3.7 FA DISCLOSURE AND BARRING SERVICE CHECKS - FAQs - GUIDANCE NOTES NO
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GUIDANCE NOTES NO:
3.7
FA DISCLOSURE AND BARRING
SERVICE CHECKS - FAQs
Version: 1.1
Published: MAY 2019
FA DISCLOSURE AND BARRING SERVICE
CHECKS (DBS CHECKS) - FAQs
Your CFA Designated Safeguarding Officer
(DSO) and or The FA DBS Unit can assist if
The information included in the document
will depend on the type of disclosure applied
2. WHAT IS THE 3. WHY DO PEOPLE IN
you have any questions as a result of using for. The majority of checks in football QUICKEST WAY TO FOOTBALL NEED TO
these FAQs. are undertaken on those who work with
vulnerable groups, such as children or
GET A DBS CHECK? HAVE A DBS CHECK?
1. WHAT IS A adults at risk. Through the online application process run Not everyone in football needs one. See
DISCLOSURE AND An ‘Enhanced DBS Check’ contains all
by The FA DBS Unit. Feedback from users
of the service is extremely positive. For
question 4 below.
BARRING (DBS) conviction information, spent and unspent, more information about the process, e-mail
The law requires that The FA does all that
it can to prevent people who are barred
CHECK?
and any other non-conviction information FAchecks@TheFA.com or see question 5
considered to be relevant by the police or from working with children in Regulated
below.
other government bodies. For more detailed Activity, from becoming involved in football
The Disclosure and Barring Service
information about Enhanced DBS Checks with U18s. An ‘Enhanced DBS Check with
Certificate which results from a DBS Check is
please visit www.gov.uk and search for Children’s Barred List’ tells The FA if a person
a document containing confidential criminal
‘Disclosure and Barring Checks’. is barred. The FA also uses Enhanced DBS
history information held by the police and
Checks for roles that are eligible.
government departments. It can be used ¹’Barred lists’ refer’ to a list of people barred
by employers to make safer recruitment from working with children (replacing List These checks help The FA make informed
decisions. 99, the POCA list and disqualification orders) recruitment decisions about the suitability of
and a list of people barred from working with people with criminal records who are seeking
Disclosure information could include:
adults (replacing the POVA list). a role in under-18s’ football.
• Details of criminal records such as
convictions and cautions;
• Information about a person’s inclusion
on children’s or adults’ barred lists¹;
• Other relevant information held by a
local police force or government body;
• Or state that there is no information.
¹’Barred lists’ refer’ to a list of people barred from working with children (replacing List 99,
the POCA list and disqualification orders) and a list of people barred from working with adults
(replacing the POVA list).
3.7 | FA DISCLOSUR E AND BARRING SERVICE CHECKS - FAQS 24. DO I NEED AN The FA has invested considerable time
consulting with stakeholders to define which
Ordinarily, Club Chairmen, Treasurers and
Secretaries do not require a check, if they are
ENHANCED DBS ‘Frequently’ or ‘intensively’ are usually
roles in football are unsupervised. As a result, only or mainly administrative roles. However,
CHECK?
described as once a week or more, four days
the following roles in under-18s’ football if the people in these roles also help with
or more in one 30-day period, or overnight.
should have an Enhanced DBS Check with coaching or at matches, then they will need
There are two clearly-defined workforces Although occasionally people with lower
Children’s Barred List: an Enhanced DBS Check with Children’s
that will require checks: levels of contact may still need a check.
Barred List in their role as a coach, team
• Those in designated safeguarding/
• Those working in the child workforce Those who carry out these roles with assistant, etc.
welfare officer roles e.g. Club Welfare
in roles with under-18s in youth and/or children frequently and are unsupervised will
Officers; Lots of roles do not need to have checks. For
open-age football; need a Enhanced DBS Check with Children’s
example: you do not need to have a check to:
Barred List. • Team Managers, Coaches and
• Those working with ‘adults at potential Assistants. This includes managers and • Watch your child play;
risk of harm’ within the adults’ Supervision is defined by the legislation as:
coaches who are referred to as Assistant
workforce². • If you occasionally run the line;
• Regular; Managers or Coaches);
Those who are working or volunteering • If you drive your own child and his/
• Day to Day; • Tutors, Mentors, Assessors, Sport
directly with children and young people her friends to games, if this is a private
Scientists;
• Reasonable in all circumstances for and personal arrangement with other
in football need to have an Enhanced DBS
protecting children; and • Referees, Referee Mentors, Referee parents;
Check.
