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Certificate HE Working with Children, Young People & Families Admissions Guide

Last updated: 7 November 2023

CertHE Working with Children, Young People and Families Admissions Guide for 2024 entry

Congratulations on your successful interview and for receiving your offer from the University of Gloucestershire.

Look out for official confirmation of the conditions of your offer via UCAS Hub.

Accepting your offer

Please visit UCAS Hub to confirm your place with us.

Please feel free to call us on 03330 141414 if you have any questions – our advisers are always happy to help.

Meeting conditions of your offer

Once you have accepted your offer, please complete the relevant forms and take steps to ensure you meet the conditions of your offer as soon as possible. Some checks may take several weeks, so please complete these now and it will help prevent any delays in your enrolment, gaining access to student finance and university resources.

Please note that if you do not send evidence of your prior qualifications and complete your DBS and Health clearances by the deadline, we may not be able to confirm your place.

If for any reason, you feel there may be potential delays in achieving the conditions of your offer please let us know so we can support you with anything that may affect your eligibility to enrol. You can contact us either by phone on 03330 141414 or email us via


DBS and Health conditions deadline: Friday 26 July 2024

Academic conditions deadline: Wednesday 31 August 2024

Conditions of offer

All applicants for the Cert HE Working with Children, Young People and Families course are required to meet the following conditions of offer:

1. The university suitability self-declaration

You MUST complete a suitability for the Health and Social Care self declaration form. For each ‘YES’ answer you tick, you will need to provide a detailed account of the circumstances. You may attach and sign an additional sheet if more space is required. It is important that you SIGN and DATE the back of the form to validate its authenticity. Once fully completed please scan the document and upload to your Student Portal

2. The medical history – Online Health questionnaire

You will be contacted directly by email, once you have firmly accepted your offer, with all the necessary information and instructions on how to complete the Online Health Questionnaire. This should be completed immediately. Please note, questionnaires are normally sent 6 months before the start of the course.

Working Well will require applicants to request from their GP a transcript of their immunisations, which can either be uploaded when completing the above questionnaire or emailed directly to afterwards. We have a duty of care to students and patients and so need to make sure that the correct level of immunisations have been achieved before you can go on placement. This will include the current status of your Covid vaccinations.

All documentation related to your health clearance should be dealt with directly with Working Well and not uploaded to your applicant portal. Working Well will contact the admissions team once you have cleared fit for the programme and your portal clearance will then be updated.

3. Confirmation of relevant academic qualifications

If you have any of the academic qualifications mentioned below please upload the relevant certificates to your Student Portal:

If you do not have access to your certificates, it is your responsibility to obtain duplicate certificates from the relevant Examination Board. If that is not possible, you should request signed and dated verification of your awards and grades from the school/ institution where you took the examinations.

For those applicants pending completion of or the results of their qualifications, please check with the award provider when your results will be due, and keep us informed of the date you expect to receive them. Otherwise, please upload evidence of your qualification as soon as it becomes available (normally an academic transcript, certificate or letter from the institution concerned).

Please note, although we do not require you to hold GCSE Maths and English Language for this programme, if you are wishing to transition onto any of our degree programmes you will be required to hold these qualifications before entry to the degree.

4. Disclosure and Barring Service (DBS) clearance/ safeguarding checks

As soon as you have accepted your offer, you should register online via the Know Your People website for an Enhanced DBS. This is to ensure there are no records that may deem you unsuitable for your chosen career. Please ensure you choose ‘healthcare worker’.

You will need the university’s Organisation Code and Access Code to log on to the site:
Organisation Code: ORG-357NZK58 Secret word: happydays2

Once you have completed the DBS online application form you will need to pay for your DBS and visit a designated Post Office to verify your documentation. The University of Gloucestershire regrets that it cannot accept liability for the costs of student DBS clearance checks. Students joining Health and Social Care courses are also required to join the Update Service. There is an annual cost for this (currently £13) and you can register for this service as soon as you have your DBS application form reference number. You can ask for the number when you apply for your DBS check, or you can wait and register with your certificate number when you receive your DBS certificate, but you must do so within 30 days of your certificate being issued (

Having a criminal record will not always prevent you from studying at the university, this will depend on the nature of the position, and the circumstances and background of the offence. More information about the university DBS procedures and policy is available on our website. Please contact the admissions team if you wish to discuss further.

Read more information about the Disclosure and Barring Service.

Unless you are in the DBS Update Service, a previous DBS clearance will not cover you for your course of study at University of Gloucestershire. You must apply for a new check for every new employer/ institution.

The checking process may take several weeks so it is important to apply early. If you do not receive your enhanced disclosure certificate within 60 days, please contact the DBS to check the status of your disclosure. Once you receive your certificate, please email so that we can confirm your status online. There is no need to upload your certificate.

If you are already part of the DBS Update Service, you should email a copy of your DBS certificate to so that we can ensure you have been cleared against the relevant barred lists and can use your certificate number to check the status of your record online.

Additional safeguarding checks

Applicants who have been living/working abroad at any point in the last five years will require additional safeguarding checks. The Government have a DBS website that has a list of countries and contact details where Certificates of Good Conduct / security check can be obtained. Please ensure that your Certificate of Good Conduct is valid until the start date of your course.

Non-UK based students do not require a DBS at application stage but are required to produce a Certificate of Good Conduct and Character. Once you have enrolled on the programme you will be required to gain a DBS immediately (this will be sent to you by your placement team).

Induction and Enrolment

Applicants will be given access to an online portal for induction. This portal will give you details of how to enrol and also detailed description of your course induction timetable. Please note the course induction week is usually the week before the start of your course and all students are expected to attend.

Withdrawing/ deferring your place

If for any reason you decide that you do not wish to take up your place with the University of Gloucestershire, please contact: as early as possible.

It may be possible to defer your place by one year, but only if you meet all the conditions of entry before the course start s and agree to update your DBS and medical clearance the following year prior to the new intended course start. If you think you may need to defer, please contact

Student Portal

Your password is the word ‘Student’ followed by your date of birth in the format StudentDDMMYYYY.

Step 1
Open the Password Self-Service Portal

Step 2
Select ‘Register for forgotten password reset’, register a mobile phone number for automated password recovery and account unlock.

Step 3
Close your browser.

Step 4
Read and accept the university’s IT Acceptable Use Policy.

Step 5
Open a new browser. Please click Applicant Portal to log in to the student portal.

Step 6
Log in with your new password.

If you are unable to access the portal, please contact IT and Library Helpdesk:

As soon as Admissions staff have checked the documents you have uploaded, they will update the status to confirm the condition has been met, or contact you with any queries.

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