Individuals
Find out how disclosure affects you and the types you can apply for.
Employers
Find out more about types of disclosures, the PVG Scheme and request forms and guides.
How long will it take to receive my certificate?
9 January 2012
Disclosure Scotland works within a Service Level Agreement to produce 90% of all types of Disclosure, for a correctly completed application with no further enquiries, within 14 calendar days. This is measured from the day we receive the application to the day of dispatch. Certificates are dispatched 1st class Royal Mail postage.
As of 9/1/2012, we are processing correctly completed Police Act Disclosure applications with no further enquiries within 6 days. PVG Scheme applications with no further enquiries should expect a turnaround time of 6 days.
As some applications may require further enquiries, these applications may take longer than our quoted average turnaround time.
Important Customer Notices:
E-mail communication issues
23 December 2011
Disclosure Scotland has become aware that certain Registered Bodies and Countersignatories are not receiving emails, or are receiving emails without attachments, from Disclosure Scotland. This seems to be caused by the receiving organisation’s SPAM filter ‘blocking’ receipt.
Also, some issues have been reported where organisations have been unable to open PDF files. This issue is caused by the version of Adobe Reader used by the organisation. This issue can be resolved by ensuring Adobe Reader version 9 or higher is installed – this is normally a free down load.
Disclosure Scotland requests that customers check their current filter systems for any emails or attachments from Disclosure Scotland that have been caught in the filters. If so, please amend the email filter and/or the SPAM guard settings in order to receive emails and attachments from the following DS email addresses: Info@disclosurescotland.co.uk and info.disclosure.scotland@bt.com
Potential Delay in Start of Retrospective Checking
28 November 2011
Below is a copy of a letter recently sent to all Lead Signatories.
I write to you in your capacity as Lead Signatory for the above registered body.
This letter updates my letter of February this year in which I advised you of Disclosure Scotland’s intention to accept applications for membership of the Protecting Vulnerable Groups Scheme (“the PVG Scheme”) from the existing regulated workforce (“retrospective checking”) at a date one year, or thereby, after the PVG Scheme go-live which occurred on 28 February 2011.
During this first year of the PVG Scheme, Disclosure Scotland has focussed on handling PVG applications from individuals new to regulated work or from staff already in regulated work moving to a different post. We have also processed a small number of PVG applications from existing staff for specific and agreed purposes. This approach has allowed us to manage the volumes of applications being submitted.
As you may know, the IT system which delivers the PVG Scheme has presented Disclosure Scotland with some difficulties which we are still working to resolve. While the system has proven it is capable of handling the current volume of PVG applications Disclosure Scotland receives, it requires testing at the additional volume level that the introduction of retrospective checking will bring. The testing is currently scheduled to take place during January 2012.
Due to that testing I cannot confirm at this point that retrospective checking will begin on 28 February 2012. I apologise for the uncertainty but Disclosure Scotland feels that it would be unwise to commit to that date prior to the testing being completed.
My intention is that, immediately following the analysis of the testing, I will provide information about the outcome on our website (www.disclosurescotland.co.uk).
If the testing is successful, I expect that Disclosure Scotland would be able to introduce retrospective checking very soon thereafter and continuing for the following 3-year period.
If the outcome of the testing is not successful, then I will delay the commencement of the retrospective checking until such times as the IT system is enhanced and able to administer the volumes associated with retrospective checking. There will then be further regular updates on our website until such times as a date for the start of retrospective checking can be given.
I understand that this information may mean that you will require to amend your strategy to introduce your existing staff members into the PVG Scheme, but I hope you understand that I am doing everything possible to ensure that our IT system is robust enough to deliver a service to you.
I apologise for any additional burden this uncertainty will place on your organisation but I hope you can understand the reason why I cannot commit to a start date at this time. I can assure you of the best endeavours of Disclosure Scotland in delivering an early start to retrospective checking.
Thank you for your consideration and tolerance in this matter. If you have any questions on the above information please contact our helpline on 0870 609 6006.
BRIAN GORMAN
Head of Disclosure Services
Disclosure Scotland
PVG Applications - Common Errors
12 September 2011
All fields highlighted in yellow on the form are mandatory and MUST be completed. Countersignatories should check that the applicant has completed all mandatory fields, prior to submitting the form to Disclosure Scotland, to avoid the form being returned.
Existing Scheme Member Applications
Countersignatories should ensure the PVG Scheme Membership Number is taken from a PVG certificate/Interim Certificate and not from an old Enhanced disclosure.
Scheme Record Updates can only be issued:
(a) if the applicant has previously been issued with a Scheme Record, AND
(b) if the applicant is already a member of the workforce (ie children and/or protected adults) being requested.
If the applicant has not previously had a Scheme Record, but only a Scheme Membership Statement, organisations should still complete an Existing Member application but must request a Scheme Record at a cost of £59.
If the applicant is only a member of, say, the children's workforce, and will now be doing regulated work with protected adults, the organisation should still complete an Existing Member application but must request a Scheme Record for the new workforce, at a cost of £59.
