Membership UK: DBS Check Date field

SwimOffice Admin - Super User

Background

The Disclosure and Barring Service (DBS) helps organisations and employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups, including children.

DBS do not make their checks compulsory. However, it is a condition of affiliation to the ASA (be it a club or other body that affiliates to the ASA) to accept our procedure that all helpers working closely with children or vulnerable adults and could find themselves in a one-one situation do complete the necessary checks. As a member of an affiliated club or other body, individual members are automatically bound under ASA Laws and Regulations to comply with the ASA’s DBS checking process BUT it is only required if an individual wants to take up a role which requires a DBS check. If an individual is unwilling to do so, they must not be used by the club in any position that places them in a position of trust with children.

See the Disclosure and Barring Service FAQ for more info.

DBS Check Date field

SwimOffice has a DBS Check Date field in each Member profile to list the last time someone had a DBS check performed. To access this,

  1. In the side menu click Team Admin > Account/Member Admin.
  2. Click Members tab.
  3. Click a Member's name.
  4. Choose a date in the DBS Check Date field.
    Member profile with DBS Check Date field
  5. Click Save.

Note the date will never change until you change it again since it never expires, as the information on the Disclosure is a snap shot in time at the date that the checks were completed and must be seen as just one part of a safe recruitment process. The ASA recommends that clubs endeavour to get their volunteers re-checked every three years. It is advised to renew in the third year, rather than let it run out.

Best Practices

All individuals working with the team who are required to get a DBS check will need to be in SwimOffice as both an Account and Member since the DBS Check Date field is in Member profiles.

Consider adding one or more Squads and free Billing Groups called Adult, Coach, Volunteer or something similar to easily separate such people from the rest of the Members.

Use Customize Filters and Customize Columns to filter by and display the DBS field in the list of Members. You can also include the field when exporting to Excel.

__________
See Also
Save and customize filters, columns and views
Export accounts/members roster to Excel spreadsheet
Add or Edit a Roster Group, Location, Sub Billing or Billing Group

Membership

  1. Membership: Add a Coach or Director to the Coaches Page
  2. Membership: Add email addresses to Accounts and Members
  3. Membership: Can't add account because email already exists
  4. Membership: Add an Account
  5. Membership: Add or Edit a Member
  6. Membership: Delete Member/Athlete/Swimmer
  7. Printing an Attendance Report
  8. What do I do if I forgot my password?
  9. Members Cannot be Under More Than One Account
  10. Membership: Cancelled/Hidden vs Suspended vs Waiting for Approval status
  11. Membership: Can an admin verify an email address or SMS number?
  12. Can I age up all of my athletes?
  13. Can I Create a New Account Without a Valid Address?
  14. SwimOffice - USA Registration Reconciliation Report to check USA#
  15. Can I merge Accounts? Dealing with duplicate accounts/members
  16. Can members search for other members and rosters?
  17. Membership: Divorced parents account - How to handle in SwimOffice
  18. Membership: Find account name from account number
  19. Membership: Reset password / email password/login email
  20. Membership: Member and coach photo size guidelines
  21. How Can I Tell Who Has A Verified Email Address?
  22. How do I add a photo to a profile?
  23. Membership: Build ID Card # / Member/athlete/swimmer ID #
  24. Membership: Reset t-shirt sizes to blank
  25. Change my password
  26. Filter by Gender - Member Tab
  27. Deleting a Coach or Board Member from the Coaches Tab
  28. Delete a Roster Group
  29. How do I edit an existing account?
  30. How do I export members from TeamUnify for import into Team Manager?
  31. Accounts/Members: Export roster / members for import into Team Manager
  32. Move an athlete/member from under one account to the other
  33. Accounts/Members: Export a roster to import into Meet Manager
  34. Print Athlete Roster or Member Directory
  35. Printing Rosters
  36. How do I print or produce a report with account information or member information?
  37. How do I review and edit my account database?
  38. How do I set an inactive date for a member to show when they will be leaving?
  39. How do I set an unattached code?
  40. Membership: Upload/import member database for those without Team Manager
  41. Membership: Verify my email address
  42. Does Reactivating / turning on an account change the password?
  43. If I change the status of an account to something other than active will they be able to login?
  44. Membership: Account notes that only Super Users can see
  45. Membership: Member notes that only Super Users can see
  46. Member Search: How do I opt out / in?
  47. Member login and password isn't working
  48. Preferred name in athlete member profile - Overview of uses
  49. Account and Member Status definitions
  50. Membership: User Admin type access level definitions
  51. Membership: Number of email addresses and SMS numbers allowed
  52. Sent password email and account didn't receive it
  53. What if I don't have the required email or address field for an account?
  54. Why can't I enter my email address in for a new account?
  55. Why is my swimmer not showing the event?
  56. Edit Attendance or Workout report on the Website / SwimOffice - Sync back to OnDeck
  57. Membership: Add and verify a cell number for SMS/texting
  58. Coach's Page - Hiding the Board of Directors
  59. Print mailing labels
  60. No Contact Email Assigned error
  61. Add a custom user defined field in Account/Member Admin or in Registration
  62. Shortcut Keys
  63. Membership: Save and customize filters, columns and views
  64. Making a view the default using filters
  65. Doing a multi account or member edit
  66. Adding a new member
  67. Sorting options / Alphabetical Sort
  68. Contact Us Button - Marketing Best Practice
  69. Make bulk changes on accounts & members and billing & roster groups
  70. Team Club Code is being used by another team error
  71. Membership: Use filters to display specific lists of accounts/members
  72. Membership: Multi-Edit account or member fields
  73. Membership: Customize t-shirt sizes
  74. Membership/Registration: Export t-shirt sizes
  75. Delete and Undelete Accounts and Members
  76. Adding or Editing a Roster Group, Location, Sub Billing or Billing Group
  77. Membership: Save a custom search - Saved Views
  78. Custom report print or Excel - Member/Athlete or Account report of data
  79. Set an athlete as Not USA Registered
  80. Understanding What you Are Filtering On
  81. My columns don't show in account member admin
  82. Email the Password to one, many or multiple Accounts
  83. Searching in Account Member Admin
  84. Membership: Workout / Attendance Report
  85. Membership: Add a Roster Group
  86. Accounts/Members: Export accounts/members roster to Excel spreadsheet
  87. Manually reset password for account
  88. Membership: Determine accounts with ONLY inactive members
  89. Membership: Duplicate email / email already exists / can't add account
  90. YMCA Membership: Remove coach so they stop receiving emails
  91. Membership: View MainSet videos
  92. Membership: Exclude accounts from meet financial requirements
  93. Membership: View individual athlete meet results, best times
  94. Membership UK: DBS Check Date field
  95. Membership: Hide Member from search in Members tab
  96. Membership: Determine account's most recent/last log in
  97. Membership: Find out who was in which Roster Groups/Squads in the past
  98. UK Workforce training certifications introduction
  99. UK Workforce: Add/designate Workforce Admins
  100. UK Workforce: Set/designate Workforce members
  101. UK Workforce: Add/edit member roles, courses and certificates
  102. UK Workforce: Filters - Check certifications and expiry dates
  103. USA Swimming racing start certifications

Feedback and Knowledge Base