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Guide to completing Scottish Para-Football PVG Process

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This guide is designed to support you in completing the PVG process from Online Modules to PVG

Application Form. Only once completed the process will volunteers within regulated roles will be

able to participate within Scottish Para-Football activates.

Contents

Section Page

Scottish Para-Football PVG Process 3

What Form do I need to complete? 4

PVG FORM: Application to join PGV 5-10

For applicants that have never registered with PVG

PVG FORM: Existing PVG Scheme Membership Application 11-15

For applicants that have completed a PVG application before

ONLINE MODULE: Create a Coach Education Account 16

ONLINE MODULE: Book an online Course 17-21

Scottish Para-Football PVG Coversheet 22

PVG Checklist and Scottish Para-Football Address 23

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Scottish Para-Football PVG Process

Club obtains

references

Stage 1 Stage 2

Clubs adds individual

to Registration

System

Individual signs online

declarations

(Self-Declaration and Fair

Processing Notice)

Complete Scottish FA

Wellbeing Online module

Stage 1 Complete

Ready

Individual can be

involved

Individual completes

PVG form

Individual obtains 3

forms of ID, Photocopies

and Club Secretary Sign’s

photocopies

Send PVG form, Self-Declaration (if required),

and photocopies to Scottish Para-Football

Scottish Para-Football check document

and informs of any issues ie Coach not on

system / incorrect forms

Scottish Para-Football adds to

register / Registration system and

send to Volunteer Scotland

Receives PVG back and unless

any concerns update Registration

Complete and inform club

Stage 2 Complete

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Application to Join PVG

Guidance for Applicants – Please only complete if you have never completed a PVG in

the past

You have been given these guidance notes as you are applying for a PVG check to carry out

regulated work (either paid or unpaid) with a Scottish para-Football Game Leader

Organisation. You must complete an Application to Join MVBG Scheme Application if you

have never joined the Scheme. Once reviewed by Scottish Para-Football your form will be

sent to Volunteer Scotland Disclosure Services to be countersigned before being sent to

Disclosure Scotland for processing.

Disclosure Scotland will send your certificate to you and Volunteer Scotland Disclosure

Services we will send a copy to Scottish Para-Football to help us to make our recruitment

decision.

Please take time to read the guidance as any errors will cause delays in processing your

form. If you would prefer audio guidance, this can be found in the Disclosure Services

section of our website www.volunteerscotland.org.uk If you need any assistance, please call

our office on 01786 849777, choose option 2 and a member of our team will be happy to

assist you. Alternatively, you can email your question(s) to

disclosures@volunteerscotland.org.uk

Do

Complete all questions highlighted in yellow in sections A, B and C as these are mandatory fields which must be fully completed.

Complete the application in CAPITAL LETTERS, using black or blue ink and ensure all information is kept within the boxes as the application will be scanned and electronically stored by Disclosure Scotland.

Leave an empty box between each word.

Add any additional information which you need to send with your application on a separate sheet of A4 paper and attach it to the inside of the application.

Use correction fluid or draw a line through any mistakes.

Check that the application is correctly completed.

Pay special attention to sections B23 to B39 as this is where most mistakes are made.

Do Not

Complete this form if you are already a PVG Scheme Member

Quick Guide

Please complete sections A1 to C2. Scottish Para-Football will complete

sections D3-D10. Scottish Para-Football and Volunteer Scotland Services will

complete Sections E1 – E16, Section F, Section G1-G16 and Section H

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A1 Please cross Scheme Record

A2 Please cross the workforce(s) (children and/or protected adults) you will be

working/volunteering with which relate to this application. You should speak to the

person who gave you this form to check that you are joining the PVG Scheme for the

right workforce(s). You should be aware that you will be committing an offence if you

apply to join a workforce which you are barred from.

A3 Please cross ‘No’ as online accounts are not available through us.

B1 Please cross the box next to your title. If your title does not appear in the list, please

give your title in section marked ‘Other’. If you have more than one title, you should

provide the title you would like to appear on your certificate.

B2 You should provide the surname you are currently known by.

B3-4 You should provide your first name. If you have any middle names, they must also

be provided here. You can continue onto B4 if necessary.

B5-12 You must cross ‘Yes’ if you have ever been known by any other names and provide

those names in sections B6 to B11. If your title in B1 is ‘Mrs’ and you were

previously known by a different name, you must cross yes and provide your surname

prior to marriage in the section below. If your surname has not changed, please

cross ‘No’ at section B5. If you need to provide more names than sections B6 to B11

allow, please cross section B12 and provide the additional information on a separate

piece of paper.

