Criminal Record Bureau Checks (Enhanced Disclosures) and ISA Registration (currently suspended)

Please note that ISA Registration has been suspended pending further review and recommendations on the future structure of the Criminal Record Bureau (CRB) and Vetting and Barring Scheme (VBS) by various Government Working Parties. It is expected that legislation will be presented in due course to Parliament to merge the CRB and ISA, giving them revised powers and responsibilities. See also section on Vetting and Barring Scheme (click here).

Crown Green

British Crown Green has a separate dedicated system and applications should be made to the Lead CPO, Mr Dave Collier, 11 Rushmere, Glossop SK13 8TH Telephone: 01457 868225, Mobile:07500 191420.

English Short Mat

ESMBA use the auspices of British Crown Green as their umbrella body. In the first instance please apply through the ESMBA CPO Mr Keith Hawkins Phone 01903 533977; mobile: 07588 880599 Email: keith@esmba.co.uk

English Bowling Federation and English Womens Bowling Federation

English Bowling Federation use the auspices of British Crown Green. In the first instance please apply through the EBF/EWBF CPO Mr John Heppel Phone 01909 474346 Email: j.heppel@btinternet.com

EIBA Ltd & Bowls England

Bowls England and EIBA Ltd use the auspices of The Media Group (TMG) as their umbrella body (which is a registered body that provides access to the CRB to other non-registered organisations).

TMG is based in Nottingham and has its principal communications business focussed on sport as an enterprise partner for the Central Council for Physical Recreation (CCPR). In conjunction with the NSPCC Sports Unit it operates a not for profit Criminal Record Bureau (CRB) disclosure service which is used by the Football Association (FA) and a number of other sports. It is believed that by using this service our associations have a dedicated and confidential method of compliance with legislation, without the need of additional HQ staff and equipment

The fee for a volunteer application through TMG is currently (from Summer 2010) £15 + VAT [i.e. £18 at 20% VAT] which covers the administration charge for TMG (there is no charge levied at present by the CRB).

The fee for a salaried person application is currently (from Summer 2010) £54 (inc VAT at 20% VAT) [£62 from 6 April 2011] which covers the administration charge for TMG (and the CRB fee).

The procedure is straightforward, and guidelines for applicants will accompany the Disclosure Application. Both documents will be available to Association and Club Child Protection Officers on application from the designed NGB representatives named below.

Please forward the name and address of the person concerned, name of Club, and “post” for which the CRB applies (e.g. Child Protection Officer, Coach, Junior Coach). The necessary form will be sent to either the person concerned or the Club Secretary, together with instructions on how to fill it in, and a label for you to then forward to TMG with your cheque for the appropriate amount.

Requests should be made in writing giving the name and National Insurance (NI) number of the individuals for whom they are intended and the position held in the association or club. Please ensure you send a self addressed C5 envelope (229mm x 162mm) with the appropriate postage to allow the form(s) to be sent to you.

Forms can be obtained from

This list was last updated in October 2011.

It is recommended that a record is kept of forms issued to members. It is the responsibility of the applicant to inform the association or Club Child Protection Officer or Safeguarding Officer (CPO/SO) of the results of the disclosure.

Clubs and Associations are reminded that the CRB Disclosure is the property of the individual and the CPO/SO should not keep the originals, merely making a record of the disclosure submitted.

CRB Disclosure fee

The CRB only levy a fee where the applicant receives payment for his/her position. The majority of applicants within the family of bowls are currently classed as volunteers and as such the only charge made is the administration charge to process through TMG.

Application Procedure

The CRB application process is explained by clicking here. Applications should only be made for those persons who actually need a CRB, not those who only think they might need one. Clarification can be sought on whether your rôle needs one can be obtained from either TMG or one of the members of the Child Protection Panel.

Applicants are reminded that under the new proposed legislation it will be an offence for “employers” to knowingly make unlawful criminal record check applications.

Checking of Documents for a CRB Clearance and ISA Registration (latter implementation currently halted)

Crown Green

British Crown Green have in place document verifiers throughout the counties affiliated to the Crown Green Code. Contact Mr Dave Collier for more details.

English Short Mat BA (ESMBA)

ESMBA have in place document verifiers throughout the counties affiliated to the Short Mat Code and can also use the services of Crown Green document verifiers. Contact Mr Keith Hawkins or Mr Dave Collier for more details.

English Bowling Federation/ English Women's Bowling Federation (EBF/EWBF)

EBF have in place document verifiers throughout the counties affiliated to the EBF code and can also use the services of Crown Green document verifiers. Contact Mr John Heppel or Mr Dave Collier for more details.

Please note that as well as verifying your documents, part of the document verifier's rôle is to verify that you actually need a CRB for the post you hold/ will hold.

Bowls England and EIBA Ltd

Bowls England and EIBA Ltd use TMG as their preferred supplier. Documents can be sent direct to TMG (you may prefer to send by secure posting) or you can arrange for your documentation to be checked and verified on the CRB form by a licensed document verifier. Click here to find out how you can locate a verifier near you.

Please note that as well as verifying your documents, part of the document verifier's rôle is to verify that you actually need a CRB for the post you hold/ will hold.

Why use TMG?

