DBS Admin Help 1 of 9

1. What is this section of the HRFC website for?


HRFC are required by the RFU to do DBS checks on various people within the club if they are undertaking Regulated Activity. To do that, some volunteers have agreed to help out by performing the ID validation checks and enter the information onto the RFU and DBS systems. These volunteers are known as DBS Administrators, Safeguarding Officers or Safeguarding Administrators.

The pages in this section of the website are specifically to help those volunteers navigate the process of performing a DBS check.

An overview of the process laid out in these pages is:

  1. Request Docs - Check who at HRFC requires a DBS check on HRFC Pitchero database and request they bring required documents
  2. Check Docs - Perform the physical ID check
  3. RFU GMS - Find person in RFU Game Management System (GMS) and apply for DBS
  4. DBS System - Login to the DBS website (disclosures.co.uk) to enter the information
  5. Advise Applicant - Contact applicant to get them to complete the process by logging into the DBS system and consenting
  6. Update Club DB - Once DBS cert issued to applicant update Pitchero database with expiry date and RFU number

You can find more information about the DBS Service on our FAQ which provides information for people who are applying for the DBS to help them understand how the process works. DBS admins should read and be familiar with the information on this page.

From the RFU Eligibility Criteria, here is their definition of Regulated Activity

To be deemed as being in Regulated Activity, within a rugby setting, the position must meet the following criteria and frequency (when working with children) –
Activity: Teaching, training, instruction, care or supervision of children, carried out by the same person frequently (once a week or more often), or on 4 or more days in a 30-day period, or overnight, all on an unsupervised basis.
An Enhanced DBS check (without barred list checks) can be applied for if the role is specified under the activity above. However, at all times the individual must be supervised by an individual in Regulated Activity i.e. has been DBS checked to enhanced level with an appropriate barred list check. In a rugby setting the specified nature must be listed under activity in the Safeguarding Vulnerable Groups Act 2006 (SVGA) and subsequent Protection of Freedoms Bill (POF) 2012 amendments and be an unsupervised activity.

At HRFC as of 2019/20 season it has been decided that all Junior Team Managers and Junior Coaches will undergo a DBS check. This slightly surpasses the RFU requirement and makes administration of volunteers easier.