If you were adopted, you do not need to provide your surname at birth if you were adopted before you were 8 years old.

If you are transgender and want to keep this information private, please call our helpline (01786 849777, option 2) for advice on completing your application.

B13 Please provide the surname used by your mother/adopted mother from birth or the

name she was known by prior to marriage.

B14 Please provide your date of birth in the format DDMMYYYY

B15 Please cross the appropriate box.

B16 Please provide the name of the town where you were born.

B17 Please provide the country where you were born.

B18 Please provide your nationality.

B19-22 Please provide the relevant details to allow us to contact you if necessary. If we

need to contact you, we will use your daytime telephone number. Please note that if

you provide an email address, Disclosure Scotland will use this as their preferred

contact method. As the information which they send may be of a sensitive nature,

you should only use a personal email address.

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B23-24 Please answer ‘Yes’ or ‘No’ at B23. Please note that if you answer ‘Yes’, you must

provide your full national insurance number in the format LL NN NN NN L in B24. If

you are over 18 and a UK national, you must provide your national insurance

number. If you have not received your national insurance number yet, please attach

a note advising of this.

B25-27 Please answer ‘Yes’ or ‘No’ at B25. Please note that if you answer ‘Yes’, you must

provide your passport number in B26 and the issuing country must be given in B27.

B28-30 Please answer ‘Yes’ or ‘No’ at B28. Please note that if you answer ‘Yes’, you must

provide your driving licence number in B29 and the country it was issued in must be

given in B30. Any middle names shown on your driving licence must be given in

section B3/4. A provisional driving licence should be treated the same as a full

driving licence. If you hold a UK driving licence, the number can be found at point 5

of your photo card in the following format

First 5 letters of Your Issue

Your surname Initials Number

Your date Random

of birth* characters

* The second and third numbers are the month of birth. If the holder is female, 5 is added to the first

number of the month (0 will become 5 and 1 will become 6).

B31-33 Please answer ‘Yes’ or ‘No’ at B32. Please note that if you answer ‘Yes’, you must

provide your National Identity Card number in section B32 and the country it was

issued in must be given in B33.

B34 If you have a national entitlement card which has been issued by a Scottish Local

Government office, you should enter the number here. Some examples of national

entitlement cards are Young Scot Card, Concessionary Travel Pass and One

Scotland Card. There may be other national entitlement cards which are not listed

here.

B35 If you have an electricity supply to your home, you should enter the 21 digit electricity

supplier number here. The number will be given on your electricity bill in the

following format

B36-37 Please answer ‘Yes’ or ‘No’ at B36. Please note that if you answer ‘Yes’, you must

provide your PVG Scheme Membership Number in section B37. You should only

cross ‘Yes’ if you have previously joined the PVG Scheme but have left the scheme.

If you have left the scheme and now wish to join again, you should attach a note

S 01 123 456

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MORGA 657054 SM 9IJ 35

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explaining this. If you do not attach a note explaining this, your form will be returned

and you will be asked to complete an Existing Member Application.

Your 16 digit PVG Membership Number can be found on your certificate, under your

date of birth, as shown in the example below

If you have not advised Disclosure Scotland that you wish to leave the scheme, you

will still be a member and should complete an Existing PVG Scheme Member

Application.

Please contact Disclosure Scotland on 03000 2000 40 if you need to check if you

have left the scheme.

B38-39 Please answer ‘Yes’ or ‘No’ at B38. Please note that if you answer ’Yes’, you must

provide your registration number in B39. ISA is the Independent Safeguarding

Authority, also known as Disclosure and Barring Service. This is a similar scheme to

PVG which runs in England and Wales. If you have registered for this scheme, you

should provide your 12 digit certificate number whether you have left the scheme or

not.

B40-82 Please provide your full current address including postcode. You must provide the

date you moved into this address in section B45 in the format MMYYYY. Please

note that you must provide a full 5 year address history.

If you have lived at this address for less than 5 full years, you should provide your

previous addresses in sections B47-B81 until a full 5 year address history is given.

The resident from date must be given for each address in the format MMYYYY.

Addresses must be given in the correct date order (most recent first and working

backwards). If you need to provide more than 6 addresses, please cross B82 and

provide further previous addresses on a separate sheet of paper until a full 5 year

address history is given.

If you live away from home or have 2 current addresses, you should enter the

address where you would like the certificate to be sent in sections B40-B46 and

provide your other current address in sections B47-B53 and attach a note explaining

this.

