Criminal record checking process in British Scouting Overseas and British Overseas Territories

Certain roles at Scouts require a criminal record check as part of the welcome journey. POR Chapter 16: Teams Table sets out in full which roles require criminal record checks.

British Scouting Overseas (BSO) operates across Europe, the Middle and Far East as well as in other parts of the world. Each of these places have very different criminal justice systems, cultures and approaches to safeguarding.

Scouts also operates in 5 British Overseas Territories (BOTs). They are located across the world in Anguilla, Bermuda, British Virgin Islands, Cayman Islands and Gibraltar. 

Criminal record checks volunteers need to complete

Volunteers in BSO and BOTs who require a criminal record check as part of their role need to complete: 

1. An approved criminal record check in their country of residence. 
2. A DBS check, only if they’ve been resident in UK anytime since their 10th birthday. 

If they hold the required ID for a DBS check they can use Atlantic Data. If not, they need to submit a paper application.

For their DBS check, their local ID Checker arranges to meet with the applicant. The ID Checker completes Option 1 on Atlantic Data or completes paper application. The applicant completes application from the link. The applicant must also upload their local check certificate to scouts.org.uk. 

For further support and guidance about the criminal record checking process for adults who volunteer within British Scouting Overseas, please contact secretary@britishscoutingoverseas.org.uk.

How to apply for a DBS check

The best way to apply for a DBS check is through Atlantic Data. To use Atlantic Data, the applicant MUST hold the relevant ID documentation to go through ‘Route 1’ as set out in the DBS’ guidance.

If the applicant doesn’t hold the ID documentation required to go through ‘Route 1’ then they’ll need to complete a paper application (see below). 

We understand that it’s not always possible to get the applicant, the ID checker and a connection to the internet all in one place. If this is the case, the ID Checking Form can be used.

Paper application process – guidance for the ID Checker 

• Obtain an original, individually numbered DBS form from your Lead Volunteer – in case of difficulty, contact secretary@britishscoutingoverseas.org.uk.
• Complete the DBS form in black ink with no alterations:
  • Make sure you compete the form fully and accurately. Read the MUST and MUST NOT notes on the front of the form.
  • Section b. Current address: enter as: c/o Safeguarding Team, Gilwell Park, Chingford, London E4 7QW UK at “address since” enter as the date the form is completed.
  • Section c. Other addresses: complete with the applicant’s current address outside the UK (with the date to being the date the form is completed); add addresses if required to show where you have lived for the last five years.
  • Section e. Declaration by the applicant: to be signed (within the box) by the applicant.
  • Section w. Evidence of Identity: to be completed by the evidence checker. Formal signature not required.
  • Verify the identity of the applicant by reference to original documents, not photocopies.
  • Verify the residence of the applicant by reference to appropriate documents.
  • Section x. Apply for a DBS Check and Section y. Statement by registered person: please leave blank, as these will be completed at UK Headquarters.
• Complete and sign the letter of authority (form BSO DBS) - we need this authorisation for correspondence from the DBS to go to UK Headquarters (this is because the DBS will not send mail to non-UK addresses and so we must have a way of dealing in confidence with any correspondence).
• Send the completed form (original hard copy, not a photocopy or electronic copy) together with the completed form BSO DBS, by mail to Safeguarding Team, The Scout Association, Gilwell Park, Chingford, LONDON, E4 7QW.
• Once the form has been received, the Safeguarding Team at UKHQ will countersign and forward the application to the DBS. 
• The DBS will send the disclosure certificate to the Safeguarding Team at UKHQ, who will: 
  • Update the volunteer’s record on scouts.org.uk.
  • Notify the Lead Volunteer when the DBS process is complete.
  • Mail the DBS certificate to the applicant at their current address.

If there are any issues with the forms a member of the team will make contact to explain the next steps.

How to apply for a local check 

Read the following guidance for individual local checks below:  

• Guidance for Middle East
• Guidance for Northern Europe
• Guidance for Southern Europe
• Guidance for Rest of the World

Apply for a local check as described in the guidance above for the relevant place to you. Then, complete a BSO Local Check Form in scouts.org.uk once you’ve applied for a local check. You’ll need to have a digital image of the document ready to upload to scouts.org.uk. If the law in your country of residence doesn’t allow the copying of these documents, make sure you provide enough information on its contents and full details of the issuing body. 

The Safeguarding Team at UKHQ will then update your record on scouts.org.uk and your Lead Volunteer will be notified.

Renewal of criminal record checks 

You must renew all checks, both DBS and local, at intervals of no more than five years. 

Cost of criminal record checks 

DBS checks are free of charge for volunteers. We want everyone, regardless of where they’re based, to be able to volunteer with us, so we also offer support for the cost (if any) of local checks.  

To make an application, send full details of the criminal record check and proof of payment to secretary@britishscoutingoverseas.org.uk. 

Further information about the Disclosure and Barring Service 

The DBS work to make safer appointment decisions, making sure only appropriate people work with vulnerable groups, including young people. It replaces the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA). 
 
You can find more information about the DBS on gov.uk. 

What ID documents will I need to show for a DBS check? 

There are certain documents you'll need to show to an ID checker to complete your criminal records check. You can find the full list of documents on gov.uk.

Issuing of the DBS check 

Once the criminal record check certificate has been issued by the DBS, the relevant Lead Volunteer is notified of the outcome and the volunteer’s membership record will then be updated. 

Please note, DBS checks are just one element of the National Vetting Process. The issuing of the certificate doesn’t mean the volunteer is able to begin straight away.