How long will it take to receive my certificate?
20 January 2013
Disclosure Scotland works within a Service Level Agreement to produce 90% of all types of Disclosure, for a correctly completed application with no further enquiries, within 14 calendar days. This is measured from the day we receive the application to the day of dispatch. Certificates are dispatched 1st class Royal Mail postage.
As of 20/1/2013, we are processing correctly completed Police Act Disclosure applications, with no further enquiries, within our Service Level Agreement.
Currently initial applications to join the PVG Scheme are taking 17 days on average to be processed and improving. This slight delay has been caused by Public Holidays over the Christmas and New Year period.
As some applications may require further enquiries, these applications may take longer than our quoted average turnaround time.
Important Customer Notices:
PVG Scheme Retrospective Checking Update
31 January 2013
It was hoped that by the end of January 2013 we would be in a position to provide a date when we could move to being able to receive the full 100% of the monthly agreed volumes for PVG retrospective checking applications. As previously explained, we have had issues with our IT system that manages the PVG Scheme and this still continues to restrict us in our capacity to accept PVG retrospective applications.
I understand the continued frustration this may cause you and I can assure you that we are doing everything we can to minimise the disruption to you. We will inform you if we can accept the full 100% of agreed volumes before the end of February, but if not we will update you again at the end of February.
Customer Satisfaction Survey
13 December 2012
In January 2013, Disclosure Scotland will be conducting a survey on customer satisfaction. The purpose of the study is to understand how our customer organisations perceive our services and how satisfied our customers are with these services. This is an important study for us to discover how we can improve the services that we provide you.
The survey will be carried out by GfK, an independent market research agency, and will be an opportunity for you to express your opinions and preferences.
The survey will contact a sample of organisations employing Disclosure Scotland services and will take approximately 10 minutes to complete online, or by telephone interview, and we will begin fieldwork Friday 4 January 2013.
Disclosure Scotland has provided GfK with only organisation's business contact information. This study is in line with the Market Research Society’s Code of Conduct and with our Privacy and Data Protection Policies. There will be no marketing activity as a result of any information you provide.
If contacted your feedback will be much appreciated. Thank you in advance for your help with this study.
Disregarding certain convictions for sexual offences
6 December 2012
On 1 October 2012, a change was made to the law of England and Wales which means that anyone with certain historical convictions, cautions, reprimands and warnings for decriminalised consensual sex between persons aged 16 and over can apply to the Home Office to have these records disregarded.
Following a successful application to the Home Office, the disregarded offence(s) no longer need to be disclosed by the individual.
Please note that applications for the disregarding of such offences must be made directly to the Home Office.
Follow this link to find out more about the process, including the form and guidance notes.
PVG Scheme Retrospective Checking
10 October 2012
This is a reminder to our registered bodies that the retrospective checking of existing employees (i.e. those employees who were in post at the PVG go-live date, 28 February 2011) will be starting on Monday 29 October 2012 and is currently scheduled to last for 3 years. Many of our large users will already have agreed monthly volumes with Disclosure Scotland and we have also asked registered bodies to halve their monthly applications to us for the first 3-months to allow us to ensure the robustness of our database for the anticipated increase in volumes. We will be updating our website in late January 2013 to advise on whether or not the full volumes can be established.
Disclosure Scotland would appreciate the co-operation of all registered bodies in ensuring that their monthly submissions are spread evenly throughout the entire 3-year period. This will ensure that we don't have an unnecessary ‘swamping’ of applications during the first year and will also assist in ensuring that our service targets are maintained to all customers.
Before submitting a retrospective application for a current employee, please ensure that they have not already been introduced into the PVG Scheme by another employer. If your 'retrospective' employee is already in the PVG Scheme for your specific regulated workforce(s), then you need only apply for a PVG Scheme Record Update (SRU). The SRU costs £18 and has a quicker turnaround time than a Scheme Record application, so there is considerable benefit in confirming if your employee is in the PVG Scheme before submitting a full Scheme Record application.
The following information may be useful to assist you in the accurate completion of the correct PVG Application Form.
Where the individual is NOT in the PVG Scheme
Complete - an "Application to Join PVG Scheme" form - Cost £59
A1 - Place a "X" at "Scheme Record"
A2 - Select relevant workforce(s)
E1 - Place a "X" at "Yes"
Where the individual is already in the PVG Scheme for the requested regulated workforce
Complete an “Existing PVG Scheme Member” form – cost £18
A1 - Place a "X" at "Scheme Record Update"
A2 - Select relevant workforce(s)
A3 - Place a "X" at "Yes"
Where the individual is already in the PVG Scheme but NOT for the requested regulated workforce
Complete an “Existing PVG Scheme Member” form - cost £59
A1 - Place a "X" at "Scheme Record"
A2 - Select relevant workforce(s)
A3 - Place a "X" at "No"
The fees mentioned above are waived in relation to volunteers doing unpaid regulated work for qualifying voluntary organisations.
