England Boxing Disclosure and Barring Service (DBS) Policy

1 England Boxing Disclosure and Barring Service (DBS) Policy 1

England Boxing Disclosure and Barring Service (DBS) Policy 1. Personal Responsibility 1.1. It is the personal responsibility of all adults within the following role headings to ensure that they have applied for and received a DBS certificate, in addition that that they have submitted the DBS certificate to the England Boxing DBS umbrella body First Ace Ltd. They can only take part in England Boxing activity when the DBS has been cleared by England Boxing (by the following procedures) and they should ensure it remains current. 1.2. A DBS remains current for three years from date of issue or date of online service update check by England Boxing. 1.3. If a DBS qualification expires without renewal, the holder is responsible for returning the England Boxing registration and identity card to the relevant Medical Registrar. An expiry can be anticipated and therefore application for renewal can be timely, therefore avoiding unnecessary time out of the sport. 1.4. The applicant must have the correct workforce entered into the application form for it to be valid for the England Boxing. I.e. section X61/62 line 1 child and adult workforce. 1.5. The online update service has been adopted for England Boxing and it is recommended that applicants subscribe to this service as guided by the information provided by the DBS at time of application. 2. Eligible Persons-Roles 2.1 Under the Protection of Freedom Act 2012 England Boxing has determined the following as eligible persons-roles thereby requiring DBS clearance: DBS and barred list check: Coaches Welfare Officers Team Managers Coach and Official Educators and Assessors OICs Designated drivers that are designated by the club / England Boxing to transport athletes Doctors are within this category but England Boxing should not conduct a check; based on acceptance that doctors have been deemed suitable to care for children via their registration as doctors, and are acting in their professional capacity. DBS check: Boxing Leaders Boxing Tutors Referees 2

2.2 The umbrella body (First Ace Ltd) administers the England Boxing DBS database. The umbrella body will provide an updated DBS database to Registrars and the National Compliance Manager (NCM) at least once a month. The copy to Registrars will be specific for their region. 3. Medical Registrar 3.1 Medical Registrars shall ensure all eligible persons are identified as acceptable on the Register before issuing or renewing England Boxing registration cards; Prior to registering such persons, the Registrar shall endorse the appropriate registration card by completing the DBS Renewal Date Stamp to reflect the expiry date shown on the Association DBS Register; They shall also ensure that the eligible person s Identity Card reflects the expiry date shown on the Association DBS Register; 3.2 The eligible person shall at all times, when engaged in activities within Amateur Boxing, be prepared to produce his registration card and identity card in order that the document can be inspected to ensure adherence to this policy. 4. Officials in Charge (events) 4.1 England Boxing It is the responsibility of all Officials in Charge at tournaments to ensure that all eligible people are in possession of a current DBS Disclosure via the date stamp on the registration book or identity card. 4.2. In the absence of a valid DBS Renewal Date Stamp within the registration book or identity card, the eligible person shall not play any further role in such tournaments or other activities within England Boxing in any role requiring a DBS clearance. All such breaches will be reported by the Official in Charge to the appropriate Regional Registrar as soon as practicable and the Registration Card of the offender shall be seized and returned to the appropriate registrar. 5. Clubs Officials and Committees 5.1. It is the responsibility of all club Welfare Officers, club officials and committee members to ensure that all coaches and other eligible persons within their clubs hold a current acceptable DBS Disclosure. 5.2. Divisional and Association Welfare Officers should carry out unscheduled unannounced visits to clubs to ensure strict adherence to this policy. 5.3. Welfare officers and other officials are also to consider other roles that may be particular to their clubs that come within the eligibility framework of the DBS requirements and child safeguarding. 6. Process of DBS disclosures 6.1. DBS application forms are obtained from Regional Registrars. The completed application form is to be taken to the registered checker as directed by the relevant region via the registrar. 3

6.2. In addition to the application form the checker will require identification of the applicant (a compulsory ID document list can be obtained from the Registered Checker or First Ace Ltd.) and the appropriate fee ( 8 at time of publication) 6.3. The contact details of registrars are on the England Boxing website; go to the menu bar, find About us, and scroll down to Regional Associations. The registrars contact details can be found within the relevant region s details. 6.4. The checker will then forward the application form to the Umbrella Body (First Ace Ltd) with the correct fee. The Umbrella body will double check the form and forward it to the DBS. 6.5. The DBS issue the certificate to the applicant only. On receipt of the certificate the applicant must forward it to First Ace. First Ace Ltd The Disclosure Office 54 Lions Lane Ashley Heath Dorset BH24 2HN Tel: 07778 336561 Email: FirstAceLtd@aol.com Please note that First Ace Ltd require a stamped addressed envelope to return the DBS otherwise it will be destroyed after 6 months in line with legal requirements. 6.6. On receipt of England Boxing DBS certificates and online service updates the umbrella body will conduct a preliminary risk assessment on a threshold policy agreed with the NCM. Having reviewed the DBS Disclosure the Umbrella Body will, if appropriate, add the applicant s name to the England Boxing Register. 6.7. Disclosures not reaching the threshold will be forwarded to the NCM for a further risk assessment by a Review Panel. The England Boxing Umbrella Body may request further written information from the applicant regarding matters shown on the Disclosure. 6.8. The Umbrella Body may also call the applicant to interview, if this is deemed necessary, to correctly access a Disclosure [there will be no claim by the applicant for attendance costs]; In cases where the England Boxing DBS Umbrella Body refers a DBS Disclosure to the DBS Review Panel, the National and Regional DBS Register will be suitably endorsed to show this course of action. 6.9. Exclusion or the imposition of sanctions of any sort can only be awarded by the Review Panel and not the England Boxing Umbrella Body. The England Boxing Umbrella body may be invited to attend Review Panel meetings in order to advise as required. 7. Online update service 7.1. Persons registered for the DBS online update service may update their DBS status using this facility. The checking code and the covering fee ( 3) are to be forwarded to First Ace for the Company to fulfil the task. As with re- application for certificates, it is recommended that 4

