We know these checks and paperwork can sometimes be time consuming, but they are so important to make sure everyone within basketball is safe, including the players, officials and coaches. Depending on your role, there are different safeguarding checks we need to do to make sure we are making the playing environment as safe as we can.
Do I need a DBS check?
We recommend that all staff and volunteers hold DBS checks, of the appropriate level for their role. This means that even if someone is not in Regulated activity, they can still be asked to complete an Enhanced or Basic Check, depending on the type and frequency of contact they have with U18s. If there is a volunteer or staff member working with a club or organisation who is in regulated activity, organisations must ensure they request an enhanced DBS with a Barred List Check for the individual as part of their recruitment process. If Safeguarding concerns are raised, Basketball England can ask for proof that the appropriate DBS check has been carried out.
Please note: If you are 16 or over you will need to undertake a DBS check.
If you hold a DBS from another organisation that has been done in the past 3 years then we can accept this when licensing up until the 2023/24 season.
When the 2023/24 season commences, the following will be the requirements. You must either;
- Hold a DBS check which was issued by Basketball England
- Be able to show an original copy of your certificate from another employer to one of our appointed Regional Welfare Officers
- Or, be on the DBS update service. Basketball England must have seen your original DBS certificate in order to accept the update service check.
Your DBS check must be of the correct level, and for the same or a similar role to the one which you are applying.
Do I need to complete a self-declaration before licensing?
Self-declaration and disclosure forms are used by many organisations as part of safe recruitment practices. They are a recommended practice by the Child Protection in Sport Unit. They can provide additional information which can be assessed alongside an individual’s DBS, in order to consider their suitability for a particular role. The form is also used to confirm a wider range of consents/agreements. There are two forms, one of which will apply to you;
SG1 - Self-Declaration form for roles in Regulated Activity with Under 18s
SG2 - Self-Declaration form for roles not in Regulated Activity
The Self-Declaration forms can be downloaded from the membership system and completed digitally including an E-signature.
This process is all a part of our due diligence as an organisation, making sure that we have the right people within the sport.
If there is a volunteer or staff member working within a club or association who does not require a Basketball England License, we would still recommend that the appointing organisation uses these forms as part of their recruitment process. Please see our Safer Recruitment guidance.
What is regulated activity?
Regulated activity – bit of a mine field right? Below is a breakdown of what it means and hopefully it will help you to decide which safeguarding check you need to do.
Regulated activity is for anyone who has a role:
As well as taking one of the above roles, you also need to be doing this with the following frequency:
- Once a week or more
- More than 3 occasions in a period of 30 days
- Overnight between 2am-6am
Whether or not the activity is 'supervised' determines the level of check required i.e. Enhanced or Enhanced with Barred List. For more information, you can look at the leaflet; DBS Checks in Sport; Working with Children; ES699132_CCS156_CCS1018737888-002_Roles_Sports_Leaflet_Children.pdf (publishing.service.gov.uk)
What counts as supervised?
When thinking about whether someone is supervised in their role, think about what the answers to these questions are.
YES -> the person is supervised in their role at all times by someone who holds a DBS
NO -> this means you are unsupervised in an element of your work with young people and so therefore you will need a DBS check
Anyone who supervises someone in Regulated activity is also eligible for an Enhanced with Barred List check.
What documents do I need to provide?
A full list of the documents you will need to provide for your DBS check can be found by clicking here.
So I’ve been through the criteria and I need a DBS – where do I start?
The best and quickest place to start is with your Club's Welfare officer and verifier, they should be able to send you an activation email to start the ball rolling on getting a DBS. If you are unsure who your Club Welfare Officer is, you should contact your Club Secretary. If your club doesn't have a Club Welfare Officer then find out more information on how to on the Welfare Officers section of our website. If you are an Official, you can speak to your Official's Coordinator to find out whether they are registered as a verifier.
Failing that, contact the safeguarding team requesting an activation email and they will be able to assist.
Basketball England currently uses GB Group Online Disclosures (GBG) to process our DBS Checks. DBS' through GBG can take up to 60 days, or sometimes longer, but this varies due to the police force who provide the background checks but online applications. For using their service, they charge a small admin fee of around £10.80 for volunteers applications but if you are earning a wage in basketball, you will pay a higher fee of around £41.80.
N.B. Basketball England only uses this system to manage DBS checks, it cannot influence any checks or speed up the process.
If you have lived overseas
You may not be able to get a DBS check in England if you don't live in the UK currently or haven't lived in the country long enough to be eligible. In this instance, if you are required to provide a DBS for the role in Basketball, we will ask you to obtain a background check from the last country (except UK) where you have lived for 12 months or more (whether continuously or in total) in the last 10 years, while aged 18 or over.
This process must be led by your club or by you as an individual. Basketball England are not able to do this on your behalf. To start the process, the Home Office provide advice about different countries and the different processes that need to be followed. To find guidance on background checks for a specific country, please visit https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants.
If you are taking part in regulated activity (for a definition look earlier on in this page) you will need to have a barred list check. There are two barred lists, one for children and one for adults. The DBS may decide to bar an individual from working or volunteering with children, adults at risk or both of these. If a person is put on either of these lists, it’s very important they do not enter into regulated activity.
Below are a few pointers you should be aware of in relation to the barred list. If you are unsure of anything or require more information, then please contact us and we will be able to advise you of any action to be taken.
If a DBS application returns with a note to 'See Paper Disclosure', Basketball England will contact the person and ask them to send their DBS to us in the post so we can undertake a risk assessment. We are required to do this by law to ensure that we are correctly vetting all coaches/officials/volunteers who wish to work with under 18's.
If we request to see your paper copy, this does not automatically mean you are prohibited to work with Under 18's, but if you don't comply and send in your DBS when requested, we will look to suspend you until you do.
Following a judgment from the Court of Appeal, the DBS will now be removing certain specified old and minor cautions and offences from DBS checks in a process known as filtering.
If a person has more than one conviction or caution, then all details will always be included. Filtering will also not remove information relating to sexual, violent or safeguarding offences.
This also means self-disclosure and application forms which previously asked for details of all prior convictions, cautions, reprimands or warnings, must be amended to only ask about offences which are 'unspent'.
How do I become a Club Verifier for DBS checks?
If you are a Club Welfare Officer at your club with a clear enhanced DBS check done in the past 3 years then, yes, you can become a Basketball England verifier.
The Basketball England verifier within the club will be able to send out activation links to club member who require a new DBS check and see/manage their clubs DBS checks online. A detailed outline of the verification process can be found here and how to set up new DBS'.
To do so, please contact the safeguarding team with the subject title ‘New Basketball England Verifier’, your full name, an email address, which club you are with and we will be able to provide more information.
Our FAQs page provides answers to questions that you may have as a Basketball England Verifier.
Please note: With becoming a Basketball England verifier, the email assigned to your verifier's account will be advertised on the GBG Online Disclosures website whereby Basketball England DBS applicants will be able to see it at the end of the application process.