Please also be aware that before submitting an application to join the PVG Scheme, countersignatories must be satisfied that the post is in regulated work with the relevant workforce(s). Positions where a role previously qualified for an Enhanced Disclosure doesn't necessarily mean that it is now in 'regulated work' and therefore eligible for PVG membership. Please see the detailed guidance on our website for further advice of what is and is not regulated work using the 5 step assessment tool.
If you require any further information on PVG or retrospective checking, please contact our Helpline on 0870 609 6006.
Our Cookie Policy
August 2012
Please click here for more information.
Commencement of Retrospective Checking
12 July 2012
Disclosure Scotland has now completed its testing of the new PVG Database and is currently undertaking a schedule of required updates to enable a full and robust service to our customers.
However, I am pleased to announce that subject to some provisions below, the introduction of the retrospective checking will start with effect from Monday 29 October 2012. This lead-in period is to allow all of our stakeholders time to prepare and resource for any additional work as a result of the introduction of retrospective checking.
While our system updates are progressing, I am asking that those registered bodies which have agreed a monthly retrospective checking volume with Disclosure Scotland, to submit half of their allocation for the initial 3-month period up to 31 January 2013. I am also asking that those registered bodies, which are lower volume users of Disclosure Scotland and which do not have agreed monthly volumes, to submit half of their anticipated volumes for the same initial period. This gradual increase in volume will allow me to be better informed regarding our system capabilities and prevent any unnecessary log-jam of applications which would lead to a reduction in the turnaround times to all of our customers.
I appreciate that this is not an ideal situation, but I trust that you understand that we are doing everything we can to be able to provide you with a full service as quickly as possible.
Retrospective checking will run for 3 years and it is important that registered bodies do not swamp Disclosure Scotland with applications above their allocations. The existing staff within organisations who require to be introduced into the PVG Scheme should be done so in evenly distributed monthly volumes to Disclosure Scotland over the following 36 month period.
I will provide an update on progress with retrospective checking here in mid January 2013.
If you require any further information on PVG or retrospective checking, please contact our Helpline on 0870 609 6006
The name on Application Forms and Certificates
May 2012
This is a crucial point to make to organisations and customers; the name that is entered on the application form, in Part B, Personal Details, fields B2, B3 and B4 is the name that will appear on a disclosure certificate. The supporting documentation that accompanies the application form is to allow us to validate proof of identity – people often have variations of their name on driving licenses, passports, bank statements etc. We do not use, and are legally not allowed, to use such documentation to edit application forms.
Guidance on Health Services in relation to Police Act Disclosures
25 May 2012
This guidance is aimed at assisting organisations in determining the correct level of Police Act Disclosure to apply for. For details, click here.
Updated Guidance on Foster Care, Kinship Care and Adoption
17 May 2012
Disclosure Scotland has now published updated guidance on Foster Care, Kinship Care and Adoption. Please click here for detail.
Change to Pharmacy Regulatory Body
15 May 2012
PVG application forms request that the applicant includes their registration details with certain Regulatory Bodies. The PVG legislation and guidance notes make reference to the "Royal Pharmaceutical Society of Great Britain" with Regulatory Body Code 110.
The General Pharmaceutical Council has superseded the Royal Pharmaceutical Society of Great Britain. Until such times as the PVG legislation and guidance can be amended, applicants who are registered with the General Pharmaceutical Council should include their GPhC registration number along with Regulatory Body code 110.
Do you have a duty to refer?
27 March 2012
The PVG Act places a legal duty on organisations and personnel suppliers to make a referral when certain criteria are met. Broadly speaking, the criteria are that: (a) an individual doing regulated work has done something to harm a child or protected adult and (b) the impact is so serious that the organisation has (or would) permanently remove the individual from regulated work. It is a criminal offence not to refer an individual when the duty arises.
Making a referral is very important. Failure to refer an individual may mean that an individual who is unsuitable to do regulated work does not get barred from doing that type of work and can go on and harm other vulnerable people in other settings. If you think you might need to make a referral, please read the PVG Guidance, Chapter 6.
Any issues regarding your registered body account, including the removal or addition of countersignatories, should be discussed with our registrations team. In order to remove the lead signatory from a registered body account you would need to request a Registration Modification Form. You would then need a registration application to add a new lead signatory in their place. In addition, you will need to complete a registration application to add a new countersignatory to a registered body account. These forms can be requested either by calling 0870 609 6006 or emailing your request to
info@disclosurescotland.co.uk.
