Online PVG process
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 is to check an applicant’s three forms of original ID and make sure that these details agree with what is held 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. Please remember too, that the compliance clock starts ticking from the date the role is added to Compass.
Checking an adult’s ID
Again, this responsibility still rests with the same people who checked ID under the paper 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
From 6 December 2021, you can only complete the revised online ID Checking Form if you can also access the adult’s record on Compass, to check that the address and date of birth recorded there are the same as on their ID documents.
On the revised form, you will tick to say you have checked these for complete accuracy but will no longer enter them on the electronic form. This is due to GDPR concerns with the previous form. We understand this is more cumbersome, but the situation is out of our control. GSLs and DGSLs/AGSLs can see the required information for Group roles. If someone else regularly checks IDs but cannot check applicant details on Compass, they could be given the role of Group/District/Region Administrator, which will give them access to the relevant records.
From 6 December 2021, if you cannot access the adult’s record on Compass, to check against the ID documentation, then you must use the paper ID Checking Form, which can be downloaded from the UK website. All acceptable forms of ID are now listed on the electronic and paper forms. Once completed you should pass the downloaded form to your GSL, DGSL/AGSL, DESC, SAS Manager or Appointments Secretary and they will check against Compass and transfer the information to the electronic process.
Please use secure means to transfer ID Checking forms to other people, e.g. hand delivery, signed for mail or password protected attachments to email. Once the information is transferred to the electronic process, any paper forms should be shredded.
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.
If you are using the electronic ID Checking Form then, once submitted, the information will go directly to the Appointment Secretary’s email inbox.
In advance of large events e.g. Blair Atholl, we sometimes process PVGs slightly before someone’s 18th birthday. This is permissible from age 17.5 years but, because the person is under 18, their Compass record will not be visible. As a result, the only way to do this, and allow for the necessary checks, will be to pass both the Adult Information Form and ID Checking form to the Appointments Secretary, similar to how we managed the paper system. It doesn’t apply to many people, so hopefully won’t add significantly to what we are asking Appointments Secretaries to do.
Confirming the person’s details are correct and submitting information
This responsibility sits 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 should click on the ‘Open Update Form’ link in their email and then check that:
The applicant has already been added to Compass
The information provided is the same as that held on Compass - name, email address and membership number
The three forms of ID used are acceptable, in that together they prove the applicant’s full name, date of birth, current address and one is photographic ID.
If this is for an existing PVG member, the membership number has 16 digits
The ID checker has a full appointment on Compass
From 6th December 2021, if the Appointments Secretary is going to accept the application, they must also add the applicant’s date of birth and full address from Compass, before submitting to Smartsheet. 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, without adding the address and date of birth and state the reason for this e.g. ID used does not prove current address, email address is different from Compass etc. This will be emailed back to the ID Checker to rectify and send a further update.
Safe Scouting Team at UK headquarters
The team at UK headquarters 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 and spam/junk folders for the email containing their unique link to the Disclosure Scotland online application form.
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 ‘Final applicant information required’ – please note this is a change from the previous guidance. It means that the application process has been initiated with Disclosure Scotland and The Scouts are now waiting for the applicant to complete their online PVG application, within the deadline.
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 spam/junk mail regularly. Once the applicant has completed their online application and submitted it to Disclosure Scotland, the status on Compass will change to ‘Application in Progress’
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.
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. but that clock keeps ticking until the applicant submits their online application to Disclosure Scotland, not when the ID Check arrives at Gilwell.
As stated above, effective from 6th December 2021, the Disclosure Status on Compass will have the following meanings:
Final applicant information required – Safe Scouting team has approved the ID check, has initiated the application process with Disclosure Scotland and the applicant should expect an email.
Application in Progress – Applicant has submitted their online form to Disclosure Scotland, who are now processing it. (This will also stop the compliance process).
If there are specific circumstances that prevent an individual using the online process, e.g. 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 .
From 1st January 2022, paper forms will no longer be accepted for routine applications and any that are received at UK Headquarters will be sent back, which will also lead to considerable delays.