DBS (Disclosure and Barring Service)

All Coaches, Assistant Coaches and Sign Off Authorities must hold an Enhanced DBS disclosure issued within the last three years. If applicants do not hold a current DBS disclosure, the NFAS will make application for the appropriate forms to be forwarded to them to apply for a DBS disclosure.

Should a disclosure be returned with content (criminal record), the applicant will be requested to forward a copy to the DBS Administrator. Depending on the severity of the offence, a decision will be made on whether the applicant is deemed suitable to take up the post. Content of a serious nature may be referred to the NFAS Committee for adjudication.

Confidentiality will be observed at all times and applicant details will only be available to the DBS Administrator. Copies of disclosures will be destroyed once viewed by the DBS Administrator.

Changes to DBS Procedure 2023

For those positions in the NFAS that require a DBS disclosure, the holder has to reapply every three years. The cost of renewal is currently met by the NFAS for NFAS Coaches however for the past few years the DBS have been operating an online update service. This service is free to volunteers (and therefore Coaches) and does not require the applicant to send proof of identity each time a renewal is required.

After the 1st January 2023, the NFAS will meet the cost of the coaches first DBS renewal only, after which the coach will need to register with the DBS Update Service.  If not registered with the DBS Update Service subsequent updates will be charged at £25.00 and the coach renewal form must be accompanied by a fee of £25.00 to cover the cost of their DBS check.

The Update Service allows:

• Applicants to keep their DBS certificates up to date.
• The DBS Administrator to check a DBS certificate (to renew your coach status you must give permission for the NFAS DBS Administrator to view your disclosure details online).
• The NFAS to accept online Update Service disclosures from other organisations, providing they are enhanced disclosures.

How to register
To use the Update Service, you need to register online within 30 days of receiving your new DBS disclosure at https://www.gov.uk/dbs-update-service. When completing your registration do not deselect the box ‘Automatic Updates’.

If you have not yet applied for a DBS check you can register for the update service using your application reference number (the ‘form ref’ on your DBS application form. This is the application form you will receive from DDC Checking Ltd after completing your coach renewal form).  DBS must receive your application form within 28 days.

If you’ve already applied for your DBS, you can register for the update service using your DBS certificate number. You must do this within 30 days of the certificate being issued. You can use the DBS tracking service to check the progress of your DBS certificate.

What you get
You will be able to use your DBS certificate to apply for positions in other societies and clubs, providing it is a voluntary position.

• Unless the post you are applying for requires you to get a new certificate.
• You need a certificate for a different type of position (for example, you have an ‘adult workforce’ certificate and need a ‘child workforce’ certificate).
• You need a different level certificate (for example, you have a standard DBS certificate and need an enhanced one).

Once you’ve registered, you can use the update service to:

• Add or remove a certificate.
• Give permission to check if anything has changed on your certificate.
• See who has checked if anything has changed on your certificate.
• View your details.

Renewing your subscription
A subscription to the update service lasts for one year. Coach renewals will still last for three years. You can renew your subscription through the update service, either:

• When you first register, by choosing automatic renewal, or
• up to 30 days before your current subscription ends – but you cannot renew on the last day of your subscription.

Full details of the Update Service can be found at: https://www.gov.uk/dbs-update-service.

If applying for your DBS for the first time the same online procedure applies.