Individuals
Find out how disclosure affects you and the types you can apply for.
Employers
Find out more about types of disclosures, the PVG Scheme and request forms and guides.
How long will it take to receive my certificate?
6 February 2012
Disclosure Scotland works within a Service Level Agreement to produce 90% of all types of Disclosure, for a correctly completed application with no further enquiries, within 14 calendar days. This is measured from the day we receive the application to the day of dispatch. Certificates are dispatched 1st class Royal Mail postage.
As of 6/2/2012, we are processing correctly completed Police Act Disclosure applications with no further enquiries within 4 days, PVG Scheme applications should expect a turnaround time of 3 days.
As some applications may require further enquiries, these applications may take longer than our quoted average turnaround time.
Important Customer Notices:
Retrospective Checking Update
16 February 2012
In the letter issued to registered bodies in November 2011, I promised that I would update our registered bodies via our website in February 2012 regarding the commencement of retrospective checking for PVG.
The testing of the IT system to provide technical assurance on the scalability and resilience of the solution to support the anticipated volume of retrospection cases is ongoing. We must wait the outcome of these essential activities before any decisions can be made concerning the commencement of retrospective checking. I can assure all of our users that I am working with colleagues to ensure that the retrospective checking can be introduced as soon as possible.
However, at this time, I cannot commit to a start date for retrospective checking, but I will be updating this website on a regular basis to keep our registered bodies aware of the current position. The next update to our website for the introduction of retrospective checking will be during the week commencing the 5 March 2012.
I fully understand that this will not be good news for our registered bodies, but I can assure you that I do understand your concerns and we are fully engaged in trying to get our database on a robust footing to cope with the increase in PVG Scheme processing.
If you require any further information on PVG, or retrospective checking, please contact our helpline on 0870 609 6006.
Brian Gorman
Head of Disclosure Services
Disclosure Scotland
Update on Police Act Standard and Enhanced Disclosures for Unpaid Voluntary Work.
2 February 2012
Arrangements have been put in place to provide standard and enhanced disclosures at no cost to volunteers in those cases where the organisation is providing a service to children and protected adults, in a health or care setting, but the nature of the volunteer's work is not regulated work under the Protection of Vulnerable Groups (Scotland) Act 2007.
There are a number of different steps planned to allow voluntary organisations to be able to access free standard and enhanced disclosures. When the PVG Scheme went live in February 2011, an unintended consequence of this was that those posts which were not eligible for PVG Scheme membership, but were still relevant for an in depth check of criminal history systems were now not entitled to do so at no cost. To resolve this, a three step plan has been developed.
The first step is that the Central Registered Body in Scotland (“CRBS”) has been given additional resources to be used to meet the cost of the standard and enhanced applications for these voluntary organisations. To benefit from this change, voluntary organisations will have to route the relevant applications via the CRBS. Although this might involve a change of practice for some organisations, it will allow them to achieve the free checks sooner. CRBS will have the responsibility for paying the fee for these applications.
Secondly, in spring of 2012, the Scottish Government plans to introduce regulations to amend the Police Act (Criminal Records) (Scotland) Regulations 2010. The amendment will set a fee of £0 for standard and enhanced applications from certain voluntary organisations. This will use a definition, similar to that of qualifying voluntary organisations in the PVG Fees Regulations, to detail the voluntary organisations eligible for this £0 fee. Subject to Parliament agreeing this proposed change, the intention is that from the end of June 2012, the amended regulations will be in place. The qualifying voluntary organisations would still have to route their applications via CRBS, even when this change is made.
The third step, for a longer term solution, it is planned to amend the Police Act disclosure application form and the Disclosure Scotland’s IT systems to cater for the £0 fee. Once that work is completed, the qualifying voluntary organisations will not be required to route applications via CRBS, they will be able to apply directly to Disclosure Scotland if they wish. Actioning this third step will require some significant changes and it is not possible, at this point in time, to give a firm date as to when it will be carried out. Voluntary organisations and the CRBS will be kept up-to-date with progress throughout this process.
PVG Applications - Common Errors
1 February 2012
All fields highlighted in yellow on the form are mandatory and MUST be completed for Parts A to D on all applications. If the form is being countersigned by a Registered Body, all fields highlighted in yellow in Parts E/F are mandatory and MUST be completed. If the form is being countersigned by a Personal Employer, all fields highlighted in yellow in Parts G/H are mandatory and MUST be completed.
Countersignatories should check that the applicant has completed all mandatory fields, prior to submitting the form to Disclosure Scotland, to avoid the form being returned.
Application to Join PVG Scheme
A1 - Organisations should request a Scheme Record. Scheme Membership Statements and Scheme Membership Statements (Countersigned) are for use by individuals or by Personal Employers (eg. an individual employing someone as a personal carer in their own home), and do not contain any vetting information but simply confirm that the individual is not barred. If an organisation receives a Scheme Membership Statement for an applicant because they have requested one in error, they will be required to pay the appropriate fee again in order to receive a Scheme Record.
