Student Guide to Annual Self-Declarations

If you’ve accepted an offer of a place on a course that leads to professional registration, including those in Health and Social Care, Education, Psychology, Biomedical Science, or Sport and Exercise, you are required to complete an Annual Self-Declaration. 

The Self-Declaration is a standard process designed to ensure that all students remain suitable for their chosen course and any related placements. The self-declaration form asks you to disclose whether you have a criminal record or any other circumstances that could affect your suitability for attendance on your chosen course, or fitness to practise in your chosen professional setting. 

Self-Declarations and enhanced DBS

Please note that if you are required to undertake an enhanced DBS this will cover information about both spent and unspent convictions, cautions, warnings, and reprimands. It may also include relevant information held by local police forces that is not disclosed in standard checks. This can encompass ongoing investigations, allegations, or other intelligence that may indicate a risk to vulnerable individuals. In addition, for certain roles such as teaching, an enhanced DBS check can also include a check against the barred lists, which identifies individuals who are prohibited from working with children or vulnerable adults due to past offenses or behaviour.  It is therefore important that you include these on your self-declaration if you are required to complete an enhanced DBS. For more information on DBS checks and our DBS processes, please visit our Student Guide to DBS. 

What happens if you need to make a disclosure?
Disclosing information, such as a criminal conviction, or making a disclosure on the self-declaration form does not automatically affect your place on the course. Each case is assessed individually. If necessary, you may be invited to attend a Suitability Panel or Fitness to Practise Panel, where your situation will be considered fairly and sensitively under the University's Fitness to Practise Procedure. 

The aim is to ensure that students are safe and appropriate for their chosen professional pathway, particularly when working with vulnerable people, and a decision will be made to confirm or withdraw the offer of a place (or continuance on your course), or to seek further information where necessary. 

Why honesty matters
Failure to self-declare and disclose relevant information, either on the self-declaration form, via a Disclosure and Barring Service (DBS) check, or through other means, is taken very seriously. Any information you have not declared as part of your Annual Self-Declaration, which later comes to the attention of the University, will call into question your honesty and integrity and could lead to your offer being withdrawn or you being removed from your course. You are expected by the University to declare all relevant information on the Self-Declaration form.

As future professionals, students on these courses are expected to uphold the highest standards of personal conduct. In line with the DBS Code of Practice, the University does not unfairly discriminate on the basis of past convictions or other disclosures. Each case is assessed fairly, with a focus on student and public safety. 

Confidentiality and data protection
All information you provide as part of the self-declaration process will be treated sensitively and handled in confidence and stored appropriately to maintain confidentiality, in accordance with the University's Data Protection policies. 

Important placement information
Please be aware if you are studying on a Health, Social Care, Psychology, Sport & Exercise, or Education course, the placement providers or educational establishments where you have placement allocations are entitled to receive some limited details of relevant disclosures – this information will be shared by the University. This is a necessary part of ensuring safe and appropriate placements. 

For Psychology, Sport & Exercise, and Education students, you should note that the final decision as to whether you will be accepted onto a placement rests with the host organisation where you will be placed. 

By completing your annual self-declaration truthfully, accurately, in detail, and promptly each year, you are helping to protect the integrity of your profession and your own future career.

The annual self-declaration relates to students on courses within the School of Health, Education, Policing and Sciences which involve contact with children, adults at risk, and vulnerable people, and which lead to registration (or re-registration) with a professional, statutory, or regulatory bodies. If you are a student on such a course then you are required to complete the Annual Self-Declaration form to disclose if you hold a criminal record, any previous study, safeguarding concerns, and other information which may affect your suitability for attendance on your chosen course. You will also need to complete a self-declaration of good character and good health. 

You are required to disclose information related to the following information, and any other information you feel could call into question your suitability for your chosen course, or for working with children, adults at risk, and vulnerable persons. If you are unsure if you should declare something or not, then we would advise you to declare it or seek further advice. Every case is reviewed on its individual circumstances and declaring something does not mean we won’t allow you to progress on your course, but it might help us identify support that will help you to achieve your ambitions and successfully complete your chosen course. 

