Criminal record checking process in England, Wales or a National UK appointment

Certain roles within Scouting require a criminal record check to be completed as part of the Appointments Process. To find out which roles require a criminal record check please see POR Chapter 16: Teams Table.

The Disclosure and Barring Service

A Disclosure and Barring Service (DBS) Disclosure is an important element for making safer appointment decisions, ensuring that appropriate people can work with vulnerable groups, including children. It replaces the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA).

Find more information about the DBS on gov.uk.

Adults who hold voluntary roles within Scouting are eligible for free DBS checks, according to the DBS definition of a volunteer as defined in the Police Act 1997 (criminal records) Regulations 2002:

'Any person engaged in an activity which involves spending time, unpaid (except for travel and other approved out-of-pocket expenses), doing something which aims to benefit some third party and not a close relative.'

To qualify for a free-of-charge criminal record check, the applicant must not:

• benefit directly from the position for which the DBS application is being submitted,
• receive any payment (except for travel and other approved out-of-pocket expenses),
• be on a work placement,
• be on a course that requires them to do this job role,
• be in a trainee position that will lead to a full-time role/qualification.

The majority of the Scouts’ adult members qualify as volunteers according to this definition.

However, there are paid staff who are employed for example on Scout camp/activity sites and Headquarters whose criminal records checks would require a fee being paid to DBS. In such cases, the DBS eligibility tool can be used to determine the type of DBS check needed. Find out which DBS check is right for your employee and the UKHQ Safeguarding Team can advise on processing these. You can contact them by emailing disclosures@scouts.org.uk. In some cases, UKHQ may be able to act as an Umbrella Body and process the criminal records checks (DBS only).

Using scouts.org.uk and Atlantic Data

The ID checker must follow the DBS ID checking guidelines. 

Once an adult has been added to the membership system on scouts.org.uk and a criminal records check has been requested, the applicant's details are passed through to our online disclosure processing system called Atlantic Data. 

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 (PDF) /ID checking form (PDF) - editable version can be used. However, the ID checker must still be in possession of the original documents in order to validate them. 

The ID checker must ensure that the applicant declares all previous name changes and provides documentary proof to support this change of name. If the applicant is unable to provide this proof, ID checkers will need to have a discussion with the applicant about the reasons why, before considering validating their identity. ID checkers will also need to see proof of current ID showing full name and current address.

It’s important to note that a DBS check does not provide evidence of a person’s right to work in the UK. ID checkers must do a separate right to work check to make sure a job applicant is allowed to work in the UK, which also includes roles for voluntary work. 

What ID documents will I need to show?

You will be asked to provide a range of ID documents as part of the DBS check application process. The full list of documents are listed within Atlantic Data and on the ID Checking Form.

You can also view the complete list of ID documents on the UK Government website. 

Your ID must be valid, current, and original documentation. They cannot be photocopies or printed from the internet. You will need to provide details of all names by which you have been known plus all addresses for the past 5 years. The ID checker will ask you to clarify any queries they have when cross-matching your ID documents with your application. The application form needs to be fully completed and contain full, accurate information in order to avoid delays. 

If you have insufficient ID to complete your application in Atlantic Data, please contact disclosures@scouts.org.uk.

Issuing of the DBS Disclosure

Once the Disclosure certificate is issued to the volunteer by the DBS, the Lead Volunteer is notified. The volunteer’s record will be updated. 
 
DBS Disclosure checks are just one element of the National Vetting Process and the issuing of the certificate does not mean that the volunteer is able to begin straight away.