(All FAQs can be downloaded in a PDF format at the bottom of this page)
DBS' can seem quite a daunting and long task but it is vital in ensuring that all Under 18's involved within basketball are in a safe environment.
An Enhanced DBS check searches the applicant’s criminal history for convictions, cautions, warnings, and reprimands with an option to check the applicant isn’t on any barred lists. It can be obtained for positions working with children or vulnerable groups.
This level of check shows full details of a criminal record, including Cautions, Warnings, Reprimands, spent and unspent convictions. It can also search the children and vulnerable adults ‘barred list’ to see if the applicant is prohibited from working with these groups. Local police can add any relevant information about the applicant.
The Disclosure and Barring Service (DBS) have more information on their website.
All members who are qualified and licensed with Basketball England to work with or coach Under 18’s in regulated/unsupervised activity are required to hold a valid, clear and enhanced DBS that has been completed in the last 3 years.
Regulated activity is defined as anyone who has a role coaching, teaching, caring, supervising, advising, treating, or transporting anyone under the age of 18. It also includes working with Under 18’s once a week or more, four times or more in a single month and/or overnight between 2am – 6am.
It is extremely good practice to hold an enhanced DBS if you are working with Under 18’s, regardless if it is regulated or not, so we encourage all members working with under 18’s to undergo one.
If you meet the criteria above and you are over 16 then yes, you will need to undergo a DBS. The government made changes to the law in 2012 that meant that 16 – 18 year olds must now undertake a DBS check. If you are under 16 years of age, you will not be required/will not be able to undergo a DBS check.
Basketball England uses GB Group Online Disclosures to complete DBS Checks. There are 2 ways to get started with an Enhanced DBS check which are as follows:
Basketball England Verifier - If you contact a Basketball England verifier, they will be able to start a ‘New Online Applicant’ which will send you an activation email.
Basketball England Directly – Drop an email with the subject ‘New DBS Applicant’ to our safeguarding team along with your FULL NAME and EMAIL ADDRESS and one of the Safeguarding team will set you up to receive an activation email and explain the next steps.
Once you receive the activation email you will need to click on the link enclosed in the email and this will take you to GB Group Online Disclosures website where you will be able to start your DBS application. Please pay attention when you are selecting the documents to be verified and make sure that you have the documents before selecting them, this makes it easier for verifiers when they come to verify your documents.
Please note: You won’t be able to use an email address that you have already used on a current DBS or open DBS application. You will need to use an email address that isn’t linked with the GB Group Online Disclosures.
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 our safeguarding team with the topic ‘DBS Activation Email – Missing’ and one of the Safeguarding team will be able to advise.
It may be down to your security settings, so we may need a new email address to get the activation email sent to so please have one handy in case we require it, this could be a relative’s email who you have been given permission to use.
If you have received the activation email to start the process of a new DBS application, you will need to click on the link received and follow the online instructions.
Then you will need to fill out the required fields online with the relevant information, select documents for verification and submit the application. Once completed, you will need to contact a verifier to get your document verified.
A full detailed guide to the application process can be found here.
If you make a mistake on your DBS application you should try and go back to amend the mistake.
If you have submitted your application and you become aware of a mistake, you need to contact GBG Online Disclosures immediately - 0845 251 5000.
Basketball England cannot access your application to make any amendments, we can withdraw your application and send you a new activation email.
Yes, there is a small admin fee that GB Group charge which is around £11.40 per application which relates to volunteers only.
If you are working full time in basketball and are paid a salary, then the fee is usually between £40-£50 per application.
No, you don’t need a DBS, but it is good to get one as you are never sure if Under 18’s will be present in the venue you train/play from.
If you are 100% that no Under 18’s are going to be in your session and you will not be working with any then we will need you to submit a Senior Waiver form and this will be used to release your license.