Student addresses – The applicant’s current address must be entered in the current

address field. If the applicant is a student then they must enter each address they

have lived at in chronological order therefore, they may need to enter their home

address multiple times on the form eg;

Home Address – res from date 201

Student accommodation - res from 2015

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Home address – res from 2014

Student accommodation – 2013

B83-87 Please answer ‘Yes’ or ‘No’ at section B83. Please note that if you answer ‘Yes’, you

must provide the code given in the table below for your regulatory body in section

B84 and your registration number in B85. You should continue in sections B86 and

B87 if you are registered with more than one regulatory body. You can continue on a

separate sheet of paper if necessary. If your regulatory body is not listed below, you

should not provide your registration details.

Regulatory Body Name Code Regulatory Body Name Code

Care Inspectorate 101 General Chiropractic Council 102

General Dental Council 103 General Medical Council 104

General Optical Council 105 General Osteopathic Council 106

General Teaching Council for Scotland

107 Health Professions Council 108

Nursing and Midwifery Council

109 Royal Pharmaceutical Society of Great Britain

110

Scottish Social Services Council

111

C1-C2 Please read the application to check that the information provided is accurate and

that all sections highlighted in yellow in parts A, B and C are completed. You should

then read the declaration in Part C, sign section C1 and enter the date you are

signing the application in section C2 in the format DDMMYYYY. All forms that are

received by us must be dated within 6 months. Any amendments made to the date in

C2 must be initialled by the applicant.

When you sign the form you are confirming that you are not barred from regulated

work with the workforce(s) crossed at A2 and that you are requesting a disclosure for

lawful purposes (usually to work with children or protected adults).

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What happens next and is there anything I need to know?

What To Do With Your Application

You have now completed the applicant’s sections of the application form. Please return it to

Scottish Para-Football along with your Self-Declaration (if required) and 3 forms of

Photocopied ID which has been signed by the Secretary of your Club.

Identification Check

You will need to provide identification to allow the organisation to confirm your identity. .

The minimum identification you must provide is either two document with a photograph and

one document with your current home address (Please note that this must be 3 separate

documents),. Documents confirming your home address should be issued within the last 3

months. Please photocopy these documents and each signed by your Club Secretary / Key

Person with the date and Name clearly noted.

When Will I Get My Certificate?

The timescale varies depending on how much information needs to be checked and on how

busy the services are. Disclosure Scotland publish their average turnaround times on their

website mygov.scot/organisations/disclosure-scotland. If you want to check on the progress

of your application, please call Disclosure Scotland on 03000 2000 40. If they have not

received your application, please contact the organisation who can call us to check.

If Your Personal Details Change

You should contact Disclosure Scotland on 03000 2000 40 if you change your name,

address or gender. Disclosure Scotland will let you know what they need you to send to

them to confirm the change.

If You Have A New Conviction

Disclosure Scotland will continue to update your record with any new vetting information

(e.g. convictions). Disclosure Scotland will not contact your employer with this information

unless you become barred or considered for listing.

If you become barred or considered for listing, Disclosure Scotland will notify all

organisations you do regulated work for.

Please Keep Your Certificate Safe

You will need your PVG Membership Number if you need to complete another PVG form in

the future.

If You Leave Your Position

Please note that if you stop working or volunteering for the organisation that this application

relates to, you should contact Disclosure Scotland on 03000 2000 40.

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Existing PVG Scheme Member Application

Guidance for Applicants – Please only complete if you have completed a PVG in the

past

You have been given these guidance notes as you are already a PVG member and are

applying for a PVG check to carry out regulated work (either paid or unpaid) with a Scottish

para-Football Game Leader Organisation. You must complete an existing Member

Application if you have already joined the Scheme and are still currently a member. Once

reviewed by Scottish Para-Football your form will be sent to Volunteer Scotland Disclosure

Services to be countersigned before being sent to Disclosure Scotland for processing.

Disclosure Scotland will send your certificate to you and Volunteer Scotland Disclosure

Services we will send a copy to Scottish Para-Football to help us to make our recruitment

decision.

Please take time to read the guidance as any errors will cause delays in processing your

form. If you would prefer audio guidance, this can be found in the Disclosure Services

section of our website www.volunteerscotland.org.uk If you need any assistance, please call

our office on 01786 849777, choose option 2 and a member of our team will be happy to

assist you. Alternatively, you can email your question(s) to

disclosures@volunteerscotland.org.uk

Do

Complete the form if you are a PVG member. Complete sections A - C. Be sure to sign and date the declaration at Part C, keeping your entire signature

inside the box

Use blue or black ink to complete the form and write clearly in BLOCK CAPITALS. Fields highlighted in yellow must be completed. Leave an empty box between each word. Add any additional information which you need to send with your application on a

separate sheet of A4 paper and attach it to the inside of the application.

