Safeguarding / Disclosure Checks

A disclosure check is a criminal record check that is required by an individual working in regulated activity with children, young people and vulnerable adults before they can be employed by or volunteer for The Pony Club. This check needs to be enhanced. Regulated activity includes anyone working on a regular, frequent or overnight basis. This service is provided by Disclosure and Barring Services (DBS, formerly CRB) in England and Wales, Disclosure Scotland through its PVG scheme in Scotland, and Access NI in Northern Ireland.

The Pony Club, in partnership with the BHS, have commissioned Disclosure Services to provide an online system for disclosure checks. This system makes the process of completing and submitting a disclosure application much quicker and more user-friendly. We have over 130 Branches and Centres using this system at present, and the feedback has been excellent.

To register for online disclosure checks, there are two forms that need to be completed by the Branch DC, Child Protection Officer or Centre Proprietor, and returned to The Pony Club Office. Within two weeks of applying, you will receive two logins – an Admin login to manage all applications and a Remote login for candidates to complete the online application form. An applicant normally receives the result within a fortnight of the application being submitted, and both you and The Pony Club Office will automatically be notified of the Disclosure result. If you would like to find out more information on how to register for the online disclosure check service, then please contact:

For Branches: Stefanie Brazier at The Pony Club Office on Stefanie@pcuk.org or on 02476 698323.
For Centres: Becky Davies at The Pony Club Office on Rebecca@pcuk.org or on 02476 698308.
Alternatively, you can have a look through the guidance and registration tab.


Please find below more information about our online disclosure check service.

Overview of Disclosure Checks This provides an overview of who needs a check, and the ways it can be done.
Overview of Disclosure Checks

Guide to Online Disclosure Checks This file provides an overview of online disclosure checks, including how to register, and what to expect once you have registered.
Guide to Online Disclosure Checks

Self Declaration and Consent Form for Online Disclosure Checks This form needs to be filled in before anyone does their check online - it obtains their consent for their check to be done online, and also gives the applicant the duty of telling the Branch or Centre if they are investigated/arrested/cautioned by the police or social services in relation to children. This should be used instead of the form that Disclosure Services send out with the “Operational Web Account Login”.
Self Declaration and Consent Form for Online Disclosure Checks

Guidelines on Checking ID Documents for DBS Checks This is for any Pony Club official who would like to know exactly what they should be looking for when they check ID.
Guidelines on Checking ID Documents for DBS Checks

ID Details Pro Forma This can be used by proprietors/officials to record details of people’s ID out “in the field”. The details of what ID documents are needed is on the back.
ID Details Pro Forma

Address History Factsheet This is for anyone with a slightly unusual address history (eg. Overseas, armed forces, student).
Address History Factsheet

DBS Results Recording Sheet This can be used by all Branches and Centres to record the checks that have been made on their employees. The Branch or Centre should keep one copy securely, and one copy should be sent to The Pony Club Office.
DBS Results Recording Sheet

Self Disclosure Form This is is for use by anyone who has had an enhanced check in the past three years by another organisation (the NHS, RDA etc.). If they fill this out they do not have to do another check until their original check is three years old. The Branch DC or Child Protection Officer or Centre Manager should see the individual’s certificate. This gives the individual duty of telling the Branch or Centre if they are investigated/arrested/cautioned by the police or social services in relation to children.
Self Disclosure Form

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There are two ways to obtain disclosure checks (DBS): online or by paper. To find out more information about online and paper disclosure applications, please click on the tabs below.

To register to use the online service please contact:
For Branches: Stefanie Brazier at The Pony Club Office on Stefanie@pcuk.org or 02476 698323.
For Centres: Becky Davies at The Pony Club Office on Rebecca@pcuk.org or 02476 698308.

To obtain paper forms, please contact Stefanie Brazier on Stefanie@pcuk.org.

If an individual has had an enhanced disclosure check in the past three years through another organisation (for example, the NHS, RDA, or a school), they need to complete a Self Disclosure Form. A Branch / Centre Official must see the certificate before completing this form, to verify that it is an enhanced check within the past three years and that the certificate is clear.


Alternative to the online system, you can still do disclosure checks by paper. To obtain paper DBS application forms, please contact Stefanie Brazier at The Pony Club Office on Stefanie@pcuk.org.

Please make sure you fully understand the instructions and follow them carefully when completing an application form.

In December 2014, DBS updated the disclosure check form. Please make sure you only use forms that have a Form Reference Number beginning with F01, otherwise the application will be rejected. The reference number can be found on the top right hand corner of the application.

For more information, please see below:

Overview of Disclosure Checks This provides an overview of who needs a check, and the ways it can be done.
Overview of Disclosure Checks

Applicant Paper DBS Instructions This provides step by step instructions for applicants filling out the paper DBS form for Pony Club use.
Applicant Paper DBS Instructions

ID Checker Paper DBS Instructions This if for any Pony Club official who has to check ID for a paper DBS check. Again, it provides step by step instructions - please do not fill in sections X, Y or Z.
ID Checker Paper DBS Instructions

The Pony Club BHS Cover Sheet A completed cover sheet must be sent in with each completed DBS form. The ID checker needs to fill in the bottom section of this sheet. The details of what ID documents are needed is on the back.
The Pony Club BHS Cover Sheet

Guidelines on Checking ID Documents for DBS ChecksThis is for any Pony Club official who would like to know exactly what they should be looking for when they check ID.
Guidelines on Checking ID Documents for DBS Checks

ID Details Pro Forma This can be used by proprietors/officials to record details of people’s ID out “in the field”.
ID Details Pro Forma

Address History Factsheet This is for anyone with a slightly unusual address history (eg. Overseas, armed forces, student).
Address History Factsheet

DBS Results Recording Sheet This can be used by all Branches and Centres to record the checks that have been made on their employees. The Branch or Centre should keep one copy securely, and one copy should be sent to The Pony Club Office.
DBS Results Recording Sheet

Self Disclosure Form This is is for use by anyone who has had an enhanced check in the past three years by another organisation (the NHS, RDA etc.). If they fill this out they do not have to do another check until their original check is three years old. The Branch DC or Child Protection Officer or Centre Manager should see the individual’s certificate. This gives the individual duty of telling the Branch or Centre if they are investigated/arrested/cautioned by the police or social services in relation to children.
Self Disclosure Form

 

 




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