Basic Information
The Disclosure and Barring Service (DBS) provides a system for an organisation to obtain the criminal history and barred status of any individual who is applying for a role, whether paid or unpaid, within that organisation.
The RFU uses the DBS system to ensure that all its staff and volunteers who are in a role that involves working with children or adults at risk, otherwise known as ‘Regulated Activity’, are safe to do so.
Eligibility for DBS
Regulated activity refers to the amount and intensity of contact the adult worker has with the child or adult at risk. Regulated Activity has a defined criterion that is used to determine who does and doesn’t require a DBS check. To be deemed as being in Regulated Activity within a rugby setting, the position must meet the following criteria and frequency (when working with children or adults at risk) and must involve:
- Teaching, training, instructing, caring or supervising children or adults at risk
- The activity must also be carried out by the same person frequently (once a week or more often), or on 4 or more days in a 30-day period, or overnight, all on an unsupervised basis
- The activity must be carried out by an individual aged 16 or over
If the nature of the role does not fit this activity, then the individual in that role does not qualify for a DBS check. To help illustrate this principle, please see some examples below of who does and doesn’t require a DBS check:
Bar and catering staff do not require a DBS check, even though there may be children or adults at risk present in the bar area of the clubhouse. Although the individuals in this role do come into contact with children, they are not teaching, training, instructing, caring for, or supervising them. Therefore, the contact with children they have is not intensive enough to warrant a DBS check.
Regular coaches do require a DBS check, as when they coach children or adults at risk, they are teaching, training, instructing, caring for, and supervising them.
Administrative staff at the club do not require a DBS check, for the same reason as bar staff. Even though they’re encountering sensitive information regarding children and/or adults at risk, they are not responsible for teaching, training, instructing, caring for, or supervising them.
Please note that roles are always subject to change. For example, if the member of the bar/catering staff has a change in their role, where they become responsible for looking after children post-training sessions once a week or more often, then they will require a DBS check.
DBS with content
Having a criminal record does not automatically prohibit an individual from undertaking a role working with children or adults at risk. If an applicant has a criminal record and applies for a DBS check, the check will be returned with ‘content.’ All convictions and cautions on the DBS certificate are assessed for their relevance relating to safeguarding and an individual’s suitability to work with children or adults at risk.
If you have content on your DBS certificate, you may be required to provide further information and an explanation regarding the content to the RFU’s Referral Management Group.
To learn more about this process, please read the ‘DBS Case Management Process’.
All DBS disclosures are handled confidentially, with every case treated on its own merit. On all occasions, the RFU considers the welfare of the child or adult at risk paramount.
For further information, you can also read the RFU's recruitment of ex-offenders policy statement.
FAQs
To help you understand the DBS system better, we’ve listed below our most frequently asked questions.
- How do I know if I need a DBS check?
Your requirement for a DBS check will be based entirely on your role, and you should consult your Club Safeguarding Officer or Volunteer Coordinator on whether you need a check.
Only those undertaking roles in regulated activity need a check. Please see the 'Eligibility for DBS’ section above to see if your role is defined as regulated activity. If you are unsure, contact your volunteer coordinator or club safeguarding officer.
- How do I get a DBS check?
The Volunteer Coordinator is responsible for managing your DBS check and should start your application on your behalf. You will need to ensure you follow the instructions you receive regarding identification verification. Your Club Safeguarding Officer may also support this process.
- Do they cost anything?
Applications for individuals engaging in their roles as volunteers are free.
If an individual is paid for their role (excluding out of pocket expenses); or if gaining a qualification (for example, is coaching as part of a university course), a fee of £40 per application is required in advance via BACS or cheque.
- I already have a DBS check through my job, do I need to re-apply?
Due to the uncertainty of the validity the RFU has of the verification process used by other governing bodies or organisations, the RFU does not accept the outcome of DBS checks that were carried out, outside of the organisation.
- Can I refuse a DBS check?
Regulation 21 states that all individuals engaged in Regulated Activity must have a DBS check. If you refuse to apply for a DBS check, then you will be asked to cease your role which involves Regulated Activity.
The RFU must be informed of any individual that has ceased or been removed from their role for any safeguarding or disciplinary reason. Please refer to the RFU Safeguarding Policy for further advice.
For more information, please see our extended list of FAQs.
If you want to get in contact with us regarding DBS queries, please email dbseapp@rfu.com
