It is the policy of the University of Limerick that students on any of the  UL Programmes with a Vetting Requirement or whom the University places or makes arrangements for placement at a relevant organisation as part of the student’s course of education, training or scheme, including any internship scheme, where such placement requires the student to participate in ‘relevant work or activities’ relating to children or vulnerable adults, must be vetted in accordance with the University of Limerick’s Student Vetting Policy which can be found at the UL Policy Hub

The University must receive either a vetting disclosure from the National Vetting Bureau or confirmation from the relevant organisation that the relevant organisation has received a vetting disclosure from the National Vetting Bureau in respect of the student.

If a student’s placement involves ‘relevant work or activities’ relating to children or other vulnerable persons, the provisions of this policy apply whether or not the student has unsupervised access to or assumes a position of responsibility with a child or vulnerable adult. This is in compliance with the National Vetting Bureau (Children and Vulnerable Persons) Act 2012-2016.

If you are undertaking a programme that is included on the UL Programmes with a Vetting Requirement list above, or have been requested to be vetted in order to undertake a Coop/Teaching Practice Placement, please access the required vetting documents in the relevant section below and make sure to allow at least 4-6 weeks for your application to be processed prior to your placement.

The Student Vetting Process

Please note that if your Programme/Placement has a vetting requirement, this is a legal requirement and it is your responsibility to ensure that you complete the Vetting process as soon as you have been offered a place on that programme. Failure to do so will result in your ineligibility to undertake the placement and will affect your enrolment status, which remains provisional until the Student Vetting process is complete.

Undergraduate students are required to print off, fill out and submit the following vetting documents as per instructions in the Undergraduate Information Cover letter:

Undergraduate Student Vetting Information Cover Letter 

National Vetting Bureau Vetting Invitation (NVB(1) - this is a preliminary short form for you to fill out. A link to the full online vetting application form will then be sent to you by the National Vetting Bureau once this form has been processed by UL. The online application must be completed within a month of receipt or it will expire and you will need to restart the process.

Photographic Identity Form 2 - which has to have been certified by one of the approved certifiers listed on the form. Forms that are submitted uncertified, can not be processed.

National Vetting Bureau Parent/Guardian Consent Form (NVB3) - only to be completed if you are under 18 years of age, and must be signed by your parent/guardian.

You will also be required to submit a Police Clearance Certificate if you have lived abroad for more than 6 months since over 16 years of age. Further details can be found in the Undergraduate Information Cover Letter and in the Useful Links section of the main UL Student Vetting webpage. Original Police Clearance Certificates should be submitted by registered post. (If PCCs are requested for another purpose, they can be returned following validation, on request).

International Non-EU students will also be required to sign a Sworn Affidavit in the presence of a Commissioner of Oaths/Solicitor following arrival in Ireland. Please make an appointment with a Commissioner of Oaths/Solicitor and print off the blank Sworn Affidavit here and bring to your appointment to sign in the presence of the Commissioner of Oaths/Solicitor. You will need to bring your passport to this appointment and the cost will be €10. Commissioner of Oaths Information. Details for Solicitors in your locality can be searched for online.

Please submit the signed Sworn Affidavit to the CDV Unit, UL when completed.

Confirmation of Vetting Process

You will receive a number of emails during your vetting process. The first is when your Vetting Invitation form is received and processed, another if you are outstanding submission of any documents, one when your E-Vetting application form has been processed by the National Vetting Bureau and finally an email from UL advising that the vetting process is complete.

Confirmation of vetting for your programme placement is provided by your Course Director.

Please note that your registration remains provisional until you have complied with UL’s student vetting requirements.  

Postgraduate students are required to print off, fill out and submit the following vetting documents as per instructions in the  Postgraduate Student Information Cover Letter:

Postgraduate Student Information Cover Letter

National Vetting Bureau Vetting Invitation (NVB1) - this is a preliminary short form. A link to the full online vetting application form will be sent to you by the National Vetting Bureau once this form has been processed by UL. The online form must be submitted within a month of receipt or it will expire and you will have to start the process again.

UL Photographic Identity Form 2 - which has to be certified by one of the approved certifiers listed on the form and then submitted as directed. If the form is submitted uncertified, it can not be processed.

Copy of your UL Programme Offer Letter (or utility bill showing home address) as proof of your home address.

You are required to submit a Police Clearance Certificate if you have lived abroad for more than 6 months since over 16 years of age. Further details can be found in the Postgraduate Student Information Cover Letter and in the Useful Links section of the main UL Student Vetting webpage.