Be aware that if the application is incorrectly completed, it may be returned to you for correction.

Do Not

Use this form if you have previously only had a Police Act Disclosure and have never joined the PVG Scheme. You will need to complete an Application to Join the PVG Scheme.

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Quick Guide

Please complete sections A1 to C2. Scottish Para-Football will complete

sections D3-D10. Scottish Para-Football and Volunteer Scotland Services will

complete Sections E1 – E16, Section F, Section G1-G16 and Section H

Type of Application

A1 If completing this form you are already a PVG Scheme Member. You should clearly select

one of the options by marking an ‘X’ in the appropriate box.

Scheme Membership Statement/ Scheme Membership Statement (Countersigned): Not

available through us.

Scheme Record: You should select this option if:

You are an existing member of the PVG Scheme but have not previously been checked

for the workforce(s) that you have selected at A2. A3 must then be crossed ‘No’. For

example, you have previously been checked for children and now you need to be

checked for protected adults. See diagram A.

(A)

OR

You have not previously been issued a Scheme Record as you only have a Scheme

Membership Statement or Scheme Membership Statement (Countersigned). Scheme

Record must be crossed and A3 crossed as ‘Yes’. Please attach a note on A4 paper

inside the application stating that you have a Membership Statement. See diagram B.

(B)

Glossary

Scheme Record – a full PVG check because you have not previously joined PVG for one of

the workforces you have selected at section A2.

Scheme Record Update – an update on your details as you already have a Scheme Record

for the workforce(s) selected in A2.

Workforce(s) – this is the term used to describe the group of people you are going to be

working with. The 2 PVG workforces are children and protected adults.

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Scheme Record Update: You should select this option if:

You have previously been checked for the workforce(s) that you have selected at A2

and have been issued a Scheme Record for this workforce. A3 must then be crossed

‘Yes’. For example, you have previously been checked for protected adults and another

organisation wants you to work with protected adults. See diagram C.

(C)

* Please note: if you require further help in deciding how to complete the form, you can

refer to our flow charts which can be found on the Disclosure Services section of the

Volunteer Scotland website.

A2 Please mark the workforce(s) you will be carrying out regulated work with. You must only

apply in relation to the type(s) of regulated work which you are or will be doing for the

organisation by marking a cross in the appropriate box.

A3 Mark an ‘X’ in the appropriate box (refer to images A, B and C above). Please mark ‘Yes’

if you already have a Scheme Record for the workforce(s) that you have selected at A2

and please ensure you are applying for a Scheme Record Update. If you have not

previously been checked for the workforce that you have selected at A2 then please cross

‘No’ and ensure you are applying for a Scheme Record.

Please note that if you already have a Scheme Membership statement you must cross

‘Scheme Record’ at A1 and complete the rest of part A appropriately. If you are applying

for a Scheme Record and you are crossing ‘Yes’ at A3 then please attach a note advising

of the reason for this.

A4 Please cross ‘No’ as online accounts are not available through us.

Personal Details

B1 Enter your PVG Scheme ID number. This is the 16 digit number provided when you joined

the Scheme. You will find this on your certificate (shown in the diagram below) and it will

be referred to as your ‘PVG Membership No’. It will start with the year and month that you

joined the scheme. If you have lost your certificate and do not know your ID number then

please call Disclosure Scotland on 03000 2000 40 option 3 and they will be able to inform

you of this.

B2 Please cross the box next to your title. If your title does not appear in the list, please

give your title in section marked ‘Other’. If you have more than one title, you should

provide the title you would like to appear on your certificate.

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B3 You should provide the surname you are currently known by.

B4-5 You should provide your first name. If you have any middle names, they must also be

provided here. You can continue onto B5 if necessary.

B6 Please provide your date of birth in the format DDMMYYYY.

B7 Mark an ‘X’ in the appropriate box. If ‘Yes’ please provide details on a separate sheet of

A4 paper. It is important that you keep Disclosure Scotland updated of changes to your

personal details during the lifetime of your PVG Scheme membership.

Personal details mean name, gender or address. You should notify a change of name or

gender within three months of the change occurring. There are no legal requirements to

notify a change of address but Disclosure Scotland needs your correct address to ensure

you receive your copy of the disclosure record. If your details have changed then please

provide a photocopy of proof of the change.

