How to complete the DBS:-

Step 1

• Get a BHS representative such as an APC Coach, BHS Assessor, BHS Regional Manager or BHS Staff attending shows, to check and sign copies of 3 forms of ID. ID Guidance.
• Complete our DBS form 
• The verified copies of your identification documents will need to be uploaded to this form.
• If you are unable to apply online please contact the Safeguarding team for support in completing the online form (02476 840746).

Step 2

Once your application and copies of your identification documents have been received and verified we will send you an email with next the steps in the process – completing the online form with Disclosure Services and how to make your payment.

• The link to the online DBS form will be sent to you via email, this will be on our online platform hosted by disclosureservices.com
• You MUST click on this link and complete/submit the form.  Please refer to the relevant guidance on how to complete the online form.
• Make your payment of £54.00 by sending in a cheque, opt to pay by BACS (BHS banks account details will be emailed to you once your documents have been received) or call the office to pay by secure telephone.
• Once the link and form have been completed and your payment received your online form will be submitted for a DBS check to take place.  This can take up to 12 weeks, although most are completed much sooner.
• You will receive your certificate in the post direct from DBS once the check has been completed. 
• The BHS will be sent email notification of the DBS result.
• Once we receive this, we will update your records and send you an email with details of how to join the DBS Update Service.  You only have 30 days to subscribe to the Update Service once you receive your certificate.

Please contact the BHS if you have signed up to the DBS Update Service.

If you have any queries please do not hesitate to contact the APC Team on 02476 840565 who will be happy to help.

The BHS Safeguarding Team are also available to help, please contact 02476 840746.

Once your DBS has been processed and you receive your certificate you can join the Update Service. You have only 30 days to join the update service after receiving your certificate. You can join the Update Service through the Government website. Please see https://www.gov.uk/dbs-update-service.

Once you have joined the Update Service you will pay a yearly fee rather than completing your DBS check every three years, you won’t have to fill in any forms or have your ID checked. It also allows other organisations or companies to check your DBS for other, similar roles, including volunteering, without having to pay an extra fee.  

The Update Service costs £13 per year and you can pay by debit or with credit card. You must keep your DBS certificate safe as the DBS will not re-issue it if you lose this and are on the Update Service.

If your annual payment is linked to a card you will need to contact the DBS if your card is due to expire to set up a new Direct Debit payment. If payment fails you will no longer be enrolled on the Update Service and will have to apply for a new DBS certificate.  DBS contact number: 03000 200190.

Once you have signed up to the Update Service we require your permission to check your DBS is valid. Please complete the DBS Update Service Permission Form​.

Please Note: The BHS are only able to accept Enhanced DBS certificates from outside of the organisation that are linked to the DBS annual update service. This is due to DBS checks being role specific and they may be interpreted differently depending on the organisation that has requested the check.

As a freelance coach you need to decide whether the work you are doing is considered to be 'regulated work' and requires a PVG Check. If you are working with private clients under the age of 18 in their own homes, on a freelance basis you will be required to complete a PVG check. Freelance instructors who have not yet joined the PVG Scheme but need to can obtain a scheme membership statement directly from disclosure Scotland at a cost of £59. 

Under the PVG scheme parents may choose to check whether you are barred from working with children, this is through their right to be able to access a disclosure as personal employers.

If you work in ‘regulated work’ for another organisation, as well as your freelance work, you will be able to access a scheme record or scheme record update through your employer. This is a higher level check and in most instances will be easier than applying for a scheme membership statement as an individual. It will also provide a link between you and your employer. If your employer would like further information please ask them to contact the BHS.  

For more information please see the BHS guide on  Protecting Vulnerable Groups Scheme information for Accredited Professional Coaches.  

Don’t forget to let us know once you are a PVG scheme member, so we can keep the details with your Accredited Professional Coach record. Please submit this evidence via the Certificate Submission Form.

You will need to complete:

• BHS Pre-application form 
• Pin Notification and ID validation form 
• Identity Documents

Checking Documents

Please Email or WhatsAPP a copy of each document and form to susan.spratt@bhs.org.uk. WhatsAPP is secure. 

 BHS Ireland will then arrange a face to face chat – WhatsApp is the preferred option or an online meeting via Microsoft Teams.

 Payment

Before you apply online there is a cost of £35 which goes to the Pony Club Area 17 as they are acting as an Umbrella Body and processing the applications for the BHS.

The BHS Ireland Paypal account is s.irwin@bhs.org.uk or pay directly to The British Horse Society NI Region Bank Account –
Unity Trust Bank
The British Horse Society – Northern Ireland
Account Number: 20511210
Sort Code: 60-83-01

Next steps

 Once that is all done then you get the pin number to apply online.  The current Access NI turnaround time is approximately 3 to 4 days.

 Apply online for an enhanced check through a registered body | nidirect

Once you have received your new Access NI certificate please forward this to the APC team to update your records via the Certificate Submission Form.

For more information please contact:

Susan Spratt

BHS Manager for Northern Ireland & Republic of Ireland
susan.spratt@bhs.org.uk

+44(0)7808141079