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e-Vetting FAQ



The information below pertains to e-Vetting as carried out by An Garda Siochana National Vetting Bureau.

Did you know, it is now a legal requirement that all staff, paid and voluntary, who work regularly with children and/or vulnerable adults must undergo the Garda Vetting process? This draws on the National Vetting Bureau (Children and Vulnerable Adults) Act 2012 to 2016.

An individual may not commence working/volunteering with children or vulnerable adults as a member of Cycling Ireland until their Garda Vetting has been completed and the results conveyed to the Liaison person. In fact, it is an offence to start a person in such activities before their Garda Vetting has been satisfactorily completed.

Cycling Ireland has recently moved to e-Vetting. This means that both the National Garda Vetting Bureau and Access NI now process vetting applications online. This is an exciting departure and should facilitate a speedier and smoother process for all involved. As a result, there are a number of changes in the Garda Vetting application. Please use the FAQ below to guide you in these changes.

 

For additional information and FAQ, please visit the National Garda Vetting Bureau website.

  • q Who is required to be vetted?
    A


     

    All Cycling Ireland members with direct responsibility for the supervision and safety of children and/or vulnerable adults, and those in a management role of these volunteers/workers will be required to partake of the vetting process by law. These positions are referred to as regulated activity positions .


    Regulated activity positions include but not limited to:
    - Associate Members* 
    - Board Members*
    Coaches
    Safeguarding Officer
    Club Committees*
    Designated Persons
    Employees*
    Mechanics 
    Leaders
    Message Therapists
    - Officials*
    - P
    hysiotherapists
    - Regional Boards*
    - Standing and Board Appointed Committee
    - Team Managers
    - Mechanics*
    - Other personnel

     *Unless the positions highlighted above are responsible for one of the roles below on a regular basis then they would not be required to undergo a vetting or disclosure check. A Vetting or Disclosure check will be required where an individual undertakes relevant work or activities relating to children or vulnerable adults, where such involvement includes: 


    - Coaching, Mentoring
    - Teaching, training or instruction
    - Care or supervision, including health care and relevant personal care
    - Advice or guidance provided wholly or mainly for children relating to their physical, emotional or educational well-being
    - Moderating a public electronic interactive communication service likely to be used wholly or mainly by children
    - Driving a vehicle being used only for conveying children and carers or supervisors. 

     

  • q What are the steps involved in the Garda e-Vetting Process?
    A

    Below are the 6 steps involved in obtaining a Garda Vetting disclosure.

    Step 1

    The vetting subject completes a Cycling Ireland 'e-Vetting Invitation & ID Validation Form'. This form is available here.

    They then present their original ID's with photocopies to a staff member of Cycling Ireland, or an assigned Responsible Adult* for validation.

    The vetting subject then posts their e-Vetting Invitation form along with photocopies of the ID used to ‘Authorised Liaison, Cycling Ireland, Kelly Roche House, 619 North Circular Road, Dublin 1’. Please note, Cycling Ireland does not accept soft copies of this form.

     

    Step 2

    Cycling Ireland processes your form and inputs the information onto the National Vetting Bureau (NVB)online vetting service. The NVB will send the applicant a link via e-mail (corresponding to the email address provided in Step 1 of e-Vetting Invitation & ID Validation Form) inviting him/her to complete the online e-Vetting Application Form. This email will come from evetting.donotreply@garda.ie Do not reply to this email address. If you have any difficulties, please follow it up with our National Safeguarding Officer (safeguarding@cyclingireland.ie). The link will expire after 30 days. If uncompleted in this time frame, the subject will have to re-apply to Cycling Ireland to re-send the link.

     
    Note: Incorrect forms or applications not meeting the requirements will be rejected and returned to sender for correction at this point.

     

     

    Step 3

    The vetting subject completes e-Vetting Application Form online.



    Step 4

    The Cycling Ireland Liaison Person reviews the Vetting Application Form and submits it to the National Vetting Bureau for processing.

     

    Step 5

    The National Vetting Bureau processes the application and forwards a vetting disclosure to the Cycling Ireland Liaison Person.



    Step 6

    Cycling Ireland reviews the vetting disclosure and as soon as is practicable provides a response to the vetting subject.

     

     Note: The time taken to complete the vetting process is dependent on the prompt return of accurately completed forms. Please take the time to ensure that you have filled out your form correctly.

  • q How is an applicant's identity validated?
    A

    A designated Responsible Person* must check the identity of the applicant against an original valid form of identification as specified on the e-Vetting & ID Validation form. The Responsible Person completes the ID validation form and signs it confirming that they have verified the identity of the applicant.

