,The National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 provide a statutory basis for the vetting of persons carrying out relevant work with children or vulnerable persons. The Act also creates offences and penalties for persons who fail to comply with its provisions.
The Act stipulates that a relevant organisation shall not permit any person to undertake relevant work or activities on behalf of the organisation, unless the organisation receives a vetting disclosure from the National Vetting Bureau in respect of that person.
From 7th January 2019, all volunteers or persons seeking employement with Community Games must complete their Vetting Application online through our vetting registration system (VRS).
Please read our guidelines below on how to start and complete an online Vetting Application.
The Act stipulates that a relevant organisation shall not permit any person to undertake relevant work or activities on behalf of the organisation, unless the organisation receives a vetting disclosure from the National Vetting Bureau in respect of that person.
From 7th January 2019, all volunteers or persons seeking employement with Community Games must complete their Vetting Application online through our vetting registration system (VRS).
Please read our guidelines below on how to start and complete an online Vetting Application.
Completing your online Vetting Application guidelines
Enter your personnel email address and then click on REQUEST ACCESS CODE. We recommend using a personal email address (not a work email or friends email) as this will be the email address used to contact you throughout the process. It will also be the one used should we need to send you further communications in the future.
Applicants under 18 must enter their Parent/Guardian email address to request an access code. When completing the form they must also enter their Parent/Guardian mobile number and attach a signed and completed Parent/Guardian Consent Form (made available when printing application).
An access code will be sent to the email address entered, follow the instructions on this email to gain access to the VRS to complete the application form.
After all mandatory fields have been completed print the form, ensure all information is correct. If there are any anomalies or blank fields they must be corrected. Corrections must be initialed & dated by the applicant ONLY. The applicant must tick the declaration box, sign and date the form and present the application form to the Area / County Secretary or Children's Officer for validation.
TECHNICAL ISSUES & RESTRICTIONS :
Applicants under 18 must enter their Parent/Guardian email address to request an access code. When completing the form they must also enter their Parent/Guardian mobile number and attach a signed and completed Parent/Guardian Consent Form (made available when printing application).
An access code will be sent to the email address entered, follow the instructions on this email to gain access to the VRS to complete the application form.
After all mandatory fields have been completed print the form, ensure all information is correct. If there are any anomalies or blank fields they must be corrected. Corrections must be initialed & dated by the applicant ONLY. The applicant must tick the declaration box, sign and date the form and present the application form to the Area / County Secretary or Children's Officer for validation.
TECHNICAL ISSUES & RESTRICTIONS :
- If you do not have an email address you can set one up for free using many cloud based email clients - such as gmail, outlook, yahoo
- The same email address cannot be used for more than one application
- Please do not use an apostrophe in your surname - ie: O'Brien should be written as O Brien
- There have been some technical issues with iCloud emails so we recommend that you do not use an iCloud email address
Once the application form has been printed and the applicant has ticked the declaration box and signed and dated the application form it must be presented to the Area / County Secretary or Children's Officer for validation.
In the presence of the volunteer the Area / County Secretary or Children's Officer uses the photocopied identification documents to validate the identity of the applicant.
The identification documents provided to verify their identity must:
- Be clear and legible copies
- Equal 100 points or more
- Include a Photo of the applicant, confirm their Name, DOB, Current Address and be valid document (Not Expired)
NB: If there are any anomalies or blank fields noticedon the appliaction form at this stage they must be corrected. Corrections must be initialed & dated by the applicant ONLY.
Once the applicants identity has been verified the Area / County Secretary or Children's Officer must:
- Signed and date the identification documents
- Sign and date Section 2 of the application form NB: Applicants cannot verify your own identity.
- Retain a signed Code of Conduct (this is not sent to Community Games Head Office)
- Attached the signed identification documents to the application form and have it posted to HQ
Once received by HQ the information will be entered onto the Garda Vetting Portal for the vetting process to commence.
The applicant will receive an email from the Garda Vetting Bureau with a link to complete the next stage of the process (The entering of addresses) . This link is valid for 30 days only, so it is important that the applicant checks their emails daily including their spam/ junk mail folders.
It is at this stage that the vetting process can be delayed - as the next stage of the process cannot be completed until this stage is completed by the applicant.
Once the applicant enters their addresses they will recieve an email from the Garda Vetting Bureau informing them that their applicaion is awaiting review by Community Games. The Community Games Liasion Officer will review the application
The applicant will receive an email from the Garda Vetting Bureau with a link to complete the next stage of the process (The entering of addresses) . This link is valid for 30 days only, so it is important that the applicant checks their emails daily including their spam/ junk mail folders.
It is at this stage that the vetting process can be delayed - as the next stage of the process cannot be completed until this stage is completed by the applicant.
Once the applicant enters their addresses they will recieve an email from the Garda Vetting Bureau informing them that their applicaion is awaiting review by Community Games. The Community Games Liasion Officer will review the application
- They will submit the application to the Garda Vetting Bureau for processing if all is in order.
- They will cancel the application if there is an error and resend to the appliciant to re-enter their addresses again before sumbitting to the Garda Vetting Bureau for processing.
- The Community Games Liasion Officer will review the disclosure and once the disclosure meets Community Games criteria the appliciant will recieve an email from the Community Games online vetting system. This email will inform them that following the processing of their vetting application form with the National Vetting Bureau their vetting application has been accepted and to present the email to the relevant person in their Area/County so they can continue with the recruitment process.
❑ The Applicant and the Area/County Secretary or Children’s officer Checklist
❑ The Area/County retains the applicants signed Code of Conduct.
(this is not sent to Community Games Head Office)
Once all of the above has been completed post all documents to:
Liaison Person
Community Games
20 Inish Carraig House
Golden Island
Athlone
Co.Westmeath
N37 KH56
To comply with GDPR regulations we recommend that the Area or County should not retain any part of the application form.
- All fields on the application form have been completed correctly, (any anomalies or blank fields must be corrected. Corrections must be initialed & dated by the applicant only). If the applicant is under 18 a completed Parent/Guardian Consent Form must be attached and the email and mobile number on the form are that of the Parent/Guardian’s
- Applicant has ticked the declaration box
- Applicant has signed the form
- Applicant has dated the form
- Section 2 has been completed by the Area/County Secretary or Children’s officer (the applicant cannot verify their own identity)
- All identification documents used to validate the application form have been signed and dated by the Area/County Secretary or Children’s officer who signed Section 2 and have been used to verify the applicants Name, DOB and Current Address, and include a Photo of the applicant. (it is not mandatory to verify Current Address of applicants under 18)
- Identification documents are valid (check dates on everything), clear and legible and equal 100 points or more. If a utility bill is used as a form of identity these must be within the last 6 months. Accepted utility bills are Electric, Gas, Broadband, TV subscriptions, TV Licence and Landline phone bills (mobile phone bills are NOT excepted).
❑ The Area/County retains the applicants signed Code of Conduct.
(this is not sent to Community Games Head Office)
Once all of the above has been completed post all documents to:
Liaison Person
Community Games
20 Inish Carraig House
Golden Island
Athlone
Co.Westmeath
N37 KH56
To comply with GDPR regulations we recommend that the Area or County should not retain any part of the application form.
