Criminal record checking process in Northern Ireland

Certain roles at Scouts require a criminal record check. To find our which roles require criminal records checks, please see POR Chapter 16: Teams Table.

Access Northern Ireland (AccessNI) criminal record checks 

AccessNI criminal record (disclosure) checks are part of making safer appointment decisions, making sure only appropriate people work with vulnerable groups, including young people. 

Creating an AccessNI application

Once an adult has been added to the membership system on scouts.org.uk, they should be provided with:

1. The link to an online copy of the Applicant's Guidance which explains the application process step by step. 
2. The 6-digit PIN number as they will need this to create their account.

Applicants will need to have an NIDA LOA2 Account. They may have a NI Direct account already if they’ve, for example, recently renewed their driving licence or for Covid certification. They can tell if it’s updated to a LOA2 account by how they log on, as they would have multifactor authentication (secure code via phone/email) log on. Guidance can be found at Guide to creating a NIDA LOA2 account for AccessNI applications.

Applicants should follow the instructions on the Applicant's Guidance and create their Access NI Criminal Check application. Further guidance is on the Access NI website. Under the new requirements, the applicant themselves will need to upload 2 identify documents from the List of Acceptable Documents. These will need to be uploaded so they are clear and can be easily read.

Please note that Access Northern Ireland recommends that one of these documents is a Birth Certificate. If applicants do not have a Birth Certificate, they can request a copy from the General Register Office Northern Ireland (GRONI).

Reviewing ID documents 

Once the applicant has completed their Access NI application and has a case reference number, they should be invited to attend a face-to-face meeting with a Scouts’ ID Checker to view the 2 original documents that the applicant has already uploaded to their application. They should share the case reference number with the ID Checker.

Under the new requirements, the applicant’s identity will have been verified by NI Direct, via their NIDA LOA2 account however it remains a legal requirement within the disclosure process for The Scouts to be satisfied as to the applicant’s identity.

The original identity documents supplied by applicants must be reviewed by the ID Checker to ensure that they exactly match the application and there should be a discussion with the applicant to ensure that all previous, current, known by and maiden names are included in the application. 

The ID Checker will find further guidance in the ID Checker's Guidance, including an ANI pin number specific to Scouts.

• The ID checker must only accept valid, current, and original documentation and must not accept photocopies. Documentation printed from the internet e.g. internet bank statements must not be accepted.   
• The applicant must record all previous, current and known by names and provide documentary 

If there are missing names or incorrect information on the AccessNI application, the applicant will need to update their NIDA LOA2 account first then revisit their AccessNI application.

Once the ID Checker his satisfied with the applicant’s application, they will complete the application on scouts.org.uk.

Rechecks

Scouts require volunteers to update their criminal record check every 5 years. If a volunteer requires a recheck, the ID Checker must use the Rechecks Guidance for Applicants. There is also guidance on rechecks for the ID Checker in ID Checker's Guidance.

Issuing of the AccessNI criminal record check

As from 1 September 2025, all applicants will receive a digital disclosure certificate that they can view from their NIDA LOA2 account. Paper certificates will no longer be issued.

Applicants will receive an email from AccessNI to inform them that their disclosure certificate has been issued. They will be advised to log into their nidirect account to view their certificate and will have the screen option to ‘Share’ their certificate by entering the relevant email address of their employer or voluntary organisation. This is the Scouts’ HQ team.

The email address for applicants to enter is [email protected]

Please note, AccessNI checks are just one element of the National Vetting Process. The issuing of the certificate doesn’t yet mean the volunteer's membership is full and complete. The HQ Safeguarding Team will consider any adverse information on the certificate along with all information. The membership system will confirm the status of a volunteer's membership.

Further guidance

Read more information on the AccessNI applications process, and general information on AccessNI.

AccessNI’s Code of Practice is also available through their website. 

A copy of our policy on the recruitment of ex-offenders is available on request from the Scouts Support Centre.

We’ll keep certain types of information for different periods of time in line with our  Data Retention Policy. 

Read our Data Protection Policy.