
Annexe 4
DBS Procedural Guidance for Schools
The following DBS procedural guidance for schools is taken from the NCTL ITT Criteria Supporting Advice 1.3 (2013:
p. 9 - 16). As part of the provider's selection procedures, all applicants wishing to commence a teacher training course
at UW will have taken part in a rigorous selection process designed to assess their suitability to teach. In order to
commence an Initial Teacher Education course at the University of Worcester, it is a requirement that all trainees meet
the conditions of an enhanced Disclosure and Barring Service (DBS) Police check.
The unsalaried ITE courses covered by this guidance include Primary UG, Primary & Secondary PGCE and School
Direct Training (Primary and Secondary).
1. Statutory guidance, Safeguarding Children and Safer Recruitment in Education, requires University of Worcester
(UW) to ensure that entrants on all routes, including salaried schemes, have been subject to a DBS enhanced
check, and UW keep records showing that a certificate has been obtained for every trainee. (NCTL: 2013: 10)
2. University of Worcester (UW) will confirm to schools that a non-salaried trainee’s DBS check has been completed
through the ‘Safeguarding Status Confirmation Letter’. Schools will wish to record this evidence in their single
central record. (NCTL: 2013: 11)
3. University of Worcester obtains enhanced DBS disclosures for all non-salaried trainees prior to commencing
school-based elements of their training, and make decisions on suitability based on the certificate that has been
sent to the applicant by the DBS. The original certificate is viewed by DBS trained colleagues in the Admissions
Department and First Point prior to the trainee commencing any school-based element of their training. (NCTL:
2013: 11)
4. The University of Worcester must ensure that its partner schools do not have access to DBS information contained
in a trainee’s disclosure. It is an offence under the 1997 Police Act, and a breach of the DBS Code of Practice, to
share any disclosure information with any person who is not a member, officer or employee of UW; this includes
revealing the existence of any information. (NCTL: 2013: 11) Ofsted states that “It is sufficient, for schools and
colleges to seek written confirmation that appropriate checks, including DBS checks have been carried out.”
Checking visiting staff: http://www.ofsted.gov.uk/schools/for-schools/safeguarding-children#chkstaff
5. Partner schools within the University of Worcester’s partnership should not demand access to information to which
they have no legal right or entitlement, nor should partners breach the DBS Code of Practice in order to comply
with such a demand: either directly, by providing the information, or indirectly, by implicating trainees. (NCTL:
2013: 11)
6. Schools guilty of breaching the DBS Code of Practice are liable to deregistration, a fine and imprisonment, and
UW are likely to face withdrawal of accreditation. (NCTL: 2013: 11)
7. The University of Worcester has established a common understanding across the partnership of convictions,
offences, cautions and warnings that would not pose a barrier to joining a programme of ITT or undertaking
practical training in schools (NCTL: 2013: 12). Further information is available on request.
8. The University of Worcester has no statutory duty to subject a trainee teacher to more than one DBS check during
the course of their programmes, even when these extend beyond three years. UW will only undertake repeat
disclosures where a trainee gives cause for concern and will not make additional checks in respect of time spent in
separate schools. Trainees will be encouraged to sign up for the update service and with a trainee’s permission;
the provider may choose to carry out periodic checks. (NCTL: 2013: 12)
9. In the event of a delay in receiving certificates from the DBS, UW will initiate a barred list check of the trainee. UW
will keep head teachers fully informed of the progress of applications for checks and in the meantime schools may
wish to maintain closer supervision of trainees who have not yet received enhanced clearance. University of
Worcester will only make barred list checks when an applicant has applied for a check from the DBS, but the
certificate has not been returned in sufficient time for the trainee to commence school-based training. (NCTL:
2013: 13)
10. UW will obtain certificates of good conduct and references in respect of trainees who have spent time living
overseas. (NCTL: 2013: 12 - 13)
Reference:
NCTL (2013) ITT Criteria Supporting Advice (July 2013)
https://www.gov.uk/government/publications/initial-teacher-training-itt-criteria-supporting-advice
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Appendix - University of Worcester