Making a Referral to Disclosure Scotland

Under the PVG Scheme, organisations and clubs are legally required to make referrals to the Protection Unit at Disclosure Scotland in specific circumstances. A referral must be considered whenever an individual is permanently removed from regulated work, or when the club determines that they would have been removed had they not already left the role.

Disclosure Scotland uses this information to assess whether the individual remains suitable to carry out regulated work with children, protected adults, or both, and whether they should be barred from such work.

When Should the Protection Unit Be Notified?

A referral must be made only when both Condition 1 and Condition 2 are met.

Condition 1: Removal or Intended Removal 

A club must have:

• Permanently removed an individual from regulated work
  (including dismissal or redeployment to a non‑regulated role), or

• Had the individual resign or remove themselves from a regulated role, or

• Allowed a fixed‑term contract to end where the club would have removed the individual from regulated work if the contract had continued.

If any of these situations apply, Condition 1 is met.

Condition 2: Grounds for Removal

At least one of the following five grounds must apply to the permanent removal:

1. Caused harm

2. Placed a person at risk of harm

3. Engaged in inappropriate conduct involving pornography

4. Engaged in inappropriate sexual conduct

5. Provided inappropriate medical treatment

If Condition 1 and any one of these five grounds are met, the club has a legal duty to make a referral.

Referral Requirements

When both conditions are satisfied, the club must inform Disclosure Scotland by submitting a referral.

• The referral form and accompanying guidance are available on the Disclosure Scotland website.

• Clubs may contact the Protection Unit for advice at: 📞 03000 2000 40

Support from Scottish Fencing

Scottish Fencing can provide guidance and support to clubs throughout the referral process.

For assistance, please contact: safeguarding@scottish-fencing.com

Legal Responsibility and Timescales

Making a referral is not optional.
It is a legal requirement under the PVG Scheme to report situations where both conditions apply.

• Referrals must be submitted within three months of the club making its decision about the individual’s removal.