    This Responsible Person must tick the appropriate box for the form of ID that was used to verify the identity of the applicant. 

    Who qualifies as a *Responsible Person?

     

    The following Responsible Persons may verify the applicant’s identification and sign the Garda Vetting Invitation ID Validation form:

    - Cycling Ireland Staff
    - Cycling Ireland Tutor or Club Designated Person (Club Safeguarding Officer)
    If not a member of Cycling Ireland Club, the designated person may be one of the following:
     GardaMember of Clergy | Medical Doctor |SolicitorLawyerElected Public Representative | School Principal 

    100 Point Rule

    The 100 points system for ID validation has been designed by an Garda Siochána NVB (National Vetting Bureau) and must be observed. This means that your proof of identification must reach 100 points; for example a driver’s license (credit card type) carries 80 points and therefore must be accompanied by an additional form of ID (eg. Utility Bill) totalling 100 points or more.

    Please click here for more information on the 100 point system and to view the weight carried by different forms of acceptable identification. 

    Please note, combined ID must cover proof of the full name | date of birth | current address | at least one form of photo ID of applicant to be verified by the Responsible Person.

    For this reason, Cycling Ireland recommends a combination of either passport/driver's license and a recent utility bill in order to satisfy all requirements.
  • q Vetting Persons under 18 years of age
    A

    ***Please note vetting cannot be conducted for persons under 16 years of age***At times, it may be necessary to vet persons under 18 years of age. However, it is essential to consider whether it is suitable for a person to work in a role of responsibility that necessitates a check before the age of 18.

    Applicants under 18 years of age will require a Parental Consent Form in addition to their Garda e-Vetting Invitation and ID Validation Form. This can be accessed here.

     

    ID Validation for under 18s

    Children under 18 may not have appropriate ID; therefore, the 100 point rule is allocated differently.


    The ID requirements for a person under 18 years are available
    here.


    ***Please note vetting cannot be conducted for persons under 16 years of age***


     

  • q Does a vetting non-disclosure / disclosure immediately qualify / disqualify me from engagement with Cycling Ireland?
    A
    A vetting non-disclosure or disclosure does not immediately qualify or disqualify a person from engaging with Cycling Ireland.

    Garda Vetting results in a disclosure:

    A conviction, prosecution or case pending will not necessarily bar an applicant for consideration for engagement. The following criteria will be considered;

      - The nature and number of any convictions
      - The frequency of any convictions
      - The post for which the person is seeking engagement
      - The self-disclosure of the conviction/case pending by the applicant
      - The time lapse since the conviction
      - A change in circumstances since convictions


    Garda Vetting results in a non-disclosure:

    Equally, the vetting process does not provide clearance for people to work with children and/or vulnerable adults; it must be perceived as merely a check to ensure that there is no known information that would mean the person is a risk to children / vulnerable adults and it should be seen as part of the recruitment process. Other factors will be taken into consideration when judging a candidate's eligibility for the role.

    Disclosures of concern:

    The Authorised Liaison will refer disclosures of concern to the Vetting Review Panel for further discussion. The Panel will consider and make recommendations with respect to vetting applications and returns referred to it by the Cycling Ireland Authorised Liaison. The Panel is appointed annually by the Cycling Ireland Chief Executive Officer (CEO) and shall consist of no less than 3 members (to include the National Safeguarding Officer and CEO). Minutes of all decisions/recommendations will be made and kept securely by Cycling Ireland. No documentation relating to the vetting process may be copied and/or retained by members of the panel except where identified as a requirement under Cycling Ireland procedures. Where appropriate decisions may be made or ratified by telephone or email.

    Data Protection

    Cycling Ireland complies with best practice regarding the secure storage, handling and use of the Vetting Bureau disclosures and personal vetting information as per Data Protection Policy and legal obligations under Data Protection Legislation. All information pertaining to the vetting process will be held in a manner consistent with this practice.


     

  • q What is Cycling Ireland's policy regarding the re-vetting of its staff/volunteers?
    A

    Cycling Ireland has a policy that members are to be re-vetted after 3 years – this may change where legislation requirements are amended.

    Any individual may be re-vetted if information that would affect a decision concerning an individual’s suitability to work with children / vulnerable adults comes to the attention of a Club, Region or member of Cycling Ireland. 

    We kindly ask that all vetted staff/volunteers inform Cycling Ireland should they become subject to a criminal investigation during the course of their involvement with the organisation.
  • q Do the changes to NVB e-vetting affect the Access NI Process?
    A No, these changes do not affect the Access NI process. The Access NI process is also carried out online, however.
    For more information, please view the Cycling Ulster Safeguarding webpage or visit the NI Direct Government Services website
                                                                                                                                                          
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