The way our members apply for PVGs is changing
Disclosure Scotland has now moved to processing PVG applications online, and the Scouts have worked with them to design a new process for everyone to follow.
Locally, our only part in the process will be to check an applicant’s three forms of original ID and make sure that these details agree with what we hold on Compass. If it is a new member, they will also have to be added to Compass. However, everything else will be dealt between UK headquarters, Disclosure Scotland and the applicant themselves.
We are recommending that Districts agree the exact process for the steps below, with all those involved, to ensure a consistent approach. This process only applies to regulated work with children. If a PVG is required for work with protected adults, please contact firstname.lastname@example.org for advice.
So who does what?
Adding new adults to Compass
The people who currently add members to Compass and assign new adult roles can continue to do so. If that sole responsibility sits with one person per District, it may slow the process down, so now could be the time to think about line managers adding new members. However, that is a District decision, which the Appointments Secretary must be happy with.
Checking an adult’s ID
Again, this responsibility still rests with the same people who check ID under the current system. It will often be a Group Scout Leader/Line Manager, but that might not always be possible, depending on local circumstances. This process applies to those new to Scouting and to those renewing their PVG after 5 years. Remember too that someone may be an existing member of the PVG Scheme, through another organisation.
Three original ID documents (not photocopies) will need to be produced, with at least one of those documents being photographic. Across the three documents, the following applicant information must be provided:
Full name (including any middle names)
Date of birth
Current residential address
If you do not have internet access to complete the online ID Checking Form at the time, there is a paper form that can be downloaded that you can use to capture the information, until you have internet access to transfer the information to the online form. Remember however, that the online ID Checking Form works well on a smartphone. All acceptable forms of ID are now listed on the electronic and paper forms.
The links to the online and paper forms will always be available on the UK website, on the page relating to the Disclosure Process in Scotland.
Once submitted, the information on the online ID Checking Form will go directly to the Appointment Secretary’s email inbox.
Confirming the person’s details are correct
This responsibility sits firmly with Appointments Secretaries. They will receive the ID Checking information by email, together with a link to an ‘Update Form’, which will allow the Appointments Secretary to accept or reject the submission.
Before making that decision, the Appointments Secretary must check that:
The applicant has already been added to Compass
The information provided is the same as that held on Compass
The three forms of ID used are acceptable (see above)
If this is for an existing PVG member, the membership number has 16 digits
The ID checker has a full appointment on Compass
Once the Appointments Secretary is satisfied, they should click on the ‘Open Update Form’ link in their email and accept the application. The Update Form will then go directly to the Safe Scouting Team at Gilwell.
If there are issues that the Appointments Secretary requires to have resolved, they will reject the application and state the reason for this e.g. ID used does not prove current address, date of birth is different from Compass etc. This will be automatically emailed back to the original ID Checker to rectify and send a further update.
Safe Scouting Team at UK headquarters
They will also check the information against Compass and will accept or reject in a similar way to that outlined above. If everything is correct, the Appointments Secretary and the ID Checker will receive an email to let them know that the application has now been initiated with Disclosure Scotland – that would be a reasonable signal to remind applicants to keep an eye on their inboxes.
If satisfied, the Safe Scouting Team will initiate a new or existing PVG application with Disclosure Scotland (who have not been any part of the process until now). Compass will also be updated to show ‘Application submitted - in progress’.
Disclosure Scotland will deal with the applicant directly. Based on the request from the Safe Scouting Team, Disclosure Scotland will email the applicant a unique link to their own online application. The link will expire after 7 days so we need to make sure applicants understand importance of checking their inbox and their junk mail regularly.
If the link expires, the whole process must begin again, which is in nobody’s interest.
No one else in Scouting has any part to play in this stage of the process. Via their online application, the applicant will advise Disclosure Scotland of any change of address since their previous disclosure, if they have not done so already. As with the current system, the applicant will receive their paper PVG certificate, and UK headquarters will be notified of the outcome and then relevant parties will be informed.
Communications from Compass and Safe Scouting Team
None of this will change.
If a Commissioner has to follow up on a disclosure they will be contacted accordingly.
If the disclosure is issued satisfactorily, Compass will be updated and an email will go to the Appointments Secretary as it does now.
90, 60 and 30 day notifications will continue to be sent to Appointment Secretaries and line managers, for PVGs that are due for renewal etc.
There was a webinar covering most of this on 25th August. The recording lasts for around 40 minutes. There have been a few last-minute tweaks since then, but you may find it useful.
If there are specific circumstances that prevent an individual using the online process eg they do not have an email address, the Appointment Secretary can contact email@example.com and request a paper form. Only one form will be provided however, and forms will no longer be available from Scout Stores. Also, if a disclosure is needed for regulated work with protected adults, please contact firstname.lastname@example.org .