The Senior Waiver form requires the coach to fill out Part 1 and 2 with their personal details, and sign, part 2. Part one must be signed by someone at their club or someone who can confirm their identity. If you do not hold a UK passport, UK driving license or National Insurance card, don’t worry, just use your passport, or license that you hold from the country you are from.
Not necessarily. If you hold an Enhanced DBS through your work, charity or different sport that has been done in the past 3 years then we can accept this but require a self-declaration form to be submitted with it. The reason for requiring a self-declaration to be submitted is due to our due diligence as an organisation to do the proper checks when we haven’t issued the DBS check.
The self-declaration form requires the person submitting their Non - BE DBS to fill out Part 1 and 2 with their personal details, and sign, part 2. Part one must be signed by someone at their club or someone who can confirm their identity. If you do not hold a UK passport, UK driving license or National Insurance card, don’t worry, just use your passport, or license that you hold from the country you are from.
Yes, we accept DBS’ that are signed up to the Update Service. For us to accept the DBS we need to run a check on the DBS and for us to do this we require the following information to be sent in an email to us with the subject title ‘DBS Update Service’:
Further to this, we require a self-declaration form to be submitted (please see information above).
The application process for criminal records checks or ‘Certificates of Good Character’ for someone from overseas varies from country to country. You’ll have to apply in the country or to the relevant embassy in the UK.
Please read the guidance document if you have any queries. If you have any questions on applying for a criminal record check in the UK, please contact the Disclosure & Barring Service.
From 6 April 2017, all Tier 2 (General) visa applicants who want to work in specified health, education or social care sectors must provide a criminal record certificate.
This must be from any country (except the UK) where you have lived for 12 months or more (whether continuously or in total) in the last 10 years, while aged 18 or over. This will also apply to any adult partners, whether they apply with you or make a separate application to join you if you are already in the UK.
If you need specific information on how to go about getting a criminal records check from your country of origin, you will be able to find out more information by clicking on the link found here.
Once you have completed your online application and you have selected your 3 documents to be verified you will need to contact a Basketball England verifier. You should have one within your club, this person will be your Club Welfare Officer, so if you contact them informing them that you need documents verifying they will be able to assist.
You MUST verify documents in person and not via email as the verifier needs to confirm your identity and this can only be done in person.
If there isn’t a Basketball England verifier in your club but you have a Club Welfare Officer, you can encourage them to become one (see section on ‘Can I become a Basketball England verifier? If so, how do I do this?’).
Failing this, Basketball England are able to verify your documents, but this means posting in the documents you have selected. To get your documents verified by Basketball England please send an email to the safeguarding team with the subject ‘DBS Documents – Verifying’ and please inform the Safeguarding team that you need your documents verifying by Basketball England as you are struggling to get in touch with a Basketball England verifier.
Once it has been confirmed that we can verify your documents please put them in the post (it is best to send them special delivery or registered post, so they can be tracked) to the following address:
Private & Confidential
National Squash Centre
Basketball England aims to verify and send back the documents the same day, but this isn’t guaranteed, so please give us up to 7 days to verify and return your documents.
Please do not send your documents into us without letting us know.
At this moment in time we don’t offer this service as we wish to ensure that verification is done in person with basketball people confirming identities and verifying documents to add that extra bit of added security when it comes to DBS checks.
Please be aware that, through Basketball England. you are not required to pay a verifier, so they can verify your documents. Basketball England does not recommend or encourage verifiers to charge DBS applicants to verify their documents.
If a verifier asks you for payment, please note that you have the right to refuse and go to another verifier.
If you are a Club Welfare Officer at your club with a clear enhanced DBS check done in the past 3 years then, yes, you can become a Basketball England verifier.
The Basketball England verifier within the club will be able to send out activation links to club member who require a new DBS check and see/manage their clubs DBS checks online. A detailed outline of the verification process can be found here.
To do so, please contact the safeguarding team with the subject title ‘New Basketball England Verifier’, your full name, an email address, which club you are with and we will be able to provide more information.