Retrospective Checking Updates
16 May 2012
Disclosure Scotland regrets that it is still not in a position to announce a definite date for the commencement of Retrospective Checking, although we hope to do so in the near future. Before we announce this date, we wish to be confident that when the Retrospective Checking process begins, the PVG system is fully capable of handling the anticipated additional volumes, in addition to ongoing new membership applications. When we do decide the date, we will allow, as part of the decision, time for organisations to prepare themselves for this process.
30 March 2012
Disclosure Scotland hopes to announce when retrospective checking will begin in the near future. We will update customers as soon as possible.
5 March 2012
In my last update I advised that I would give a further update on 5th March 2012.
Unfortunately the testing of the system is still ongoing so I am still unable to give you a start date for retrospective checking.
I will give you a further update as soon as I am in a position to do so, and certainly no later than the end of March 2012.
Brian Gorman
Head of Disclosure Services.
16 February 2012
In the letter issued to registered bodies in November 2011, I promised that I would update our registered bodies via our website in February 2012 regarding the commencement of retrospective checking for PVG.
The testing of the IT system to provide technical assurance on the scalability and resilience of the solution to support the anticipated volume of retrospection cases is ongoing. We must wait the outcome of these essential activities before any decisions can be made concerning the commencement of retrospective checking. I can assure all of our users that I am working with colleagues to ensure that the retrospective checking can be introduced as soon as possible.
However, at this time, I cannot commit to a start date for retrospective checking, but I will be updating this website on a regular basis to keep our registered bodies aware of the current position. The next update to our website for the introduction of retrospective checking will be during the week commencing the 5 March 2012.
I fully understand that this will not be good news for our registered bodies, but I can assure you that I do understand your concerns and we are fully engaged in trying to get our database on a robust footing to cope with the increase in PVG Scheme processing.
If you require any further information on PVG, or retrospective checking, please contact our helpline on 0870 609 6006.
Brian Gorman
Head of Disclosure Services
Disclosure Scotland
Update on Police Act Standard and Enhanced Disclosures for Unpaid Voluntary Work.
2 February 2012
There are a number of different steps planned to allow voluntary organisations to be able to access free standard and enhanced disclosures. When the PVG Scheme went live in February 2011, an unintended consequence of this was that those posts which were not eligible for PVG Scheme membership, but were still relevant for an in depth check of criminal history systems, were now not entitled to do so at no cost. To resolve this, a three step plan has been developed.
The first step is that the Central Registered Body in Scotland ("CRBS") has been given additional resources to be used to meet the cost of the standard and enhanced applications for these voluntary organisations. To benefit from this change, voluntary organisations will have to route the relevant applications via the CRBS. Although this might involve a change of practice for some organisations, it will allow them to achieve the free checks sooner. CRBS will have the responsibility for paying the fee for these applications.
Disclosure Scotland and the Scottish Government are taking forward work on the second step, which is an amendment to the Police Act (Criminal Records) (Scotland) Regulations 2010. The amendment will set a fee of £0 for standard and enhanced applications from certain voluntary organisations. This will use a definition, similar to that of qualifying voluntary organisations in the PVG Fees Regulations, to detail the voluntary organisations eligible for this £0 fee. As at December 2012, we cannot yet give an accurate timescale for when this change will be introduced. We will update our website once we have more information about the timing of the change which will be subject to Parliament’s agreement. The qualifying voluntary organisations would still have to route their applications via CRBS, even when this change is made.
The third step, for a longer term solution, it is planned to amend the Police Act disclosure application form and the Disclosure Scotland’s IT systems to cater for the £0 fee. Once that work is completed, the qualifying voluntary organisations will not be required to route applications via CRBS, they will be able to apply directly to Disclosure Scotland if they wish. Actioning this third step will require some significant changes and it is not possible, at this point in time, to give a firm date as to when it will be carried out. Voluntary organisations and the CRBS will be kept up-to-date with progress throughout this process.
PVG Applications - Common Errors
1 February 2012
All fields highlighted in yellow on the form are mandatory and MUST be completed for Parts A to D on all applications. If the form is being countersigned by a Registered Body, all fields highlighted in yellow in Parts E/F are mandatory and MUST be completed. If the form is being countersigned by a Personal Employer, all fields highlighted in yellow in Parts G/H are mandatory and MUST be completed.
Countersignatories should check that the applicant has completed all mandatory fields, prior to submitting the form to Disclosure Scotland, to avoid the form being returned.