B13 -Mother’s Maiden or Family Name is frequently missed, but is a mandatory field and must be completed.
D1 - Should only be marked “Yes” for voluntary positions with organisations who are Qualifying Voluntary Organisations as per the PVG legislation. By crossing “Yes”, you are confirming that you are entitled to a free PVG check. Organisations who are found to be crossing “Yes” for positions which are not entitled to free checks are likely to be subject to further action.
E2 - This should only be crossed “Yes” if the applicant will be working in their own home (eg. childminder).
E5 - Organisations should provide clarity where the job title does not necessarily indicate regulated work, to avoid delays in the application being processed while Disclosure Scotland seek further information. For example, a "Driver" is not normally in regulated work, but a school bus driver will be, therefore "Driver - School Contract" would be acceptable. Similarly, if the position says "Driver", but both Children and Protected Adults checks have been requested, clarity should be given as to what puts the driver into regulated work with both workforces, such as “Driver – school and social work contracts”. Information provided in E5/E6 will appear on the certificate, therefore organisations may wish to submit a job description or provide further information on a covering letter instead.
Part E or Part G – Part E should only be completed by Registered Bodies who are requesting a Scheme Record at A1. Part G should only be completed by a personal employer who is requesting a Scheme Membership Statement (Countersigned) at A1.
Existing Scheme Member Applications
Countersignatories should check the applicant’s existing PVG certificate.
A1 – As per “A1” advice above, but with the following addition re Scheme Record Updates, which are for use by organisations.
Scheme Record Updates can only be issued:
(a) if the applicant has previously been issued with a Scheme Record (as opposed to a Scheme Membership Statement),
AND
(b) if the applicant is already a member of the workforce selected at A2 (ie children and/or protected adults).
If the applicant only has a Scheme Membership Statement, or is only a member of, say, the children's workforce but application is for regulated work with protected adults, the organisation should still complete an Existing Member application but must request a Scheme Record for the new workforce, at a cost of £59.
A2 -This should reflect the position applied for, not the applicant’s existing membership, ie. the applicant may already be a member of both the children’s and adults workforces, but if the application is for a position doing regulated work with children only, you cannot request a protected adults check.
A3 - This should only be crossed “Yes” if the applicant is already a member of the workforce(s) selected at A2. Likewise it should only be crossed “No” if the applicant is not a member of the workforce selected at A2 but is only a member of the other workforce.
B1 - Countersignatories should ensure the PVG Scheme ID number entered here is the PVG Scheme Membership Number from the PVG certificate, and not the Disclosure Number. They should also ensure the number is from a PVG certificate and not an old Enhanced disclosure. The PVG Scheme ID is the PVG Membership Number on the certificate, on the left hand side below date of birth.
D1 – as per “D1” advice above.
E1 – as per “E2” advice above.
E4 – as per “E5” advice above.
Part E or Part G – as per “Part E or Part G” advice above.
Police Act Disclosures (Basic, Standard, Enhanced)
A1 – If Standard or Enhanced disclosure is requested, Part E must be completed by a Registered Body.
E3 – Enough information should be provided to demonstrate the legislative criteria for the level of check being requested. For example, “Adult resident” is not sufficient information for an Enhanced disclosure check, however “Adult resident in foster carer’s house” meets the legislative criteria.
Part E - Countersignatories should ensure that the boxes crossed at E5-E8 reflect the level of disclosure being requested at A1. For Basic Disclosures, E5-E8 should be “No”. For Standard disclosures, E5 should be "Yes" and E6-E8 should be "No". For Enhanced disclosures, E5 and E6 should be "Yes", with E7 & E8 completed as appropriate.
E-mail communication issues
23 December 2011
Disclosure Scotland has become aware that certain Registered Bodies and Countersignatories are not receiving emails, or are receiving emails without attachments, from Disclosure Scotland. This seems to be caused by the receiving organisation’s SPAM filter ‘blocking’ receipt.
Also, some issues have been reported where organisations have been unable to open PDF files. This issue is caused by the version of Adobe Reader used by the organisation. This issue can be resolved by ensuring Adobe Reader version 9 or higher is installed – this is normally a free down load.
Disclosure Scotland requests that customers check their current filter systems for any emails or attachments from Disclosure Scotland that have been caught in the filters. If so, please amend the email filter and/or the SPAM guard settings in order to receive emails and attachments from the following DS email addresses: Info@disclosurescotland.co.uk and info.disclosure.scotland@bt.com
Potential Delay in Start of Retrospective Checking
28 November 2011
Below is a copy of a letter recently sent to all Lead Signatories.
I write to you in your capacity as Lead Signatory for the above registered body.
This letter updates my letter of February this year in which I advised you of Disclosure Scotland’s intention to accept applications for membership of the Protecting Vulnerable Groups Scheme (“the PVG Scheme”) from the existing regulated workforce (“retrospective checking”) at a date one year, or thereby, after the PVG Scheme go-live which occurred on 28 February 2011.
