FAQ - The Criminal Records Bureau
Have a query about the the Criminal Records Bureau (CRB)? See if our FAQs below answer your question.
FAQ - The Criminal Records Bureau
Have a query about the Criminal Records Bureau (CRB)? See if our FAQs below answer your question.
Q. What is the Criminal Records Bureau (CRB)?
A. The CRB is a government initiative 'the ASA' uses; its purpose is to help organisations make more informed recruitment decisions. The CRB Perform checks on volunteers and employees who are working in contact with children or vulnerable adults. The CRB provides a regulated ‘one stop’ service for England and Wales offering access to records held by the police together with those held by the Department of Health and the Department of Education. The Disclosure Services enables organisations to make more thorough recruitment checks for positions that involve regular contacts with children and vulnerable adults. Completion of the disclosure application form is integral to safeguarding and protects children and coaches, teachers, helpers and any other volunteer or employee who has contact or may have contact with children and vulnerable adults.
Q. What is the CRB’s definition of a ‘volunteer’?
A. CRB define a volunteer as a ‘person who is engaged in any activity which involves spending time, unpaid (except for travelling and other approved out-of-pocket expenses), doing something which aims to benefit someone (individuals or groups) other than or in addition to close relatives.’
Q. What is an Enhanced Disclosure?
A. This is the highest level of check available to anyone involved in regularly caring for, training, supervising or being in sole charge of children or vulnerable adults. Enhanced Disclosures contain the same information as the Standard Disclosure but with the addition of any relevant and proportionate information held by the local police forces.
Q. Which members of the Club are required to complete a CRB check?
A. Anyone who has one to one contact, or may have one to one contact with a child or a vulnerable adult. This includes club coaches, teachers, poolside helpers, team managers and chaperones. As each club is different this may also include timekeepers, lifeguards or the person staffing a club shop. ASA clubs and members can find full details on who requires a check contained in Wavepower the ASA Child Safeguarding Policy and Procedures Manual.
Q. ARE OFFICIALS required to complete a CRB check?
A. In accordance with CRB guidance most officials will not require a CRB check. This is because officials are generally not required in their role to talk to children and young people whilst they are officiating. If a child approaches an official to ask a question or request assistance they should be directed to the appropriate coach, poolside helper or chaperone. If a referee needs to speak to a child this should always be done through or with the child’s coach. Therefore the opportunity for the official to have one to one or group contact is not present.
Q. Are CRB checks compulsory?
A. CRB do not make their checks compulsory. However, it is a condition of affiliation to the ASA (be it a club or other body that affiliates to the ASA) to accept our procedure that all helpers working closely with children or vulnerable adults and could find themselves in a one-one situation do complete the necessary checks. As a member of an affiliated club or other body, individual members are automatically bound under ASA Laws and Regulations to comply with the ASA’s CRB checking process BUT it is only required if an individual wants to take up a role which requires a CRB check. If an individual is unwilling to do so, they must not be used by the club in any position that places them in a position of trust with children
Q. What is the process and how long does it take?
A. In order to apply for a CRB check through the ASA the applicant needs to complete and return a CRB application form to the ASA. Once this is returned to the ASA it is checked, signed off and sent on to the CRB headquarters. The CRB complete the relevant checks and a Disclosure Certificate is sent to the applicant and the ASA. If the Disclosure Certificate contains no information that may make the applicant unsuitable to work with children or vulnerable adults the ASA will write to the Club Welfare Officer to confirm their applicant is cleared. At no time will the CRB response be sent to the club – it is sent to the ASA and individual only. The CRB checking process can take up to two months to complete.
Q. Where can an ASA member obtain CRB forms?
A. The ASA Membership Department send out CRB forms on request. Please call 01509 640738 or email crb@swimming.org
Q. How much does it cost?
A. CRB checks are free to ASA volunteer club members. If an individual is in a paid position at the club the cost of the CRB check is £58.00. If an individual is not part of a club, but wishes to be checked through the ASA (i.e. for the ASA Teacher Licensing Scheme), then there is a charge of £58.00 to cover the cost of the disclosure and administration fees.
Q. Why do I need to complete the ASA Self declaration form as well?
A. First time applicants must complete both the CRB form and Self Declaration form (purple). The purple form will allow an individual to appear on the club’s child protection list whilst the CRB application is being processed. The purple form gives the applicant the opportunity to declare any convictions that may appear on their disclosure.
Q. How long are CRB checks valid for?
A. CRB checks have no period of validity as the information on the Disclosure is a snap shot in time at the date that the checks were completed and must be seen as just one part of a safe recruitment process. However, the ASA recommends that clubs endeavour to get their volunteers re-checked every three years. It is advised to renew in the third year, rather than let it run out.
