Everything you need to know about getting DBS verified

We recommend that all staff and volunteers hold DBS checks, of the appropriate level for their role. This means that even if someone is not in regulated activity, they can still be asked to complete an Enhanced or Basic Check, depending on the type and frequency of contact they have with U18s. If there is a volunteer or staff member working with a club or organisation who is in regulated activity, organisations must ensure they request an Enhanced DBS with a Barred List Check for the individual as part of their recruitment process. If safeguarding concerns are raised, BE can ask for proof that the appropriate DBS check has been carried out.

For all coaches, bench personnel and officials who are licensing with BE, there are safeguarding requirements which must be met. For more information, click HERE.

How to request a DBS check through Basketball England

There are a few ways to register for a new DBS.

The first method is to do so when you register as via the Play HQ system. This is an intuitive system that will guide you through the process.

You can also ask your club or league, which should have a welfare officer, who is also a DBS verifier and can register you on the system so you can receive an activation email.

Another option is to contact the Safeguarding Team. You need to send us your full name, email address, role in basketball and confirm whether you are a volunteer or non-volunteer. To qualify for a volunteer check, you must not: benefit financially from the position for which the application is being submitted or receive any payment (except for travel and other approved out-of-pocket expenses)

BE currently uses Know Your People to process our DBS checks and these can take up to 60 days, or sometimes longer, but this varies due to the police force who provide the background checks. 

NB BE only uses this system to manage DBS checks, it cannot influence any checks or speed up the process. 

What documents you need to provide

A full list of the documents you will need to provide for your DBS check can be found HERE.

DBS checks from other employers

If you have a DBS from another employer, if this is valid within the last three years and enhanced, with a check of the children’s barred list, this can be verified for licencing purposes. Your original certificate must be shown in person to your BE registered club welfare officer and they will email [email protected] with the required details. 

Your CWO will need to send the safeguarding team the following information as seen on the certificate: 

• Full Name
• DBS certificate number
• Date of issue
• Role as presented on the certificate
• Confirmation of level of check, does this include the Children's Barred list?
• Any content on the DBS in any section 

If you are on the update service please email [email protected]. Please note if we have not previously verified the certificate on the update service you will also need to follow the above step.

If you have lived overseas

If you have lived overseas for longer than six months in any 12-month rolling period at or after the age of 18 we will require police checks from the relevant countries.  For any further information on this please contact the Safeguarding Team. You will also require a UK DBS check.

This process must be led by your club or by you as an individual. BE is not able to do this on your behalf. To start the process, the Home Office provide advice about different countries and the different processes that need to be followed. To find guidance on background checks for a specific country, please click HERE.

Barred list

If you are taking part in regulated activity you will need to have a barred list check. There are two barred lists, one for children and one for adults. The DBS may decide to bar an individual from working or volunteering with children, adults at risk or both of these. If a person is put on either of these lists, it’s very important they do not enter into regulated activity. 
 
Below are a few pointers you should be aware of in relation to the barred list. If you are unsure of anything or require more information, then please contact us and we will be able to advise you of any action to be taken.

• A person who is barred from working with children or vulnerable adults will be breaking the law if they work or volunteer, or try to work or volunteer with those groups
• An organisation which knowingly allows someone who is barred to work with children or vulnerable adults will be breaking the law
• If you dismiss or remove someone from their role because they have harmed a child or vulnerable adult, or you would have done so if they had not left, you must inform BE and complete the legally required referral to the DBS

If a DBS application returns with a note to 'See Paper Disclosure', BE will contact the person and ask them to send their DBS to us in the post so we can undertake a risk assessment. We are required to do this by law to ensure that we are correctly vetting all coaches/officials/volunteers who wish to work with U18s.

If we request to see your paper copy, this does not automatically mean you are prohibited to work with U18s, but if you don't comply and send in your DBS when requested, we will look to suspend you until you do.  

DBS filtering

Following a judgment from the Court of Appeal, the DBS will now be removing certain specified old and minor cautions and offences from DBS checks in a process known as filtering.

If a person has more than one conviction or caution, then all details will always be included. Filtering will also not remove information relating to sexual, violent or safeguarding offences.

How to become a Club Verifier for DBS checks

If you are a Club Welfare Officer at your club with a clear enhanced DBS check done in the past three years then, you can become a verifier. You will not automatically be registered as a verifier, you must complete a training input with the safeguarding team prior to being set up on the system.

A BE verifier within a club will be able to send out activation links to club members who require a new DBS check and see/manage their club's 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.