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 who undertake regulated work with a protected group, children or adults within the club who require a PVG check have one.
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.
For club helpers under the age of 16, we ask that a self declaration form is submitted by the club using the form below.
Getting Started with PVG
• The club must have a safeguarding officer in place, who will act as a PVG ID checker. This role and the person carrying it out must be a registered member of Scottish Gymnastics and have attended the relevant courses.
• Clubs can identify more than one person to act as the club ID checker. Each person must be noted on the membership database and have attended the relevant course.
• If you are unsure or need support on completing PVG request forms or if you have any queries on the PVG process including eligibility or what constitutes regulated work, please email us at firstname.lastname@example.org
Completing a PVG
Safeguarding officers/ID checkers must complete the applicant’s PVG application via the online portal. All questions must be answered or the application will be rejected. All applications are subject to a £7 administration fee, payable at the end of the online application form.
This online service allows applications to be submitted more efficiently and accurately and removes the old paper PVG forms. It is a quicker and simpler process for club safeguarding officers/ID checkers and the PVG applicants themselves and reduces errors.
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. Payment must be made directly to Disclosure Scotland by card during the application process.
PVG Application Process
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).
• Step 2: The club safeguarding officer/ID checker completes the PVG application using the online portal and verifies ID for the applicant via the form below. Please ensure that the one photo ID and two proof of address dated within the last three months are seen.
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 self-declaration by following the link below.
Self-declaration form for regulated work with children
• Step 4: Scottish Gymnastics checks the submitted forms and then uploads to the Volunteer Scotland Disclosure Service.
• 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: Applicant completes personal information via email link and has 14 days to complete. Please note, the link may take up to two weeks to be sent and day one starts from the day the link is sent.
• Step 7: Disclosure Scotland undertakes disclosure checks and issue a certificate to VSDS and the applicant.
• Step 8: VSDS issues certificate to Scottish Gymnastics. Scottish Gymnastics checks the PVG certificate and contacts safeguarding officer/ID checker so the club can complete the recruitment process.
If the applicant does not complete the PVG application using the link within fourteen days, this link becomes invalid. Scottish Gymnastics would then have to re-submit the request to VSDS to issue a new link and this will incur a fee of £5.00. If you miss your link, please contact your safeguarding officer immediately.
PVG applications are processed one day a week (Monday, Tuesday or Wednesday)
If you have any issues during the process, please email email@example.com for assistance.
Did you know you can see which applications Volunteer Scotland Disclosure Service are currently processing? You can visit the website to see the date range for applications currently being processed.
Visit the Volunteer Scotland disclosure service website
Additional Guidance for Transgender Applicants
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