Application to Join PVG Scheme
A1 - Organisations should request a Scheme Record. Scheme Membership Statements and Scheme Membership Statements (Countersigned) are for use by individuals or by Personal Employers (eg. an individual employing someone as a personal carer in their own home), and do not contain any vetting information but simply confirm that the individual is not barred. If an organisation receives a Scheme Membership Statement for an applicant because they have requested one in error, they will be required to pay the appropriate fee again in order to receive a Scheme Record.
B13 -Mother’s Maiden or Family Name is frequently missed, but is a mandatory field and must be completed.
D1 - Should only be marked “Yes” for voluntary positions with organisations who are Qualifying Voluntary Organisations as per the PVG legislation. By crossing “Yes”, you are confirming that you are entitled to a free PVG check. Organisations who are found to be crossing “Yes” for positions which are not entitled to free checks are likely to be subject to further action.
E2 - This should only be crossed “Yes” if the applicant will be working in their own home (eg. childminder).
E5 - Organisations should provide clarity where the job title does not necessarily indicate regulated work, to avoid delays in the application being processed while Disclosure Scotland seek further information. For example, a "Driver" is not normally in regulated work, but a school bus driver will be, therefore "Driver - School Contract" would be acceptable. Similarly, if the position says "Driver", but both Children and Protected Adults checks have been requested, clarity should be given as to what puts the driver into regulated work with both workforces, such as “Driver – school and social work contracts”. Information provided in E5/E6 will appear on the certificate, therefore organisations may wish to submit a job description or provide further information on a covering letter instead.
Part E or Part G – Part E should only be completed by Registered Bodies who are requesting a Scheme Record at A1. Part G should only be completed by a personal employer who is requesting a Scheme Membership Statement (Countersigned) at A1.
Existing Scheme Member Applications
Countersignatories should check the applicant’s existing PVG certificate.
A1 – As per “A1” advice above, but with the following addition re Scheme Record Updates, which are for use by organisations.
Scheme Record Updates can only be issued:
(a) if the applicant has previously been issued with a Scheme Record (as opposed to a Scheme Membership Statement),
AND
(b) if the applicant is already a member of the workforce selected at A2 (ie children and/or protected adults).
If the applicant only has a Scheme Membership Statement, or is only a member of, say, the children's workforce but application is for regulated work with protected adults, the organisation should still complete an Existing Member application but must request a Scheme Record for the new workforce, at a cost of £59.
A2 -This should reflect the position applied for, not the applicant’s existing membership, ie. the applicant may already be a member of both the children’s and adults workforces, but if the application is for a position doing regulated work with children only, you cannot request a protected adults check.
A3 - This should only be crossed “Yes” if the applicant is already a member of the workforce(s) selected at A2. Likewise it should only be crossed “No” if the applicant is not a member of the workforce selected at A2 but is only a member of the other workforce.
B1 - Countersignatories should ensure the PVG Scheme ID number entered here is the PVG Scheme Membership Number from the PVG certificate, and not the Disclosure Number. They should also ensure the number is from a PVG certificate and not an old Enhanced disclosure. The PVG Scheme ID is the PVG Membership Number on the certificate, on the left hand side below date of birth.
D1 – as per “D1” advice above.
E1 – as per “E2” advice above.
E4 – as per “E5” advice above.
Part E or Part G – as per “Part E or Part G” advice above.
Police Act Disclosures (Basic, Standard, Enhanced)
A1 – If a Standard or Enhanced disclosure is requested, Part E must be completed by a Registered Body.
E2/E3 – Enough information should be provided to demonstrate the legislative criteria for the level of check being requested. For example, “Adult resident” is not sufficient information for an Enhanced disclosure check, however “Adult resident in foster carer’s house” meets the legislative criteria.
Part E - Countersignatories should ensure that the boxes crossed at E5-E8 reflect the level of disclosure being requested at A1. For Basic Disclosures, E5-E8 should be “No”. For Standard disclosures, E5 should be "Yes" and E6-E8 should be "No". For Enhanced disclosures, E5 and E6 should be "Yes", with E7 & E8 completed as appropriate.
E-mail communication issues
23 December 2011
Disclosure Scotland has become aware that certain Registered Bodies and Countersignatories are not receiving emails, or are receiving emails without attachments, from Disclosure Scotland. This seems to be caused by the receiving organisation’s SPAM filter ‘blocking’ receipt.
Also, some issues have been reported where organisations have been unable to open PDF files. This issue is caused by the version of Adobe Reader used by the organisation. This issue can be resolved by ensuring Adobe Reader version 9 or higher is installed – this is normally a free down load.
