The National Vetting Bureau (Children and Vulnerable Persons) Acts 2012–2016 provide a statutory basis for the vetting of persons carrying out relevant work with children or vulnerable persons. The Act also creates offences and penalties for persons who fail to comply with its provisions. The Act stipulates that a relevant organisation shall not permit any person to undertake relevant work or activities on behalf of the organisation, unless the organisation receives a vetting disclosure from the National Vetting Bureau in respect of that person. Garda vetting is conducted on behalf of registered organisations only and is not conducted for individual persons on a personal basis.
More information can be found on the website for An Garda Síochána here:
National Vetting Bureau - What is Vetting?
Schools
The following is Information on Garda Vetting for schools which operate under the patronage of the Diocese of Cork and Ross.
The Diocesan Vetting service provides a processing service in respect of non-teaching personnel to primary schools that have signed a Service Agreement with the Diocese for the provision of a Vetting Application Processing Service. Vetting for Primary Teachers is provided through the Teaching Council of Ireland.
Vetting is required for all persons authorised by the Board of Management of a school to be involved in “relevant work or activity” with children where a necessary and regular part of which consists mainly of the person having access to, or contact with, children in a recognised school or centre of education.
In respect of non-teaching personnel, it is the responsibility of the school to determine who needs to be vetted. All decisions in respect of the requirement for vetting and the suitability of vetting subjects for positions in the school are the sole responsibility of the School Board of Management. Each school should familiarise itself with the Department of Education and Skills Circulars and Guidance. If Schools require further guidance on who needs to be vetted they should contact CPSMA.
It is unlawful to allow any person to undertake work or activities which require vetting without first having the person vetted.
Vetting process for Schools
Part One
Applications for vetting are submitted electronically to the National Vetting Bureau (NVB) in a process known as E-Vetting.
The school should give the Vetting Invitation form NVB1 to the applicant to complete.
The Applicant should complete Sections 1 and 2 of the NVB1. They must provide a valid e-mail address. If the applicant does not have their own email address they can use the email address of a family member or friend, if they are happy to do so, or use an email address provided by the organisation for whom they wish to be vetted.
If the applicant does not have access to an electronic device or have an e-mail, the school can contact the Vetting Office for a ‘manual’ form that the applicant can complete in full by hand, known as an NVB2.
Once the NVB1 has been completed by the applicant, the school should take the following steps :-
- Check that the form has been fully completed, and in particular please ensure that the applicant’s email address is correct and clearly written on the form.
- The school should remind the applicant to check their inbox and spam/junk mail regularly for the email from the NVB which will contain a link to complete their online vetting form. The applicant will have 30 days to complete it before their application expires from the system in which case they would have to then re-apply.
- Section 3 is to be completed by the School Principal or Chairperson, in particular the Email address to which the vetting Disclosure should be sent when the process is complete. NB. This should not be a public email as sensitive information will be sent to it. It may be advisable to set up a vetting email address to be used for this purpose only.
- Proof of Identity - At this point in the process, you must validate the identity of the applicant.
The National Vetting Bureau recommends that a minimum of two forms of identification are provided to validate the identity of the applicant.
One of these should be photographic, eg. passport or driving licence and one showing the applicant’s current address, dated no more than six months old, eg. a utility bill.
Please see the list of documents in Section 3 of the NVB1. Both documents must result in a combined score of 100 points.
Please note that Public Services Card can no longer be accepted as a form of I.D. due to GDPR as it contains their PPS number. Accepting the Public Services Card would be an offence under the Social Welfare Consolidation Act 2005 (Section 263, subsection 4).
The school should post the original NVB1 to the Diocesan Vetting Office for processing. Please retain a copy of the NVB 1 and copy I.D.’s on the school file.
Transition Year Students
There is a separate Vetting Invitation form NVB1 for those aged 16 to 18 where their Parent/Guardian provides their email address and contact number. The Parent/Guardian must also complete a Parent Consent Form (NVB3). There is no facility to vet children under 16.
Part Two
Once the details have been submitted by the Diocesan Liaison Person, the applicant will receive an e-mail from the NVB with a link to complete their online application form. If they do not complete this within 30 days, their application expires and they will have to re-apply. The applicant is e-mailed a reminder to complete this form 9 days before it is due to expire.
Vetting Disclosures are only issued to Liaison Persons within Relevant Organisations. Liaison Persons are trained by the National Vetting Bureau and they undertake the observance of secure operating procedures with regard to the management of vetting applications and disclosures.
Once the NVB send the Disclosure to the Diocesan Vetting Office, it is then forwarded to the school Principal.
Under the Service Level Agreement it is the school’s responsibility to inform ALL applicants when their vetting comes back, with a disclosure or a Nil Disclosure and even if the applicant is only on a substitute list.
Retention of Records
The Schools are known as affiliates and are required to retain a copy of the NVB1 and copies of ID in either paper or electronic format locally for as long as the person is working for you or until you get them re-vetted (every 3 years).
Vetting Forms
Vetting for under 18’s and Transition Year Students.
Enquiries to:
Phone : 022-21009