Safe Recruitment
Introduction
Safe recruitment is a fundamental responsibility of all club committees. Volunteers are central to the success of every fencing club—they lead, support, and shape the culture and ethos of the organisation. It is therefore essential that clubs take all reasonable steps to ensure that unsuitable individuals are prevented from working with children and/or protected adults.
The guidance below outlines the key stages of an effective recruitment and selection process. The accompanying checklist identifies the steps that Scottish Fencing clubs must follow to meet their safeguarding obligations.
Safe Recruitment Policy
All clubs should adopt a Safe Recruitment Policy. A sample recruitment policy is available here . As a minimum, the policy should include the following requirements:
1. Identification (ID) Checks
Required for all roles to confirm identity and personal details.
2. References
Required for all roles.
References are a vital tool for assessing whether an individual aligns with the club’s values. They may reveal concerns that would not appear on a PVG check, such as patterns of unacceptable behaviour and poor practice.
3. PVG Checks
Required only for regulated roles.
Individuals must not begin regulated work until their PVG check has been completed and approved.
4. Interviews
To be conducted where appropriate, depending on the role and level of responsibility.
Recruiting Ex‑Offenders
Clubs must also have a policy for the recruitment of ex‑offenders. A criminal record does not automatically prevent someone from volunteering or working within a club. However, there are important legal requirements:
It is a criminal offence for a barred individual to undertake regulated work.
It is a criminal offence for a club to offer regulated work to a barred individual, or to fail to remove an individual from regulated work if Scottish Fencing notifies the club that the individual is barred.
It is a criminal offence for a club not to make a referral to Disclosure Scotland when the grounds for referral have been met (see Making Referrals guidance).
Clubs must ensure they understand and follow these requirements when reviewing applications from individuals with previous convictions.
Individuals Under Consideration for Listing
Scottish Fencing will notify the club’s Welfare Officer if an individual associated with the club is under consideration for listing by Disclosure Scotland.
In such circumstances:
The club must immediately suspend the individual from regulated work.
Suspension is a neutral act and does not imply wrongdoing or prejudge the outcome of the investigation.
The welfare of children and/or protected adults must remain the paramount concern at all times.
The individual should only return to regulated activity once Disclosure Scotland has completed its process and the outcome permits this.
Summary
Safe recruitment is an essential safeguard that protects children, protected adults, volunteers, and clubs. By following a robust recruitment policy—including ID checks, references, PVG checks where appropriate, and clear procedures for dealing with ex‑offenders and individuals under consideration for listing—clubs can help ensure a safe and supportive environment for all participants.
Under Consideration for Listing
Scottish Fencing will notify the club’s Welfare Officer if someone at their club is under consideration for listing. In those circumstances clubs must suspend the individual until the outcome of the case is determined. This suspension does not involve pre-judgement. In all cases of suspension the welfare of children and/ or protected adults is the paramount concern.