Coaches and Observers in under-18
• Carried out by someone in ‘regulated • If your role is mainly administrative;
The Protection of Freedoms Act, 2012, football;
activity’.
identified ‘regulated activity’ as specific • If you play alongside 16/17-year-olds in
activities, carried out frequently or • Professional club Heads of Recruitment,
In making its decisions on which roles are adult football.
intensively, which is unsupervised. Recruitment Officers [also referred
supervised and which are not, The FA has
to as Scouts], Agents, Chaperones, If you have been asked to have a check and
utilised the Government guidance, alongside
This includes those whose roles involve Landladies/Landlords, House Masters, you don’t think you need one, please ring
the sport sector guidance on supervision.
teaching, training, instructing, supervising, and Host Families; The FA DBS Unit on 0845 210 8080 or e-mail
This was developed by the Sport and
giving advice or guidance on well-being, FAChecks@TheFA.com for advice.
Recreation Alliance and the Child Protection • First-Aiders, Doctors, Physios and other
caring for children or driving a vehicle solely
in Sport Unit. health and care professionals, as defined If you have been asked to check certain
for children on behalf of a club or football
by the Health Care Professional Council individuals and are not sure if they need a
organisation.
(HCPC) registered roles; check, then please speak to your County FA
Designated Safeguarding Officer or e-mail
• Chaplains;
FAChecks@TheFA.com for advice.
• Regular club drivers.
It is very important that people who do not
need a check are not required to have one,
as this is breaking the law and has serious
consequences.
² Further guidance in relation to DBS Checks will be provided for those working within the
adults’ workforce.
3.7 | FA DISCLOSUR E AND BARRING SERVICE CHECKS - FAQS 35. HOW DO I GET AN FA ENHANCED 6. WHAT IS THE 7. HOW MUCH DOES
DBS CHECK? MINIMUM AGE FOR AN IT COST?
You may have more than one role in football, but you only need one Enhanced DBS Check to FA ENHANCED DBS This depends on whether or not you are a
cover all your roles in football. Choose the role in which you have the most frequent contact
with under-18s from the table below.
CHECK? volunteer and what application method
you use.
The legal minimum age is 16 years of age and
YOUR ROLE IN FOOTBALL ACTION TO TAKE FA Policy requires DBS Checks for everyone The Home Office is very strict in its definition
in an eligible role, who is 16 years or older, to of volunteers. It defines a volunteer as:
Grassroots under-18s coach, manager, undertake a check. “Any person engaged in an activity which
Speak to your Club Welfare Officer
first-aider or other club-based eligible role involves spending time, unpaid (except for
travel and other approved out of pocket
expenses), which aims to benefit some third
Club Welfare Officer, Youth League Speak to your County FA Designated party other than or in addition to a close
Welfare Officer Safeguarding Officer relative”.
The applicant must not benefit directly from
Referee, referee mentor, referee coach,
Contact your County FA Referee the position the DBS Check application is
referee observer and referee tutor in U18
Development Officer being submitted for. The applicant must not:
football
• Receive any payment (except for travel
Ring 0845 210 8080 or e-mail and other approved out-of-pocket
FA Licensed Coach applicant expenses);
FAChecks@TheFA.com for advice
• Be on a work placement;
You may not be able to get an FA Enhanced
Working in a private soccer school or • Be on a course that requires them to do
DBS Check. Please speak to your line
this job role;
unaffiliated football manager or contact 0845 210 8080 or
e-mail FAChecks@TheFA.com for advice • Be in a trainee position that will lead to a
full time role/qualification.
Contact the Children’s Services Officer
Working at a Premier League club
at your club
YOU ARE ADMINISTRATION GOVERNMENT TOTAL
FEE ONLINE CHARGE
Contact the Designated Safeguarding
Working an English Football League (EFL) APPLICATION
Officer or contact 0845 210 8080 or
club METHOD
e-mail FAChecks@TheFA.com for advice
A Volunteer £10 Nil £20 or £10 depending on
application method
Ring 0845 210 8080 or e-mail
Unsure what you should be doing? Not a Volunteer £10 £44 £64 or £54 depending on
FAChecks@TheFA.com for advice
application method
3.7 | FA DISCLOSUR E AND BARRING SERVICE CHECKS - FAQS 4If you are unsure whether or not you
are a volunteer you must contact us
To make a DBS Check ‘portable’ you need to
subscribe to the Update Service atgov.uk/
11. WHY DO SOME 12. WHY ARE SOME
on 0845 210 8080 for advice. Making dbs-update-service CHECKS TAKE PEOPLE ASKED FOR
a dishonest application may have
Checks undertaken through The FA should LONGER THAN FINGERPRINTS?
