Safe Recruitment, Vetting & DBS Policy

Statement of Intent

ADL is committed to preventing unsuitable individuals from working or volunteering with children and young people. Safe recruitment is an essential component of our overall safeguarding framework, and applies to all applicants, paid employees, sub-contracted scouts/coaches, tour escorts, and unpaid volunteers.

Vetting Categories

• —Category A, direct/unsupervised contact - tour leaders, accompanying chaperones, showcase coaches, trial escorts, hosting mentors (paid or voluntary): requires an Enhanced DBS Check with Children's Barred List Check plus full safe vetting.
• —Category B, supervised/occasional contact - supervised assistant coaches, event volunteers, local logistics helpers: requires an Enhanced DBS Check (without barred list) plus full safe vetting.
• —Category C, administrative staff (exemption) - back-office administrators, IT managers, finance/billing officers, external accountants with no direct contact with under-18 participants: requires identity and reference checks only, since enhanced/barred list checks cannot legally be requested for non-contact admin roles.

1. Application & Self-Declaration

Applicants submit a formal application form outlining full employment/volunteering history since age 16, with any gaps explicitly explained, and sign a Self-Declaration Form disclosing spent/unspent convictions, cautions, or ongoing police investigations.

2. Identity & Qualification Verification

ADL verifies official government-issued photo ID, right to work or volunteer in the UK, and relevant sporting, coaching, or chaperoning credentials.

3. References

A minimum of two independent, written references are verified directly by ADL, with at least one from the most recent employer or volunteering provider. Open-ended "To Whom It May Concern" testimonial letters are rejected, and referees are explicitly asked whether they know of any reason the applicant should not work with under-18s.

4. Criminal Record Screening (DBS Checks)

No individual in Category A or B is deployed on an international trip, showcase, or pathway trial without a clear, verified DBS Certificate. Certificates registered with the DBS Update Service are accepted subject to an online status check. Where an applicant has resided outside the UK for more than 6 months in the last 5 years, an official Certificate of Good Conduct (or equivalent foreign police check) is mandatory.

Handling Disclosures

A Barred List match means it is a criminal offence to allow that person to engage in regulated activity - their engagement is terminated immediately and the Designated Safeguarding Lead notifies the relevant statutory authorities. A positive disclosure of a conviction or caution does not automatically disqualify an applicant; it triggers a formal safeguarding risk assessment considering the nature, severity, and context of the offence, the time elapsed, and whether it poses a direct risk to young participants.

Monitoring & Renewal

All active staff, consultants, and regular volunteers undergo a fresh DBS check or Update Service check every 3 years, and are legally required to inform ADL immediately of any police cautions, warnings, court summons, or criminal convictions received during their involvement with ADL.