Even if you have previously disclosed information or declared something to the University, and which has been considered as not detrimental to safe and effective practise, you are required to re-declare any previously disclosed information in subsequent years on completion of your Annual Self-Declaration. 

When completing your Annual Self-Declaration, it is important to provide clear, honest, and detailed information. If you are making a declaration, whether about a past conviction, a previous course, a health condition, or anything else, you should explain the circumstances fully, including dates, outcomes, and any steps you have taken since then to address the circumstances around your declaration (such as rehabilitation, further study, or professional reflection). This level of detail helps us understand your situation and make fair, informed decisions based on your individual circumstances. Vague or incomplete declarations may delay the review process or raise unnecessary concerns. If you are unsure how much to include, it is better to provide more context rather than less, or to seek guidance first. Remember, making a full and accurate disclosure is not about penalising you, it is about ensuring transparency, protecting vulnerable people, and helping us to support you effectively in achieving your goals. 

If you do not declare something on your Self-Declaration form which is later discovered, this could result in:

• Inability to register and work in your chosen profession at the end of your course
• Withdrawal from your course
• Fitness to practise concerns

The list below of information you are required to declare on your self-declaration form is not exhaustive, and if you are unsure if any information you have is relevant to the declarations, please see the FAQs and 'Who do I contact if I have any queries?' 

If you have ever received a police-issued reprimand, warning, or caution, or been convicted of a criminal offence, or are currently under investigation by the police or any other law enforcement authority. 

If you have ever started any course leading to professional registration, which you did not complete for any reason, which could be but is not limited to:

• Any course where you were given an exit award which was different to the course title you were enrolled on
• Any course where you did not successfully complete all assessment elements of the course/practice, even if you attended the full course. 

If you have ever had any instances of academic misconduct. 

If you have ever been or are currently subject to any Fitness to Practise proceedings. This includes if you received a notification of Fitness to Practise concerns, but you left your course before any formal proceedings commenced. 

If you have ever held registration with a professional, regulatory, or statutory body before. This includes but is not limited to:

• The Nursing and Midwifery Council
• Health and Care Professions Council
• Social Work England
• Education Workforce Council
• Department for Education 

If your child/children, or any child or children living or staying at the same address as you, has been involved with social services. 

If any organisation holds any information about you which could call into question your suitability for working with children and/or vulnerable persons. 

If you have any concerns about your online presence (social media, blogs, etc.) which could jeopardise your position on this course, or could call into question your suitability for working with children or vulnerable persons. 

You are required to make a declaration of good health, by confirming that your health is sufficiently good to enable safe and effective practise, and you therefore have nothing to declare. Alternatively, if you have a declaration to make of an issue that may affect your ability to practise safely and effectively, you will need to provide a statement and any evidence you have to support this. 

You are required to make a declaration of good character, by confirming that your character is sufficiently good to enable safe and effective practise, and you therefore have nothing to declare. Alternatively, if you have a declaration to make of an issue that may affect your ability to practise safely and effectively, you will need to provide a statement and any evidence you have to support this. 

Initial Teacher Training (ITT/ITE) students only questions: 

Have you ever started any course leading to professional registration, including any Initial Teacher Training (ITT) course, which you did not complete (for any reason)? Which could be but is not limited to:

• Any course where you were given an exit award which was different to the course title you were enrolled on.
• Any course where you did not successfully complete all assessment elements of the course and/or practice, even if you attended the full course.
• Any ITT course leading to Qualified Teacher Status (QTS) you were removed from.
• Any ITT course where you have been refused funding, which resulted in you not obtaining Qualified Teacher Status (QTS). 

If you are registered on the Children’s Barred List.  

If you are aware of any reason why you may be barred from teaching or working with children or vulnerable persons in any country.

Studying on a course that leads to professional registration, means also meeting the standards expected by your future profession. These standards are set by regulatory bodies and cover key areas like health and wellbeing, behaviour, and fitness to practise.

