A QUICK GUIDE ON DBS CHECKS

Updated 6^th November 2023

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

Anyone who is on a BF Workforce register (Coach, Team Manager, or Welfare Officer) need to ensure their DBS check is kept up-to-date. This means that it must be renewed every 3 years or that they are on the DBS Update Service. This is a legal requirement

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. 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?

If you are in “Regulated Activity (ie coach, team manager, welfare officer) you will need an Enhanced certificate with a check against the appropriate barred list. Normally this will be just against the children’s list. The Know Your People (KYP) platform will determine this. Working with adults does not necessarily require a check against the Adult Barred list.

Standard and Basic certificates will not be accepted.

APPLYING FOR A NEW DBS CERTIFICATE WITH BRITISH FENCING

From November 2023, British Fencing will be changing the process for DBS checks. Clubs will no longer have access to the Vibrant Nation system, and all checks will be undertaken through KYP. This will be managed centrally by BF. ,

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

You will need to contact BF to apply for a new DBS Check

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

We need your consent to check your certificate through the online update service

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. This 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 . 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 that your certificate remains valid, this could be because of one of these reasons: