Criminal record checking process in Scotland

Certain roles at Scouts require a criminal record check. To find out which roles require a criminal record check please see POR Chapter 16: Teams Table.

The Protecting Vulnerable Groups (PVG) Scheme 

The PVG scheme works to make safer appointment decisions, making sure only appropriate people work with vulnerable groups, including young people.

More information about the Disclosure Scotland PVG Scheme can be found online. 

Checking of ID documents  

Once an adult has been added to the membership system on scouts.org.uk they should be invited to attend a face-to-face meeting to check their ID and given this invitation letter which provides guidance. At the meeting, the volunteer will need to have their original ID documents with them. The ID checker must be a full member of Scouts. A list of suitable ID documents is available in the invitation letter. 

The volunteer will need to show three documents, with at least one of these documents being photographic. 

The following information is needed across the three documents: 

• Full name (including any middle names). 
• Date of birth. 
• Current residential address. 
• The ID checker will find further information in the ID Checker’s Guidance. The ID checker must state which documents have been used for the identity check, confirming they are original documents. The ID checker must only accept valid, current, and original documentation and must not accept photocopies.  Documentation printed from the internet e.g. internet bank statements must not be accepted.   
• 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. If an individual is a PVG scheme member, the ID Checker should also advise the individual that they are required to tell Disclosure Scotland of the name change if they have not already done so. 
• A disclosure certificate or record issued by Disclosure Scotland must not be taken as evidence of identity.

PVG applications

A volunteer can choose between two types of PVG applications to complete: 

• ‘Application to join the PVG Scheme’ – for someone who hasn’t previously completed a PVG check with Scouts or elsewhere. 
• ‘Existing PVG Scheme Member Application’ – for someone who’s already a member of the PVG Scheme and holds a 16-digit member number. This can be from any organisation. A volunteer will their PVG membership number on their PVG certificate under their date of birth.  The PVG number will start with the year they joined the PVG Scheme, e.g. if they joined in 2023, it will start with ‘23’.

Once the ID checker has submitted the online form, it will go to the Safeguarding Team.  

The volunteer will receive an email which contains a one-off link to complete and submit their application. The link expires after 14 days.  

Issuing of the PVG certificate 

Once the PVG certificate has been issued by Disclosure Scotland, the relevant Lead Volunteer Leader will be notified and the the volunteer’s membership record will be updated. 

Please note, PVG 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. 

Further guidance  

You can read Disclosure Scotland’s privacy statement on mygov.scot.