Posts Requiring Pre-Employment Criminal Records Checks
Background Information
Establishing which check is relevant to the role
When establishing which posts should be subject to pre-employment criminal
records checks, it is vital that due consideration is given to assessing whether or
not the post is considered exempt from the Rehabilitation of Offenders Act 1974.
This will be the key factor in deciding which level of check, if any, is appropriate.
The Safeguarding Vulnerable Groups Act 2006 also makes provision for the
protection of children and vulnerable adults, stating when criminal record checks
are required.
1.
Standard/Enhanced Disclosure checks
Under the Rehabilitation of Offenders Act 1997, ex-offenders need not provide
employers with details of spent criminal records. However, the Exceptions Order
to the Rehabilitation of Offenders Act 1974 recognises that there are certain
posts for which it will be necessary for the employer to be aware of all spent and
unspent criminal records as part of the recruitment process. Exempted
occupations are categorised as:
a) work involving contact with vulnerable groups such as the infirm, elderly,
mentally ill and young people under the age of 18.
b) professions that have legal protection e.g. nurses, doctors, dentists,
chemists, accountants.
c) posts concerned with the administration of justice e.g. police officers,
lawyers, probation officer, traffic wardens
d) health service appointments
e) work involving matters of national security e.g. some civil service posts,
defence contractors etc
When recruiting to posts which are relevant to these criteria, the University may
require a satisfactory Standard or Enhanced Disclosure check as part of the
recruitment process.
2.
Basic Check – Disclosure Scotland
There are positions of trust across the University which may not meet the
eligibility criteria for the current Disclosure system, but the responsibilities of the
post require some confirmation of unspent criminal record status. The Basic
Disclosure will contain details of convictions held in the central police records
which are unspent or will state that there are no such records.
General Points

All checks for staff will be administered centrally by the Department of
Human Resources in conjunction with the applicant.
Posts Requiring Pre-employment Criminal Records Checks
This list was approved by the Human Resource Management Committee 18 November 2004, and has been subject to regular review by the Director of HRM
Background Information:
TYPE OF
Summary of checks available
REQUIRED FOR
INFORMATION PROVIDED
CHECK
REQUESTED
CRB TARGET
COST
FROM CRB
ISSUE TIME
(at August
2011)
BY
STANDARD
Posts that involve positions of trust (e.g. legal
Data on the Police National
Individual –
and accountancy professional roles)
Computer - includes unspent and
must be
spent convictions, plus cautions,
countersigne
reprimands or warnings.
d by a
2 Weeks
£26
4 Weeks
£44
Registered
Body
ENHANCED
Posts which involve working with children or
As for Standard level checks plus a
Individual –
vulnerable adults; also judicial appointments
check on local police
must be
and certain statutory licensing purposes
information/current investigations
countersigne
which may be provided in
d by a
confidence to employer only.
Registered
3
For posts that involve working with
Body
children/vulnerable adults the lists
administered by the Independent
Safeguarding Authority will be
checked
BASIC
Some types of employment or volunteering
Information held at national level
about unspent convictions on central
police records
4
Individual
5 days
£23
Posts Requiring Pre-employment Criminal Records Checks
The following was approved by the Human Resource Management Committee 18 November 2004, and has been subject to review by the
Director of HRM
Eligibility for CRB checks – working with Children/Vulnerable Adults
Staff appointed to carryout work involving the following would require an Enhanced CRB check:

Any activity of a specified nature that involves contact with children or vulnerable adults frequently, intensively/or overnight
(includes teaching, training, care, supervision, advice, treatment and transportation).

Any activity allowing contact with children or vulnerable adults that is in a specified place, frequently or intensively (includes
schools, children’s homes and hospitals, juvenile detention facilities, adult care homes).
Frequent or intensive support work in general health settings, and the NHS (includes cleaners, caretakers, shop workers, catering staff,
car park attendants and receptionists), may be eligible for a CRB check, depending on the nature of the role and on NHS trust
requirements - for further advice please contact your customary HR Adviser.
Definitions
Frequent/intensive
5
This is when the activity takes place once a week or more (frequent), takes place on four or more days in a 30 day period (intensive), or
overnight (between 2-6am).
Children
Those under the age of 18.
Vulnerable adult
Includes those aged 18 or over and:
(a) they are in residential accommodation/sheltered housing,
(b) they receive any form of health care/care at home,
(c) they are detained in lawful custody; or
(d) they require assistance in the conduct of their own affairs.
This list is not exhaustive; please contact your customary HR Adviser if you need further guidance.
Accommodation
& Campus
Services
Accommodation
Residential Tutors in Halls
Services
of Residence
Yes
Providing care services to students who
may be vulnerable
6
Enhanced Disclosure
Portering Services
Halls of Residence Porters
Yes
Unsupervised access within a residential
Enhanced Disclosure
environment to students in receipt of
care services who may be vulnerable
Security Staff
Yes
Unsupervised access across campus,
Enhanced Disclosure
therefore working with potentially
vulnerable adults and children at times
Rotating Shift Porter
Yes
(working in the residences)
Unsupervised access within a residential
Enhanced Disclosure
environment to students in receipt of
care services who may be vulnerable
Alternating Shift Porter
Yes
(working in the residences)
Unsupervised access within a residential
Enhanced Disclosure
environment to students in receipt of
care services who may be vulnerable
Any Porters within clinical
Yes
areas
Licensees
Finance
Management Accountant
Unsupervised access to vulnerable
Enhanced Disclosure
adults and children
Dependent
Position of trust (currently apply to
upon area
Magistrates Court and Gaming Board)
Yes
Financial Management recognised as
Standard Disclosure may apply
Standard Disclosure
area of responsibility vulnerable to fraud
Clerical Staff
No
Where staff have access to cash etc
7
Basic Check -Disclosure Scotland
Human Resources
HR
All staff
No
Access to confidential personal files
Basic Check - Disclosure Scotland
HR- Staff
Clinical staff
Yes
Access to patients on a one-to-one
Enhanced Disclosure
Occupational
unsupervised basis and to medical
Health Unit
records
Support staff
Yes
Enhanced Disclosure
Access to confidential medical/personal
files
Student Services
Student Services
Non-medical student
Yes
helper
Counselling
Counsellor
Enhanced Disclosure
may be vulnerable
Yes
Services
Chaplaincy
Providing care services to students who
Providing care services to staff who may
Enhanced Disclosure
be vulnerable
Chaplains
Yes
Providing advice to staff and students
Enhanced Disclosure
who may be vulnerable
University Health
Clinical Staff
Yes
Providing care services to patients on a
Service
one-to-one unsupervised basis and
(including
access to medical records
Ranmoor Clinic)
Support Staff
Enhanced Disclosure.
Yes
Access to confidential medical/personal
files
8
Enhanced Disclosure
USport
Staff whose normal duties
Yes
Supervising or having unsupervised
involve
contact with children which may involve
supervising/unsupervised
physical contact and establishing trust
contact with children e.g.
recreation assistants,
swimming instructors/
assistants
Staff with occasional access
No
to children and vulnerable
groups e.g. managerial
staff, adult fitness
instructors, maintenance
staff
9
Enhanced Disclosure