Update on Turnaround Times
2 June 2013
Disclosure Scotland works within a Service Level Agreement to produce 90% of all types of Disclosure, for a correctly completed application with no further enquiries, within 14 calendar days. This is measured from the day we receive the application to the day of dispatch. Certificates are dispatched 1st class Royal Mail postage.
As of 2/6/2013, we are processing correctly completed Police Act Disclosure applications and PVG Scheme applications, with no further enquiries, within our Service Level Agreement.
As some applications may require further enquiries, these applications may take longer than our quoted average turnaround time.
Factors that can delay the processing of a Disclosure include:-
- incomplete information provided (please see our Helpful Hints on how to complete an application form);
- inability to authenticate at Home Address (particularly for Basics, please provide COPIES (NOT ORIGINALS) of some form of official documentation showing your current name and current address e.g. Utility Bill, Bank Statement);
- where Disclosure Scotland needs to carry out further enquiries, especially in respect of Enhanced Disclosures or PVG Scheme membership. This can be due to nominal details, address details, or if the applicant has had any dealings with the police in the past. Under legislation, we are also obliged to contact other government organisations to obtain information, in order to determine whether there is any information held that is relevant to the post applied for
Transition of Police Act Disclosure applications to new IT system
24 May 2013
Audience and Purpose
This is an update for all Registered/Responsible Persons and Counter-signatories of Disclosure Scotland applications to highlight changes affecting future Police Act Disclosure (PAD) applications.
The introduction of a new IT system by Disclosure Scotland has led to a change in the content of the PAD application that will affect Paper Applications for all levels (Basic, Standard and Enhanced), B2B File Submissions and Basic Disclosure On-Line (BDO) applications.
It is now planned to proceed with a transition to the new application formats starting at the end of May 2013 and the following provides additional information on the specific transition elements (Paper Application Forms, B2B and BDO).
The timeframes for these changes to be implemented are as follows:
- Paper Applications – distribution and acceptance of new Police Act application forms week commencing 27th May 2013
- B2B File Submissions – commence June 2013 completion of transition for customers by the end of August 2013
- BDO – August 2013 (date to be confirmed)
Paper Application Forms
The new PAD forms are similar to the current version but have a small number of additional fields. The guidance notes available with the forms provide an explanation of the information required including the new field entries.
Disclosure Scotland will be distributing the new forms and guidance notes in response to customer requests. Both current and new forms will be accepted up to 14th July 2013. Thereafter, only new PAD forms will be accepted. Further communication nearer the cut-off date will be sent out.
The format of B2B files submitted to Disclosure Scotland will also change in line with the PAD application form. It is anticipated that transition of B2B customers to the new file format will commence in a phased fashion starting in June 2013. Separate information will be provided to B2B customers to explain the changes and to liaise with those customers over the schedule for transition.
Basic Disclosures On-Line (BDO)
BDO entry will also be upgraded in line with the changes in the PAD form. Access to BDO site via the Disclosure Scotland website will remain the same but the layout and format of the screens will change to include the additional fields in line with the new form. On-Line Help will explain the information required.
Other Documentation Affected
Certificate - The information provided in the Police Act certificate will remain the same but please be aware that the layout of the certificate is slightly different and contains amended guidance notes on the reverse page.
Invoice - Until full migration is completed organisations may receive two invoices. This is driven by the version of the applications submitted.
Guidance Notes – Guidance Notes have been updated to reflect legislation within PVG.
Our website will be regularly updated with progress and any changes to timescales.
All other enquires can be directed to 0870 609 6006.
PVG Scheme Members - Change of Address
Customers please note, when PVG Scheme members are informing Disclosure Scotland directly about a change of address, we are asking for proof of that new address/name by requesting a photocopy/scanned copy as proof of the new details.
If the changes are being notified to Disclosure Scotland via an application countersigned by a registered signatory, the signatory should confirm the new name and/or address details as part of their ID checks.
Reprint Requests - Revised Procedure
21 February 2013
When you apply for a Disclosure, we will send the certificate to the address you supplied on the form. If your certificate has not been received it may be that you would wish a reprinted certificate sent to an alternative address. For this to happen, the customer has to formally write to Disclosure Scotland to request this, with a copy of documentation from the new address, with the request signed by the applicant. We can accept scanned copies of such requests. This new procedure will come into force on 31 March 2013.
Re-prints of certificates can only be offered if the original certificate was not delivered. After issue, it is the property and responsibility of the applicant.
Customers should also be aware that due to system storage and data security constraints, if they wish to request a re-print of a Disclosure certificate, there is a time limit of 84 days. After that date, certain details of applications are removed from our systems and a re-print is not possible.
PVG Scheme Retrospective Checking Update
31 January 2013
It was hoped that by the end of January 2013 we would be in a position to provide a date when we could move to being able to receive the full 100% of the monthly agreed volumes for PVG retrospective checking applications. As previously explained, we have had issues with our IT system that manages the PVG Scheme and this still continues to restrict us in our capacity to accept PVG retrospective applications.
I understand the continued frustration this may cause you and I can assure you that we are doing everything we can to minimise the disruption to you. We will inform you if we can accept the full 100% of agreed volumes before the end of February, but if not we will update you again at the end of February.
Guidance on Health Services in relation to Police Act Disclosures
25 May 2012
This guidance is aimed at assisting organisations in determining the correct level of Police Act Disclosure to apply for. For details, click here.
Updated Guidance on Foster Care, Kinship Care and Adoption
17 May 2012
Disclosure Scotland has now published updated guidance on Foster Care, Kinship Care and Adoption. Please click here for detail.
Do you have a duty to refer?
27 March 2012
The PVG Act places a legal duty on organisations and personnel suppliers to make a referral when certain criteria are met. Broadly speaking, the criteria are that: (a) an individual doing regulated work has done something to harm a child or protected adult and (b) the impact is so serious that the organisation has (or would) permanently remove the individual from regulated work. It is a criminal offence not to refer an individual when the duty arises.
Making a referral is very important. Failure to refer an individual may mean that an individual who is unsuitable to do regulated work does not get barred from doing that type of work and can go on and harm other vulnerable people in other settings. If you think you might need to make a referral, please read the PVG Guidance, Chapter 6.
PLEASE DO NOT SEND ORIGINALS
Failure to provide this information will delay the processing of your application.
Please do not hesitate to contact us on our helpline number 0870 609 6006 (Monday to Friday 0800 - 1800) if you have any queries.