Throughout your course, you’ll be expected to demonstrate professionalism both inside and outside the classroom. This includes how you conduct yourself on placement, in your academic work, and even in your personal life, including your use of social media.

Maintaining professional standards helps ensure you are prepared for the responsibilities of your chosen career and eligible for professional registration when you graduate. 

Professional Standards

Each profession has its own regulatory body which will have its own regulatory requirements, however there are many common themes:

• Health and Wellbeing
• Criminal records
• Safeguarding
• Standards of behaviour
• Standards for training and education
• Fitness to practise 

What does this mean for me, studying a professional course?

Standards of behaviour and conduct that are expected throughout your course which enable registration with your professional body on completion. This can include, but is not limited to:

• Honesty and Integrity
• Health and wellbeing
• Attendance
• Values and behaviours in the classroom as well as in placement
• Academic conduct
• Matters in your personal life
• Responsible use of social media
• Being responsible and developing accountability 

Professional Standards and Fitness to Practise

Being fit to practise means you have the values, skills, knowledge, good health, and professionalism needed to work safely, effectively, and ethically in your chosen field. It’s about more than just being well enough to study, it’s about consistently demonstrating the behaviours and attitudes expected of a future professional.

At the University, we’re committed to helping you meet these expectations. We provide a supportive learning environment that prepares you for the realities of professional practice. This includes:

• Encouraging personal responsibility for your learning and development
• Supporting good attendance and engagement, both in class and on placement
• Promoting students to demonstrate professional values and behaviours at all times

It's important to remember that professional standards apply both on and off campus, including your online presence and use of social media. Your actions outside the University can impact public perception of you and your professional body. 

To ensure you are on track, the University may review and consider any concerns through the Fitness to Practise procedure, which outlines how we support students while maintaining professional standards. 

By engaging fully and responsibly with your course, you'll be building the foundation for a successful and respected career.

If you had nothing to declare
If you had nothing to declare and all answers on your Annual Self-Declaration form are clear from disclosures, no further action will be required from you in relation to your completed Self-Declaration. Your self-declaration will be processed accordingly and you can continue with your online enrolment and course as planned. 

If you had something to declare
If you had something to declare, answered "yes" to any of the questions on the form, or disclosed any information, your self-declaration will be reviewed by the Regulations and Compliance team. They will assess whether further information, details, or clarification is needed from you for the School to be able to confidently review your self-declaration form. 

School review
Once reviewed, your self-declaration will be considered by your School and your suitability for your course or fitness to practise assessed. In many cases, the School will be able to make a decision about your suitability for the course based on the details provided. 

If your situation is more complex
In some cases, where the circumstances are more serious or complex, you may be invited to attend a Suitability Panel or Fitness to Practise Panel. This will give you the opportunity to discuss your case in more detail before any final decision is made as to how to proceed. These hearings are held in line with the University's Fitness to Practise procedure. 

For more information on the possible outcomes of a Suitability Panel or Fitness to Practise Panel, please refer to the University's Fitness to Practise procedure.

If something changes after you have submitted your annual self-declaration, such as a new or worsening health condition, criminal charge, or conduct concern, you must notify the university as soon as possible. For more information on what you need to declare, please see the 'What do I need to declare on my Annual Self-Declaration' section of this webpage.

To make a mid-year self-declaration, follow these steps:

• Contact your course team, academic mentor or course leader to let them know why and that you need to make an updated declaration.
• You will need to complete a Self-Declaration Form on the e:Vision portal, which is identical to the annual version you are required to complete.
• Submit the Self-Declaration form and any supporting information and/or evidence as advised.
• The university will review your declaration and may arrange a meeting or support plan if necessary, and refer to the Fitness to Practise procedure where appropriate.

Prompt disclosure helps the university support you appropriately and ensures you continue to meet the requirements of your professional course.

If you're unsure whether you need to declare something, it is always best to declare it or seek further advice. All disclosures are handled sensitively and in line with the University's Data Protection policies.