B8 Have you registered with any Regulatory Body listed below since your last PVG

application? Mark an ‘X’ in the appropriate box. If ‘Yes’ complete B9-10 and/or B11-B12

selecting the code for the Regulatory Body from the list below. B11-B12 are relevant only

if you are a member of more than one of the bodies listed.

Regulatory Body Name Code Regulatory Body Name Code

Care Inspectorate 101 General Chiropractic Council 102

General Dental Council 103 General Medical Council 104

General Optical Council 105 General Osteopathic Council 106

General Teaching Council for Scotland

107 Health Professions Council 108

Nursing and Midwifery Council 109 Royal Pharmaceutical Society of Great Britain

110

Scottish Social Services Council 111

C1-C2 Please read the application to check that the information provided is accurate and

that all sections highlighted in yellow in parts A, B and C are completed. You should

then read the declaration in Part C, sign section C1 and enter the date you are

signing the application in section C2 in the format DDMMYYYY. All forms that are

received by us must be dated within 6 months. Any amendments made to the date in

C2 must be initialled by the applicant.

When you sign the form you are confirming that you are not barred from regulated

work with the workforce(s) crossed at A2 and that you are requesting a disclosure for

lawful purposes.

Any changes you make should be initialled.

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What happens next and is there anything I need to know?

What To Do With Your Application

You have now completed the applicant’s sections of the application form. Please return it to

Scottish Para-Football along with your Self-Declaration (if required) and 3 forms of

Photocopied ID which has been signed by the Secretary of your Club.

Identification Check

You will need to provide identification to allow the organisation to confirm your identity. .

The minimum identification you must provide is either two document with a photograph and

one document with your current home address (Please note that this must be 3 separate

documents),. Documents confirming your home address should be issued within the last 3

months. Please photocopy these documents and each signed by your Club Secretary / Key

Person with the date and Name clearly noted.

When Will I Get My Certificate?

The timescale varies depending on how much information needs to be checked and on how

busy the services are. Disclosure Scotland publish their average turnaround times on their

website mygov.scot/organisations/disclosure-scotland. If you want to check on the progress

of your application, please call Disclosure Scotland on 03000 2000 40. If they have not

received your application, please contact the organisation who can call us to check.

If Your Personal Details Change

You should contact Disclosure Scotland on 03000 2000 40 if you change your name,

address or gender. Disclosure Scotland will let you know what they need you to send to

them to confirm the change.

If You Have A New Conviction

Disclosure Scotland will continue to update your record with any new vetting information

(e.g. convictions). Disclosure Scotland will not contact your employer with this information

unless you become barred or considered for listing.

If you become barred or considered for listing, Disclosure Scotland will notify all

organisations you do regulated work for.

Please Keep Your Certificate Safe

You will need your PVG Membership Number if you need to complete another PVG form in

the future.

If You Leave Your Position

Please note that if you stop working or volunteering for the organisation that this application

relates to, you should contact Disclosure Scotland on 03000 2000 40.

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Creating a Coach Education Account

If someone has not been on a coaching course but is registered with a club or team, they can get

their coaching ID from the My Details tab by logging into their club/team page.

Once they have a note of their ID, they create an account at –

https://www.scottishfalive.co.uk/scottishfa/coaches

Enter the ID followed by your personal details and create the Coach Education account. This will add

the coach education role to your existing club/team account. The unique ID should be used for all

courses and club/team roles.

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Book an Online Course

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Scottish Para-Football

PVG Checklist

Please ensure you have completed all elements of the PVG Application before

sending this to Scottish Para-Football.

Completed PVG Application

Please ensure to complete correct application, if you have never completed a PVG

in the past please complete the “Application to join PVG scheme” if you have

completed a form please complete “Existing PVG Scheme Member Application”

Completed Self-Declaration Form (if required)

Identification Check

Two document with a photograph and one document with your current home

address (Please note that this must be 3 separate documents),. Documents

confirming your home address should be issued within the last 3 months. Please

photocopy these documents and each signed by your Club Secretary / Key Person

with the date and Name clearly noted.

Complete Online Module

Club must complete PVG Coversheet when sending applications

Please send all documents in a sealed envelope designated Private and Confidential

to

Scottish Para-Football

C/o David McArdle

Hampden Park

Glasgow

G42 9AY

Scottish Para-Football

Charity Number: SC048491

Hampden Park Glasgow, G42 9AY

Email:

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