Homestay hosts will usually need a criminal record check before hosting students. This page explains how this process works. It includes information about who needs a check, what alternatives are considered and what information we need to conduct the check. It is an important part of our process for becoming a host.

This information also applies to other UK based adults working on our behalf who have unsupervised access to young people. Alternative arrangements will be discussed for those based overseas.

Establish who needs a check

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All aduts resident in a homestay household need a DBS check before we can approve the home. This can either be an existing check or a new check.

  • DBS checks are not usually required for paying guests. However, we do ask that all hosts make us aware of any guests and we reserve the right to check them should we feel it is necessary.
  • We define a resident adult as any non-paying household member who is aged 17 and a half or more who is expected to stay overnight in the property for more than 30 nights duing the academic year.
  • Those with an existing DBS certificate who are registered with the DBS update service will not need a new check. Instead we will simply need your certifcate number, date of birth and surname in order to check you live DBS status.
  • Those with existing DBS certificates from any point in the last 4 years will not need a new check, provided we can obtain satisfactory references
  • An example of an acceptable reference include proof of continued employement by the organisation responsible for the original check.
  • In other cases, we will normally opt to conduct a new check.
  • References should be emailed to: [email protected]

Conducting a new DBS check

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If we need to carry out a new DBS check we will send you a unique weblink asking you to provide the information required by the DBS.

  • We use an organisation called uCheck to process our DBS applications. The perform 400,000 checks per year nationwide.
  • Once you submit your information via the link it will be sent to UCheck. We will then conduct an ID check with you and approve the application for processing.
  • Your application will then be sent to the DBS.
  • For information, our data protection policy is available here.

DBS ID Checks

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As part of the DBS process we need to see ID documents from everyone who needs a check. We usually do this during your home visit.

  • We will usually need to see three documents per person and at least one of these will usually be a passport, a photocard driving licence or an original birth certificate.
  • A full list of acceptable documents is available here.
  • If you have any questions or concerns about ID documents please contact us in advance of your home visit as there are a number of alternatives available.

Wait for Your Certificates

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Once your application has been processed by the DBS you will be sent the original DBS certificate. This will happens, even for applications submitted online.

  • We will give you a tracking number which you can use to track your application, a bit like tracking a parcel. You can do this here
  • Unfortunately, we do not have control over how long it takes the DBS to process applications, but if you feel your application has got lost, or that no progress has been made for several weeks, please let us know.
  • In reality, most applications are processed in 1-2 weeks, although some do take longer. Unfortunately, we will nto be able to place students with you until they have been approved.
  • If your DBS check shows no criminal history, we will be sent an electronic message informing us that no recprd has been found. This is the end of the process and we will then approve the check.

What if I have a criminal record?

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If a certificate shows criminal activity, we will form a judgement on approval. We have a legal and moral responsibility to do this in a fair and balanced way.

  • We will start by talking to the person responsible (even if this is not the person who usually deals with homestay in the household).
  • We understand each situation is different and a past criminal history does not necessarily means an individual will be barred from hosting students.
  • We strongly encourage people to talk to us in advance if they expect a former offence to appear on their DBS certificate.
  • We will explore the circumstances of the offence to understand the individual’s perspective.
  • we will not discuss the DBS return with anyone outside our organisation without the individual’s permission.
  • We will not take copies of any DBS certificate, nor store the details of any offence following the outcome of our assessment.
  • An enhanced DBS check includes a check to determine whether an individual is on the national list of those barred from working with young people. If they are on this list, we cannot accept them for hosting. To do so would be a criminal offence.