Key outcomes

	Achieved exceptionally high student engagement with over 85% of DBS checks managed virtually through a user-friendly digital ID system.
	Significantly improved planning capabilities with excellent reporting features, enabling better forecasting for the academic year.
	Reduced enhanced DBS check turnaround times to 10-12 days, ensuring timely student placements and academic progress.

Overview

The University of Derby, a diverse institution with multiple locations across the UK, is committed to making a positive impact through ground-breaking research and teaching excellence. Awarded Gold in the Teaching Excellence Framework (TEF) 2023, Derby excels in fields such as healthcare and teaching.

With thousands of students requiring enhanced DBS checks for their programmes, the university faced the challenge of streamlining its background screening processes to meet compliance requirements while delivering an efficient, modern experience for students.

We spoke to Mo Aslam, Head of College Business Operations, to learn how partnering with Verifile transformed their DBS checking system, bringing speed, efficiency, and improved student engagement to this critical aspect of enrolment.

"We've found that students are engaging virtually a lot more, and therefore are getting the benefits we wanted via Verifile. The fast turnaround times and digital connectivity have made a significant difference in our operations and greatly benefit the students too."

Mo Aslam, Head of College Business Operations, University of Derby

Challenge

Streamlining DBS checks to achieve compliance, efficiency, and a seamless student experience

The University of Derby faced a complex challenge managing Disclosure and Barring Service (DBS) checks for its students in health and education programmes. With government requirements to meet and students destined for roles working with vulnerable individuals, the university had to ensure DBS checks were conducted to the highest quality standards.

The efficiency of the process was paramount, as delays could affect students' ability to start their placements on time, impacting their academic progress. Student expectations were also evolving rapidly, with demand for faster, more digital experiences.

As Aslam noted, "Students expect an instantaneous response. If they want something, then they ideally want it now."

With the education sector facing new challenges, the University of Derby recognised that improving their DBS checking process was crucial to creating a best-in-class service, ensuring compliance, and maintaining their commitment to providing a seamless student experience.

Solution

A comprehensive, digital-first DBS checking process

Verifile implemented a comprehensive DBS checking solution for the University of Derby. Key features included:

	FAST-TRACK DBS CHECKS Direct links with DBS systems delivering quicker turnaround times and more reliable results.
	DIGITAL ID VERIFICATION Allowing for virtual engagement, eliminating the need for in-person document checks in most cases.
	BULK UPLOAD CAPABILITY Enabling the processing of large student cohorts simultaneously, saving time and reducing administrative burden.
	SYSTEM INTEGRATION Seamless connection with university systems for streamlined operations and reduced manual data entry.
	COMPREHENSIVE TRAINING Thorough onboarding and ongoing support for university staff to maximise system benefits.
	RESPONSIVE SUPPORT Dedicated customer service ensuring prompt issue resolution and continuous improvement.
	CUSTOMISED APPROACH Adaptable service model tailored to the university's specific needs and academic calendar.

Results

Enhanced student engagement, improved planning, and streamlined operations

Verifile's solution transformed the University of Derby's DBS checking process, delivering significant improvements:

	SMOOTH IMPLEMENTATION The university experienced an exceptionally easy transition to Verifile's system, with comprehensive training and support minimising disruption to operations.
	EXCEPTIONAL STUDENT ENGAGEMENT The digital-first approach has resonated strongly with students, with over 85% of checks now managed virtually, eliminating unnecessary campus visits.
	ENHANCED FORECASTING Excellent reporting features have improved the university's ability to forecast workloads and plan effectively for the academic year, reducing administrative stress during peak periods.
	ACCELERATED TURNAROUND TIMES DBS checks now complete in 10-12 days, ensuring students can start placements on time and maintain academic progress.
	CONTINUOUS IMPROVEMENT The collaborative relationship between the University of Derby and Verifile has led to ongoing refinements and improvements in the service.
	OPERATIONAL EFFICIENCY Verifile's service runs smoothly in the background, allowing university staff to focus on other important tasks without disruption.

Ready to streamline your screening process?