this is done in a timely manner to enable the check to be done prior to the DBS authority expires. 7.2. The England Boxing responses to the DBS online feedback are as follows:- Clear First Ace Ltd update database and Registrar updates documents. No longer current The applicant must apply for a new certificate and on receipt forward the certificate to First Ace Ltd. 7.3. Non-England Boxing DBS certificates will only be accepted if the workforce entry on the original application covers adult and child workforce. 8. DBS Review Panels 8.1. A DBS Review Panel will comprise of three persons of relevant training and/or experience of risk assessment and/or child safeguarding. Suitably qualified non-england Boxing members may be members of the panel, but the panel must be chaired by an England Boxing member. 8.2. If an applicant is referred to the DBS Review Panel by the England Boxing Umbrella Body, the Panel will determine whether the applicant should be permitted to join or continue being a member of England Boxing. The panel has the option of allowing the member to take part in non-eligible roles if appropriate; i.e. boxer. The panel may allow membership but request annual reviews of the DBS in appropriate cases for a period up to three years. This requires the applicant to make fresh application annually to the DBS for a new certificate or, if subscribed, via the online update service. 8.3. In such cases and whilst awaiting a decision by the DBS Review Panel, the applicant shall remain excluded from all activities within Amateur Boxing. 8.4. In cases where the applicant is re-applying for a DBS Disclosure at its expiry, and the England Boxing DBS Umbrella Body refers the renewed Disclosure to the DBS Review Panel, the National and Regional DBS Register will be suitably endorsed to show this course of action and the relevant Regional Registrar shall take steps to seize the applicant s England Boxing registration card and identity card. 8.5. This process of consideration by the DBS Review Panel shall be conducted in a timely manner and within three months of the Disclosure issue date if practicable. 8.6. Applicants subject to evaluation by the DBS Review Panel should be aware that further enquiries may well take place with other agencies prior to that person being called to interview or a decision being made as to their suitability. Such process is entirely dependent on other agencies and may extend the above recommended time-scale. 8.7. The Panel may request the attendance of the applicant at a DBS Review Panel meeting where that applicant can be asked to provide further information or explanation [there will be no claim by the applicant for attendance costs]. 8.8. If this Panel decides the person falls within the acceptable threshold, that person shall be entered on the DBS database as such. 5

9. New Information 9.1 It will be the policy of the DBS Review Panel to immediately suspend or impose limited suspension from any specific activity for such period and on such terms and conditions as it thinks fit, any member of the England Boxing if they are notified by a competent agency that any person has been identified as posing a risk, or potential risk to children. 9.2 This suspension may be lifted by the DBS Review Panel in their discretion if the subject is deemed by the competent agency to no longer be a suspect. 9.3 In all cases, if the DBS Review Panel feels that the person should be the subject of sanctions or dismissal, such decisions shall be communicated to the applicant, the Regional Secretary and the Regional Registrar by the NCM. 10. Appeals 10.1. Any appeal against the decision of the Review Panel is to be made within six months of the date of issue of the certificate. Appeals outside of this time need to be accompanied with a new certificate. The appeal must be submitted in writing to the England Boxing offices or by e mail to the NCM. 10.2. A payment of 250 must be made to England Boxing before the appeal will be accepted. If the appeal is successful the applicant is entitled to a refund of the fee. The payment maybe made by cheque (payable England Boxing) or electronically, details can be obtained from the England Boxing. All contact details can be found on the England Boxing website. 10.3. The applicant will be given notice of a date of hearing of the appeal. 10.4. To support the appeal the applicant may wish to attend the hearing and/or provide documentation (references etc). 10.5. If the applicant intends to appear personally and if he wishes people to attend to support him, names need to be forwarded to the NCM at least seven days prior to the date of hearing. Any documentation needs to be received by the England Boxing offices at least ten days prior to the date of hearing. 10.6. All decisions of the DBS Appeal Panel are final. Acronyms DBS Disclosure and Barring Service NCM National Compliance Manager 6