Protection of Vulnerable Groups (PVG)
All people undertaking regulated work with a protected group, children or adults, is required to become a member of the PVG scheme.
It is the responsibility of each Club/Group/Association to ensure that everyone who works (paid or voluntary) with protected groups are suitable to do so and should follow the Scottish Cycling Safe Recruitment Policy.
You can find out more about the PVG Scheme here.
Changes to the PVG with Scottish Cycling – May 2024
Disclosure Scotland, who oversee the PVG process, have requested Sports Governing Bodies further develop some of the procedures currently used in the application of PVG. Due to this we have made several changes to the PVG process for Scottish Cycling.
PVG and Suitability Decision-Making Policy – A new policy governing the PVG process has been created. We require all Clubs, Groups and Associations to adopt this policy and the associated procedures, if they want to employ individuals in Regulated Roles. The policy can be found in the PVG Resources, below.
Suitability Decision – we are now required to assess any PVG information and make a Suitability Decision of applicants to carry out Regulated Roles for affiliated Clubs, Groups and Associations. To do this we will follow the PVG and Suitability Decision Procedure (link in ‘PVG Resources’ below).
One PVG – Applicants are only required to have their PVG linked to Scottish Cycling once, even if they carry out Regulated Roles for more than one club. If an applicant applies to another Club/Group/Association, they will still be required to apply to Scottish Cycling so that we can link their PVG to the additional club on our records (this can be done through the same application form).
Consent Form – Applicants will be required to consent to their information being shared with the Club, Group or Association which they are applying. We may need to include the Club/Group/Association in the Suitability Decision.
New Application Form and Process – We have created a new online application form. This can be found in the PVG Resources section below. Applicants for regulated roles can be prompted to complete the application form by WPO’s. This will be submitted directly to Scottish Cycling, where, once we receive ID Verification from the WPO we will submit to Disclosure Scotland.
New Identification Verification form and Process – We have created a ID Verification form that can be completed by WPO’s/ID Checkers. Once ID has been verified the WPO/ID Checker will complete this form, which we will match with the PVG Application and then submit the application to Disclosure Scotland. Three forms of ID (one photographic and two address) are required to be checked by Disclosure Scotland.
Ending Secondary Contracts – we no longer require secondary contracts.
PVG Application Process
The new process is as follows:
- Club completes recruitment process for a regulated role (ie application, interview (formal or informal), References) and decides to employ an individual.
- WPO sends applicant link to the PVG application form.
- Applicant completes online form and clicks ‘Submit’ in the form.
- WPO completes ID verification form, after verifying applicants ID, and clicks ‘Submit’ in the form.
- We receive both forms, confirm details and submit application to Disclosure Scotland (DS).
- Applicant receives PVG cert up to 2 weeks before we are notified (usually just a few days). This allows applicant time to check details and update DS if anything is incorrect.
- We receive the PVG and make a suitability decision for their employment with club (we may involve the club in this step depending on the information received).
- Club employs or is not allowed to employ individual.
Transferring to the New Process
To transfer to the new process Clubs/Groups/Associations will need to follow the following steps, these can be carried out at any time, however there may be a delay in processing PVG’s if we’re required to review agreements and policies if submitted at the point of PVG Application.
- Sign and return the PVG Processing Contract
- Sign and return the ID Checker Agreement
- Adopt necessary policies referenced in PVG Processing Contract (templates are below)
Additional Guidance for Transgender Disclosure Applicants
If you're transgender you can apply for a disclosure using a special process. This means you do not have to tell the person or organisation asking you for a disclosure what your previous gender was. You only have to tell Disclosure Scotland. You can find out further information on how to apply here.
Frequently Asked Questions
For a list of Frequently Asked Questions please click here
PVG Resources
Policy and Procedure
PVG and Suitability Decision Maker Policy and Procedure
Recruiting People with Convictions Policy
Disclosure Scotland Code of Practice
Club/Group/Organisation Contracts and Agreements
Application Forms
Other Forms
Club/Group/Association Reference Form – we do not require copies of completed references, this template is to help with adhering to the Safe Recruitment Procedure.