International Non-EU students will also be required to sign a Sworn Affidavit in the presence of a Commissioner of Oaths/Solicitor following arrival in Ireland. To do so please make an appointment with the Commissioner of Oaths/Solicitor and print off the blank Sworn Affidavit here bring to your appointment to be signed in the presence of the Commissioner of Oaths/Solicitor. You will need to bring your passport to this appointment and it cost €10. Commissioner of Oaths Information. Details for Solicitors in your locality can be searched for online.

Confirmation
When your online Garda Vetting Application has been processed, you will receive an email from the National Vetting Bureau advising you that a vetting disclosure has been returned on your behalf. However please note that your UL Vetting process is not complete until you have received an automated email confirming this from the University of Limerick.
Confirmation of vetting for your programme placement is provided by your Course Director.

Please note that your registration remains provisional until you have complied with UL’s student vetting requirements. 

International students are required to print off, fill out and submit the following vetting documents as per instructions in the International Information Cover letter.

International Student Information Cover Letter

National Vetting Bureaus Invitation Form (NVB 1) - this is a preliminary short form for you to fill out. A link to the full online vetting application form will then be sent to you by the National Vetting Bureau once this form has been processed by UL. The online application must be completed within a month of receipt or it will expire and you will need to restart the process.

Photographic Identity Certification Form 2 - which has to have been certified by one of the approved certifiers listed on the form. Forms that are submitted uncertified, can not be processed.

National Vetting Bureau Parent/Guardian Consent Form (NVB 3) - only to be completed if you are under 18 years of age, and must be signed by your parent/guardian.

Copy of your UL Programme Offer Letter (or utility bill showing home address) as proof of your home address.

You are required to submit a Police Clearance Certificate if you have lived abroad for more than 6 months since over 16 years of age. Further details can be found in the Postgraduate Student Information Cover Letter and in the Useful Links section of the main UL Student Vetting webpage.

​International Non-EU students will also be required to sign a Sworn Affidavit once in the Country. You will need to make an appointment with a Commissioner of Oaths/Solicitor to which you will need to bring the blank Sworn Affidavit here, to be signed in the presence of the Commissioner of Oaths/Solicitor.  You will also need to bring your passport to this appointment and the cost will be €10. For information regarding a Commissioner of Oaths please click here.  Solicitors in your locality can be searched for online.

Vetting Form Submission
Vetting documents should be submitted as instructed in International Student Cover Letter.
If you cannot find the answer to your question on the UL Student Vetting website, please email: ULStudentVetting@ul.ie 

Confirmation
When your online Garda Vetting Application has been processed, you will receive an email from the National Vetting Bureau advising you that a vetting disclosure has been returned on your behalf. However please note that your UL Vetting process is not complete until you have received an automated email confirming this from the University of Limerick.
Confirmation of vetting for your programme placement is provided by your Course Director.

Please note that your registration remains provisional until you have complied with UL’s student vetting requirements.  

International Students who have completed their UL programme and require a criminal history check or similar for their time in Ireland should consult the Data Protection and An Garda Siochana website for further information on how to make such a request.  Alternatively, email Data Protection Unit

Undergraduate COOP Students are required to download the following vetting documents and proceed as per instructions in the Coop Student Information Cover letter:

Coop Student Vetting Information Cover Letter

National Vetting Bureau Vetting Invitation (NVB1)  - this is a preliminary short form for you to fill out. A link to the full online vetting application form will then be sent to you by the National Vetting Bureau once this form has been processed by UL. The online application must be completed within a month of receipt or it will expire and you will need to restart the process.

Photographic Identity Form 2  - which has to have been certified by one of the approved certifiers listed on the form. Forms that are submitted uncertified, can not be processed.

National Vetting Bureau Parent/Guardian Consent Form (NVB3) - only to be completed if you are under 18 years of age, and must be signed by your parent/guardian.

You will also be required to submit a Police Clearance Certificate if you have lived abroad for more than 6 months since over 16 years of age. Further details can be found in the International section or in the Useful Links section of the main UL Student Vetting webpage. Original Police Clearance Certificates should be submitted by registered post. (If PCCs are requested for another purpose, they can be returned following validation, on request).

International Non-EU students will also be required to sign a Sworn Affidavit in the presence of a Commissioner of Oaths/Solicitor following arrival in Ireland. Please make an appointment with a Commissioner of Oaths/Solicitor and print off the blank Sworn Affidavit and bring to your appointment to sign in the presence of the Commissioner of Oaths/Solicitor. You will need to bring your passport to this appointment and the cost will be €10. Commissioner of Oaths Information. Details for Solicitors in your locality can be searched for online.

Confirmation
When your online Garda Vetting Application has been processed, you will receive an email from the National Vetting Bureau advising you that a vetting disclosure has been returned on your behalf. However please note that your UL Vetting process is not complete until you have received an automated email confirming this from the University of Limerick.
Confirmation of vetting for your programme placement is provided by your Course Director.

