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 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.
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
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 including eligibility or what constitutes regulated work, please email us at pvg@scottishgymnastics.org
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) 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 work with children
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.
Step 4: Scottish Gymnastics checks the submitted forms and 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 has 14 days to complete the personal information via email link. 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. VSDS issues certificate to Scottish Gymnastics.
Step 8: Scottish Gymnastics checks the PVG certificate 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 VSDS to issue a new link which incurs a fee of £5.00. If you miss your link, please contact your safeguarding officer immediately.
Scottish Gymnastics process PVG applications one day a week. If you have any issues during the process, please email pvg@scottishgymnastics.org for assistance.
PVG Processing time
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
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
PVG application and safeguarding training membership requirements
Guidance document outlining the different roles eg level 1 coach/head coach, helper, safeguarding officer etc, and what each role requires.
Recruitment steps reminder
One-page reminder of the main steps.
Common mistakes made in PVG application forms
This goes through the most common mistakes made when completing a PVG and how to avoid them.
Removal of interest form
This form is used to list coach/volunteers who are no longer with the club and should be completed by safeguarding officer/ID checker.
Making a referral guidance
There is a legal obligation to refer an individual to Disclosure Scotland when a the behaviour of a person who works with vulnerable groups (children or adults) is harmful to them and they are removed from their role, and a set of clear criteria to explain when this is required
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