Safe Recruitment and the Protection of Vulnerable Groups (PVG)
The information on this page provides the resources, forms and guidance clubs require to complete the safe recruitment process which includes the completion of PVG checks.
Each club is responsible for ensuring all persons over the age of 16 (paid or voluntary) who work with children or adults at risk are suitable to do so and should follow the Scottish Gymnastics safe recruitment policy.
Part of safe recruitment is ensuring that people aged 16 and over who work in regulated roles with a protected group – children or protected adults – within the club complete a PVG check.
It is an offence for clubs – as an employer – under the Protection of Vulnerable Groups (Scotland) Act 2007, to employ someone who is barred from working with children whether in a paid or a voluntary capacity. The only way to find out whether an individual is listed or is being considered for listing, therefore barred from working with children, is through a criminal records check.
Staff/volunteers under the age of 16 do not require a PVG check but they must complete an U16 self-declaration form.
The club must have a named safeguarding officer in place. The safeguarding officer must be a registered member of Scottish Gymnastics and have attended the relevant courses.
The safeguarding officer role includes acting as the club PVG processor and must complete and return the following forms to Scottish Gymnastics at pvg@scottishgymnastics.org:
Club PVG processor agreement signed by safeguarding officer or club PVG processor
Club PVG processing suitability agreement signed by safeguarding officer and club manager or chair
Clubs can identify more than one person to act as the club PVG processor. Each person must be a registered member of Scottish Gymnastics, have attended the relevant courses and completed and returned their own club PVG processing agreement to Scottish Gymnastics.
If a club has multiple PVG processors, one person must be identified and act as the lead processor.
Support & Advice
If you need support completing any of the above items or have any questions about the PVG process please email us at pvg@scottishgymnastics.org
From 1st April 2025, the Protecting Vulnerable Groups (PVG) scheme becomes a legal requirement for anyone carrying out a regulated role.
Please view our regulated roles matrix to check if your role in Scottish Gymnastics requires a PVG.
Significant club roles now requiring a PVG include judges and board/committee members. You can find out more by clicking on the links below:
Judges PVG update – April 2025
Board/committee members PVG update – April 2025
If you have a role in your club that doesn’t appear on this list and you believe due to the nature of the work that a PVG may be required, please contact the safe sport team directly to discuss an assessment – pvg@scottishgymnastics.org
PVG application process
Once you have established that a role is regulated and a PVG is required, the online PVG application process is an 8-step process from start to finish:
Step 1: the club recruits the applicant (paid or voluntary coaches and other roles) using the clubs Safer Recruitment Process and is satisfied from that process they wish to appoint subject to a PVG check.
Step 2: the club PVG processor verifies ID for the applicant and completes the PVG application request via the online form below, which includes a £10 administration fee. Please note, the applicant must show one photo ID and two forms of proof of address dated within the last three months.
Photo ID: passport, photo driving licence, national entitlement card, employee ID card, Young Scot card, photographic membership card, student ID card.
Proof of address: phone bill, utility bill, bank statement, bank letter, school letter, benefit agency letter, UK driving licence, credit card statement, council letter, financial statement.
Complete the online PVG request form
Step 3: the applicant completes the Scottish Gymnastics self-declaration and PVG consent form by following the link below. NO PVG will be processed without the completion of this form.
Self-declaration form for regulated roles with children and protected adults
Step 4: Scottish Gymnastics checks the PVG request form and submits to Disclosure Scotland.
Step 5: Disclosure Scotland will input the data provided to their PVG online application portal. This generates a link that is sent to the applicant to complete their PVG online application.
Step 6: The applicant has 14 days to complete the personal information via email link. After this time the link will expire and a re-application will be required.
Please note if you are paid for providing a service to your club there is a fee payable to Disclosure Scotland for your PVG application – £59 for an application to join the PVG scheme, £18 for existing scheme members applying for an update. If you are applying to work with a new vulnerable group that you are not already approved for (EXsR) then the £59 fee will be applicable at time of completion. Payment must be made directly to Disclosure Scotland by card during the application process.
Step 7: Disclosure Scotland undertakes disclosure checks and will notify the applicant when their PVG results are ready to view online.
Applicants must then select the option to share their PVG results with Scottish Gymnastics.
If an applicant does not share their results within the required time frame, a new application will be required and if in a paid role, the applicant will be required to pay the Disclosure Scotland fee again.
Step 8: Scottish Gymnastics checks the PVG results to make the suitability decision and informs the club of the outcome by contacting the PVG Processor so the club can complete the recruitment process.
Expired links
If the applicant does not complete the PVG application using the link within fourteen days, this link becomes invalid. Scottish Gymnastics then must re-submit the request (repeat steps 4 onwards) to Disclosure Scotland to issue a new link which incurs a fee of £5.00. If you miss your link, please contact your safeguarding officer immediately or email pvg@scottishgymnastics.org.
If you have any issues during the process, please email pvg@scottishgymnastics.org for assistance.
Scottish Gymnastics PVG Processing and Suitability Decision Policy
Scottish Gymnastics Safer Recruitment Procedure and all supporting process templates
Club PVG processor agreement
Club PVG processing suitability agreement
For club helpers under the age of 16, we ask that the young person, with support of their parent/carer, submits a self-declaration form:
Under 16 Self-declaration form
Disclosure Scotland operates a special application process for transgender persons to assist in ensuring discretion for those who do not wish their previous gender (and names) to be disclosed to the person or organisation requesting the disclosure.
Guidance for transgender applicants
Anyone who is no longer going to work/volunteer in any Scottish Gymnastics registered club must have Scottish Gymnastics removed from their PVG scheme record. If a member of staff/volunteer is leaving your club, Scottish Gymnastics must be advised by completing the below de-linking form:
Scottish Gymnastics PVG de-linking form – for clubs
Individual members should also notify us if they are leaving a club by completing the below individual de-linking form:
Scottish Gymnastics PVG de-linking form – for individuals
If you have any questions around leaving the PVG scheme, please contact the safe sport team – pvg@scottishgymnastics.org
There is a legal obligation to refer an individual to Disclosure Scotland when the behaviour of a person who works with vulnerable groups (children or adults) is harmful and they are removed from their role. For more information or to make a referral, please contact the safe sport team directly – pvg@scottishgymnastics.org.