Safeguarding and Child Protection

This page will help local groups ensure that they safeguard and protect the children and young people in their group.

We are committed to supporting local groups to safeguard the children and young people in their care, confidently and effectively. 

To help do this we offer:

  • free online safeguarding training
  • free criminal record checks across the UK
  • a Child Protection Policy document for all groups to adopt and put into practice
  • support and guidance from our central Local Groups team, including if any safeguarding issues arise
  • free downloadable forms and resources for groups to use and share

We require:

  • groups to have a ‘Designated Person for Safeguarding’ 
  • the Designated Person to have a criminal record check and to undertake the online safeguarding training 
  • all groups to have at least 3 criminal record checks in place and to re-new every 3 years

We know that child protection can be a complex and sometimes overwhelming subject, so we have created a number of step-by-step guides to make things clearer and easier. Please take time to look at the relevant sections below.

For inquiries or concerns about child safety - or to seek further advice on any of the above - please contact Gavin Davies, Head of Local Groups on 020 7014 1140 / Gavin Davies

To report any concerns about a child's safety or welfare please contact your local authority directly. For an urgent response, of course, contact the Police.

Further guidance can be found at www.nspcc.org.uk  or via their helpline on 0808 800 5000.  SignVideo, using BSL, is also available

Local groups child protection policy

NDCS has updated the child protection policy for affiliated local groups.

It is important that all committee members are familiar with this document to ensure the protection and safety of children in their care.

Child Protection Policy Local Group Version December 2015 (429 kb) 

 

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Criminal record checks

One way of safeguarding children and young people is by ensuring appropriate criminal record checks are in place, preferably for all committee members. All local groups who are affiliated with us can benefit from this service which we offer and cover the cost for.

Who needs a criminal record check?

We encourage all committee members to undertake a criminal record check, but as a minimum, we require at least 3 people should have one and this must include the Designated Person.

In addition, individuals involved in ‘regulated activity’ should also have a criminal record check done. That is, individuals who undertake regular unsupervised activities or work in a range of establishments, which give the opportunity to come into contact with children and/or young people. For example groups may have someone externally come and provide regular service, such as a weekly playgroup.

How do I get a criminal record check?

Your local deaf children’s society should have a Designated Person for Safeguarding,

There are 3 types of criminal record checks

-    DBS (for groups in England and Wales)
-    Access NI (for groups in Northern Ireland)
-    PVG (for groups in Scotland)

We pay for all of the above for anyone in a voluntary position on the committee of an affiliated deaf children’s society. We ask that this be renewed every 3 years. If you are in England and Wales you can help save us vital funds by registering for the Update Service. This means individuals only have to process an application once, so it will only cost us once.

I already have a criminal record check?

For England and Wales, unless you have previously signed up to the Update Service you will need to process a new DBS application for your role with your local DCS.

For Scotland if you have a PVG check from a previous role, you will need to inform your Designated Person so they request the correct type of application for you. This will be a shorter version than an initial application.

For Northern Ireland, you will need to complete an application for the role with your local DCS.

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Designated Person for Safeguarding

What is a Designated Person?

This is a mandatory role for all local groups; it is an individual who advocates safeguarding and child protection within your group by sharing information, training and resources. They are also the ones who can process criminal record checks on behalf of your group.

Everyone is responsible for safeguarding but your Designated Person is the ‘go-to’ person for any safeguarding or child protection concerns. They are also a way for us to disseminate important information around safeguarding and child protection to your wider group.

Who should be the Designated Person?

Any one on your committee! Some groups usually tack this on to their roles as Chair, Secretary or Treasurer, or you can also job share this role if you wish.

No previous experience or knowledge in child protection or safeguarding is required, we offer free online training and resources, and talk you through the criminal record check process. Some skills which are useful to the role though are:

  • Good IT skills
  • Good organisational skills
  • Ability to have good record keeping systems
  • Ability to be flexible and meet up with individuals to verify documents and view certificates

We have developed an easy to follow guide which details the role, responsibilities and administrative tasks involved. It can sound like a lot, but there is a dedicated team here to support you with any problems and answer any queries. Once you get going it really is quite simple and we hope the handy guide below helps you to keep track!

Local Groups Designated Person for Safeguarding Guide (Sept 2017) (1443 kb) [pdf]

everything you need to know about being a DP!

Fancy being your groups Designated Person?

Just contact us on localgroups@ndcs.org.uk and we can guide you through the process and get you set up.

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Help me with my DBS application

All affiliated local group are required to have a Designated Person (DP) for Safeguarding, this is the person who will process DBS criminal record checks for your group.

Step 1 - your Designated Person will:

  • ask you to sign a Consent form (392 kb) [pdf] permitting information resulting from DBS checks to be shared with us.
  • need your full name and email address.
  • email you a link, a log in and a password so you can access the online application.

Step 2 - the online application:

  • using the link provided, access the system and select the ‘DBS application’ option
  • log in using the credentials your Designated Person provided.
  • Follow the instructions online and complete the application with your personal details. (This should take about 10 minutes.)
  • In position applied for put ‘trustee,’ if you are a committee member.
  • If you are not, try and be specific in your role that you do e.g. volunteer swimming coach 

Step 3 – verify your ID

  • You will need to let your Desingated Person know when you have completed the online application and are ready to meet with them so they can verify and log your ID documents. 

DBS identity documentation

Applicants must show a certain set of documentation to their Designated Person to prove their identity.