Please note: With becoming a Basketball England verifier, the email assigned to your verifier's account will be advertised on the GBG Online Disclosures website whereby Basketball England DBS applicants will be able to see it at the end of the application process.
Your role as a Basketball England verifier consists of:
A Verifier’s Guide can be found here.
To set up a new DBS applicant, you need to log into your verifier account on GBG's Online Disclosure System.
Once on there, navigate to the organisation tabs and click 'organisation actions'. Here you will be able to create a new applicant.
A document explaining the process more, with photos, can be found here.
The verifying process on the Online Disclosure System can be found here.
We ask for DBS' to be done in the last 3 years.
Even though DBS' do not have expiry dates, this ensures that we regularly have up to date information on people working with Under 18's in basketball to ensure it is a safe environment to be in.
Basketball England monitors completed DBS applications daily so once it has completed its checks and been cleared we will add the updated DBS check to your records on our database so there is no need to send in a copy of your DBS (Unless it instructs us that we need to ‘See Paper Disclosure’ – See sections regarding content below).
First, we need to confirm your DBS is in process and going through the checks. Once confirmed then we can issue a self-declaration form to you to fill out and return. When returned we will be able to use this to cover you and your license whilst your DBS goes through the relevant background checks. If your application is at the verification stage, a self-declaration will not be issued as we need confirmation that the DBS has been sent off.
The self-declaration form requires the person submitting it to fill out Part 1 and 2 with their personal details, and sign, part 2. Part one must be signed by someone at their club or someone who can confirm their identity. If you do not hold a UK passport, UK driving license or National Insurance card, don’t worry, just use your passport, or license that you hold from the country you are from.
Please note: Basketball England cannot influence the timing and speed of a DBS check. We use a service and it varies between person/application as to how long a DBS takes to come through, some take a day some can take up to 4 weeks.
You will most likely need to start a new application. DBS applications usually are active for around 6 months before they go out of date. Further to this, due to new Data Protection laws in force from May 2018, GB Group will now start to delete applications that are 6 months or older.
If your application is withdrawn you will receive an email informing you of this.
If a DBS comes through on the online disclosure system saying, ‘See Paper Disclosure’, Basketball England has an obligation to risk assess and go through a process of due diligence.
If you receive a letter requesting you to send in your DBS then please send, in the post (we cannot accept scanned copies), your recent paper disclosure as Regulation 4.1.1 of the Model Regulations requires us to risk assess your DBS. The sooner you do this, the sooner we can get your licensed and out working within the basketball community. If you delay on this process, we may take action and suspend you until you do so.
We do not assume any guilt in this process, we are just following due diligence as an organisation to ensure basketball is a safe place to have fun.
Please be open and honest if you have any convictions or think you will have content on your DBS. Honestly is the best policy when it comes to risk assessments and helps us manage your case a lot easier. If it makes things easier, it is best to write a letter explaining the conviction, so this gives us a better understanding of how to deal with your case.
Not necessarily. Basketball England takes different routes when it comes to content on a DBS but if the content relates to the Child’s Barred List we may have to stop you from working with Under 18’s or put in sanctions to regulate your activity with Under 18’s.
Basketball England asks for a letter of explanation when the content on a DBS is recent or the type of content is concerning. We ask that the circumstances and surroundings behind each conviction are explained in detail to ensure we understand the full picture. You should also identify any rehabilitation attended since the offense(s), age at time of offense(s) and character references from individuals not related to basketball or education.
If you have gone through an enhance DBS check and it came back clear but since the issue date you have had a conviction or be reprimanded, you should immediately go through a new DBS check with Basketball England. This is to ensure that we have the most accurate and up to date records for those working within basketball and where necessary, safeguard everyone involved, especially Under 18’s.
Reporting a concern can be quite daunting for anyone but below we have broken down the reporting process to ensure that our members are aware of what happens from start to finish when you have submitted a concern to us.