We recommend that countersignatories view the applicant’s Scheme Record and compare the date of issue on it to the information on the Scheme Record Update. The Scheme Record Update will state the date of issue of the last (ie most recent) Scheme Record.
Police Act Disclosures
Countersignatories should ensure that the boxes crossed at E5-E8 reflect the level of disclosure being requested at A1. For Basic Disclosures, E5-E8 should be “No”. For Standard disclosures, E5 should be "Yes" and E6-E8 should be "No". For Enhanced disclosures, E5 and E6 should be "Yes", with E7 & E8 completed as appropriate.
Part A-Type of Application
Scheme Membership Statements and Scheme Membership Statements (Countersigned) do not contain any vetting information. They are for use by individuals or by Personal Employers (eg. an individual employing someone as a personal carer in their own home). Organisations should request a Scheme Record (or Scheme Record Update). If an organisation receives a Scheme Membership Statement for an applicant because they have requested one in error, they will be required to pay the appropriate fee again in order to receive a Scheme Record or Update.
Part D-Payment
D1 should only be marked “Yes” for voluntary positions with organisations who are registered as Qualifying Voluntary Organisations with Disclosure Scotland/CRBS.
Part E-Role Details
E1 - Is the Applicant already undertaking regulated work in the position to which this application relates? If the person is doing a similar role already, but is being recruited/transferred into the post to which the application relates, the answer should be "No". If the person has started in post pending receipt of the disclosure, the answer should still be "No".
E5-Position Applied For. Organisations should provide clarity where the job title does not necessarily indicate regulated work, to avoid delays in processing applications. Organisations will be familiar with what their workers will be doing, however Disclosure Scotland will not necessarily be aware of what qualifies a role for PVG or a particular workforce. For example, "Driver". A driver is not normally in regulated work. However, if it is a school bus driver, organisations should put something along the lines of "Driver - School Contract". Similarly, if the position says "Driver", but both Children and Protected Adults checks have been requested, clarity should be given as to what puts the driver into regulated work with both workforces.
PVG Applications - Common Errors
12th August 2011
Disclosure Scotland has received a number of Existing PVG Scheme Membership Applications where the applicant, when asked for their PVG Scheme Membership number in Section B1, are putting their Disclosure Certificate number instead. Please note, your PVG Scheme membership Number is on your PVG Scheme Membership Statement, 1/3 of the way down the page, on the left hand side.
PVG Scheme Member’s Personal Information
9th August 2011
It is the responsibility of PVG Scheme members to ensure that their personal information is kept up to date with Disclosure Scotland, notifying us of any changes of name (e.g. after marriage), or change of current home address. This helps allows contact to be made quickly in the event of any query about PVG Scheme membership.
It will also ensure there is no delay in processing any subsequent PVG applications. A change in personal information may sometimes require re-vetting. This process can take time, and if the change in personal information only comes to light at the time of a disclosure application, this may delay the issuing of the disclosure record.
Interim PVG Scheme Records (Update)
6th October 2011
As a number of customers will be aware, when the PVG Scheme went live, there were a number of IT issues which affected the new Scheme. At that time, as a temporary measure, Disclosure Scotland was issuing Interim Scheme Records. Full PVG Scheme Records are now in the process of being issued, in a phased way, to those customers who received Interim Scheme Records. Customers should receive these Full PVG Scheme Records by October, however, in a small number of cases, Interim PVG Scheme Records will continue to be produced. Please be assured that all relevant disclosure checks are carried out in these cases.
Helpdesk Calls (0870 609 6006)
13th of July 2011
Please Note, all calls to Disclosure Scotland will be answered by our first line agent, who will endeavour to assist with your enquiry at the outset. If this is not possible customers will be transferred to the appropriate department for assistance.
Insufficient Postage on mailed Applications
10th June 2011
If there is insufficient postage on your mail to Disclosure Scotland, Royal Mail WILL NOT deliver the items (letters/packets etc) to us. We cannot therefore be held accountable for mail not received.
Royal Mail retains such mail for a period of up to six weeks before initiating their 'return to sender' policy. It is recommended therefore that you endorse your envelope with sender details, so that Royal Mail can return such mail direct to you. If you do not endorse the sender details on the envelope, Royal Mail will open it in an effort to identify the sender.
If you contact us to enquire about the progress of your Disclosure Application and we have no record of having received the items, you should contact Royal Mail to investigate.
Royal Mail Customer Services can be contacted on 08457 740 740
It is your responsibility, to ensure that the correct postage is paid on your item(s), taking into account both Weight and Size of the package. Care should be taken in sending supporting documentation (copies of Birth Certificates/Tax/Bank Statements etc). as failure to comply with Royal Mail's charging policy could result in these not being received/lost.
The most common error is when a standard 1st class stamp is attached to a large A4 envelope, which is not sufficient.
Police Act Disclosure Applications
17th May 2011
Applicants for Police Act BASIC, STANDARD AND ENHANCED disclosures, please note that paper applications should still be submitted on old-style application forms (00205). Customers will be advised via the website when the old-style applications forms will be withdrawn from use.
