Garda Vetting / Police Clearance Policy for Students

• The University is committed to ensuring that only suitable candidates participate in components of academic programmes where students may have unsupervised access to children or vulnerable persons and reserves the right, having due regard for natural justice and fair procedures, to conduct a vetting procedure on any such student at any time or times during the student’s period in the University.
• Information relating to requirements for vetting will be provided in a clear, consistent and timely manner to students.
• Each student is responsible for informing himself/herself of the need for vetting to ensure suitability for specific programmes prior to embarking on specific components of programmes and of the requirements under this policy.
• The student must proactively disclose any relevant information relating to the process of vetting to the University. This includes information relating to periods of residence outside the Republic of Ireland.
• A student may not participate in environments with unsupervised access to children or vulnerable persons until approval is obtained from the University. Such approval from the University may not necessarily guarantee a placement or participation in a research project.
• Each student is responsible for providing information in a timely manner to the University of his/her suitability for specific academic programmes as required to complete the current vetting application process.
• All applicants who have been convicted of a criminal offence must disclose this to DCU.
• The provision of false, inaccurate, or misleading information will disqualify applicants from the selection process and for existing students may result in disciplinary action (up to and including withdrawal of registration and exit from their programme).
• If during the course of the application/registration process it transpires that an applicant has a criminal conviction (either by way of Garda Vetting or by applicant disclosure) full details of the conviction will be sought and the Garda Vetting process will commence.
• Students aged under eighteen are required to have written permission from a parent/guardian before vetting procedures can be implemented.
• Costs incurred by the student in complying with this policy are borne by the student.
• Information collected as part of this vetting process will be treated as sensitive and strictly confidential.
• Acceptance of an offer of a programme and/or provisional registration as a student of the University is deemed to be agreement with participation in the vetting process as detailed in this policy.
• Confirmation of a student’s registration is subject to vetting procedures, and the University reserves the right to suspend or cancel a registration if a student does not comply with university vetting requirements and complete the vetting process.
• All applicants or registered students who previously completed the vetting process for their programme of study must inform DCU Registry in writing of any changes to their circumstances which affects the original vetting status, e.g. convictions or pending cases. Written correspondence should be sent to studentvetting@dcu.ie

An applicant/student (both EU and non-EU) who has resided outside of Ireland for a period of time, six months or more in total, (aged 18 or over) are required to provide the following supporting documentation when submitting their Vetting Application form:

• An original Police Certificate from the jurisdiction(s) of previous residence covering the dates of residency in that jurisdiction.
• If the Police Certificate is not issued in English, the student must provide a certified translation.

Where an applicant or student cannot provide a Police Clearance Certificate/disclosure record, supporting documentation will be sought by DCU from the student as to why a Police Clearance certificate cannot be obtained. DCU reserves the right to seek a statutory declaration where a satisfactory police/criminal records disclosure cannot be obtained.

Please note that the said declaration may be accepted by DCU in the following restricted circumstances only:

• where clearance can only be obtained by resident citizens and it would pose a risk for the student to return to obtain this clearance, DCU will seek guidance from relevant embassies;
• the applicant resided in the country for a period of less than six months and/or the applicant was travelling through the country and had no fixed address;
• the country is at war or experiencing political upheaval; DCU will consult with the Department of Foreign Affairs and Trade for guidance;
• the applicant has provided correspondence demonstrating that police clearance cannot be obtained.

Notwithstanding the above, DCU reserves the right to refuse admission or cancel a registration in the absence of a satisfactory police clearance certificate/criminal record disclosure.

DCU vetting remains valid for four years. When a student’s registration extends beyond this period, it is the responsibility of the student to engage with and complete re-vetting.

The following exceptions apply to the four-year vetting expiry period:

• Bachelor of Early Childhood Education – students are re-vetted after year three.
• Bachelor of Science in Nursing - General, Mental Health, Intellectual Disability and Children’s and General (Integrated) Nursing are re-vetted after any period of absence from their programme of study.
• Re-vetting is required in instances where a student has advised the University that there are changes to their vetting circumstances since their original vetting status, e.g. convictions or pending cases.

The University shall appoint one or more Liaison Persons to liaise with the NVB and shall ensure that any Liaison Person completes training with the NVB before engaging with the authorising process.

The Liaison Person shall screen all applications submitted to the University and submit complete and authorised applications to the NVB.

The Liaison Person shall furnish details on all disclosures (other than NIL Disclosures) to the Chairperson of the University Student Vetting Committee. The Chairperson, having reviewed the disclosure, will determine whether the nature of the disclosure requires consideration by the University Student Vetting Committee.

The Liaison Person shall furnish all relevant details to include disclosures to the University Student Vetting Committee meetings.

The University Student Vetting Committee will consider all relevant information in relation to disclosures (other than NIL Disclosures) and make determinations on behalf of the University. Meetings of the University Student Vetting Committee, when required, shall be convened by the Chairperson. 

The University Student Vetting Committee shall consist of members as follows:

• Chairperson: Director of Registry (or nominee)
• Student Vetting Liaison Person for Students (Secretary)
• Executive Dean of each relevant Faculty (or nominee)
• Dean of Graduate Studies (or nominee)
• Relevant Head of School (or nominee)
• Programme Chairperson
• Chair of Professional Placement (or nominee)
• A representative of the Clinical Partners for Nursing and Health Care Programmes.

No fewer than three members shall constitute a quorum.

In addition, the University Student Vetting Committee may call on relevant academic programme experts to seek guidance on any programme specific issues. 

The University Student Vetting Committee shall:

• Consider information on student disclosures requiring participation in an environment with children or vulnerable persons as part of their academic programme on an individual case by case basis.
• Make determinations relating to participation of students in environments with children or vulnerable persons taking consideration of the factors listed in Appendix 2.
• Keep relevant records of decisions made.
• Reserve the right to seek character references or other relevant information from applicants for vetting, as deemed necessary by the committee.
• Reserve the right to initiate a risk assessment process in line with the DCU Admissions Disclosure of Offence Protocol.

The University reserves the right (subject to the principles of natural justice and fair procedures being applied):

• To refuse registration of a student or to refuse permission to a student to engage in activities which involve unsupervised access to children and vulnerable persons, depending on the outcome of the deliberations of the University Student Vetting Committee.
• To withdraw registration of an existing registered student depending on the outcome of the deliberations of the University Student Vetting Committee.
• To refuse participation of students in environments with children or vulnerable persons which may prevent registration on specific modules of specific courses depending on the outcome of the deliberations of the University Student Vetting Committee.
• To delay the participation of students in environments with children or vulnerable persons, depending on the outcome of the deliberations of the University Vetting Committee.
• To review previous decisions made relating to approval for participation of students in environments with children or vulnerable adults at any time.
• To require any student to reapply for vetting upon instruction.

• A decision of the University Student Vetting Committee may be appealed by the student within 14 days of the issue of the decision. The appeal should be made in writing to the University Registrar.
• The Appeal will be heard by a group Chaired by a Senior DCU Representative (nominated by the University Registrar).
• None of the original decision-makers shall hear the appeal.
• Full details of the appeal application will be considered, and a decision will be communicated to the applicant by the Liaison Person.
• This decision shall be final and binding. 

A candidate may appeal against the decision of the University Student Vetting Committee on the following grounds only.

• There is new evidence that was not available to the University Student Vetting Committee which might reasonably have resulted in a different decision.
• There were procedural or administrative errors such as might give rise to reasonable doubt as to whether the University Student Vetting Committee would have reached the same decision had they not occurred.
• The University Student Vetting Committee departed from the provisions of the University Policy in a manner prejudicial to the interests of the candidate.