PVG and Disclosure Checks
Clubs are responsible for ensuring the safe recruitment of anyone who wishes to work or volunteer with them. If an individual is carrying out a regulated role—most commonly working with children—they must have a PVG check completed before they begin the role.
Full details of the process, including responsibilities, are provided in the Scottish Fencing PVG Procedures, available through the link provided to clubs.
1. Required Preparatory Steps for Clubs
Before a club can request a PVG check:
Club Processing Agreement
The club must complete and return the Club Processing Agreement. This explains what the responsibilities are for the club committee around recruitment and what Scottish Fencing’s role in the process is.ID Checker Agreement
The club’s Welfare Officer must complete and return the ID Checker Agreement.Club-Specific Consent Form
Each club is responsible for updating its own Applicant Consent Form, as it must be specific to the club.
2. Safe Recruitment Process
Clubs must follow their full safe recruitment process before a Welfare Officer requests a PVG check.
The Welfare Officer must confirm with their committee that all required recruitment steps have been followed.
Only once this is confirmed should the Welfare Officer request a PVG.
Scheme Updates
If the individual is already working in a regulated role within the club, and only a Scheme Update is required:
No references are needed.
The Welfare Officer may request a Scheme Update.
3. Applying for a PVG Check
When applying for a PVG check (including Scheme Updates):
The individual must complete both:
The PVG application form, and
The club’s updated Consent Form.
Welfare Officers must explain that:
Applicants can withdraw their consent at any time.
If consent is withdrawn:
The club cannot recruit the individual into a regulated role.
If the person is already deployed, the club must remove them from the regulated role.
Completed forms should be sent to: admin@scottish-fencing.com
4. Suitability Decisions
Scottish Fencing will:
Review the PVG data returned from Disclosure Scotland.
Make a suitability decision.
Inform the club’s Welfare Officer of the outcome.
Further information is included in the PVG Procedures document.
5. Individuals Moving Between Clubs
If a coach or Welfare Officer moves to a new club and is already on the Scottish Fencing register:
The new (or additional) club must still complete all safe recruitment steps.
Once the committee confirms they wish to proceed with the appointment, the Welfare Officer or ID Checker may apply for a PVG check.
Each club must make its own PVG application.
Scottish Fencing will then confirm whether:
A new check is required,
A Scheme Update is needed, or
The individual is suitable for regulated work within that specific club.
There may be situations where:
A coach is suitable to work in one club but not suitable in another, or
Scottish Fencing requires an updated PVG check before approval.
6. Contact Information
If clubs have any questions, they should contact: admin@scottish-fencing.com
7. Relevant Documents
