Immigration & Criminal Records Checks


The information below relates to the University's commitment to preventing illegal working at the University of Sheffield, including information about Eligibility to Work (ETW) and Sponsorship under the Points-Based System.

Criminal Records Checks

The information below relates to the University's commitment to the important role that continuity of employment can play in the rehabilitation of ex-offenders when matched with appropriate posts, and in recognition of its corporate social responsibility as a major employer in the region.

Recruitment and Employment of Ex-Offenders

The University of Sheffield aims to ensure that it does not unfairly discriminate against ex-offenders within the recruitment process or during employment. HR will work closely with recruiting departments, staff and applicants to assess an ex-offender´s suitability for a post.

When is a Criminal Record check needed?

Disclosure and Barring Service

The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged into the Disclosure and Barring Service (DBS).

The DBS help employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups, including children.
The DBS are responsible for:

  • Processing requests for criminal records checks
  • Deciding whether it is appropriate for a person to be placed or removed from a barred list of those who cannot work with children or vulnerable adults.

The University of Sheffield is registered with the DBS checking service, which means we are able to make our own applications for criminal records checks for staff directly to the DBS in conjunction with the individual.

Criminal Record Check Application Process

Please read the guidance on whether a criminal record check is needed before proceeding.

Flowchart: Criminal Record Checks

Basic Disclosure (Disclosure Scotland)

Disclosure & Barring Service (DBS)

FAQs: University Policy, Disclosure Scotland & DBS Checks

FAQs: For Existing Staff

Storage and Retention of Applicant/Staff Criminal Records Information

The following guidelines apply to all forms of criminal records check information, including applications, the outcomes of criminal records checks and all related documentation.

These guidelines are in line with the University’s Policy on the Recruitment and Employment of Ex-offenders and must be adhered to at all times, failure to do so will be subject to formal investigation and may lead to disciplinary action.

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Terms & Conditions of Employment

Details of the terms and conditions of employment for staff employed at the University of Sheffield.

Jobs, Recruitment & Selection

Details of current job vacancies and information about how to apply on line. Recruitment and Selection guidance and support aimed at attracting and recruiting the highest calbire of candidate for every position at the University of Sheffield.

Student Working Relationships

Guidance relating to the students working within the University of Sheffield, including the Sheffield Graduate Training Contract (SGTC) and work experience placements.

Contractual Relationships

Details of the employment contracts and employment relationships in place at the University of Sheffield.

Looking for something else?

Please note these pages are currently under construction and so may not yet be complete.

There is a wealth of information, guidance and support available from Human Resources relating to all aspects of employment and supporting policies and procedures. 

Alternatively, if you are unable to find the information you require, please contact your HR Team contact