Disclosure Scotland requests that customers check their current filter systems for any emails or attachments from Disclosure Scotland that have been caught in the filters. If so, please amend the email filter and/or the SPAM guard settings in order to receive emails and attachments from the following DS email addresses:
Info@disclosurescotland.co.uk and
info.disclosure.scotland@bt.com
Potential Delay in Start of Retrospective Checking
28 November 2011
Below is a copy of a letter recently sent to all Lead Signatories.
I write to you in your capacity as Lead Signatory for the above registered body.
This letter updates my letter of February this year in which I advised you of Disclosure Scotland’s intention to accept applications for membership of the Protecting Vulnerable Groups Scheme (“the PVG Scheme”) from the existing regulated workforce (“retrospective checking”) at a date one year, or thereby, after the PVG Scheme go-live which occurred on 28 February 2011.
During this first year of the PVG Scheme, Disclosure Scotland has focussed on handling PVG applications from individuals new to regulated work or from staff already in regulated work moving to a different post. We have also processed a small number of PVG applications from existing staff for specific and agreed purposes. This approach has allowed us to manage the volumes of applications being submitted.
As you may know, the IT system which delivers the PVG Scheme has presented Disclosure Scotland with some difficulties which we are still working to resolve. While the system has proven it is capable of handling the current volume of PVG applications Disclosure Scotland receives, it requires testing at the additional volume level that the introduction of retrospective checking will bring. The testing is currently scheduled to take place during January 2012.
Due to that testing I cannot confirm at this point that retrospective checking will begin on 28 February 2012. I apologise for the uncertainty but Disclosure Scotland feels that it would be unwise to commit to that date prior to the testing being completed.
My intention is that, immediately following the analysis of the testing, I will provide information about the outcome on our website (
Informing recruitment decisions through the timely provision of accurate criminal history information and protecting vulnerable groups by preventing unsuitable people from working with them - Disclosure Scotland).
If the testing is successful, I expect that Disclosure Scotland would be able to introduce retrospective checking very soon thereafter and continuing for the following 3-year period.
If the outcome of the testing is not successful, then I will delay the commencement of the retrospective checking until such times as the IT system is enhanced and able to administer the volumes associated with retrospective checking. There will then be further regular updates on our website until such times as a date for the start of retrospective checking can be given.
I understand that this information may mean that you will require to amend your strategy to introduce your existing staff members into the PVG Scheme, but I hope you understand that I am doing everything possible to ensure that our IT system is robust enough to deliver a service to you.
I apologise for any additional burden this uncertainty will place on your organisation but I hope you can understand the reason why I cannot commit to a start date at this time. I can assure you of the best endeavours of Disclosure Scotland in delivering an early start to retrospective checking.
Thank you for your consideration and tolerance in this matter. If you have any questions on the above information please contact our helpline on 0870 609 6006.
BRIAN GORMAN
Head of Disclosure Services
Disclosure Scotland
PVG Applications - Common Errors
12th August 2011
Disclosure Scotland has received a number of Existing PVG Scheme Membership Applications where the applicant, when asked for their PVG Scheme Membership number in Section B1, are putting their Disclosure Certificate number instead. Please note, your PVG Scheme membership Number is on your PVG Scheme Membership Statement, 1/3 of the way down the page, on the left hand side.
PVG Scheme Member’s Personal Information
9th August 2011
It is the responsibility of PVG Scheme members to ensure that their personal information is kept up to date with Disclosure Scotland, notifying us of any changes of name (e.g. after marriage), or change of current home address. This helps allows contact to be made quickly in the event of any query about PVG Scheme membership.
It will also ensure there is no delay in processing any subsequent PVG applications. A change in personal information may sometimes require re-vetting. This process can take time, and if the change in personal information only comes to light at the time of a disclosure application, this may delay the issuing of the disclosure record.
Helpdesk Calls (0870 609 6006)
13th of July 2011
Please Note, all calls to Disclosure Scotland will be answered by our first line agent, who will endeavour to assist with your enquiry at the outset. If this is not possible customers will be transferred to the appropriate department for assistance.
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Protecting Vulnerable Groups Scheme
Find out more about the membership scheme that replaces disclosure arrangements for people who work with vulnerable groups.
PVG Scheme Guidance materials available here
PVG Scheme eLearning Materials now available here.
Regulated Work Self Assessment Tool in now available here.
PVG Scheme and Police Act Application Forms here (for reference - do not print and complete)
The Code of Practice is now available here. Translations of the Code are available in these languages (click to access): ARABIC, CANTONESE, GAELIC, HINDI, PUNJABI, URDU.
Guidelines for making a PVG Scheme referral here.
Freedom of Information (Scotland) Act 2002
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