If you have a concern about someone involved within basketball in England, you should try your best to report it to Basketball England, so we can investigate the matter. The best way to report a concern is to send it in an email, along with any attachments that relate to the concern, to the safeguarding team.
If you are unsure about a concern and if it is reportable then you should call 0300 600 1170 and ask to speak to someone in the safeguarding team and they will be happy to advise on the next steps.
Once a concern has been reported to Basketball England we will acknowledge the receipt of the concern by response by email. We take each concern seriously and will consider each concern to understand if there is action that needs to be taken by Basketball England or the concern can be resolved within the region, club, or league.
If we refer a case to a region, club, or league, we will go directly to the chair of that organisation and their child welfare officer (if applicable) and inform them of the details behind the concern. The concern won’t be left there as Basketball England will provide advice along with way and support the concern, where necessary. If the concern isn’t dealt at a local/regional level, then Basketball England will step in to act.
If there is action to be taken by Basketball England we will issue the concern directly to the club, league, or person the concern has been filed against. This is to ensure transparency throughout the reporting procedure and it also gives those involved opportunity to respond to the concern. When a concern is submitted to club, league, or person, we redact information that may be sensitive within the concern, such as names of Under 18’s.
We give 7 days for a response to be submitted to Basketball England (this does not include bank holidays or weekends). When Basketball England issues a concern the person/club/league in question we do not assume any guilt, this is to ensure they have adequate time to respond.
We look for any information that is related to the case/concern. This could be a wide range of things but what we usually look for is the following:
We understand that most people live busy lives and certain circumstances can get in the way of a response. If this is the case, please inform Basketball England as soon as possible. If needs be we can allow, where necessary and at the discretion of Basketball England, more time to submit evidence. The earlier you inform us, the more likely we can accommodate this request.
Once the 7 days have passed and all evidence/responses to the concerns have been made, Basketball England has 28 days to conclude and come to a decision. During this time Basketball England may follow up with further questions to better understand the case to ensure we take each factor into consideration.
Once a decision has been made, we will inform the club/league/person directly of our summary decision and what the outcome of the investigation is. Once submitting to the club/league/person, they have a further 7 days to appeal the decision (see appeals section).
If the decision is not appealed, then 7 days are given to the club/league/person to react to the sanctions/decisions and make sure they are/will be implemented.
All the decisions that Basketball England make are made on the balance of probability and without any bias.
Concern submitted to Basketball England
Concern created & submitted – 1/2 days
Response to the concern – 7 days (Maximum)
Basketball England decision/outcome – 28 days (Maximum)
Summary Decision & Outcome
Once Basketball England has completed its investigation, we will issue the outcome to the defendant which will explain the reasoning behind Basketball England’s decision and what action is to be taken next.
An appeal may be made against a decision within 7 days of the decision being issued along with a deposit of £250 being made for the appeal which should be paid by 5:00pm on the 7th day. If the deposit is not made, the appeal will not be accepted.
The appeal should contain the full case for appeal at the point of submission. The basis for the appeal and which specific aspects are being appealed must be fully declared. Only the aspects and information listed in the appeal will be considered and any appeals submission should only be made via email or post to ensure it will be considered. We do provide an appeals template to make it easier for you to submit an appeal.
Once submitted, the appeal will go to an appeals panel for consideration. Any decision that is made by the Appeals Panel will be final and binding on the parties involved and this will cover a decision on whether the appeals fee should be returned in full, part or not all. In some cases, the appeals fee may be awarded as costs and expenses against the appellant if and where appropriate.
In some cases, we may have to suspend a Basketball England member due to the nature and severity of the concern placed. We do this as an act of neutrality so that person is removed from the situation and to ensure the concern is not made worse and becomes escalated. Basketball England has no bias in this decision.
