High level checks (HLCs)

Criminal Records Bureau (CRB)

CRB checks should be carried out where posts involve work with people under the age of 18, or vulnerable adults. A vulnerable adult is defined as a person over 18 whose ability to protect him or herself from neglect, abuse or violence is significantly impaired on account of disability, illness or otherwise. Further information about the CRB.

Disclosure Scotland

Disclosure Scotland is an external agency which can carry out identity checks and disclose any unspent criminal convictions recorded on central records, such as the Criminal History System and the Police National Computer. Disclosure Scotland screening should be used for posts where confirmation of identity and criminal record is required but a CRB disclosure is not available or applicable.  The current cost  of Disclosure Scotland screening is £30 per applicant and departments should contact the CRB and Vetting Office ((2)82152) to discuss any requirements.

Credit checks

Departments may wish to consider running credit checks on staff who handle cash, or e.g. rare books, valuable collections, or where there is a risk of financial fraud, theft, or damage. Where such checks are being considered advice should be sought from University Security Services.

Additional high level screening

Additional high level screening can be arranged through Security Services CRB and Vetting section (2)82152.  The cost is currently £77 and this includes a Disclosure Scotland check.

Posts for which HLCs are required

A summary of posts for which HLCs are required can be downloaded from Documents.

Clinical Posts and posts in clinical departments

Where a post regularly has access to patients, or patient records in the normal course of duties an acceptable CRB disclosure must have been received by the department before the appointee can take up the post. Where clinical staff are engaged in clinical work on behalf of the NHS this screening will normally be carried out by the local NHS trust.

Posts with access to irradiators, pathogens and toxins

Staff recruited to a post involving access to, or knowledge of the location of, biological or luminescence irradiators or the pathogens and toxins that must be notified to the University Safety Office under the provisions of UPS S6/11, must be checked through Disclosure Scotland.

Posts associated with animal research

Staff who are either directly involved with animal research, or who may have knowledge of information about animal research (such as personal details of researchers, access codes, licensing information, etc) should be checked through Disclosure Scotland.

Vets must be screened through the Criminal Records Bureau.

Posts with access to sensitive financial or personnel information, or valuable items

Departments may wish to consider whether external checks through Disclosure Scotland in posts where there is a risk of financial fraud, theft or damage, or where staff will have access to highly sensitive personal information such as vetting information about other staff, medical records, bank records, etc.

Academic visitors, casual workers, contractors and agency staff

All provisions outlined here apply equally to visitors (including academic visitors) and casual and agency workers. Where temporary staff are employed through an agency the agency should be asked to confirm that their pre-employment process covers the same checks as those used by the University.

Individuals who have previously been known by another name

HLCs through external agencies will require individuals to disclose all names by which they have been known. The normal University procedure is for disclosure application forms to be checked within the department before forwarding to Security Services. Some applicants may have concerns about this, for example transgendered applicants who do not wish to reveal their change of gender to a new employer. If a candidate expresses any concern about their completed disclosure application being seen by any member of the employing department, they should be referred in confidence to the Head of Vetting (272945) who will explain to them how a confidential application may be made.

Applicants who have not previously lived or worked in the UK

It is recognised that external screening only comprehensively covers staff who have always lived in the UK since agencies such as the CRB and Disclosure Scotland do not have access to overseas criminal records or other relevant information.

A number of countries do have their own criminal record disclosure services which can be accessed directly by prospective employers.  In order to check an overseas applicant's criminal record and for up-to-date information on the costs involved, the CRB recommend contacting the embassy or High Commission of the country in question.  Further information is available on the BIS website.

Where an HLC is advised but is not practicable, departments should ensure that the standard pre-employment checks are completed, that references are taken up with great care and that original documentation is checked thoroughly.

Further information

Queries about the application of the Rehabilitation of Offenders Act should be directed to your sector personnel officer. If you require further information about the CRB or Disclosure Scotland Information services, please contact the Security Services CRB and Vetting section on (2)82152.