Safer Recruitment Best Practices 

Although Safeguarding is everyone’s responsibility, as a Club Safeguarding Officer, you are responsible for championing best practice in Safeguarding at your club. Safer recruitment is a vital part of safeguarding and helps the RFU and its volunteers ensure we’re creating a safe environment for children and adults at risk to enjoy the game. To help with Safer Recruitment, we strongly encourage all Club Safeguarding Officers to ensure these practices, or the next best thing, at their club: 

1. Provide details on roles you’re recruiting for

If your club is recruiting volunteers, make sure key aspects of their role such as any possible involvement with children, any checks the applicant may need to undergo, and what your club values are, are known from the outset and are made clear during the application process. 

2. Make sure your club is clear about the skills and knowledge required for the role, and that this is included in the role description

By identifying these at the start, your club can be sure to get a better pool of suitable applicants. It is also a good chance for the club to highlight any safeguarding needs for the applicant, such as the need to have a child-centred approach or the ability to handle confidential information. 

The RFU have made a Club Safeguarding Officer Role Description Template for your use.  

3. Interview volunteers 

Clubs should take the opportunity to interview volunteers and get a better understanding of why they’re applying for the role and if they have prior experience in a similar field. 

4. References

Always collect character references for volunteers, regardless of the role they’re applying for and especially if they’re applying for a role with children or adults at risk. Clubs should do all they can to build the most informed picture of new volunteers. 

5. Certificates and qualifications

Always ask to see copies of any certificates or qualifications that are required for the role. 

6. Mentoring period

Clubs should consider the suitability of a ‘mentoring/shadowing’ period for new volunteers, to ensure they get an appropriate level of support in the early days of their role. For example, if hiring a new coach, it may be suitable that they have a more senior coach support them in sessions during their first week. 

7. Ongoing development 

Ensure that the individual carries out any training or training refresher/renewal courses they’re required to do. For example, coaches and CSOs are required to refresh their safeguarding training every three years. 

Who is eligible for a DBS?

Anyone working in regulated activity is eligible for either a standard or enhanced DBS check. To be deemed as regulated activity, within a rugby setting, the position must meet the following criterion: 

• The activity must involve teaching, training, instruction, care or supervision of children or adults at risk. 
• The activity must also be carried out by the same individual frequently, which is once a week or more, or, on 4 or more days within a 30-day period, or, overnight (between the hours of 02:00-06:00); 
• The individual must be aged 16 or over.
• The activity must also be unsupervised. 

If the individual’s role meets the above criterion, they are eligible for an Enhanced DBS check, including a check of the barred lists. If the individual is in a role that meets the above criterion, bar the supervision aspect, i.e., they are always supervised during their role, they are still eligible for an Enhanced DBS check, but do not require a check of the barred lists.  

In a rugby setting the specified nature must be listed under activity in the Safeguarding Vulnerable Groups Act 2006 (SVGA) and subsequent Protection of Freedoms Bill (POF) 2012 amendments and be an unsupervised activity. 

An individual may be eligible for a DBS check if, they hold an additional role that does meet the Regulated Activity criteria e.g., a coach who also works on the bar. In this type of case, only the main eligible role (the coaching role) should be declared on the DBS application. 

Additionally, we have encountered queries relating to parents/helpers on overnight tours. Please note that this role will only be eligible for an Enhanced DBS (with Barred List) check if it can be demonstrated that the role is clearly covered by the Regulated Activity criteria (as set out above). 

Clubs should not blanket DBS check all their members and volunteers. They must assess each role against the eligibility criteria to determine if a check is required.  

All job roles that appear on the RFU’s online e-DBS system are deemed eligible for an Enhanced DBS check. Additionally, applicants must be set against a role that relates to the correct workforce they will be engaging with e.g., children, adults at risk, or both. This will allow the Police to disclose any relevant information about an individual depending on their workforce and job role.  

It is, however, most important that irrespective of any DBS criteria, clubs follow safer recruitment procedures and remain mindful of the fact that carrying out a DBS check on an individual is only part of the risk assessment. Clubs should, if they have any reason for concern over an individual’s suitability for a role, carry out further checks through references or other types of enquiries. 

Whilst the RFU can provide guidance on DBS eligibility, we would recommend that you review the official guidance provided by the DBS themselves on their website. Additionally, within their website you will find key information related to ID verification (that must be adhered to) and useful guidance leaflets to help determine eligibility within a sports setting.

E-DBS System 

The RFU operates an online eDBS application system that clubs must register to use, which allows the RFU to effectively monitor all DBS applications and disclosure results. Clubs are automatically loaded onto the eDBS application system, to allow CSOs to submit applications straight away. 

For help and guidance on how to use the e-DBS system, please see the SCRUM ‘How to Apply for a DBS’ help article.  

Verification Requirements 

Club Safeguarding Officers must ensure to thoroughly check all identification documents provided by applicants. It is paramount that the ID verification requirements, issued by the DBS, are adhered to accurately verify an applicant’s identity. This includes ensuring that only original documents are provided, not photocopies/scanned documents.