DBS CHECKS

A deployer or employer is legally responsible for ensuring their volunteer or member of staff has completed the appropriate DBS check before being deployed in their role.

Remember that a disclosure check is only one part of the recruitment and vetting process and no system is fool proof. Ideally you should not rely on just this one system to help create a safe environment. See Recruitment and Selection of Individuals Working with Children for more information.

Information for Coaches

Coaches do not require a DBS Certificate to meet the British Canoeing Coach Update requirements, or to complete any coaching qualifications. The DBS eligibility requirement is linked to an individual’s specific role and the frequency and intensity in which they carry out that role. Therefore, coaches may be required to undertake a DBS check by their deployer or employer in line with the type of activities or role they are carrying out.

How to apply for a DBS check

A DBS application should be requested through your club, centre or employer as it is your employer or deployer who is responsible for ensuring the appropriate checks are in place before you carry out your role.

If you think you may need to complete a DBS check and you have not been asked to, check with your Club or Centre Safeguarding Officer or employer. 

As part of our commitment to safeguarding in sport, Canoe Wales uses the Welsh Sports Association (WSA) DBS Checking Service for Sport & Leisure. The service is run through its trading arm Vibrant Nation, and provides bilingual, online DBS checks (Disclosure and Barring Service, formally CRB). The WSA is the only provider of a fully bilingual system and service in Wales, and even offer a free DBS bilingual helpline should you have any questions.

If you have any problems or questions whilst using the online system contact Vibrant Nation directly at admin@vibrantnation.co.uk or 029 2033 4995.

There are two routes to apply for a DBS application:

Option 1. Via Club Safeguarding Officer – available to Clubs whose Safeguarding Officer has registered an ID Verifier with Vibrant Nation through Canoe Wales. This service is free for volunteers in all affiliated clubs.

• Step 1 – Contact your Club ID Verifier (in most cases this is your Club Safeguarding Officer)
• Step 2 – The ID Verifier will confirm if you are eligible to apply for a DBS Check and what level of check you require
• Step 3 – The ID Verifier will register your name and email address on the online DBS check system
• Step 4 – Once your details have been registered, you will receive an email containing your login information and a link to the online DBS service

The online DBS system will take you through your application with prompts to help as you go. 

Option 2. Directly through Vibrant Nation (or another DBS service) – for centres and self-employed coaches 

Contact Vibrant Nation: admin@vibrantnation.co.uk or 029 2033 4995. There is a cost for this service which is payable directly to Vibrant Nation.

DBS Application Information for Club Safeguarding Officers

If you are a Club Safeguarding Officer, you can register to submit and verify DBS applications for your volunteers or staff. The Club committee must agree for you to carry out this role and you will need to complete the following online form.

Register to verify DBS Applications for your Club

DBS Update Service

The DBS Update Service is an online government service which, once subscribed to, allows your DBS Certificate to be kept up to date for as long as you are subscribed to the service or until any new information is added to your Certificate (continuous annual subscription is required).

This means that it may be possible to take it from role to role across different organisations. However, this is not guaranteed as not all organisations accept the Update Service system.

You only have 30 days to join the DBS Update Service once you have received your DBS Certificate. Join the DBS Update Service here.

Canoe Wales may accept the use of the DBS Update Service for portability of a DBS Certificate completed with another organisation when certain requirements have been met in full. See our Portability of DBS Certificate guidance.

If you have subscribed to the DBS Update service and your original DBS Certificate was processed through Canoe Wales via Vibrant Nation it may be possible to use the DBS Update Service to replace the need to complete a new application at the time of renewal. This will be dependent upon your continual subscription to the Update Service, your certificate remaining current and your role and workforce remaining the same. If so, you will need to inform Canoe Wales by completing a DBS Status Check Authorisation Form.

To complete and submit an online form click on the link below, this will take you to the central Paddle UK Report a Concern page, you will also find a downloadable Word version of the form at the bottom of the page.