DBS Checks and Overseas Police Checks

You will need to complete a DBS Check and, where applicable, an Overseas Police Check if you are an applicant holding an offer for a professional programme (e.g. Nursing, Midwifery, Initial Teacher Training, Social Work, Healthcare Services) or a Sports programme where placements are an integral part of your course.

For current students on non-professional programmes where a DBS Check is required, you must first complete your eligibility form. Once that has been authorised, you will be invited to complete a DBS Check.

It’s your responsibility to ensure you complete a DBS Check. Please make sure you:

• Read the information and guidance on this page
• Follow each stage of the application process carefully. Any mistakes you make on the application form may mean you’ll need to start your application again
• Start your application as soon as possible. You should allow for around 3 months for a DBS Check to be processed. If you don’t have a DBS Check, you may not be able to go on placement.

Alternatively, please come along to one of our DBS drop-in sessions.

DBS Drop-in sessions

Come to the Sheppard Library at one of the time slots listed below. Pick up a ticket from the ticketing machine by clicking ‘No appointment’, then ‘Other Services’, and then ‘DBS - Checks’.

Whilst we endeavour to see every student as quickly as possible, please be mindful that you may have to wait to be seen by a member of staff. Thank you for your patience.

Timetable*

Week commencing 24/02/2025:

*DBS drop-in sessions will not be available during Bank Holidays, Easter and Christmas Vacations.

*This timetable is subject to change – please check this page on the day prior to attending campus.

DBS Update Service (online DBS)

Got an online DBS, otherwise known as DBS Update Service? For applicants/students who have a DBS Certificate registered on the DBS Update Service, the University is able to undertake a DBS Update Service check for you instead, provided you are still in possession of your original DBS Certificate.

For those applicants/students who are not sure if their DBS Certificate is registered on the DBS Update Service, you will currently be paying £13 a year to be registered to this service.

If this is you, please email scanned copies of the following documents to DBSIDCheck@mdx.ac.uk making sure to include your full name, student ID and programme title within the subject line of your email:

• Your registered Enhanced DBS Certificate (all pages)
• Photographic ID, e.g. a valid Passport or Driver's Licence

The MDX DBS & OH Unit will be checking to see if you have the correct level of clearance for your programme of study.

If the level of clearance on your DBS Certificate matches your course requirements and the results show that the DBS Certificate is indeed on the DBS Update Service, then you will not need to undertake a new DBS Check. Instead, you will be invited to carry out a DBS Update Service check.

If the level of clearance on your DBS Certificate does not match the level of clearance required for your course or if for any reason your DBS Certificate is not registered on the DBS Update Service, you will be required to undertake a new DBS Check with us.

DBS Checks at MDX

If DBS clearance is a requirement for your programme of study, but you do not have a DBS Certificate registered on the DBS Update Service or if your DBS Update Service is not acceptable, you will need to undertake a new DBS Check with Middlesex University.

There are two ways to go about doing this. These are as follows:

Digital DBS ID Check

All applicants/ students are to follow this route unless a digital identity verification cannot be successfully achieved. The applicant’s/student’s identity for their DBS Check is established digitally. You will be required to have a device such as a mobile phone, etc. where you can install the Atlantic Data Digital ID app to carry out the steps for the digital identity verification. The device must have a working camera and microphone. This process does not require you to attend campus or have any DBS ID check appointments.

Read the documents for useful guidance on the Digital DBS ID Check process:

• List of acceptable ID documents for the Digital DBS ID Check process (PDF)
• A step-by-step checklist guide on the Digital DBS ID Check process (PDF)
• Next Steps Information Sheet following the successful submission of the Digital DBS ID Check (PDF) 

Manual DBS ID Check

This route is only to be followed if the digital identity verification is unsuccessful. The applicant’s/student’s identity for their DBS Check is verified manually using a minimum of 3 valid documents (originals only). You will be required to attend a video call appointment to carry out your DBS ID Check virtually with Atlantic Data followed by a visit on campus to carry out the second mandatory Physical Documents Check.

See the below documents for useful guidance on the Manual DBS ID Check process:

The ID documents you can use for a Manual DBS ID Check depends on your nationality (as stated on your current passport). These are as follows:

• Manual ID - DBS ID Documents List UK National only (i.e. those individuals who have a British Passport or a UK Certificate of Naturalisation) (PDF)
• Manual ID - DBS ID Documents List Other National (Non-UK)(i.e. those individuals with a Passport from another country) (PDF) 

Other essential resources

• A step-by-step checklist guide on the Manual DBS ID Check process (PDF) 
• A next steps information sheet following the successful submission of the Manual DBS ID Check (PDF)  

Note: You must be living in the UK to undertake a DBS Check.

All DBS Checks are carried out by Atlantic Data (an online DBS processing organisation) on behalf of Middlesex University.

Overseas Police Checks (OSPCs)

An Overseas Police Check (OSPC) is the equivalent of a UK DBS Check undertaken in a foreign country where the applicant currently resides or has resided in the past 5 years. The information displayed on any issued OSPC, along with a DBS Certificate, will establish your suitability for a degree course.

You are required to undertake an OSPC if you fall under one of these categories:

Overseas residents

If you are an overseas applicant/ student, you will be required to provide an OSPC in place of doing a DBS Check. You will still be required to undertake a DBS Check once you are residing in the UK and have an acceptable UK proof of address document.

Your OSPC will need to be dated within 12 months of the start date of your programme of study.

UK residents

If you have lived outside of the UK for 6 months or more within the last 5 years (from the age 16 or above), then you will be required to provide an Overseas Police Check for each country you have lived in for this duration. The OSPC cannot be older than 12 months.

If you have a UK Certificate of Naturalisation, you can present this in place of an Overseas Police Check, provided you have not resided outside of the UK since its issue.

If you are a refugee, refugee status documents are accepted in place of an OSPC.

How to undertake an Overseas Police Check

For more information on how to obtain your Overseas Police Check, please refer to the A-Z Country list.

If the authorities do not issue their own OSPC, complete this Overseas Police Check form. You will need to complete Part A of the form and get the appropriate Embassy/High Commission/Consulate/ issuing authority to complete Part B.

If the OSPC is not in English, it must be officially translated into the English language, which you are responsible for arranging. You will need to provide both the original OSPC(s) and the official English translation, for which the University is not liable for any costs incurred.

Use the table below to determine if you require an Overseas Police Check as well as a DBS Check:

*Once residing in the UK.

**If you have lived abroad after receiving the UK Certificate of Naturalisation.

Where to send your Overseas Police Check

When your documents are ready, scan and email back a copy of your Overseas Police Check(s)/ UK Certificate of Naturalisation/ Refugee Status Documents from the Home Office to OSPC_Check@mdx.ac.uk.