What ID documents do I need for a DBS check? (339 kb) [pdf]

Step 4 - Receiving your disclosure certificate:

  • Only you will be sent the Disclosure Certificate to your home address. However we will receive notification if anything has been disclosed on your certificate (though not the nature.)
  • You must show your DP your disclosure certificate if there are any disclosures, and we will also notify your DP to get in touch. Step 5 - If there are any disclosures:
  • Your DP will consult with the Head of Local Groups and yourself in regards to your involvement with the groups.
  • With support from us, your DP will complete a risk assessment on the information disclosed to see how it may affect your involvement with children.
  • Your DP will confirm how you can continue to be involved with the group.

Need more answers? Contact us on localgroups@ndcs.org.uk

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Update Service

If you are based in England and Wales you will have a DBS check, which gives you the added benefit of being able to register for the update service. This means you won’t have to complete the application ever again, and can even use this criminal record for any other future roles outside of your local group, so it’s well worth doing.

Even better it’s free to do and takes just a minute or two to complete online. Once registered, all you’ll need to do when time for renewal with us is complete a consent form and we, and your Designated Person, can refresh your check online ourselves – simple!

You have 30 days from when your certificate is issued to register, but you can actually register from the moment you submit your application, using your application reference.

Find out more here

 

Once registered, all you then need to do is complete and return a consent form permitting us and your Designated Person to run an update on your criminal record when up for renewal, or for random spot checks. You will only need to submit this once.

 

 

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Help me with my PVG application

All affiliated local group are required to have a Designated Person (DP) for Safeguarding, this is the person who will process PVG checks on behalf of your group.

Step 1: your Designated Person will:

  • ask you to sign a Consent form (392 kb) [pdf] permitting information resulting from PVG checks to be shared with us
  • need your full name, postal address, and if you are already enrolled on the PVG scheme (this will determine the type of application form you complete and you won’t be required to show ID documents again.)
  • forward this information to us so we can send out the appropriate applications to complete directly to you.

Step 2: the application:

  •  following the accompanying guidance, complete the relevant sections of the application
  • ensure your position involves working with children
  • ensure you are listed as a volunteer

Step 3: meet with your DP and proving your identity

  • Once completed, contact your DP and arrange a time to meet so they verify your original identity documentation.
  • Your DP will take photocopies, and sign and date thesePVG identity documentation

PVG Identity documents

Applicants must show a certain set of documentation to their Designated Person to prove their identity.

What ID documents do I need for a PVG check? (106 kb) [pdf]

 Step 4: Receiving your disclosure certificate:

•    you will be sent the Disclosure Certificate to your home address. NDCS will also receive a copy.

Step 5: If there are any disclosures:

  • Your DP will consult with the Head of Local Groups and yourself in regards to your involvement with the groups.
  • With support from us, your DP will complete a risk assessment on the information disclosed to see how it may affect your involvement with children.
  • Your DP will confirm how you can continue to be involved with the group.

Need more answers? Contact us on localgroups@ndcs.org.uk

 

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Help me with my Access NI application

All affiliated local group are required to have a Designated Person (DP) for Safeguarding, this is the person who will process PVG checks on behalf of your group.

Step 1: your Designated Person will:

  • ask you to sign a Consent form (392 kb) [pdf] permitting information resulting from PVG checks to be shared with us
  • need your full name and email address
  • forward this information so a PIN notification and ID Validation form can be emailed directly to you from our provider, Capita.

Step 2: the application:

  • please follow the instructions you will receive in the PIN notification and ID Validation form
  • access to the application form is via NI Direct, which is a government website  you will need to create an account, or you may have one already as a resident in NI.
  • complete the form, using your details
  • ensure you select an Enhanced check

Step 3: meet with your DP and proving your identity

  • Once completed, contact your DP and arrange a time to meet so they verify your original identity documentation.
  • Your DP will complete the ID validation section of the form and return it to Capita to complete your application submission.

Access NI Identity documents

Applicants must show a certain set of documentation to their Designated Person to prove their identity.

What ID documents do I need for an Access NI check? (130 kb) [pdf]

Step 4: Receiving your disclosure certificate:

•    you will be sent the Disclosure Certificate to your home address. NDCS will also receive a copy.

Step 5: If there are any disclosures:

  • Your DP will consult with the Head of Local Groups and yourself in regards to your involvement with the groups.
  • With support from us, your DP will complete a risk assessment on the information disclosed to see how it may affect your involvement with children.
  • Your DP will confirm how you can continue to be involved with the group.

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Consent form for criminal record checks

Each applicant, who applies for a criminal records check through their local group, needs to confirm they are aware and happy for personal information and information resulting from checks to be shared with us.

Your Designated Person for Safeguarding will need you to complete a consent form like the one here:

Consent form (392 kb) [pdf]

We also need consent to be given when anyone signs up to the DBS Update Service (England and Wales only) – so the local group and we, can carry out update checks on individuals (without needing to complete another DBS application) – saving time and money!

Update Service consent form (107 kb) [pdf]

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Self disclosure forms

All committee members and volunteers working in regulated activity, should complete a self disclosure form as part of the criminal record checking process. This allows individuals to declare any information from the beginning of their involvement. 

An individual's suitability to be involved in the group will be assessed depending on the type of information revealed from the disclosure and check. 

NDCS self disclosure form 

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Safer recruitment and criminal records process

This document outlines hints and tips for ensuring safer recruitment, including the process to access free enhanced criminal records checks for local groups. This document is currently being updated, so please do contact us if you want to find out more about safer recruitment.

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Further reading and FREE training

 

 

  • Free online training

We've recently set up every local group with an account to enable you to access our online training.

contact the local groups team to receive your log in details. 

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