Q. What happens if I already have a current CRB check with another organisation?
A. All ASA club applicants will have to complete a CRB application form regardless of any previous Enhanced Disclosure they have with another organisation, however recent in line with CRB Guidance. Any applicant enclosing a previous Disclosure Certificate will have their application returned unprocessed by the ASA CRB Department with a new CRB application for completion. Further information on the CRB guidelines on portability are available on their website at www.direct.gov.uk/crb.
Q. Can I challenge the information revealed on my CRB check?
A. Yes. If you think there is an error with your CRB check or you do not agree with any of the information then please call CRB directly on 0870 90 90 778. Disputes must be raised with the CRB within three months of the date of issue of the Disclosure.
Q. Do I need to complete a CRB form for each club I am a member with?
A. No. All your club memberships will be attached to your record. We can send confirmation letters to any of the other clubs if requested to, but the original confirmation will go to the club that you submitted the form for.
Q. Which sections of the form do I need to complete?
A. Section A, B, C (if providing additional address history) and E. The person who checks your documents of ID should complete Sections W and X and the verification boxes in sections A and B.
Q. Who should check my documents of identification?
A. The Welfare Officer of the club. If they are not available then any other Club Officer (Club Secretary or Registration Officer)
Q. Who will see my information?
A. Your personal information will only be seen by those whose jobs require them to do so. Put simply, only the CRB staff at 'the ASA' Head office making the checks that are necessary in order for you to receive clearance to take up the role for which you have applied.
Q. Do I need to send in any documents?
A. Do not send your ID into the ASA; we do not check your documents. They need to be taken to the Welfare Officer or Club Secretary of your club in order that their sections of the form can be completed.
Q. Who can clubs contact for further help and advice?
A. If you require further information please contact Mrs Samantha Massey on 01509 640738. Alternatively you may wish to contact the CRB information line on 0870 90 90 844. Please also refer to the CRB’s Code of Practice, which can also be found on their website.
Q. Where can I get advice on Child Protection Courses?
A. All upcoming courses are listed under the 'Events' tab at the top of the page, alternatively click hereto browse the courses. If further information is required please contact the ASA on 01509 640700 and speak to the Education / Work Force Development Department who will be able to assist you.
Q. What has happened to the Vetting and Barring Scheme?
A. On Friday 11th February 2011 the Government announced the outcome of their review of the Vetting and Barring Scheme and the Criminal Records Bureau. The ASA alongside our colleagues in the sport sector contributed to this review ensuring that the views and opinions of our members have been put forward for consideration.
The proposed changes are part of the Government Freedom Bill. Subject to parliamentary approval, the Bill is expected to become law sometime in 2012 with the new vetting procedures being introduced as soon as possible after this.
We understand that many of our members will have questions and concerns as to the practical implications and how these changes will affect our sport. At this early stage the ASA will be unable to answer these questions.
We would wish to assure our members of our continued commitment to working with the Government and our colleagues within sport over the next months to establish the details of these proposals and how they will work in practice.
In the meantime please continue with the completion of CRB checks following the guidance in Wavepower and this document. The ASA will provide all the necessary guidance and information as soon as we have further details.
Q. Does the ASA provide a list of members who have been CRB checked?
A. Yes, the ASA can provide a Child Protection List to Club Welfare Officers (of their club members only). This will show any registered club members that have completed a purple form and received an enhanced CRB disclosure certificate, therefore they will show as ‘CRB Cleared’ on the list. If the individuals have just completed the purple ASA form they will show on the list as ‘purple form only or self declared’. Those individuals are required to complete a CRB application form. If registered club members are missing from your club list or amendments are required, please provide full details in writing to the ASA Membership Services Department so these matters can be resolved.
Q: Why doesn’t the ASA process CRB Enhanced Disclosure Certificates issued by other registered/umbrella body organisations?
A: Important Changes to the ASA Portability Service of CRB Enhanced Disclosures Certificates for ASA Affiliated Clubs and Swim Schools came in to effect on the 1st January 2008 in line with the CRB Code of Practice. As a result of this change the ASA no longer provides a portability service for CRB Enhanced Disclosure Certificates issued by other registered / umbrella body organisations. The ASA endeavoured to offer a portability service prior to January 2008 but this became increasingly difficult due to the withdrawal of support from other registered and umbrella bodies, who will not share information they have received with the ASA. Accordingly and with regret this service was withdrawn with effect from the 1st January 2008. All ASA affiliated club and swim school members must complete a CRB application form regardless of any previous enhanced disclosure they have with another organisation, however recent.
Any applicant enclosing a previous disclosure certificate will have their application returned unprocessed by the ASA CRB Department.
Further information on the CRB guidelines for portability can be found on their website at - www.direct.gov.uk/crb. Any queries can be referred to crb@swimming.org.
Individuals applying for an ASA Teachers and Coaches License should refer to the CRB information provided on the ASA website at www.swimming.orgor contact licensing@swimming.org.
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