Please note that your registration remains provisional until you have complied with UL’s student vetting requirements.  

Prior to undertaking the placement element of your programme, your Vetting must be confirmed by the Organisation that has vetted you. If you are on a programme with a vetting requirement, this will be undertaken by your course director on behalf of the class. If you undertaking vetting for an Ad Hoc placement/project, you will need to confirm vetting in one of the following ways:

The UL Vetting Confirmation and Placement Agreement Form is for students who have been vetted by the University of Limerick and must be signed by your Course Director and provided to your Placement Provider in order to undertake the placement. 

The Placement Provider Vetting Confirmation and Placement Agreement Form is for UL students who have been vetted by their Placement Provider and this form must be signed by your Placement Provider and returned to the CDV Unit to confirm your vetting.

Why is Student Vetting required?
It is the policy of the University of Limerick that students on any of the  UL Programmes with a Vetting Requirement or whom the University places or makes arrangements for placement at a relevant organisation as part of the student’s course of education, training or scheme, including any internship scheme, where such placement requires the student to participate in ‘relevant work or activities’ relating to children or vulnerable adults, must be vetted in accordance with the University of Limerick’s Student Vetting Policy which can be found at the UL Policy Hub.

The University must receive either a vetting disclosure from the National Vetting Bureau or confirmation from the relevant organisation that the relevant organisation has received a vetting disclosure from the National Vetting Bureau in respect of the student.

If a student’s placement involves ‘relevant work or activities’ relating to children or other vulnerable persons, the provisions of this policy apply whether or not the student has unsupervised access to or assumes a position of responsibility with a child or vulnerable adult. This is in compliance with the National Vetting Bureau (Children and Vulnerable Persons) Act 2012-2016.

 

Is there a Vetting Policy in UL?
Yes, the UL Student Vetting Policy can be found at the UL Policy Hub

 

How do I know if my programme has a Vetting requirement?
By checking the list of UL Programmes with a Vetting Requirement  on the UL Student Vetting website.

 

What is the process for Student Vetting in UL?
The various stages of the UL Student Vetting process are displayed in diagram on the UL Student Vetting website and you will find all the necessary process details in the relevant section (PG/UG/Int/Coop) Student Vetting Information Cover Letter.

 

Who is responsible for managing the Student Vetting process in UL?
The Student Vetting process is managed by the UL Complaints, Discipline & Vetting Unit (CDVU) who undertake the eVetting part of the vetting process with the National Vetting Bureau (NVB) of An Garda Siochána on behalf of the student.

 

Can I arrange Vetting myself?
No. It must be arranged via the UL CDV Unit on your behalf.

 

If I have been previously or recently Vetted for another organisation do I still have to be Vetted?
Yes. Vetting is carried out separately by each organisation with whom study, work or volunteering is undertaken. Vetting is not transferrable between organisations. 

 

How long does the Vetting process take?
Please allow 3-6 weeks to complete the UL Vetting process. Where additional documentation is required, such as Police Clearance Certificates, they should be applied for in good time, as it can be a lengthy process.

 

Where do I get the Student Vetting Forms?
The Student Vetting Forms and process details are available on the  UL Student Vetting website.

 

Where can I get help on completing the Online Vetting application form?

The NVB eVetting Invitation User Guide can be found at:

https://vetting.garda.ie/Content/UserGuides/en/UserGuide.pdf

 

Do I need to sign the NVB (1) Vetting Invitation form?
Yes, the NVB (1) form must contain an original signature and cannot be typed or completed by a third party, and the Consent Box must be ticked.

Who do I get to sign the Photographic Identity Form (2)?
The Photographic Identity Form (2) contains a list of people who may certify your identity, including An Garda Siochána and UL Administrative staff. Please note that you must present the original form of ID that is included on the Photo Id Form (2) (eg passport or credit card size driving license) to the Certifier.

 

Where do I submit the completed Student Vetting forms?
Undergraduate students should submit their original, signed & certified vetting documents at the Student Vetting Session/Collection point during Orientation Week.

Postgraduate and Coop students (or UG students who are unable to attend orientation) are required to return their original, signed & certified vetting documents as directed on the Vetting forms. That is either by post to the CDV Unit, Room A1067, University of Limerick, Limerick, V94 T9PX or by submitting to the UL Student Vetting Dropbox in the Foyer of Main UL Reception.
 

Can I submit Student Vetting forms by email?
No, only original Student Vetting forms are acceptable. Scans/Photocopies are not acceptable.

