To ensure that the right people are recruited as volunteers in these important roles, any volunteers who wish to participate in rugby related activity which involves unsupervised contact with children on a regular basis, will be subject to a suitability risk assessment through Disclosure and Barring Service enhanced checks.
There are many different aspects of 'Regulated Activity' which relate to unsupervised contact with children. There are a number of different tasks that relate to the supervision of children in a sporting environment, and those tasks have to be completed on a regular basis as follows:
Once a week or more
Four or more occasions in a period of 30 days
Overnight between 2.00am and 6.00am
Coaches, Team Managers and First Aiders all have regular unsupervised contact with children and should have a DBS check completed. Club Safeguarding Officers will also be required to undertake a DBS check, as a result of their role. There may be other volunteer roles that may require a DBS check, but if you have any queries, please contact the WRU Safeguarding Advisor who will be able to advise you accordingly.
The process that has been adopted as a minimum requirement is, if there is a person who wants to participate as a new volunteer and they haven't had a DBS check then they shouldn't be prevented from volunteering. However, there is a need to ensure that we have the appropriate safeguards in place, for children to enjoy the rugby experience. For this reason, in the intervening period between the application being completed, processed and cleared as a disclosure, the volunteer cannot have unsupervised access to children.
In order to have appropriate safeguards in place, the volunteer must be supervised until the DBS certificate has been cleared and the CSO has been notified. It is the responsibility of the club to ensure this supervision takes place and it can take a number of forms:
The coach can be supervised by another Coach or Team Manager, Team Representative or Parent who has a valid DBS certificate, which needs to have been examined and cleared by the WRU.
If there is no one involved with the team who can provide such supervision, the second option is that the coach can conduct training sessions in the presence of parents, who are able to supervise those activities.
The WRU complete DBS checks via the e-bulk service provided by the Wales Council for Voluntary Action (WCVA) and clubs can sign up to complete these applications online. CSOs within the club can sign up as ID verifiers with the WCVA. Please contact the WRU Safeguarding Advisor if you wish to do so.
If the applications are completed online via WCVA, the applicant's identity has to be appropriately verified. The WRU are notified if -
The certificate is cleared and the CSO will then be notified by e-mail OR
The certificate contains information that needs to be further investigated. The WRU Safeguarding Advisor will then contact the CSO to ask that the certificate is examined and a copy is scanned and e-mailed to the Club Operations Team for an initial risk assessment to be conducted.
DBS certificates should be renewed every three years, however if any volunteers are convicted of any criminal offences during that time whilst still involved in regulated activity they have a duty to disclose this information to the CSO and the WRU Safeguarding Advisor for a further risk assessment to be conducted.