ID Checker’s Guide to Paper Disclosure and
Barring Service (DBS) Forms
For Branch DCs, Child Protection Officers and Centre Proprietors
DBS Checks can now be done online, which is quicker and easier. Please contact Georgina Hayward on
02476 698319 for more information.
You should allow two months for applicants to receive a certificate if applying by paper.
There will be a £10 administration charge payable to The Pony Club if any form has to be returned due to
being incorrect.
New Applicants
New DBS forms can be obtained from Georgina Hayward at The Pony Club Office. Each form comes with The Pony
Club/BHS Cover Sheet, a set of instructions, and an Update Service registration sheet. You should give the form to
the applicant, and they should return it to you with sections a, b, c, and e completed on the purple DBS form, and the
top section of the The Pony Club/BHS Cover Sheet completed. They should also provide three forms of identification,
as listed on the reverse of the cover sheet.
Checking DBS Forms and Identity
You should check that they have filled in all the yellow boxes, and associated fields, on the DBS form, and that
sections a, b, c, and e are complete. Use the identification documents provided by the applicant to verify the
applicant’s details in sections a and b, and cross the appropriate boxes under “registered body use only” to show you
have verified the details. You should then write your name in section W on the reverse of the DBS form, and put an X
in the “yes” box. DO NOT fill in sections X, Y or Z, or sign the box; this will lead to the form being returned, and
a £10 administration fee will be charged. Guidelines on checking ID Documents are provided on the Safeguarding
page on The Pony Club Website (www.pcuk.org/dcs_information/dcs_health_safety/safeguarding/)
Completing The Pony Club/DBS Cover Sheet
Check that the applicant has filled in all the details on the top section of the form. Please complete the bottom section
of The Pony Club/BHS cover sheet; you need to list the three identification documents that you have seen, making
sure they satisfy the credentials detailed on the reverse of the cover sheet as either ‘Route 1’ or ‘Route 2’. You then
need to sign the form and date it. Do not send any identity documents, copies or originals, to The Pony Club.
Payment
Disclosures for paid staff cost £54, and £10 for volunteers. Any person who is paid a fee for their time or services is
classed as paid staff. A volunteer is anyone who is not paid, apart from travel and other out of pocket expenses.
Please make cheques payable to the British Horse Society. Please write the name(s) of the applicant(s) on the back
of the cheque.
Please return both completed forms, together with the correct cheque to Georgina Hayward, The Pony Club,
Stoneleigh Park, Kenilworth, Warwickshire, CV8 2RW. DO NOT send forms to the BHS or to the DBS.
Recording of Disclosure Details
Only the applicant will be sent a copy of their DBS certificate. You must ask to see this certificate, and record the
disclosure result, date and number. You should then pass these details to The Pony Club Office. The Branch/Centre
must inform the Pony Club Office of any criminal convictions, in order to not invalidate the insurance. The
Branch/Centre can decide whether the content disclosed is relevant to the applicant’s role within The Pony Club. If the
Branch/Centre decides it is relevant, or they are in any doubt, they can ring Georgina Hayward, Safeguarding
Secretary at The Pony Club on 02476 698319. The result will then be considered following The Pony Club Protocol.
Self Declaration
If the applicant has had a previous check completed within the previous 18 months, you must check their certificate
and ask them to fill in a Self Declaration form, which are available from the Safeguarding page on The Pony Club
Website (www.pcuk.org/dcs_information/dcs_health_safety/safeguarding/). You must then confirm their identity in the
same manner as above, and complete the bottom section of The Pony Club/BHS Cover Sheet. The Branch/Centre
should securely store one copy of these forms, and send one copy in to The Pony Club Office.
Alternative ID Checkers
If an applicant needs their ID checking and, due to circumstances, you are unable to check their documents, they can
get them checked by anyone who can verify ID for a passport. This list can be found at:
https://www.gov.uk/countersigning-passport-applications. When the time comes that you, as the Branch DC/CPO or
Centre Proprietor need your DBS check renewing, someone who matches these criteria can verify your identity.
Alternatively, your Area Rep or Regional Centre Coordinator can be your ID checker, or another DC or centre
Proprietor.
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