 

I am an International Student, do I have to undertake Vetting?
International Students will need to supply a Police Clearance Certificate(s) from every Country lived in for more than 6 months since over 16 years of age and undertake Irish Vetting through the National Vetting Bureau. Vetting forms are available on the International Section of the UL Student Vetting website.

Additionally, non-EU International students, once in Ireland are required to submit a Sworn Affidavit which has been witnessed by a Commissioner of Oaths/Solicitor/Notary. A blank Sworn Affidavit can be downloaded from the UL Student Vetting website for this purpose.

 

If I have lived abroad, what do I have to do?
If you have resided for six months or more (including time spent on Erasmus) in any country outside of Ireland/Northern Ireland from age 16 years upwards you must obtain a Police Clearance Certificate from each jurisdiction you have lived in.

 

What is a Police Clearance Certificate/Police Check?
A police certificate is an official document issued as a result of a background check by the police or government agency of a country to enumerate any criminal records that the applicant may have.

 

How do I go about obtaining a Police Clearance Certificate/Police Check?

The following website provides helpful information regarding how to obtain Police Clearance Certificate (s) from various countries around the world:
http://www.canadavisa.com/canadian-immigration-police-clearance.html 

If you cannot find the information you require there, we would advise you to contact the relevant Embassy regarding procedure for obtaining a Police Clearance Certificate from that country.

Only original Police Clearance Certificates are acceptable and they must cover the entire period of residence in other jurisdictions. These can be returned to you on request by the CDV Unit following processing.

 

I cannot supply a Police Clearance Certificate from a country I have lived in. What should I do?
In certain circumstance (war/being outside the country) it may be difficult to obtain a Police Clearance Certificate.  In such cases, please contact us and supply details/evidence from the authorities of that country of the inability to provide the required Police Clearance Certificate. If it is deemed appropriate, you may be requested to supply a Sworn Affidavit, signed by a Commissioner of Oaths/Solicitor in lieu of the PCC. Blank Sworn Affidavit available at the UL Student Vetting website.

 

I was travelling for a year and did not have one fixed address. What should I do?
Please contact the CDV Unit with the details/evidence of your travels and request to be allowed to supply a Sworn Affidavit, signed by a Commissioner of Oaths/Solicitor, in lieu of the PCC to cover that time period. Blank Sworn Affidavit available at the UL Student Vetting website.

 

Should I disclose any conviction or offence that was “minor” or relates to an incident a long time ago?
Yes. You should disclose any court conviction regardless of location, timing or significance, including what may be considered as “minor” or “non-conviction”.

 

What is a “criminal record”?
A “criminal record”, in relation to a person, means a record of the person’s convictions, whether within or outside the State, for any criminal offences, together with any ancillary or consequential orders made pursuant to the convictions concerned, or a record of any prosecutions pending against the person, whether within or outside the State, for any criminal offence.

 

I cannot remember the month and year of a conviction that I have.  What should I do?

Please provide an approximate month and year.
 

What do I need to do when going on placement?
Students on a programme with a vetting requirement will be supplied with the necessary vetting confirmation documentation by their Course Directors. 

Students who are vetted on an “Ad Hoc” basis, (Co-op/specially arranged placements) should request their Course Director/Placement Coordinator to provide them with a signed UL Vetting Confirmation and Placement Agreement Form, (available on UL Student Vetting website,) which you then take to your Placement Provider who signs and keeps it.

Students who have been vetted by their Placement Provider need to submit a Placement Provider Vetting Confirmation and Placement Agreement Form to the CDV Unit of the University of Limerick as proof that they are vetted. Forms are available on UL Student Vetting website in the Confirmation of Vetting section.

 

How often do you need to be vetted?
Students are required to be vetted at the commencement of a new programme of study at UL and Vetting will last for the duration of that programme, so typically 4 years for undergraduate programme and 2 years for postgraduate programme.

Ad hoc vettings expire once the student has completed their programme.

Students who return after a Leave of Absence or extended period of leave, will be required to be revetted on return to UL.

The University reserves the right to request that you undergo further Vetting at any stage during your course of study.

 

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Disclaimer: The content of the FAQ page is an interpretation of the UL Student Vetting Policy in response to regularly asked questions, however the UL Student Vetting Policy outlines the Vetting process and should be the ultimate reference point for all queries.

The UL Student Vetting process is managed by the Complaints, Discipline & Vetting Unit.

Original Student Vetting documents should either be posted to the CDV Unit, Room A1-067, Main Building, University of Limerick, Limerick, V94 T9PX, Ireland, or submitted to the Student Vetting Dropbox in the Foyer of the Main UL Reception - pin location here. 

If you need more information please email: ULStudentvetting@ul.ie