OTHERS?
serious consequences.
cover you to work in affiliated football In some cases the DBS and Police cannot
Remember, cheaper, quicker applications can including the EFL (English Football League). confidently match the person against a
be made online. There is an easy to follow If you are in a Premier League Club your Delays may be due to a number of reasons:
record. Some names are more common than
e-guide which describes step-by-step, how to check may cover you for Football League • Complex address history; others and there may be two or more records
use this online application process. or FA activities. Contact your Children’s’ with the same name and date of birth. The
Services Officer for advice. • Common name;
Your club can either speak with their County Police need to use another ‘identifier’ and
FA Designated Safeguarding Officer, email • Delays in the local Police forces and in fingerprints are an effective way of ensuring
FAChecks@TheFA.com or ring 0845 210 10. HOW LONG DOES accessing local records; the correct record is identified and released.
8080 for information.
IT TAKE TO GET AN • Incomplete forms being submitted. This is not at all unusual and is nothing to
worry about.
8. WHY DOESN’T THE FA ENHANCED DBS Club Welfare Officers should use the Online
If you have been asked for fingerprints and
FA PAY FOR MY DBS CHECK? Safeguarding Service accessed via The FA’s
online Whole Game portal to ensure the you want to find out more, please e-mail:
FAChecks@TheFA.com or ring 0845 210
CHECK? Online applications take seven days to be application progresses to an ‘Accepted’
status. People should be under supervision 8080 for advice and assistance.
processed.
The FA has already made, and continues to until their DBS Check shows as ‘Accepted’.
make, significant investments to help make
You can check the progress of your
application online via the DBS website. To do
No-one should be allowed to work 13. WHAT IF THERE IS
children’s football fun and safe. Investment
this you need to keep the Form Reference
unsupervised with children, without having
undertaken a check and been accepted, or SOMETHING ON THE
DBS CERTIFICATE?
is made in its education programmes, case
Number from your paper Disclosure whilst their check is in progress.
management services and all the other
Application Form. This begins with an ‘F’ and
support services available for clubs, leagues Best practice means people should wherever The FA is very fair and it does have a duty to
has 10 digits. Click here to track progress.
and individuals. possible help or work in pairs or groups. This make sure the information released does not
If you are using the online application provides safeguards for everyone. affect the safety of children. Every Disclosure
9. I HAVE HAD A process you can track progress using the
E-Application number emailed to you as part
is assessed individually taking into account
DBS CHECK FOR MY of the process. Click here to track progress.
the person’s age at the time of the incident;
the time expired since the conviction, the
WORK, SPORT OR way the court dealt with the crime and other
VOLUNTARY ROLE. relevant information.
DO I NEED ANOTHER Old offences are not viewed as seriously
ONE?
as recent offences. Minor and financial
crimes are usually not as relevant. Juvenile
The Government introduced the potential for offending is generally less concerning than
portable checks via the DBS Update Service, adult offending. The DBS is also undertaking
which was launched in 2013. a process to filter old and minor convictions
and cautions.
3.7 | FA DISCLOSUR E AND BARRING SERVICE CHECKS - FAQS 5Recent assaults, violence with prison To find out more about the requirements To start the process you can ring 0870 9090 the Whole Game System portal to check the
sentences, sexual crimes and drug supply are on The FA to use Disclosures fairly, see 811 or visit www.gov.uk and follow the links Online Safeguarding Service and see your
some of the concerns that are considered as The FA’s Policy Statement on Recruiting to ‘Employing People’ and then ‘Recruiting Disclosure has been ‘Accepted’ by The FA.
a higher risk. Ex-Offenders: Guidance notes 3.8 at and Hiring’. This system can also show the club your
TheFA.com/governance/safeguarding Safeguarding Children training record.
The FA will sometimes contact you about Sometimes The FA DBS Unit disputes a
or visit www.gov.uk and follow the links to
convictions or information on your DBS Disclosure because the postcode is wrong If there is a criminal history, a set process
‘Employing People’ and then ‘Recruiting and
Certificate and ask you to provide two or a name has been printed incorrectly by will be followed. For more about this
Hiring’. This website can also put you in touch
character references. This is to reassure The the Home Office. This may result in a second see question 13 above: ‘What if there is
with organisations that support ex-offenders.
FA you are now suitable to be involved in Disclosure being issued to you with the something on The FA DBS Check?’
children’s football and that your convictions, correct information. If this happens you are
or other information are not relevant to the 14. WHAT POLICE advised to destroy the first one.
