Central Registered Body In Scotland (CRBS) PVG and Retrospective Checking 1 st October 2012

1. Central Registered Body In Scotland (CRBS) PVG and Retrospective Checking1st October 2012

2. The Protection of Vulnerable Groups (Scotland) Act provides for two lists, one for children and one for protected adults. • The effect of being included on either of these lists is that an individual is barred from undertaking regulated work (paid or unpaid) with children or protected adults or both and commit an offence if they do so. • An individual can be barred from one type of regulated work and not the other.

3. The PVG Scheme replaced Enhanced and Standard Disclosures for individuals working with vulnerable groups. The first year of the PVG scheme was for new members of staff and volunteers. Existing members of staff and volunteers who have been in place since before the implementation of PVG were required to wait for the introduction of Retrospective Checking.

4. Retrospective checking will go live on, October 29th 2012

5. Account Limits All enrolled organisations have been allocated a monthly account limit. This limit helps CRBS and Disclosure Scotland ensure that all organisations are treated equitably during the period of retrospective checking. If you are not aware of your organisational account limit for retrospective checking, contact CRBS. Retrospective checking will run for 3 years and it is important that registered bodies do not swamp CRBS and Disclosure Scotland with applications above their allocation.

6. The existing staff and volunteers within organisations who require to be introduced onto the PVG Scheme should be done in evenly distributed monthly volumes to CRBS and Disclosure Scotland over the 36 months that the introduction of retrospective checking will last.

7. PVG Scheme disclosures • Scheme record disclosure. • Scheme record update. • Scheme membership statement

8. Scheme membership statement The scheme membership statement will show: • The type of regulated work that the applicant has joined the Scheme to do. • That the applicant is not barred from regulated work of that type. • If Scottish Ministers are considering listing the applicant for that type of regulated work. • Only available to those in personal employment or those who anticipate undertaking regulated work. Note – scheme membership statement are not available through CRBS.

9. Scheme record disclosure The scheme record will show: The scheme member’s scheme membership statement, and Any vetting information gathered by Disclosure Scotland about the scheme member. In retrospective checking this will only be used if the applicant is NOT already a member of the scheme for which they are applying for a check or if the organisation requires further information after undertaking an Update.

10. Scheme record update If an applicant is already a PVG scheme member for the area of regulated work you want to check them against, then they MUST access a Scheme Record Update.

11. Scheme record update The scheme record update will show: the scheme member’s scheme membership statement. When the scheme record was last disclosed. If vetting information shows on the scheme record. Whether or not vetting information has been added or removed from the scheme record since it was last disclosed. It does not show the details of that change.

12. The Application to Join the PVG scheme form MUST be used if the applicant is not a member of either parts of the PVG scheme. The Existing PVG Scheme Member application form MUST be used if the applicant is already a PVG scheme member, irrespective of which area(s) of the scheme they have already joined.

13. Applications that are on the wrong form will be queried and/or returned to the organisation. To help ensure that applications are processed as quickly as possible, Ask all PVG applicants if they are already a PVG scheme member for either of the areas of regulated work.

14. If they are not a PVG scheme member at all then access a Scheme Record. If they are a PVG scheme member for the area of regulated work they will be doing with you then access a Scheme Record Update. (£18 if required to be paid for) If they are a PVG scheme member but not for the area of regulated work they will be doing with you then access a Scheme Record but on the Existing Member application form. (£59 if required to be paid for)

15. For existing Scheme Members the application form asks for the applicants PVG scheme ID number as a mandatory field. Only enter the PVG membership number into section B1 of the Existing Member form. Numbers from Enhanced, Standard or Basic disclosure checks are not acceptable, it must be the SIXTEENdigit PVG number. If the applicant does not yet have their number, e.g. they only completed the application to join last week with another group - attach a separate sheet of paper with the details of when the applicant applied to join the scheme and which group they applied through and that their PVG Scheme ID number has not come back yet.

16. Issues to Consider under Retrospective Checks • Offences committed during employment / volunteering • What is your policy on assessing vetting information? • Is it in the employment contract or volunteer agreements? • If so, what action will you take? • If not, what action will you take? • Who is responsible for assessing information?, who will they speak to for assistance and advice? • Who will make the final decision?

17. Central Registered Body in Scotland (CRBS) Tel: 01786 849777 Email: info@crbs.org.uk Website: www.crbs.org.uk