Criminal Records Bureau Checks - Client Organisations
The Trafford Sports Council offers its facility as an Umbrella Organisation with a CRB Registered Body status to all small Sports Organisations and Clubs who are unable to meet the 100 applications per year criteria set by the CRB by you becoming a client of Trafford Sports Council.
For organisations and clubs who wish to become client organisations of the Trafford Sports Council, the TSpC offers training in form filling and verification of documents; a checking facility to ensure all forms are correctly completed and despatched to the CRB. A record of the name of the subject, the Club/organisation, the type of Disclosure requested, the position for which the Disclosure was requested and the reference number of the Disclosure and the date of issue will be kept on a data base by Trafford Sports Council. Disclosures will be kept for a maximum of 12 months in a metal security file inside a locked cabinet at the main Trafford Sports Council address. The Client organisation will also be provided, on a monthly basis, with the name of the subject their disclosure number and issue date
Disclosures - What a Application reports
A CRB Disclosure Application checks and validates the applicant’s information which they have supplied on the form. It also checks and validates their true identity by checking the various acceptable original documents supplied by the applicant.
A disclosure from the CRB contains the applicants personal and employment details as well as a disclosure number.
It may also contain information regarding the applicant’s police record of convictions, reprimands and final warnings.
How Trafford Sports Council Assists
Checking procedure
As the Umbrella Body, Trafford Sports Council will re-check all forms submitted by client organisations. Any inaccuracies or insufficient information will be checked with the applicant and the form either re-completed or, in the case of insufficient information, corrected.
Training
The client organisation may designate two people within their organisation to assist in the correct completion of the application form and checking of all documentation provided by the applicant. Training on both the completion of the form and the verifying of documents will be provided by the Lead Signatory of Trafford Sports Council to the designated people at their workplace and a Guidance document provided.
Policies
Standard policies on:- Handling, Storage, Use, Retention, Disposal and Disclosure Information; Recruitment of ex-offenders and Disclosure policy are contained in the Guidance Notes we provide.
Secure Handling
The Client organisation must have a Secure Handling policy of it’s own for the information on Disclosures, which it receives from Trafford Sports Council. A sample Secure Handling Policy can be provided.
Procedure - following checking
Disclosure information
Two copies of the Disclosure will be provided by the CRB, one copy to the applicant and one copy to Trafford Sports Council. Should the copy received by TSpC contain any information under the heading ‘Police Records’ the applicant will be contacted by letter requesting confirmation of the information on the CRB to be made within two weeks. If the information is confirmed or no reply received within two weeks then the information will be passed to the person within the organisation authorised to receive it.
What is needed to set up
Authorisation
The client organisation must provide three letters of authorisation:-
1. the name and job title of an appropriate person in the organisation who should be contacted regarding
any police records information contained in the disclosure.
2. The name and job title of an appropriate person in the organisation who should be sent the name of the
subject, disclosure number and issue date each month
3. The name, job title and contact number of two people within the organisation who will carry out the application
form completion and checking and documentation verification. They will be contacted by the Lead Signatory
of the Trafford Sports Council, to arrange a training session.
Agreement
A signed agreement is required between the Client organisation and the Trafford Sports Council confirming that both are in agreement with the process and policies adopted by the Trafford Sports Council in the dealing with an applicants disclosure form and any information contained on a Disclosure received from the CRB.