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  • Home
  • About People and Culture
    • People and Culture Plan
    • Staff Charter
    • Key Contacts
    • New Staff Welcome
  • A-Z
  • Employees
    • HR Hub
    • Pay, Reward and Benefits
    • Learning and Development
    • Development and Career Progression
    • International Staff Support
    • Annual, Family and Other Leave
    • Personal Development Review (PDR)
    • Sickness Absence
    • Wellbeing at Queen's
    • Employee Experience and Engagement
  • Managers
    • Performance Management Toolkit
    • Sickness Absence
    • Leave Toolkit
    • Induction Toolkit
    • Recruitment and Selection
    • Employee Assistance Programme Manager Support
    • Occupational Health Service
    • Workplace Conduct
    • Job Evaluation
    • Redeployment
    • Leaving Employment
  • Staff Wellbeing
  • Diversity and Inclusion
    • Equality Legislation
    • Policies, Procedures and Guidance
    • Fair Employment Return Monitoring Data
    • Disability
    • Menopause
    • Fertility Treatment Leave
    • Celebrating Diversity
    • Faith, Religion and Belief
    • Trans Equality
    • Equality Scheme and Action Plan 2024 - 2029
    • Behind the Scenes at Queen's
  • HR HUB
  • Work at Queen's
    • Recruitment and Selection
    • International Staff Support
    • Women at QUB
    • Fellowships at Queen's
    • Pay, Rewards and Benefits
  • Annual, Family and Other Leave
    • Annual Leave
    • Work Life Balance Policies
    • Other Leave
    • Agile Working Toolkit
  • Legal Services
  • Learning and Development
    • Researcher Development
    • Learning for All
    • LinkedIn Learning
    • Leadership and Management Development
    • Essential Learning
    • Career Development Hub
    • Coaching and Mentoring
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    • Illuminate: Vice-Chancellor's Fellowship Scheme
    • Fellowship Academy
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  • Requirement for Ongoing Disclosures

Requirement for Ongoing Disclosures

Different criminal history disclosures are required depending on whether you are engaging in regulated activity, or not.  The reporting requirements for students differ from those of employees/extended workforce and are set out in the table below. 

If you require any further information please contact your School/Directorate.

Activity

Employees & Extended Workforce

Students

Non-regulated activity

Candidates holding offers of employment/work/service provision are required to advise the University of any ‘unspent convictions’ prior to taking up their position.  

Post recruitment/engagement, all employees and members of the extended workforce are required to advise their Director/Head of School and their HR Business Partner, in writing and without delay, of any unspent convictions.     

Applicants to degree programmes that do not involve regulated activity are required to disclose relevant items (please refer to the Admission of Applicants with a Criminal Record Procedure) to the Head of the Admissions and Access Service.  If you acquire a relevant item on a criminal record after applying, but before admission to the University, they must advise the Head of Admissions and Access Service of any such changes in writing and without delay.  

Post enrolment you are required to disclose allegations of criminal activity (as per the Conduct Regulations), that arise after the date of admission to the University and before graduation, to your Head of School and the Director of Academic and Student Affairs in writing, without delay

Regulated activity

Following your criminal history check and throughout the time you will be engaging in regulated activity, you must advise your Director/Head of School and HR Business Partner in writing, without delay, of any new convictions, cautions, informed warnings and diversionary youth conferences which are not protected. You must also advise if you are, or have been, the subject of any criminal investigations or have any prosecutions pending. 

Following your criminal history check, and throughout the time you will be engaging in regulated activity, you are required to inform your Head of School and the Director of Academic and Student Affairs in writing, without delay, of any new convictions, cautions, informed warnings and diversionary youth conferences which are not protected. You must also advise if you are, or have been, the subject of any criminal investigations or have any prosecutions pending. If this information changes pre-admission then you must advise the Head of the Admissions and Access Service of any changes.   

​​​​​​​Annual Self-Declarations

If your regulated activity continues into the next academic year you will be asked to complete an Annual Self Declaration to update the University on any changes to the information disclosed on your criminal history check and/or certificate of good conduct.

 

In This Section
Working with Children and Adults at Risk
  • Working with Children and Adults at Risk
  • Applying for an Enhanced with Barred Lists Check from AccessNI
  • Sourcing a Certificate of Good Conduct
  • Requirement for Ongoing Disclosures
  • Sharing Disclosure Information
  • Policies & Procedures to Comply With
  • Safeguarding Training
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