If you have reported a concern against a registered member of Basketball England and they have been suspended as an act of neutrality or suspended as an outcome of Basketball England’s investigation, they may still be able to attend games (depending on the sanctions placed). If they do attend a game and you are unsure how to deal with this situation here are some tips to help you manage the situation:
These points above are also valid for those who have been suspended and wish to attend a game.
Here at Basketball England, we know that basketball is a fantastic and energetic sport to be involved in and it is a part of many people’s lives in England. That is why, if you have been suspended for whatever reason, it can be difficult to manage if basketball has been put on hold within your life.
If it does get difficult, there are people out there who can support you through this difficult period.
Your GP – A good place to start if you need support would be your GP. You may have a good relationship with them and they will better understand your needs and can help you on a more personal level.
Samaritans – You may not want to discuss your situation with us, which is fine. There are many charities and organisations out there who are happy to help 24/7, 365 days a year. The Samaritans are one of these fantastic organisations that are there to offer you a safe place for you to talk anytime you like and in your own way.
More information on the Samaritans can be found on their website or they can be contacted on 116 123.
Mind – For when the situation was a lot tougher than expected, you can speak with Mind. They are an organisation who is there to help people who may suffer from mental health conditions and so much more. They provide advice and support to empower anyone experiencing a mental health problem.
More information on Mind can be found on their website or they can be contacted on 020 8519 2122.
Basketball England – We are here to help. If you are finding it difficult we can provide some words of advice on how to deal with this situation.
If you have reported the concern to the Police in your area, please let us know as soon as possible. If you do report the concern, then Basketball England will have to halt any investigation it undertakes to allow for the Police to undertake their investigation. In doing this, it doesn’t mean that Basketball England are not involved, we will support any investigation that is ongoing with the Police and provide information when and where requested.
Once their investigation has been completed and come to an end, where necessary and logical, Basketball England will undertake their own investigation regardless if the Police did not pursue any investigation.
New standards from the 2017/2018 season mean that all coaches and officials, who will be working with Under 18’s, must now undergo routine safeguarding training as part of their registration with Basketball England. This is to ensure that all Under 18’s that are involved in basketball within England are safeguarded and are working with coaches and officials who have the knowledge to lead/organise/be involved in basketball with Under 18’s.
There are many companies, organisations and charities that run safeguarding training, so it can be quite confusing and hard to pick one that is right for you. We at Basketball England recommend the following courses:
The 3-hour UK Coaching is the course that Basketball England recommends the most. This course covers your awareness of the tell-tale signs of abuse, and give you the tools and confidence you need to deal with any issues sensitively, appropriately, and effectively should the need ever arise in your coaching careers. This course is running regularly around the UK by dedicated and qualified safeguarding tutors. It is a 3-hour face to face course that once completed, and pass is valid for a period of 3 years.
This course, ran by UK Coaching, for those of you who have undergone the 3-hour face to face course and are looking to renew your certificate as it is about to expire. The course is solely done online and can be completed in one hour.
This course is for people who are new to safeguarding, haven’t undergone training before or for someone who has infrequent contact with children in a sports organisation.
On occasion we do run Basketball England courses which are advertised on our website. These are done through the dedicate Basketball England approved safeguarding tutors who work in our regions and areas providing fantastic work in the basketball community to ensure coaches & officials are up to date on their safeguarding training. We will also advertise approved courses through our calendar.
At this moment in time we do accept a range of safeguarding courses that are ran by numerous organisations.
The best way to find out if Basketball England will accept it is to send a scanned copy to the safeguarding team with the subject line ‘Safeguarding Certificate’.
One thing to look at is the issue date/expiry date of the certificate. If there isn’t an expiry date but the course was done in person, it will most likely be valid for 3 years. If the course was done online, it will most likely be valid for 1 year.
Yes. We recognise that coaches & officials work in sectors that provide and update safeguarding training on a yearly basis. All we need to use the in-house training is a confirmation email or letter from their HR team, confirming:
Yes, we accept course that have been done online. We just need to see a copy of it, so we can add it to your records on Basketball England’s database so send a scanned copy to the safeguarding team.
