A QUICK GUIDE ON DBS CHECKS

Updated 16/02/2023

A quick guide for Wales and England-based members who are on BF workforce registers on keeping DBS checks up-to-date

Members based in Wales and England who are on BF workforce registers (Coach, Team Manager, or Welfare Officer) need to ensure their DBS check is up-to-date. Criminal record checks from all the UK home nations must be renewed every three years. It is a legal requirement that anyone deployed in these roles has an up-to-date check in place.

BF’s processes and recommendations have seen a few changes over the last couple of years, looking to make the process of renewing DBS checks simpler and less costly. At the end of this post, you will find useful links with more detailed information about DBS checks for the BF registers. Here is a brief summary of what you need to know:

What type of DBS certificate should I have?

You need an Enhanced certificate with a check against the appropriate barred list. Normally this should be the children’s list unless working with specific groups that are made up of adults at risk.

Standard and Basic certificates will not be accepted.

What type of DBS certificate should I have?

Standard and Basic certificates will not be accepted.

Applying for a new DBS certificate with Vibrant Nation

In April 2020, BF stopped sending and processing paper applications and replaced this practice with an online system called Vibrant Nation.

In January 2020, all BF-affiliated clubs were set up with a Vibrant Nation account and, since then, can process applications for their coaches and officials.

Affiliated clubs may only use this system to request certificates for members of BF undertaking regulated activity on behalf of the club. (Visit this page for more information for clubs)

To apply for a new certificate, please contact your club administrator. If they don’t have their Vibrant Nation login details, they must contact [email protected].

There is a £6 administration fee for the application (including for volunteers).

Here is a useful video on using Vibrant Nation: https://www.youtube.com/watch?v=6bS4chEm7FY&feature=youtu.be

Here are some guidance notes on Vibrant Nation: https://docs.wixstatic.com/ugd/f34182_30e6c5c716cc486cbfb6228fd5a18e59.pdf

Volunteers

You cannot use a volunteer certificate for any paid activity you deliver, or a paid role certificate for a volunteer role. If you have both a paid and a volunteer role, you will need a certificate for each.

The DBS Update Service and online checks

BF strongly recommends you register your certificate with the DBS Update Service. It allows your certificate to be automatically renewed if it remains current, meaning that, in most cases, you will not need to apply for a new certificate after your last check has expired.

The Update Service will save you time and money, and is more efficient as BF staff can perform online checks with only the following pieces of information:

Your certificate number (the 12-digit number starting with 00 located on the top right corner of your certificate)
Your date of birth
Your surname
Your consent for BF to perform this check

To give us the data and permission we need to run update checks please complete this form :

Grant permission for checks

By submitting the form and agreeing to the privacy notice, you consent to BF performing checks at any time. Checks performed through the update service are valid for three years from the date of the check, and not from the date of issue.

Example: Your certificate is registered with the Update Service and was issued on 1st September 2019. If a new check was performed on 1st January 2022. Your check will be valid until 1st January 2025.

Different employers can run DBS checks with the same certificate, as long as the positions require the same type and level of check.

Subscription to the service lasts one year and costs £13. To keep a certificate registered with the Update Service, you will need to pay a £13 yearly fee each subsequent year. The service is free of charge for volunteer certificates.

Important note: You must subscribe to the Update Service at the time of application or within a 30-day timeframe of the certificate date of issue. You will need to confirm on an annual basis that you wish to remain on the Update Service

What if I have a valid certificate that is not registered with the Update Service?

Then please send us a copy/photo of all pages of your certificates. If you only send the front page, we will not be able to renew your check in our records.

In this case, the new check will be valid for three years from the certificate’s date of issue.

Example: Your certificate is not registered with the Update Service and was issued on 1st September 2019. You submitted it to BF for approval on 1st January 2022. Your check will be valid until 1st September 2022.

Contacting BF to renew your DBS check

You can do this by contacting us via this webform . This will give us the details and permission we require to complete a check,

Unsuccessful online checks

When BF performs an online check with your certificate number, and the result does not confirm your certificate remains valid, this could be because of one of these reasons: