The DBS process is a crucial part of an effective recruitment process. Any club operating rugby for those under the age of 18 is deemed a children’s service provider, which means that certain legislation and commitments must be adhered to.

RFU Regulation 21.2 describes the requirements of the RFU DBS process, further information is provided in the RFU Safeguarding Policy of the requirements within a rugby setting.

One significant aspect of providing a children’s service is ensuring that a thorough recruitment process is followed, including interviewing potential volunteers, seeking references, checking qualifications are valid, on-going monitoring and carrying out DBS checks via the RFU.

All DBS applications must be obtained through the RFU Safeguarding Department and DBS disclosures issued through other Registered Bodies are not accepted.

The DBS issue a certificate for ALL DBS applications – therefore, simply having a DBS certificate does not mean applicants have been approved by the RFU. The certificate is sent directly from the DBS to the applicant’s home address and the RFU does not receive a copy of the DBS disclosure. All applications and results are, however, actively monitored by the RFU Safeguarding Team.

Only when an individual appears on GMS with a “current” DBS status are they deemed “approved/cleared” to work unsupervised with U18s, so it is crucial that clubs monitor GMS, have an up-to-date Child Workforce list and manage those engaged in the youth game.

If a DBS returns containing information, the RFU will instigate the DBS Case Management Process and failure to comply with this process will result in the individual being removed from coaching U18s.

On occasion, the RFU will contact a club requesting a reference for an individual. It is imperative that written communication is supplied upon request so that the RFU can carry out a thorough risk assessment when managing a DBS disclosure.

Applicants (and clubs where necessary) will be informed of the outcome of the DBS Case Management Process in writing. Additionally the GMS site will be updated to reflect a Current or Rejected DBS status.

Only when a “current” status appears against an individual on GMS are they deemed “DBS cleared” by the RFU.