Please note: Online courses are usually only valid for 1 year only. If the course was done online more than 1 year ago, Basketball England cannot guarantee that it will be accepted and we will recommend that you undergo a new one.
If you are booked onto a safeguarding course and need your license updating so you can register, don’t panic. Send us over a copy of the confirmation that you are booked onto the course, so we can use this to update your records and release your license for registration.
All we ask is that when you get a certificate from the course that you send a copy to the safeguarding team.
We don’t require Under 18’s to undergo safeguarding training as there are very few courses that accommodate and provide the knowledge for young volunteers in sport.
UK Coaching is one organisation that does provide an age appropriate course for 13 – 17-year olds which provides young coaches, officials, volunteers, and sports leaders, with age-appropriate safeguarding information. It’s the ideal environment for them to develop their confidence in how to identify what abuse of a child in sport may look like, how they should act in line with their age and status, and how to keep themselves safe in sport.
You should look at the certificate you have received, look for any approved course accreditation's and looks for expiry dates. This should give you an idea if your training is valid and will be accepted. It is always good to do some background research into the provider of the course and also the course accreditation.
If you have tried the above and still are unsure that your certificate is valid/will be accepted, just drop us a copy in an email to the safeguarding team and they will be able to advise and let you know if it will be accepted.
If you have already submitted your safeguarding certificate and your records are up to date but there is still a block showing on your registration form, this may be down to our DBS records not being up to date for you so you may have to send in a scanned copy of your DBS to the safeguarding team.
For more information on DBS checks, please see above for more information.
It is great to hear that you are looking to further your knowledge & skills in safeguarding. Our training & research page has more information on where to go, further reading and what courses to do that may help improve your knowledge and expertise.
You can find the page by clicking here.
We encourage all clubs to have a first aid trainer member of each team they have, to cover all and any eventualities that may occur within a game.
We don’t expect you to have the knowledge of paramedics or a physiotherapist when it comes to first aid within basketball. We look for people to have a basic knowledge of first aid that can assist when injuries/accidents do occur during a game so there is no need to look for in depth courses (unless this is something you wish to do) but courses that provide you with a basic understanding and give you the basic skills to apply first aid will be sufficient.
Basketball England currently doesn’t run any first aid courses, but we recommend the following providers:
British Red Cross – Their first aid training supports their aim to save lives, prevent and reduce suffering and increase the wellbeing and resilience of people in the UK and across the world. To find the right course for you and find out more information on the work they do, please click here to visit their website.
St John Ambulance - St John Ambulance is the nation’s leading first aid charity. Every year, more than 400,000 people learn how to save a life through their training programmes, including hundreds of thousands of young people. Their volunteers provide first aid in their communities, keeping people safe at events, and working alongside the NHS in response to 999 calls. For information on their courses and the work they do, please click here.
Other Providers – We accept certificates from a range of providers. To find out if we will accept yours, please send a copy of it to the safeguarding team with the subject labelled ‘First Aid Certificate’ and they will be able to let you know.
We don’t specify which member of the team should be first aid trained. It is down to the club or team who they wish to be first aid trained so it could be the Head Coach, or it could be the Team Manager, whichever suits your team/club.
If you have done a course through your work or for another sport, we will most likely accept it, just make sure it has a validity date and/or an expiry date!
The best thing to do is to send in a copy to the safeguarding team with the subject labelled ‘First Aid Certificate’ and we will let you know.
We believe that doing the face to face courses are a lot more suitable than online courses as you learn through demonstrating the abilities and techniques learnt. On the other hand, we do understand the everyone lives a busy life and that taking time out of your week to attend a course can be difficult.
If you send us a link to the course that you are looking to do to the safeguarding team with the subject title ‘First Aid Course – Online’ and then we will be able to let you know if we deem this course suitable.
We will be looking at the accreditation that comes with the course and to better understand who has approved the online course.