During this first year of the PVG Scheme, Disclosure Scotland has focussed on handling PVG applications from individuals new to regulated work or from staff already in regulated work moving to a different post. We have also processed a small number of PVG applications from existing staff for specific and agreed purposes. This approach has allowed us to manage the volumes of applications being submitted.
As you may know, the IT system which delivers the PVG Scheme has presented Disclosure Scotland with some difficulties which we are still working to resolve. While the system has proven it is capable of handling the current volume of PVG applications Disclosure Scotland receives, it requires testing at the additional volume level that the introduction of retrospective checking will bring. The testing is currently scheduled to take place during January 2012.
Due to that testing I cannot confirm at this point that retrospective checking will begin on 28 February 2012. I apologise for the uncertainty but Disclosure Scotland feels that it would be unwise to commit to that date prior to the testing being completed.
My intention is that, immediately following the analysis of the testing, I will provide information about the outcome on our website (www.disclosurescotland.co.uk).
If the testing is successful, I expect that Disclosure Scotland would be able to introduce retrospective checking very soon thereafter and continuing for the following 3-year period.
If the outcome of the testing is not successful, then I will delay the commencement of the retrospective checking until such times as the IT system is enhanced and able to administer the volumes associated with retrospective checking. There will then be further regular updates on our website until such times as a date for the start of retrospective checking can be given.
I understand that this information may mean that you will require to amend your strategy to introduce your existing staff members into the PVG Scheme, but I hope you understand that I am doing everything possible to ensure that our IT system is robust enough to deliver a service to you.
I apologise for any additional burden this uncertainty will place on your organisation but I hope you can understand the reason why I cannot commit to a start date at this time. I can assure you of the best endeavours of Disclosure Scotland in delivering an early start to retrospective checking.
Thank you for your consideration and tolerance in this matter. If you have any questions on the above information please contact our helpline on 0870 609 6006.
BRIAN GORMAN
Head of Disclosure Services
Disclosure Scotland
PVG Applications - Common Errors
12th August 2011
Disclosure Scotland has received a number of Existing PVG Scheme Membership Applications where the applicant, when asked for their PVG Scheme Membership number in Section B1, are putting their Disclosure Certificate number instead. Please note, your PVG Scheme membership Number is on your PVG Scheme Membership Statement, 1/3 of the way down the page, on the left hand side.
PVG Scheme Member’s Personal Information
9th August 2011
It is the responsibility of PVG Scheme members to ensure that their personal information is kept up to date with Disclosure Scotland, notifying us of any changes of name (e.g. after marriage), or change of current home address. This helps allows contact to be made quickly in the event of any query about PVG Scheme membership.
It will also ensure there is no delay in processing any subsequent PVG applications. A change in personal information may sometimes require re-vetting. This process can take time, and if the change in personal information only comes to light at the time of a disclosure application, this may delay the issuing of the disclosure record.
Interim PVG Scheme Records (Update)
6th October 2011
As a number of customers will be aware, when the PVG Scheme went live, there were a number of IT issues which affected the new Scheme. At that time, as a temporary measure, Disclosure Scotland was issuing Interim Scheme Records. Full PVG Scheme Records are now in the process of being issued, in a phased way, to those customers who received Interim Scheme Records. Customers should receive these Full PVG Scheme Records by October, however, in a small number of cases, Interim PVG Scheme Records will continue to be produced. Please be assured that all relevant disclosure checks are carried out in these cases.
Helpdesk Calls (0870 609 6006)
13th of July 2011
Please Note, all calls to Disclosure Scotland will be answered by our first line agent, who will endeavour to assist with your enquiry at the outset. If this is not possible customers will be transferred to the appropriate department for assistance.
Insufficient Postage on mailed Applications
10th June 2011
If there is insufficient postage on your mail to Disclosure Scotland, Royal Mail WILL NOT deliver the items (letters/packets etc) to us. We cannot therefore be held accountable for mail not received.
Royal Mail retains such mail for a period of up to six weeks before initiating their 'return to sender' policy. It is recommended therefore that you endorse your envelope with sender details, so that Royal Mail can return such mail direct to you. If you do not endorse the sender details on the envelope, Royal Mail will open it in an effort to identify the sender.
If you contact us to enquire about the progress of your Disclosure Application and we have no record of having received the items, you should contact Royal Mail to investigate.
Royal Mail Customer Services can be contacted on 08457 740 740
It is your responsibility, to ensure that the correct postage is paid on your item(s), taking into account both Weight and Size of the package. Care should be taken in sending supporting documentation (copies of Birth Certificates/Tax/Bank Statements etc). as failure to comply with Royal Mail's charging policy could result in these not being received/lost.
The most common error is when a standard 1st class stamp is attached to a large A4 envelope, which is not sufficient.
Police Act Disclosure Applications
17th May 2011
Applicants for Police Act BASIC, STANDARD AND ENHANCED disclosures, please note that paper applications should still be submitted on old-style application forms (00205). Customers will be advised via the website when the old-style applications forms will be withdrawn from use.
