Disclosure process in Scotland
Certain roles within Scouts require a disclosure check to be completed. This page explains more about disclosure checking for those who hold roles in Scotland.
Update to the disclosure process for Scotland
To find out which roles require a Disclosure please see the Table of Scottish Appointments.
Disclosure Scotland (Protecting Vulnerable Groups (PVG) Scheme)
A PVG disclosure is an important element for making safer appointment decisions, ensuring that appropriate people can work with vulnerable groups, including children.
More information can be found online about the Disclosure Scotland PVG Scheme.
Once an adult has been added to Compass, a PVG check can be requested.
The quickest and easiest way to initiate a PVG check is by completing the online PVG ID Checking Form when the applicant is with you and has their original ID documents for you to check. The online form works well on a smartphone – so you can complete the form when meeting the applicant if you wish.
However, we understand that it’s not always possible to get the applicant, the ID checker, and a connection to the internet all in one place. If you're unable to complete the online form when meeting the applicant, you can download the PVG ID Checking Form, then use the information to complete the online form later when you have access to internet.
The PVG ID Checking Form allows an ID checker to complete the online form once they have an internet connection, and it should be securely destroyed once the information has been accepted. The form doesn’t include the details that the applicant needs to provide in their part of the application, as they’ll need to complete this section themselves using a link they’ll be sent by Disclosure Scotland.
Checking of ID documents
There are certain original documents which you’ll need for checking the applicant’s ID. The full list of documents are listed on the PVG ID Checking Form. The new form works well on a smartphone, so you can now do this face-to-face.
Three documents 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
On the form, you’ll be asked to choose which identification documents have been used for the identity check and to confirm that the original documents (not photocopies, as these could be edited) were used.
There are two types of PVG application that a potential or current volunteer can complete:
- ‘Application to join the PVG Scheme’ – for someone who hasn’t previously completed a PVG disclosure check with Scouts or elsewhere.
- ‘Existing PVG Scheme Member Application’ – for someone who’s already a member of the PVG Scheme and holds a 16-digit member number. This can be for any organisation. You’ll find your membership number on your PVG certificate under your date of birth.
Once the online form has been submitted by the ID checker, a notification will be sent to the District Appointments Secretary. The Appointments Secretary will check the following information:
- The applicant’s personal information is the same as that on Compass
- The correct original ID has been used
- The ID checker has a full appointment on Compass
If all the information supplied is correct, the Appointments Secretary will accept the application and it will be forwarded to the Safe Scouting Team.
If the information supplied is incorrect, then the Appointments Secretary will reject the application, putting the reasons why. The ID checker will be sent a notification asking them to rectify the incorrect information and resubmit. Note: if the date of birth or name is incorrect on Compass, then this can only be changed by The Scout Information Centre. On no account should a new record be created with different details. Any applications not actioned by the Appointments Secretary within 30 days will be deleted and the process will have to be started again.
Once the Appointments Secretary accepts the application, a notification is sent to the Safe Scouting Team and they’ll accept or reject the application in the same way. The Appointments Secretary will then receive notification of either acceptance or rejection of the application in the same way as the ID checker does (see above). If the application is accepted, the applicant will receive an email from Disclosure Scotland which contains a one off link for them to complete and submit their application. The link expires after seven days. If the applicant doesn’t complete their application within seven days then unfortunately, the process will need to be restarted.
Issuing of the PVG disclosure
Once the PVG disclosure certificate is issued to the volunteer by Disclosure Scotland, the Member Support Department at UKHQ will inform either the relevant Commissioner or the local Appointment Secretary of the outcome and whether the volunteer is able to start in their role. The volunteer’s membership record on Compass will be updated to reflect the outcome.
PVG disclosure checks are just one element of the National Vetting Process and the issuing of the certificate doesn’t mean that the volunteer is able to begin straight away.