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DBS Check FAQ's

If you have a query about getting your DBS check please see below and see if it's answered

What is a Disclosure and Barring (DBS) Check?

A DBS check is a printed record containing information from the Police National Computer, local Police intelligence and a check of Government lists of those people barred from working with children and or adults at risk.  British Triathlon use this information to help decide if a person with a role with under 18’s and or adults at risk is suitable.  For more detailed information please visit www.gov.uk/dbs.

British Triathlon are a registered body recognised by DBS allowing British Triathlon to process DBS application forms. The Disclosure and Barring Service carry out the relevant checks and issue the DBS certificates to the individual, British Triathlon do not receive copies of any DBS certificate.

Who needs a DBS Check?

British Triathlon work in line with Government legislation which means that we offer two levels of checks.

The first is an enhanced check and is for anyone who is in regulated, direct face-to-face contact with children under 18 years of age and or Adults at risk.

Simply put, you need to complete an enhanced DBS and barring check if you are in direct contact with children and/or Adults at risk:

  • once a week or more
  • 4 or more times in a 30-day period, or
  • overnight between 2am and 6am

The second is a standard DBS check and this is required for anyone in regular face-to-face contact with children and/or Adults at risk. British Triathlon determine regular contact as being at least once a month.

If you do not meet the above criteria we are legally not allowed to complete a DBS check for you.

What is the process for acquiring a DBS check?

You will need to request an application pack from British Triathlon by sending your request to dbs@britishtriathlon.org. Once you’ve received this you should complete the DBS check application form as well as the personal declaration form.

As part of the DBS check you will need to provide documents to verify your identity.  Enclosed with the DBS application form will be an information pack outlining the documents needed to verify your identity. To verify your identity, you will need to take both the original and a photocopy of your documents to a Post Office which offers the Document Certification Service.  Alternatively, you can get your documents verified by a person who works in (or retired from) a recognised profession.  They cannot be related to you or in a relationship with you.

Examples of recognised professions can be found using the following link; https://www.gov.uk/countersigning-passport-applications/accepted-occupations-for-countersignatories

Finally, you will need to return your DBS application form, personal declaration form, accompanied with photocopies of your certified ID documents to; DBS, British Triathlon, PO Box 25, Loughborough, LE11 3WX, British Triathlon will check your application and validate your ID documents before forwarding it on to DBS to carry out the relevant checks. 

Once British Triathlon receive your application form, we aim to process and send your application of to DBS to carry out the relevant check within 7 working days.

Providing there are no issues with your DBS check application form, DBS will post your certificate to the current address provided on your application form. Once you receive your DBS certificate, you will then need to email a copy to British Triathlon at dbs@britishtriathlon.org.

To request a pack please email dbs@britishtriathlon.org, detailing the number of packs required and the postal address for them to be sent to.

Do I need to pay to get a DBS check?

Anyone who applies for a DBS check and is not a Home Nation Association member will be required to pay a £10 administration fee for their check.  British Triathlon will absorb this cost for Home Nation Association members who volunteer within the sport.  Individuals who are paid for their role will need to pay £54 to have their application processed regardless of whether they are a Home Nation Association member or not. Payment details will be included with the application pack.

I already hold a DBS check with another sport/organisation, do I need to complete another one?

British Triathlon do not accept DBS checks completed through external organisations unless you are signed up to the DBS Update Service.  For further details on the Update Service and how you can register, please see the following link; https://www.gov.uk/dbs-update-service.

Why do some checks take longer to complete that others?

There are a number of reasons a check may take longer, including:

  • Failure to provide a continuous 5-year address history
  • Incomplete or irrelevant ID documents provided
  • Incomplete form provided
  • Delays in the local Police force accessing information

To ensure minimal delay, you are advised to ensure you have completed all the relevant sections of the application form and have provided the relevant ID documents.

What if there is something on my DBS check?

British Triathlon have a duty to ensure the information released doesn’t affect the safety of children.  All disclosures are considered on a case-by-case basis, accounting for the individual’s age at the times of the conviction and the nature of the conviction.

British Triathlon will sometimes contact you about convictions or information on your DBS check.  This is to enable British Triathlon to be sure you are suitable to be involved with children’s triathlon and to confirm that your convictions or other information isn’t relevant to the welfare of under 18’s in triathlon.  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.

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.

Once the enquiry has been completed and British Triathlon are satisfied the disclosure will be treated as though it is clear of convictions and will be destroyed, in accordance with the law.

How to track your DBS application

You can track your application with the DBS Office directly by using the online tracking service.  You will need to make a note of your application form number which can be found on the top right-hand corner of the application form, it will start F01. https://www.gov.uk/disclosure-barring-service-check/tracking-application-getting-certificate

What if the information on my DBS check is incorrect?

You will need to contact the DBS immediately; if you wait more than 90 days then the information cannot be amended, and you will need to complete a new check.

The contact details for the DBS will be on the back of your DBS certificate.

Who will see my DBS disclosure?

Your DBS Certificate will only be sent to you and British Triathlon will request that you forward a copy of the certificate to them to validate it.  Once British Triathlon have confirmed your certificate is valid, British Triathlon will update your DBS status on the online database system and destroy the copy of the DBS certificate.

 

What happens if I change club?

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.

Does my DBS check expire?

The DBS check does not expire; however, it is effectively 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.

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