Key outcomes

	Streamlined screening across multiple stakeholder groups, including students, staff, volunteers, and Health and Social Care qualifications.
	Reduced operational burden and costs through automated processes and paperless workflows, replacing manual screening activities.
	Eliminated manual errors and compliance risks with integrated validation and end-to-end methodology, ensuring regulatory requirements are met.
	Achieved seamless platform transition without disadvantaging current students or disrupting ongoing DBS applications.

A woman with a laptop

Overview

London South Bank University (LSBU) is a cosmopolitan university with over 18,000 students drawn from over 130 countries. With such a huge volume of students, post and undergraduate screening is a key focus for the institution.

Faced with manual screening processes that were prone to errors and delays, LSBU needed an automated and compliance-focused solution for staff, student, and stakeholder DBS checks. The university required a seamless transition that didn’t disadvantage current students during the implementation.

We spoke to LSBU stakeholders to learn how this transformation revolutionised their screening processes.

The Verifile team went to great lengths to ensure that the transition was a complete success.

LSBU Representative

Challenge

To create an efficient, compliance-focused process for staff, student, and stakeholder DBS checks

LSBU's most pressing aim was to improve compliance within their recruitment and screening functions. They needed an automated and compliance-focused solution, especially for Disclosure and Barring Service (DBS) checks, covering multiple stakeholder groups.

Manual processes created inefficiencies and compliance risks.
Although a screening service was already in place, it required manual work which was prone to errors and delays. The existing system couldn't effectively handle the diverse screening requirements across different stakeholder groups.

Seamless transition was critical to avoid student disadvantage.
Students undergoing or about to submit DBS checks needed protection from disruption during the platform transition, requiring careful change management.

Solution

A comprehensive bespoke onboarding and screening platform

Verifile provided a tailored solution to address LSBU's unique circumstances. Key features included:

	BESPOKE ONBOARDING STRATEGY Individual specifications and phased onboarding built to address each LSBU team's unique circumstances, ensuring smooth adoption across departments.
	CPC FRAMEWORK UTILISATION Leveraged the Crescent Purchasing Consortium framework to provide market-leading rates and eliminate the need for a resource-heavy tender process.
	INTEGRATED API SOLUTION Seamless system integration delivering greater efficiency and automated processes with built-in compliance validations to eradicate errors.
	COMPREHENSIVE STAKEHOLDER SUPPORT Onsite support and compliance training sessions to ensure all LSBU stakeholders understood the new system benefits and processes.

Results

Transforming screening processes, enhancing compliance, and optimising resources

Verifile's integrated screening solution delivered significant improvements:

	ACHIEVED PAPERLESS, FULLY-COMPLIANT PROCESS All departments now follow a standardised paperless process that delivers cost savings through streamlined team resources.
	ENHANCED OPERATIONAL EFFICIENCY API integration ensures maximum screening efficiency while the bespoke onboarding approach meant each team adopted processes confidently without disruption.
	STRENGTHENED COMPLIANCE ASSURANCE End-to-end compliance methodology provides complete confidence in meeting regulatory requirements across all stakeholder groups.
	ESTABLISHED RELIABLE SCREENING INFRASTRUCTURE Created a robust, automated system that consistently handles diverse screening requirements across LSBU's multiple stakeholder groups.
	DELIVERED SEAMLESS TRANSITION The phased implementation approach ensured students and staff experienced no disadvantage during the platform changeover.
	ENHANCED STAKEHOLDER CONFIDENCE Improved screening reliability and compliance assurance strengthened trust among students, staff, and regulatory bodies.