DBS Check Policy
All coaches, volunteers, and officials working with children and vulnerable adults at HBAC must have an Enhanced DBS check as part of our commitment to safeguarding.
What is a DBS Check?
A DBS (Disclosure and Barring Service) check, previously known as a CRB check, is a background check carried out in the UK. It helps employers make safer recruitment decisions by identifying candidates who may be unsuitable to work with children or vulnerable adults.
An Enhanced DBS check provides information about criminal convictions, cautions, warnings, reprimands, and any additional information held by local police that is reasonably considered relevant.
Who Needs a DBS Check?
Enhanced DBS checks are REQUIRED for:
- All coaches working with junior athletes (U18)
- All volunteers working regularly with junior athletes
- Committee members with regular contact with juniors
- Anyone providing transportation for junior athletes
- Officials and helpers at junior training sessions and events
- Anyone working with vulnerable adults
"Regularly" is defined as once a week or more, or 4 times or more in a 30-day period, or overnight.
DBS Check Process
1. Application
Contact the Club Welfare Officer who will guide you through the application process. HBAC uses England Athletics' DBS checking service.
2. Identity Verification
You will need to provide original identity documents (passport, driving license, utility bills, etc.) for verification.
3. Processing
The DBS check typically takes 2-4 weeks to process. During this time, you may be able to volunteer under supervision.
4. Certificate Received
You will receive your DBS certificate by post. You must show this to the Club Welfare Officer, who will record the details.
DBS Update Service
We recommend all coaches and volunteers join the DBS Update Service (£13 per year). This allows you to:
- Keep your certificate up to date online
- Take your certificate from role to role within the same workforce
- Allow employers to check the status of your certificate online instantly
Register for the Update Service at: www.gov.uk/dbs-update-service
Certificate Renewal
DBS certificates do not expire
However, HBAC policy requires renewal every 3 years for all coaches and volunteers working with children and vulnerable adults.
The Club Welfare Officer will track renewal dates and contact you when your check needs updating.
Cost
DBS checks for volunteers working with children are FREE through England Athletics.
The DBS Update Service costs £13 per year (optional but recommended).
Confidentiality
All DBS information is handled in strict confidence:
- Only the Club Welfare Officer and designated committee members view certificates
- Certificate numbers and dates are recorded securely
- No copies of certificates are retained
- Information is stored in compliance with GDPR and Data Protection Act 2018
- Records are destroyed when individuals leave the club
Disclosure Information
Having a criminal record does not automatically prevent you from working with children. Each case is assessed individually based on:
- The nature of the offense
- How long ago it occurred
- The relevance to working with children
- Any pattern of offending
If you have concerns about your disclosure, please discuss them confidentially with the Club Welfare Officer before applying.
Overseas Checks
If you have lived or worked abroad in the last 5 years, you may need additional checks from those countries. The Club Welfare Officer will advise on requirements.
Supervision
While your DBS check is being processed, you may volunteer under these conditions:
- You must be supervised at all times by a DBS-checked coach
- You must not be left alone with children
- You must not transport children
- These restrictions will be lifted once your DBS check is cleared
Contact
Club Welfare Officer
Email: welfare@hbac.co.uk
Contact the Club Welfare Officer to start your DBS application or if you have any questions about the process.
Related Policies
Last Updated: November 2025
Next Review: November 2026
Approved by: HBAC Committee