Completing criminal record checks

Find guidance on how to complete criminal record checks

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The safeguarding of young people in our care is our priority. At Scouts, we have various processes in place to make sure only appropriate adults can volunteer with us. This includes a criminal record check.

Which roles require a criminal record check?

When someone wishes to volunteer in Scouts, they will need to complete some checks on scouts.org.uk. This may include a criminal records check.

Depending on the role, scouts.org.uk will automatically send out a notification to remind applicants to complete their criminal record check. It’ll also send regular reminders before a criminal record check expires, so this should allow enough time for those who need, to get a new one.

As well as direct notifications, relevant Lead Volunteers will also receive regular notifications if someone in their team needs to complete a new criminal record check.

Please note, it’s really important to keep your email address up to date on your profile, so you don’t miss these alerts.

POR: Chapter 16: Teams Table sets out in full which roles require a criminal record check.

Volunteers are not able to start a regulated role in Scotland until their PVG disclosure (criminal records check) has been viewed and risk assessed by the UKHQ Safeguarding Team, even if they have had a PVG disclosure for another organisation. Attending without a completed PVG but under supervision is no longer permitted.

How do I complete a criminal record check?

Completing your criminal record check depends on the nation you’re volunteering in. Click the relevant nation below for more information.

What happens if a criminal record check expires?

Any adult volunteer at Scouts in England, Wales or Northern Ireland whose criminal record check has expired, but has submitted a new application, may carry on volunteering under supervision. They won’t be able to stay overnight at an event until their new criminal record check is in place and the National Vetting Process is complete.

In Scotland, if a volunteer’s PVG expires, and a new disclosure has not yet been received, they will need to stop volunteering in their regulated role until their new disclosure has been risk assessed by the UKHQ Safeguarding Team.

The relevant Lead Volunteer will be notified of any volunteers who haven’t submitted a disclosure application. They’ll then need to suspend these volunteers from Scouts until a valid criminal record check is in place and the National Vetting Process is complete.

However, if the PVG disclosure application is for an accreditation to carry out a regulated role in Scotland, the volunteer will not need to be suspended but their accreditation will be closed and they will not be able to carry out the role in Scotland.

Responding to criminal record check reminders

Please note, all reminders related to criminal record checks need to be acted on as soon as possible. Reminders will be sent at 90, 60 and 30 days prior to the criminal record check expiry date. If a volunteer hasn’t had a criminal record check after this time, they’ll be suspended.

If a Young Leader or Young Helper who requires a PVG for a regulated role in Scotland has not started their PVG application within the timeframe, they will not be suspended but their Young Leader/Young Helper role must be closed.

Volunteers can see the status and expiry date of their criminal record check on scouts.org.uk.

What happens if adverse information is found?

Having a valid criminal record check from the relevant agency (DBS, ANI, PVG or relevant local check), together with completing our UK Headquarters checks, plays an essential part in safeguarding young people at Scouts.

Having adverse information on your criminal record check doesn’t necessarily mean you can’t volunteer with Scouts. If you know your criminal record check will include adverse information, you can read our guidance about self-disclosure.

We assess all information provided from a criminal record check using the Safeguarding and Vetting Decision Guidance document (see POR Chapter 16: Adult Roles) to make sure only appropriate adults are volunteering at Scouts.

During this process, it’s critical that all information provided by the authorities, applicants and references are held in line with the Codes of Practice of the authorities and Data Protection legislation.

Lead Volunteers can read guidance on what to do when there is adverse information on an applicant’s criminal record check.

If you’re a current member with a valid criminal record check and you know of some information that’s about to be added to your record, please contact the Safeguarding Team as soon as possible either by emailing [email protected] or by calling 020 8433 7164.