Garda Vetting Forms for Schools

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.

Who needs to be Garda Vetted

More information can be found on the website for An Garda Síochána here:

National Vetting Bureau - What is Vetting?

Frequently Asked Questions

Schools

The following is Information on Garda Vetting for schools which operate under the patronage of the Diocese of Cloyne.

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

CHANGES TO THE GARDA VETTING PROCESS – EFFECTIVE 1ST JULY 2025
Following inspections and updates to align with European Criminal Records Information System (ECRIS), the Garda National Vetting Bureau has introduced significant changes to the vetting process for schools, effective from 1st July 2025.

In line with these changes you will receive a revised Service Level Agreement. The school is also required to set up a dedicated vetting email address.

EUROPEAN CRIMINAL RECORDS CHECKS (ECRIS)
Applicants whose roles involve contact with children will now be asked additional questions during the NVB1 e-vetting application process. If applicable, checks will be conducted across EU member states and the United Kingdom.

Expected delays: EU checks may add approximately 10 days; UK checks may take up to 20 working days.

These checks apply only to applicants undertaking relevant work or activities involving children.

Additional required fields now include:
• City/Town of Birth
• Mother’s Forename and Maiden Name
• Father’s Forename and Surname
• Issuing Country of Passport
• Enhanced international address fields

Applicants will also be asked if they hold identification documents from a European country or the UK. These questions are now part of the online e-vetting system.

IDENTIFICATION DOCUMENTS
Over 18s and under 18s – NVB1 and NVB3 forms:

Two forms of ID are required:
• One with a current photograph
• One showing current address (must match address provided on vetting application form and be dated within the past six months)

If the required ID is not available, please contact the Cloyne Diocesan Centre

Accepted Photo ID:

Passport (from country of citizenship)
Irish/EU/UK Driving Licence or Learner Permit (credit card format)
Irish Certificate of Naturalisation
National Identity Card (EU/EEA/Swiss citizens)

Accepted Proof of Address (issued within the last 6 months):

Utility bills (gas, oil, electricity, broadband, waste, TV licence
Bank, Building Society, or Credit Union statements (not Revolut or private lenders)
Government department correspondence
Local Council letter confirming residency

Under 18s:

If the applicant cannot satisfy the above criteria, two documents must be submitted, one of which must be a birth certificate.

Accepted Documents:

Birth Certificate
Passport (from country of citizenship)
Letter from school principal confirming attendance (on school letterhead)

VETTING APPLICATION FORMS
The original NBV1 form along with the ID documents will be kept by the school and be available for upcoming audits by the Garda National Vetting Bureau (details below). Scanned or emailed copies will not be accepted by the school.

A copy of the NVB1 form will be sent by post to: Cloyne Diocesan Centre, Spy Hill, Cobh, Co. Cork, P24 RK54 for processing.

Updated vetting forms must be used. Previous versions are now void and cannot be processed.

The new Vetting Application Forms includes four pages:

Guidelines for completing the vetting form
Vetting application form
Organisation information and identification documents
Identity validation checklist (to be completed by the school validator)

Incomplete applications will be returned to the school for completion, causing delays.

VETTING APPLICATION FORMS
The Garda Vetting Bureau has brought in mandatory training for all affiliates. Training will be offered by the diocese. Attendance is compulsory. For those that do not attend, the diocese cannot process vetting applications for your school.

The Principal/Deputy Principal is the person that has responsibility for Garda Vetting as named on the SLA. Therefore, it will be the Principal/Deputy Principal that will need to attend the training. Delegation of this responsibility will be discussed at the training.

SCHOOL AUDITS
The Garda National Vetting Bureau has started to audit all Registered Organisations that carry out vetting. During this audit you must provide the Garda Auditing Team with vetting application forms and identification documents.

The Diocese will also be undertaking regular audits of your documentation to ensure compliance.

RETENTION OF DOCUMENTS
The Garda National Vetting Bureau require you to retain NVB1 forms and Identification documents.

Purpose of Retention
• Prevent, detect and investigate offences under the Act
• Enable the GNVB to perform its functions
• Ensure compliance with the vetting process
• Assist in investigating breaches

Data to be Retained
• Retain original NVB1 form and hard copies of identification documents for 6 months
• After 6 months a soft copy of the NBV1 form and identification documents will suffice.

Retention periods
• Active Individuals: Data retained for duration of engagement.
• Inactive Individuals: Data destroyed within 12 months of departure.

Please note the above retention periods are what is required by the Garda
National Vetting Bureau, other oversight or government bodies may require you to
retain documents longer.

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).