DBS checks do not expire; however, it is a ‘snapshot’ and is only accurate at the time the application form is completed.  British Triathlon follow the best practice guidelines and ask that individuals who require a DBS check renew them every three years.

Check your spam/junk folders and filters as it may have landed in there, depending on your security settings. If you cannot see it there, contact dbs@britishtriathlon.org with the topic ‘DBS Activation Email – Missing’ and one of the Safeguarding team will be able to advise.

The DBS do not issue re-prints for lost certificates and you may be required to complete a new DBS application. Please see the DBS certificate reprint guide.

Once your DBS has been countersigned, it can take up to 8 weeks however many are completed in less time. We strongly recommend allowing sufficient time to complete your DBS check if you need for your role.

16 years old.

To be eligible for an Enhanced check without check against the adults bared list when working with adults in a sports environment, in a role that isn’t providing health care, an applicant must meet all three of the following criteria.

1.         An applicant must be carrying out an activity for adults who currently receive a health or social care service and the activity provided is specifically for adults because of their age, any disability, physical or intellectual impairment. This excludes the following disabilities:

• Dyslexia;
• Dyscalculia;
• Dyspraxia;
• Irlen syndrome;
• Alexia;
• Auditory processing disorder;
• Dysgraphia

If someone is performing an activity with an adult who is receiving a service under this list go to step 2.

2.         An applicant must be;

• Providing any form of care or supervision
• Providing any form of treatment or therapy

• Providing any form of training, teaching, instruction, assistance, advice or guidance wholly or mainly for adults in step 1.

If the applicant is performing an activity with an adult who is receiving a service under step 1 and doing one of the activities in step 2 go to Step 3.

3.         If the adults are receiving a service or activity from Step 1 and the applicant  is providing an activity for them from Step 2; then they need to be providing this activity often enough to meet the requirement for work with adults.

This requirement is met if the applicant carrying out the activity is doing it:

• At any time on more than 3 days in any period of 30 days; or
• At any time between 2am and 6am and the activity gives the person the opportunity to have face-to-face contact with the adult; or
• At least once a week on an ongoing basis.

If the applicant meets the requirements in steps 1, 2, 3, they would be eligible for an Enhanced check for the adult workforce without a check against the adults barred list.

Payment is made online as part of your DBS application, you will need to have a card available for payment.

A volunteer DBS check is for people engaged in an activity which involves spending time, unpaid (except for travel and other approved out of pocket expenses), doing something which aims to benefit some third party and not a close relative.

The DBS definition of a volunteer is defined as:

“Any person engaged in an activity which involves spending time, unpaid (except for travel and other approved out-of-pocket expenses), doing something which aims to benefit some third party and not a close relative.”

To qualify for a free-of-charge DBS check, you must not:

•          benefit directly from the position for which the DBS application is being submitted

•          receive any payment (except for travel and other approved out-of-pocket expenses)

Once someone has completed a DBS application, they need to get their ID documents and application verified. We want to make this process as easy as possible for clubs and DBS applicants, which means clubs need to nominate and register a DBS ID verifier to enable the process to take place within the club and not seek verification elsewhere.

Clubs are required to register a DBS ID verifier in their British Triathlon club management account so that club workforce can use the club DBS ID verifier for the purposes of ID verification.

An ID verifier will need to meet the applicant in person and follow the DBS ID checking guidelines set out here to validate the identity of the applicant.  They will need access to a device which is connected to the internet and they can access emails on so they can complete the online verification process. 

For full guidance on how to verify a DBS application online please click here.

We need clubs to register their club DBS ID verifier in their British Triathlon club management account as we are not able to transfer previously registered DBS ID verifiers into the club’s management account.

DBS Applications for your clubs workforce will not be able to be verified when the new online system goes live, which will prevent DBS applications being processed and completed for your coaches and volunteers.

Only the person who has access to the club’s British Triathlon management account can register the clubs DBS ID verifier.

In order to become the club DBS ID verifier you must be a club committee member, e.g. welfare officer or secretary and have received approval from the club’s committee/management to take on the role. The club is then responsible for registering the DBS ID verifier in the club management account and can do this by following this guide. DBS ID verifiers do not need to have a DBS themselves.

Your ID documents will be verified by a DBS ID verifier. During your application you will select your DBS ID verifier.

Before you start your British Triathlon DBS application your club needs to have registered a DBS ID verifier in their club management account. Guidance on how a club can register a DBS ID verifier can be found here. If your club has not registered a DBS ID verifier in their club management account you will not be able progress with your DBS application. This is because you will not be able to select during your application a DBS ID verifier at your club to complete the DBS ID verification process.

Applicants who are not a member of or associated with a club you will need to identify someone to complete their DBS ID verification process. This individual will then need to be registered as a DBS ID verifier by British Triathlon. To do this please request they email dbs@britishtriathlon.org with their name and email address.

Your DBS check will remain valid and, if necessary, your new club can enquire with British Triathlon as to whether you have a valid check.

