Annex D: Sample letter to applicants declaring a criminal conviction
Dear
Thank you for your application to[Institution Name]. In processing your application we have noticed that you have made a positive declaration to the question regarding relevant criminal convictions. We would like to establish some further details, so please complete the enclosed form and return it to me as quickly as possible, noting the deadline date stated below.
We are committed to fair admissions for all our applicants. The information you provide will be confidential to those involved in [Institution name]’srisk assessment process – whichseeks to exercise a duty of care towards you as an individual, as well as to students, staff and visitors. If, after our consideration of the information you provide, it is deemed necessary to investigate further, we will seek your approval to do so.
If you wish to provide the details of a third party, such as a probation officer, with whom you authorise the University to communicate about the background of your convictions and current situation please give their full name, position and contact details when returning the form.
At this stage, the risk assessment process considers only those convictions that are relevant, and are not deemed to be ‘spent’. If you have made a positive declaration in error, and in fact do not have any relevant criminal convictions, or if all of your convictions are spent, please indicate that on the enclosed form and return it with no further details – any declaration made in error for convictions will not be taken into account in any admissions decisions. If you would like help in understanding whether your convictions are spent or relevant, you may find the charity Unlock helpful, see: charity Nacro may also be of assistance, see:
As your application cannot be considered further until a reply is received please ensure that your response reaches me no later than DD Month Year. If we do not receive any reply by this date we shall assume that you no longer wish to proceed with your application and it will be withdrawn.
Please contact me if you wish to discuss any aspect of this letter.
Yours sincerely,