If you need support with completing the form, you may wish to contact Student Support for support and guidance.

The Annual Self-Declaration of General Good Character and Good Health relates to students on courses within the School of Health, Education, Policing and Sciences which involve contact with children, adults at risk, and vulnerable people, and which lead to registration (or re-registration) with a professional, statutory, or regulatory bodies. If you are a student on such a course, then you are required to declare annually whether your health and character is sufficiently good to enable safe and effective practise. 

This declaration is for the purposes of relevant departments within the School of Health, Education, Policing and Sciences. You are warned that at the point of “professional registration” the regulatory body concerned may well ask for a further declaration upon which they will make their own independent judgement. 

Every case is different and if you are in doubt if you should declare something or not then we advise you to declare it or seek further advice. Every case is reviewed on its individual circumstances and declaring something does not mean we won’t allow you to progress on your course, but it might help us identify support that will help you to achieve your ambitions and successfully complete your chosen course. 

Even if you have previously declared to the University a health condition or disability which you have, and which has been considered as not detrimental to safe and effective practise, you are required to in subsequent years on completion of your Annual Self-Declaration, review prior declarations or disclosures and confirm or re-declare any previously disclosed health conditions. You should also be sure to declare anything new the University should be made aware of, this might for example be a new health condition or disability, or a deterioration in a health condition or disability you had previously declared and give relevant details of those changes. 

Meaning of “Good Health”

Good health in this context means not having health issues that may affect your ability to work safely and effectively with others. Health issues or conditions that affect your on-going ability to provide safe and effective service in placement, need to be declared. Temporary health conditions, from which you can reasonably expect to recover, do not need to be declared – e.g. influenza, a broken leg – although this may require a risk assessment at your placement provider. 

The University and placement providers do not provide a definitive list of health issues which are considered as incompatible with safe and effective practice. All cases are considered according to their individual circumstances. You are required to declare if you have any new health issues which may foreseeably interfere with your ability to practice safely and effectively when working in placement. 

Guidance notes and reports from various regulatory bodies show that they have considered (amongst others) cases related to persons with the following health issues: Epilepsy; Diabetes; Depression; Visual impairment; Alcohol or drug misuse; Hearing impairment; Mobility problems; Reduced manual dexterity; Anxiety states; Psychosis; Communicable diseases. These are examples and not a definitive list. 

Having any particular health issues, whether listed above or not, does not mean that you will be automatically considered as incapable of “safe and effective practice”. The University considers all cases on an individual basis. 

Meaning of “Good Character”

Good character, in this context, is concerned primarily with honesty and trustworthiness. Assessment of “good character” is based upon consideration of your conduct, behaviour and attitudes. As an aspiring member of your chosen profession, you must at all times behave in a manner which justifies public trust and confidence in you as a practitioner and professional. Lack of “good character” in this context is only relevant if it is judged to impair your fitness to practise. 

Guidance notes and reports from various regulatory bodies show that they have, amongst other things, considered the following instances to have called into question the “good character” of their trainees or practitioners:- Inappropriate relationships with vulnerable persons; Inappropriate behaviour of a sexual nature towards service users, students, or colleagues in the workplace; voyeurism; falsification of documents within employment; failure to maintain documentation; accessing pornography; harassment of others; publicly professing views and behaviour and attitudes that are incompatible with the values of the profession; unprofessional behaviour toward colleagues; committing malicious mischief; engaging in sexual acts in public; failure to report misconduct in others; plagiarism and non-co-operation within employment disciplinary procedures. 

The above are examples only and not a definitive list. The purpose of providing the above list is to illustrate examples of where “good character” has been called into question. There will be many other possible examples of behaviour that might be reasonably considered to be incompatible with a claim to be of good character for the purposes of employment within your chosen profession. If in doubt about any issue concerning your character you must declare it. Please be assured that all self-disclosures are only judged following consideration of the individual circumstances of each case.

