Disclosure Scotland (PVG Scheme)

The PVG Scheme is delivered by Disclosure Scotland which, as an executive agency of the Scottish Government, takes on additional responsibilities. These include taking decisions, on behalf of Scottish Ministers, about who should be barred from working with vulnerable groups. If you looking for a Registered Body that removes the hassle of applying for a PVG check and guarantees to deliver a secure, reliable and professional service? Read more to find out how DDC can help you.

The online PVG application process

PVG applications are now being processed online through Disclosure Scotland’s online portal. For PVG applications the steps to verify an applicant’s identity must be undertaken prior to them being added to the system and an online form being completed. Disclosure Scotland has confirmed that they have systems in place to ensure that the form completion is accurate.

The new process can be summarised in the following simple steps:

1. The applicant provides original documents to prove their basic details to the Countersignatory.
2. The Countersignatory logs in to the Disclosure Scotland portal and provides the applicants name, DOB, address and email address details.
3. Disclosure Scotland emails the applicant access to their online form, with a follow-up if the form is not completed within their approved timeframe.
4. The applicant completes the relevant form on the Disclosure Scotland portal.
5. Disclosure Scotland undertakes their checks and issue results.
6. A paper certificate is posted to the applicant and a paper and/or digital copy is sent to the Countersignatory.
7. The requesting organisation must thoroughly check the certificate to ensure all the information is accurate and full applicant details have been provided by the applicant.

Please note that paper applications are still an option however, these may take longer to be processed by Disclosure Scotland and their preference is to use the online application process.

How much does a PVG check cost?

The cost of a PVG check depends on whether the applicant has joined the scheme previously.

*Organisations must become a qualifying voluntary organisation (QVO) to get free PVG checks for volunteers.

DDC can also provide basic Disclosure Scotland checks which cost £25.00 and includes information on any unspent convictions.

If you are requesting a large volume of checks, please contact one of the team on 0845 644 3298 to discuss the pricing options. Read more about costs and prices.

What are the different PVG documents that are issued?

Each of these documents should give an indication of the type of work that the applicant has registered to provide (Regulated Work with children and/or adults).

1. A PVG Scheme Membership Statement – this document is provided to any applicant that has joined the PVG Scheme either as an individual or through an employer. This document confirms they are a member of the PVG Scheme but does not give any indication if there is anything present on their Certificate (PVG Record). Any applicant can obtain a statement without the need to apply through a Registered Body or employing organisation.
2. A PVG Scheme Record – this document can only be obtained if an applicant has applied through an employer or Registered Body like DDC. Upon application, a PVG Record will be issued to the organisation that countersigned the application, and to the applicant themselves. The PVG Record issued will include all conviction information that Disclosure Scotland has released. If an applicant does not own one of these documents, they have lost their copy or the existing document does not include Regulated Activity with the required groups, the employer should request a new PVG Scheme Record. This will also ‘register the employer’s interest’ in the applicant to ensure they are informed of any future considerations for barring.
3. A PVG Scheme Update – this document will confirm the most recent PVG Scheme Record that was issued (through the document number and issue date) and if that document has changed in any way (e.g. no longer valid or new conviction information has been added). If new information is present on the record this document will not confirm what this information is. The only way to obtain the new information would be to request a new PVG Scheme Record.

Who can request a PVG check?

Employing or volunteering organisations can request a PVG check on individuals performing ‘regulated work’ with children and protected adults in Scotland. Regulated work can include:

• caring responsibilities
• teaching or supervising children and/or protected adults
• providing personal services to children and/or protected adults
• working directly with children and/or protected adults

Common roles eligible for a PVG check include:

• Teachers and school staff
• Doctors, Nurses and Carers
• Volunteering with children
• Dentists

If the role does not fall within these requirements then an organisation must not request a PVG check but may wish to opt for a basic level check.

What are the PVG Scheme aims?

• Help to ensure that those who have regular contact with children and protected adults through paid and unpaid work do not have a known history of harmful behaviour.
• Be quick and easy to use, reducing the need for PVG Scheme members to complete a detailed application form every time a disclosure check is required.
• Strike a balance between proportionate protection and robust regulation and make it easier for employers to determine who they should check to protect their client group.

How does the PVG Scheme work?

The PVG Scheme assesses if an individual, working or intending to work with children and/or vulnerable adults in a ‘Regulated’ role, is suitable. Members receive a Scheme Membership Certificate and, in most circumstances, a Scheme Record listing any spent or unspent criminal convictions received to date. If the individual was barred from undertaking such work they would not be allowed to join the Scheme or, if they were barred subsequent to joining, their membership would be revoked after a period of ‘consideration’.

Eligible applicants can join the PVG Scheme directly and are provided with a Membership Statement confirming their status. This adds them to the PVG Scheme so that their details are updated with any vetting information that is added to their record. Vetting information is defined as conviction information retrieved from criminal justice systems and relevant non-conviction information held by the Police. Disclosure Scotland continue to collect vetting information after a person becomes a PVG Scheme member which ensures that new information can be acted upon promptly. In the vast majority of cases, there will be no new vetting information that is relevant to work with vulnerable groups.

If, after careful assessment a person is considered a risk and, therefore, is unsuitable to work with children and/or protected adults, Disclosure Scotland will list them on one or both of the barred lists. This means that the person will not be able to become a PVG Scheme member. It is also an offence for a barred person – and for an organisation to permit that person – to undertake regulated work.

Get started today with free registration and set-up

Register for free with DDC to request PVG checks on your staff members/volunteers. Once registered we will provide access to your personalised Client Area where PVG Checks can be requested, tracked and results obtained. The Client Area will ask a series of questions to determine if the applicant is already a member of the Scheme, to determine the type of application required (Scheme Record, Update or initial Registration).