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Disclosure process in British Scouting Overseas

Certain roles within Scouting require a disclosure check to be completed as part of the Appointments Process. This page explains more about disclosure checking for those who hold roles in British Scouting Overseas (BSO).

Adults who volunteer in British Scouting Overseas, and who require a disclosure check as part of their role, are required to secure an acceptable disclosure check in their country of residence as well as a disclosure check through the Disclosure and Barring Service (DBS).

To find out which roles require a disclosure check please see The Appointment Process chapter in Policy, Organisation & Rules.

British Scouting operates across Europe, the Middle and Far East as well as in other parts of the world. Each of the countries has very different criminal justice systems, cultures and mechanisms of safeguarding.

What disclosure checks do I need to complete?

All volunteers who have been resident in the UK for a period since their 10th birthday must complete a disclosure check through the Disclosure and Barring Service (DBS).

In addition, any disclosure check that is available in the country in which the adult takes part in Scouting must also be undertaken.

For further support and guidance about the disclosure check process for adults who volunteer within British Scouting Overseas, contact secretary@britishscoutingoverseas.org.uk
If you have not been resident in the UK since your 10th Birthday you are not required to complete a DBS check. You will need to inform UKHQ directly so that they can update your record on Compass.
To notify UKHQ complete this short form - DBS Notification Form

How to apply for a Disclosure and Barring (DBS) check

There are two ways to apply for a Disclosure and Barring Service (DBS) check:

To be able to use Atlantic Data the applicant MUST hold the relevant ID documentation to go through ‘Route 1’ as set out in the DBS’s guidance .

If the applicant does not hold the ID documentation required to go through ‘Route 1’ then the applicant will need to complete a paper application (see below).

Online application process using Atlantic Data

After an adult has been added to Compass click on ‘Request New Disclosure’ on the disclosures tab within the adult’s record to pass the applicants details through to Atlantic Data.
To process a DBS check in Atlantic Data there are two ways to complete all of the sections before a DBS application is submitted to the DBS for processing. 
A full explanation (including videos, user guides and quick start guides) of the two ways to complete a DBS application using Compass and Atlantic Data can be found on the Compass Support website.

The quickest and easiest way to complete a DBS application is by completing Option 1 in Atlantic Data.

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 this is the case, the ID Checking Form can be used.

The ID Checking Form enables an ID checker to complete Option 1, as shown above, using the form. The form does not collect the details that the applicant needs to provide in their part of the application as this section must be completed by themselves on Atlantic Data.

Paper Application process
How to apply for a Local Check

Adults who require a disclosure check for the role they are undertaking in British Scouting Overseas are required to undertake a local check in the country in which they live. You can find more information within the guidance for each District below:
Guidance for France and Iberia
Guidance for Middle East
Guidance for Northern Europe
Guidance for Rest of the World 

Guidance for all of British Scouting Overseas

You will receive email acknowledgments of the information you upload but you can also check progress. You will need to register (a one-off process) at the Support Portal. You will need an email address and a password of your choice. Once you have done this, you can log in and check on your applications.

Renewal of disclosure checks

You must renew all disclosure checks, both DBS and local, at intervals of not more than five years.

Cost of disclosure checks

DBS checks are free of charge; support for the cost (if any) of obtaining local check is available. Make an application, with full details of the disclosures obtained and with proof of payment, to secretary@britishscoutingoverseas.org.uk

Further information about The Disclosure and Barring Service

A Disclosure and Barring Service (DBS) check is an important element for making safer appointment decisions, ensuring that appropriate people can work with vulnerable groups, including children. It replaces the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA).

More information about the DBS can be found on the UK Government website.

What ID documents will I need to show for a DBS check?

There are certain documents that which you will need to show to an ID checker to complete your disclosure application.  The full list of documents is listed on the UK Government website.

Issuing of the DBS check

Once the disclosure certificate is issued to the volunteer by the DBS, the Vetting Team at UKHQ will inform either the relevant Commissioner or the Appointment Secretary of the outcome and whether the volunteer is able to start in their role.  The volunteer’s Compass record will be updated to reflect the outcome.

DBS checks are just one element of the National Vetting Process and the issuing of the certificate does not mean that the volunteer is able to begin straight away.

Update service

The Scout Association does not currently use the Disclosure & Barring update service to undertake an applicant’s status check, as the current scheme is not practical for the Association to undertake.

Further information about the Update Service can be found on the UK Government website.

Guidance about DBS filtering

Certain convictions or cautions no longer need to be disclosed as part of a disclosure application.  This question is asked directly to the applicant within Atlantic Data, so no action is required on the part of ID Checkers/Data Processors.

Further information about DBS Filtering can be found on the UK Government website.

For further advice, contact the Scout Information Centre on info.centre@scouts.org.uk or call on 020 8433 7100.


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