In line with the Student Conduct Procedure all students are expected to behave properly and comply with the general standards of behaviour expected of all students whilst on University premises or attendance elsewhere as a University student. All students are also expected to uphold the good reputation of the University. 

As you are a student on a professional course you are subject to additional duties and obligations in respect of your personal behaviour outlined in the Contract of Professional Behaviour. 

The Contract of Professional Behaviour outlines expected behaviour of a student completing your course. These higher standards of behaviour:

• apply at all times and
• in all environments of your life
• and not just when you are “in University” or on placements or visits. 

The Statutory Regulatory Body relevant to the profession you are aspiring to join requires that you must, at all times, act in a manner that maintains and upholds public trust and confidence in you as an aspiring practitioner and also the profession generally. As a student you are required to fully comply with the standards of personal and professional behaviour demanded by the relevant Statutory Professional Body. 

As part of your Annual Self-Declaration you are required to confirm you have read and understood the Contract of Professional Behaviour and behave in accordance with the Professional Code of Conduct of the profession that you are aspiring to join. 

Noncompliance with the Contract of Professional Behaviour and Student Conduct could lead to action under the School of Health, Education, Policing and Sciences “Fitness to Practise” and University disciplinary procedures, either of which could result in a number of sanctions including you being withdrawn from your studies at the University. 

Access the Contract of Professional Behaviour.

At University of Staffordshire, our students are at the centre of everything we do. As part of our commitment to your wellbeing, we prioritise your safety and security online. We encourage all students to read and familiarise themselves with our Social Media Guidance for Students page.

If you are a student on a course that leads to professional registration or on an Initial Teacher Training course, you will also be expected to abide by other guidance around social media from professional regulatory and statutory bodies. Please ensure that you are familiar with these guidelines, and that you adhere to all third-party stipulations applicable to your specific circumstances.

Please review the tailored advice below to help you navigate your online presence in a way that aligns with your placement requirements and professional standards. 

As a student on a professional course, including Initial Teacher Training (ITT), it's essential to maintain a high standard of professionalism in your online interactions. Follow these guidelines to ensure you uphold the reputation of yourself, your chosen intended profession, and the university: 

• Maintain professionalism online
  Always maintain a formal, courteous, respectful, and professional tone when communicating within your role, ensuring professional boundaries are maintained. Whether interacting with peers, service users, or colleagues, your online conduct should reflect the same professionalism expected in any workplace.
• Respect professional boundaries
  Firmly decline ‘friend’ or 'follow' requests from service users, pupils, parents/carers, and staff, and do not instigate any requests yourself. It is perfectly acceptable to decline these and politely remind these individuals of the official communication channels available for contact.
• Keep your online presence professional
  Operate online in a way in which would not call into question your position as a professional. Your online actions should never undermine your professional standing. Always consider how your posts, comments, and interactions could be perceived in a professional context.
• Protect the privacy of others
  Do not discuss service users, pupils, colleagues, parents or carers online or criticise your placement or others within the placement community.
• Respect privacy and confidentiality
  Keep all information about service users, pupils, and associated individuals confidential. The privacy and confidentiality of others should be respected both online and offline at all times.
• Protect your own privacy
  Safeguard your personal information and protect your privacy by using strong passwords and updating them regularly. Ensure your devices such as, mobile phone, smartphone, tablet, laptop, and computer are protected with a PIN or password, especially when on placement.
• Report cyberbullying or uncomfortable interactions
  If you are the victim of cyber bullying or uncomfortable with comments, photos or posts made by service users or others about you, bring the matter to the attention of your placement mentor, and follow the proper reporting procedures. 

By adhering to these guidelines, you help maintain a safe and professional online environment, ensuring that your online presence aligns with the values and expectations of University of Staffordshire and your chosen profession.

Please take some time to carefully read and understand the following Excellence in Professionalism declaration. Excellence in Professionalism covers school and university-based training for all trainee teachers within the University of Staffordshire Initial Teacher Education (ITE) Partnership. This is a mandatory part of your enrolment with the University, and a requirement of those joining an ITE/ITT course.