Once you have receive notification from British Triathlon your DBS is complete please allow a few days for your certificate to arrive in the post. If you not receive your certificate please contact the DBS directly on 0300 0200 190 or email customerservices@dbs.gov.uk

Once your DBS has been countersigned you can track the status of your application online here. You will need your date of birth and E-reference number which would have been be emailed to you. 

Please be open and honest if you have any convictions or think you will have content on your DBS. Please complete your application form honestly and disclose this information to British Triathlon.

We assess DBS checks with content in line with the British Triathlon Assessing Disclosures on Criminal Record Checks Policy. Criminal record check certificates sent to British Triathlon or Home Nation are kept securely and limited to those who are authorised to see it as part of their duties.

Not necessarily. British Triathlon have a duty to ensure the content of the DBS certificate doesn’t affect the safety of children.

We assess DBS checks with content in line with the British Triathlon Assessing Disclosures on Criminal Record Checks Policy. This policy sets out how British Triathlon and the Home Nations assess risk when giving clearance to individuals to carry out their role when they have received a disclosure on their criminal records check.

We assess each application on merit, and look at a range of factors such as types of convictions, age at the time of the offences and any rehabilitation completed. We also consider how your circumstances may have changed since the offences happened. If you are asked for this information, it is very important that you provide it quickly – failure to do so could lead to your suspension from the Home Nation Associations.

We may put in place some temporary or permanent measures such as training, a probationary period or supervision, or other necessary restrictions. Occasionally, British Triathlon will make the decision that a person should be suspended whilst enquiries are completed.  If this happens you will be provided with clear information about what you may and may not do in triathlon and how to progress your situation.

However, if you are on the Children’s Barred List, we will not be able to permit you to lead or coach in any roles where you may come into contact with Under 18’s.

If you have a DBS check and it came back clear but since the issue date you have had a conviction or be reprimanded, you should inform the British Triathlon Safeguarding team immediately. You must also inform the team if you are under investigation for Safeguarding reasons by another employer, the police or Children's Social Care. We will speak to you about the situation and whether your circumstances impact on your role in triathlon.

This is to ensure that we have the most accurate and up to date records for those working within triathlon and where necessary, safeguard everyone involved, especially Under 18’s.

Yes, if your DBS is the correct level for your role in triathlon and it is subscribed to the Update Service.

British Triathlon are committed to providing safe and enjoyable environments for children and adults within our sport. Members of the Triathlon England workforce seeking to work with children or adults at risk within triathlon are required to obtain a satisfactory criminal records check and renew this check every three years where their role meets the requirements for a DBS check through British Triathlon. These checks help British Triathlon and Triathlon England make informed recruitment decisions about the suitability of people with criminal records who are seeking a role in triathlon working or volunteering with children or adults at risk. We do not accept external DBS checks, even if applied for through a school, another NGB or an individual’s work place. This is because British Triathlon have an additional vetting process designed to meet British Triathlon safeguarding policy and standards, on top of those made through the statutory DBS check.

The reasons why we do not accept DBS checks completed through external organisations unless you are signed up to the DBS Update Service are;

• There are associated risks in accepting a DBS obtained through another employer, there is no guarantee that the identity checking guidelines were followed by the previous Registered Body, to ensure the results were returned accurately. This is in no way questioning the integrity of those other registered bodies and their due diligence but we want to ensure that we have taken every step possible to mitigate any and all risks to our sport.
• Additionally a DBS check is a check against the records at a moment in time and additional information could be added any time after the issue date shown on the Certificate. Also, the police will decide whether to release intelligence based on the role and workforce entered on to the form of the individual completing the DBS.

For these reasons it is the policy of British Triathlon to ensure that anyone seeking to work in regulated activity within our sport in England is required to have a British Triathlon DBS check.

In order to check the update service for you and renew your British Triathlon DBS, we require the following information to be sent in an email to us with the subject title ‘DBS Update Service’:

• Full Disclosure Number on the certificate
• Date of Birth on the certificate
• Surname given on the certificate
• Your consent to complete the check
• Your triathlon role and how often you perform this role
• Your British Triathlon Membership
• The name of your triathlon club or organisation

Once the check has been completed via the update service and no new information is returned British Triathlon will renew your DBS check. If additional or new information is present you will be require to complete a new British Triathlon DBS check. Your DBS will not ‘auto-renew’, as per our best practice guidelines we will ask for a new update service check every three years.

In order to check the update service for you, we require the following information to be sent in an email to dbs@britishtriathlon.org with the subject title ‘DBS Update Service’:

• Your consent to complete the check
• Your triathlon role and how often you perform this role
• Your British Triathlon Membership
• The name of your triathlon club or organisation
• Three verified* and signed copies of ID as per DBS guidelines found here. 
• A verified* and signed copy of your original DBS certificate used for the update service.

*Verification of your ID documents and DBS certificate must be performed by a registered British Triathlon DBS ID Verifier from your club or organisation.

Once the check has been completed via the update service and it returns a satisfactory result British Triathlon will validate your DBS check. If additional or new information is present you will be require to complete a new British Triathlon DBS check. Your DBS will not ‘auto-renew’, as per our best practice guidelines we will ask for a new update service check every three years.

Please contact dbs@britishtriathlon.org