If you are suspended, your club and County
FA will be told of the suspension.
welfare of under-18s in football. If you are
NATIONAL COMPUTER
(PNC) INFORMATION 17. WHO WILL SEE
asked for this information it is very important
you provide it quickly. The FA may suspend 18. WHAT HAPPENS
people who do not reply to these requests WILL BE FILTERED MY DISCLOSURE? IF I CHANGE CLUBS
FROM INCLUSION ON As OR REGISTER WITH A
for information.
of June 2013 only The FA may request
The final decision will be made by an
independent Panel of people including A DBS CERTIFICATE? to see your original Disclosure to update
its records. Please comply swiftly when NEW COUNTY FA?
individuals with relevant professional For more information visit: this happens. Speak to the Club Welfare Officer at your
expertise and understanding of football who gov.uk/government/publications/dbs- new club. They can access The FA’s Online
You should not be asked by your Club
are fair and careful in their decision making. filtering-guidance/dbs-filtering-guide Safeguarding Service via Member Services
Welfare Officer or anyone else in your
Occasionally The FA may make a decision club to show your check. The Club can to ensure that your Disclosure has been
that a person should be suspended while 16. WHAT IF THE access the details they need by using the accepted. You will need to provide evidence
INFORMATION
these enquiries are carried out. If this Whole Game System portal to check the of your identity, but not your Disclosure
happens you will be given clear information Online Safeguarding Service. You do not certificate. You do not need to show your
about what you may and may not do in ON DBS CHECK IS need to show your check to anyone outside Disclosure to anyone outside of The FA’s
football and how to progress your situation.
WRONG? of The FA’s recruitment process. recruitment process.
Clubs may ask you to have a new check
When the enquiry process is complete and The FA may however, ask you to share
You need to tell the DBS immediately. The especially if your previous one is over three
The FA is satisfied, the Disclosure will be your copy with the County FA Designated
DBS refer to this process as a ‘Dispute’. If you years old. This is nothing to worry about and
treated as if it were clear of convictions. This Safeguarding Officer, or in the EFL
wait more than 90 days information cannot is simply FA Policy.
means The FA Online Safeguarding Service (English Football League), the Designated
be changed.
will be updated to show you as ‘Accepted’ in Safeguarding Officer as they may be directly If you move County FAs (e.g. as a referee),
football and your Disclosure will be shredded It is very important to tell the DBS as you involved with assessing your suitability to be your new County FA can access your
in accordance with the law. You will receive a might find the wrong information affects involved in under-18s’ football. previous records. However, depending on
letter telling you when this happens. your ability to have a role in under-18s when your check was done, they may require
If there is no relevant criminal history a
football or to get a job elsewhere. you to complete an updated one.
To speak to someone in confidence about record will be kept stating that you have
your history or to ask more about this Information about how to contact the DBS completed the DBS Check process and
process please call The FA DBS Unit enquiry will be on the back of your Disclosure. there is currently no known reason why you
line on 0845 210 8080 or e-mail FAChecks@ should not be accepted into football. Club
TheFA.com with your query. Welfare Officers and County FAs can use
3.7 | FA DISCLOSUR E AND BARRING SERVICE CHECKS - FAQS 619. WILL I NEED 21. HOW DO I MAKE A
TO RENEW MY DBS COMPLAINT?
CHECK? To make a complaint about any aspect of The
FA DBS process please contact The FA DBS
Given that a DBS Check is a snapshot in time
Unit by emailing FAChecks@TheFA.com or
and therefore potentially only accurate
calling 0845 210 8080. Alternatively, write
at the time it was printed, it is FA Policy to
to:
require checks to be renewed every three
years. Complaints
The FA DBS Unit
All checks must be ‘in-date’ by three years
1 Wilford Business Park
at the point of affiliation and/or registration,
Ruddington Lane
and/or licensing.
Nottingham NG11 7EP
The FA’s Policy requires that rechecks of
The FA DBS Unit will direct your complaint
the status of those who have subscribed to
to the appropriate person.
the DBS ‘Update Service’ will be undertaken
every 12 months.
20. WHERE CAN I GET
MORE INFORMATION?
For more about the DBS Check process
visit www.gov.uk and follow the links to
‘Employing People’ and then ‘Recruiting and
Hiring’. This website also carries information
about organisations that support ex-
offenders.
3.7 | FA DISCLOSUR E AND BARRING SERVICE CHECKS - FAQS 713779
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