Performing DBS checks – Vibrant Nation

From April 2020, all DBS checks on affiliated club officials (eg coaches, welfare officers, referees) in England and Wales must be performed by clubs using the Welsh Sports Association’s DBS checking service for sport and leisure, run through their trading arm Vibrant Nation. We will no longer centrally process paper applications.

All affiliated clubs as of January 2020 have been set up with an account in Vibrant Nation and emails sent to the club secretaries with registration details by 31st January. Clubs affiliating after the 1st April 2020 will need to email [email protected] to be added to the system and sent registration details.

The registration e-mails contain a username, password and a link to the log-in page.  (Please check your junk/spam folder).

The login will provide you with access to your new DBS checking service. When you first log in you will be asked to set up your memorable information. This must be 9-20 characters long containing at least 2 letters (all lower case) and 2 numbers and no special characters (e.g. £, $, %).  You will then be asked for 3 characters of this at random each subsequent time you log in.

You can change your password and memorable information when logged in by clicking on My Details.

Here is a useful guidance video to help you with your first few checks: Vibrant Nation – DBS Guidance Video – YouTube

Here are some guidance notes on using the system: https://wsa.wales/wp-content/uploads/Vibrant-Nation-WSA-DBS-Guidance-Notes-1.pdf

Please note that the applicant pay process is not included in the above guidance, as this is an added piece of functionality we requested.  The process is almost identical to the guidance video link above, except that when the user logs into their application there will be a button to pay at the end of the application instead.

Applicants will not be able to proceed with submitting their application until payment has been made.  The applicant can save any information they have input and come back to it later if they wish to make payment at a different time.

Once the applicant has paid and completed the form, a date will appear in the ‘applicant submitted’ column on the home screen, once this appears you will be able to continue with ID verification.

We also recommend that clubs (the ’employer’) add the applicant to the Updating Service in order that the club would then receive updates of any change to the applicant’s criminal information. Should there be a change the club must then perform a new DBS check. You can register for the updating service once on the main screen (see guidance notes – link above).

Applicants can independently register for the DBS Update Service which means that the applicant would pay the annual fee (paid workforce only, free for volunteers). This reduces the need to apply for multiple certificates when applicants move from one position to another in the same workforce or when a re-check is required.

If you have any questions on the system, please contact Vibrant Nation on [email protected] or find details of a dedicated DBS helpline on the WSA website.  Please note that Vibrant Nation is the trading arm of the Welsh Sports Association, therefore they know sport and club DBS requirements inside out.

Affiliated clubs may only use this system to perform checks on members of British Fencing undertaking regulated activity on behalf of the club. If clubs process non members or lapsed members they will be liable for the new/renewal membership fees.