October 10, 2018
Garda Vetting | Frequently Asked Questions
What is Vetting?
It is a criminal background check of any person who is carrying out work or activity, a necessary and regular part of which consists mainly of the person having access to, or contact with, children or vulnerable persons.
Vetting is carried out with the permission of the applicant by a registered organisation e.g. the GAA, FAI, IRFU through the National Vetting Bureau in Ireland to establish whether there is any criminal record or specified information relating to the applicant.
What is the law on vetting?
Anyone who has on-going contact with children (under 18), in the field of leisure or sport (paid or voluntary), other than those who assist ‘occasionally’ or in the event of a family or personal relationship, must be vetted.
* It is up to clubs to assess whether a person’s contact is ‘occasional’ or not, ‘occasional’ contact is ‘now and then’ or a once off event, such as a sports day.
Is there a fee charged for vetting applicants?
There is currently no intention to charge fees to the community and voluntary sector for accessing the vetting service.
What this means for clubs?
If you have children involved in your club, all staff and volunteers who have direct contact with children must be vetted.
It is not necessary for all committee members to be Garda Vetted but it is essential if they have direct contact with children.
Additional persons e.g. a caretaker – The club will have to make the assessment themselves. For example, in one club the caretaker may only be responsible for outdoor facilities and may not have any role working with children. In another club the caretaker may be responsible for supervision of changing and shower areas. The legislation only requires vetting of persons working with children. If the caretaker does not have such a role, a club is not committing any offence by not having them vetted.
Club members should attend Code of Ethics and Good Practice for Children’s Sport workshops with their NGB or Local Sports Partnership. Clubs should have properly trained Children’s Officer. Training is available through Waterford Sports Partnership.
It is illegal for any volunteer or coach to work with children or vulnerable adults on a continuous basis before successfully completing the Garda Vetting process.
The children are always accompanied by or in the vicinity of an adult at training/matches must I still be vetted?
All people who work with groups of children, whether alone or accompanied by another adult, must be vetted.
What if we need to appoint a volunteer at short notice for a one off event?
That person does not have to be vetted. They would be covered by the ‘occasional assistance’ exemption.
As a parent dropping other kids to matches and training must I be garda vetted?
If you have their parent’s permission and it’s not that often, no. If you are a regular member/volunteer with the club, yes.
How do I know if my club is registered for Garda vetting?
- Most clubs will be affiliated to a National Governing Body e.g. GAA, FAI and clubs should contact their own NGB for support and further information. Clubs that are not affiliated to an NGB or whose NGB does not provide a vetting service can apply to be Garda vetted through the Federation of Irish Sport (FIS).
- The FIS facility will provide access for FIS member organisations and other non-member sporting organisations to Garda Vetting where such organisations do not have access to an Authorised Signatory within their own organisation or through another group facility. Organisations wishing to access the service should contact Conn McCluskey (email@example.com or 01-6251155/083-1285169) for details of how to apply for access to the service and how the facility is administered.
What information am I required to put on a Garda vetting form?
- Your Name(s) and any other Name(s) you are known as or have been known as
- Date of Birth
- Place of Birth
- Mother’s Maiden Name
- Passport Number where applicable
- Job Role
- Your current address and previous addresses (if any)
- Particulars of any criminal record
What age do I have to be to get Garda vetted?
It is possible to access Garda vetting for young people aged 16-18 years of age, however the application must be accompanied with a signed parental consent form, which is available from the GCVU . It is not possible to vet a person under the age of 16.
Do Transition Year students need to be Garda vetted?
Transition year students under 18 do not need to be Garda vetted but prior to any decision made by the registered service provider to facilitate a transition year student placement – it is imperative that at least 2 references from reputable persons [one being from the school that the student attends] are sought in writing and are confirmed and checked. All references should be requested from someone who has firsthand knowledge and experience of the student. The references can be from the secondary / second level school, previous employment or work experience or from any independent person in the community.
Do international students need to be Garda vetted?
Yes, if the international students is aged over 16 years and involved with children, they will need to be vetted by the Irish National Vetting Bureau through the club. You will need to allow time to have their vetting organised before they can volunteer with you i.e. start the process at least a month to 8 weeks beforehand.
The international students will also need to send you a copy of their Police Clearance Certification for all International addresses that they have lived at for longer than 6 months (once they were over the age of 18 years) before they start their work with your service.
How long does Garda Vetting last for?
It is advised to renew your application every 3 years.
How do I apply for Garda Vetting?
An organisation that requires Garda vetting of individuals must register with the National Vetting Bureau. The organisation must appoint a liaison person to apply for and receive vetting disclosures.
Details of the procedure for registering an organisation are on the National Vetting Bureau website.
If you are applying for a position that requires you to have Garda vetting, you will be sent a Garda Vetting Application Form (electronic or paper). You apply to be vetted using e-Vetting or you can apply using a paper form instead. If you are aged under 18 you must submit a consent form signed parent or guardian.
To use e-Vetting you must be aged over 16. You must have a valid email address and complete the “proof of identity” process.
The e-Vetting procedure:
- You will be sent a vetting invitation form by the registered organisation where you are applying for a position. You must complete the form and return to the organisation together with proof of your identity.
- The organisation will validate your proof of identity and send you an email with a link to the vetting application form.
- You complete the vetting application form online and submit it to the organisation.
- The organisation reviews your vetting application form and submits it to the National Vetting Bureau.
- The National Vetting Bureau processes the application and sends a vetting disclosure to the organisation.
- The organisation reviews the disclosure and will send you a copy of it.
What is a vetting disclosure?
A vetting disclosure includes particulars of the criminal record (if any) relating to the person, and a statement of the specified information (if any) relating to the person or a statement that there is no criminal record or specified information, in relation to the person. A Garda Vetting disclosure is issued directly to the liaison person in the relevant organisation.
Garda vetting will only be conducted on the written consent of an individual vetting subject. An individual vetting subject can get a copy of their Garda Vetting disclosure from the liaison person in the relevant organisation to whom it was issued.
Procedure for applying for a vetting disclosure
- You will receive a vetting application form (including electronic form) from the relevant organisation you are getting vetting for.
- Complete the application form and return it to the relevant organisation and provide proof of identity.
- A Liaison Person in the relevant organisation will forward the form to the National Vetting Bureau.
Is vetting covered on an individual basis?
No. Vetting is conducted only on behalf of relevant organisations that are registered with the National Vetting Bureau and is not conducted for individual persons on a personal basis.
How do I know my Garda vetting has been approved?
You can track your application online with your application ID and date of birth if you have used E-Vetting, otherwise you can contact your registered/affiliate organisation or the National Vetting Bureau Office.
How long does it take for my application to go through?
Minimum 5 days, maximum 4 weeks. If you are waiting any longer for confirmation contact your affiliated organisation or the National Vetting Bureau Office.
Vetting for transgender persons
The law requires that you disclose all of your previous names and addresses to the National Vetting Bureau (NVB) so that your application can be correctly processed. The NVB does however have a process whereby you can disclose your previous gender/name to the NVB only and not reveal this data on the vetting application form. This is known as the ‘Sensitive Applications Process’ and for more information Contact 0504-27300 and look for the Sensitive Applications Team.
National Vetting Bureau details:
National Vetting Bureau | Racecourse Road | Thurles | Tipperary | E41 RD60 | Ireland
Tel: +353 504 27300 | Locall: 1890 488 488
Website Email: firstname.lastname@example.org