There are a number of benefits to accessing CRB checks via TMG. These are:

• TMG acts as an interface between the Joint Panel and the CRB.
• TMG will administer the process and acquire the CRB check on our behalf.
• TMG offer to the family of Bowls a great deal of experience in handling and processing CRB checks that can pay dividends in ensuring that the check is completed as quickly as possible.
• The Family of Bowls may, from time to time, only require a small number of checks per annum and cannot meet the threshold requirements or the terms for direct registration.
• TMG acts for the family of Bowls and many of the major sporting bodies in England providing help and assistance in order to comply with certain obligations contained in the CRB’s Code of Practice.
• The Joint Panel might lack the necessary administrative resource and the relevant expertise in handling criminal record information.
• TMG can provide a range of additional range of services. These include a dedicated account manager; a dedicated advice line; Database management; Risk Management; Consultancy; Training and advise and support on disclosed information.

Why use the NGB preferred service?

The detailed reasons for not using other services are:

• The Joint Panel cannot quality assure the process and guarantee that the process has been properly managed
• The Panel can hold the TMG to account if a Disclosure is issued with an incorrect postcode, spelling error etc. All of these things affect the quality of the Disclosure and help ensure the Joint Panel has the right information to work with. Other agencies will need to be challenged by the Club if there are errors.
• The Joint Panel and TMG have secure delivery addresses, storage and shredding arrangements and properly protected data.
• If a Local Authority or other agency is used and there are problems, then the Joint Panel cannot assist or advise with situations such as fingerprinting, escalating costs and chasing delayed Disclosures nor with dispute management or complaints. The Club will then be legally liable under current legislation if it accepts such a CRB.
• The Joint Panel works closely with TMG to ensure that the Code of Practice is met. This is a set of legal requirements that fall out of the Police Act 1997. If the Club uses a local agency and breaches the Code of Practice then the Club will be responsible for the potentially serious consequences.
• The Code of Practice has requirements re storage, destruction and information sharing. The Joint Panel manages this for Clubs and ensure they do not fall foul of the law. Using an independent agency means the Club must sign up to the Code of Practice, understand and adhere to it. Inspection by the CRB (Home Office) is possible.
• A Club may not share any Disclosure information with the Joint Panel. If the applicant is disclosed to be on the Sex Offenders’ Register (for example) the club will need to manage this and may not share this information with the Joint Panel or any other club, or their NGB. If the Joint Panel receives the Disclosure it can manage a national response. It should be clear to members that only with nationwide response can protection of children be enforced.
• The Joint Panel can access expert advice from the CPSU in difficult decision making.
• The Joint Panel can maintain a national register of checked coaches and officials and enable coaches and officials to move from club to club with a degree of confidence. If checks are managed by the club, the NGB cannot do this as it has no right to the information released
• A Disclosure may be issued with Additional Information. This is information that does not show on the applicant’s copy as it is only issued to the employer. If a check is done locally this additional information will be released to the Club. This information may be high risk, for example, pertaining to the downloading of indecent images or to investigations into allegations of harm to children. It would be illegal for the club to share this information with the applicant or with the Joint Panel. This means the club would have to deal unsupported with the situation. This is extremely difficult and challenging even for a NGB with legal, CPSU, TMG and insurance support.
• The NGBs will not be held responsible for any Club or Association that chooses to use the services of another third party provider or to rely on a disclosure not issued through the approved routes for the Sport of Bowls.

Portability of CRB Disclosures

Portability refers to the re-use of a CRB Disclosure obtained for a post in one organisation and later used for a position in another.

In common with the CRB, The Joint Panel for the Protection of Children and Vulnerable Adults does not endorse the use of a previously issued Disclosure due to the limitations and risks involved. If a Club or Association relies on a previously issued Disclosure, it should carefully assess the degree of risk in not obtaining up to date information regarding the applicant. The following are examples:

Limitations

• The Disclosure may not be at the correct level, ie, Standard instead of Enhanced.
• The Disclosure has no formal period of validity. Its information based on information at the date of issue may be out of date and not reflect the current situation.
• The Disclosure may not have included checking of the Protection of Children Act List (PoCA) and/or Protection of Vulnerable Adults (PoVA) and other lists now held under the Vetting and Barring Scheme administered by the Independent Safeguarding Agency (ISA)

Risks

• A previously issued Disclosure will not satisfy any requirement, legal or otherwise, for a fresh check.
• There is no guarantee that the Registered Body concerned with the previous Disclosure accurately and fully verified the person’s identity.
• The personal details (Name, address etc) may not now be valid. (a check on identity documents should be carried out.)
• Have you permission to verify the Disclosure with the former employer or Registered Body?

There are, however, plans under legislation being drafted to put to Parliament to enable CRB Disclosures to become “Portable (transferable)” to enable a CRB to be used for rôles of a similar nature for a similar group giving the “employer” the ability to verify an existing CRB. However, this will not remove the responsibility of the “employer” to do a proper risk assessment to ensure they fulfil their duty of care.

Vetting and Barring Scheme and the Independent Safeguarding Agency

Details of the current situation regarding the implementation of the Vetting and Barring Scheme and the ISA registration (currently implementation is halted) can be found here.

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