Common Questions around the new Online PVG Application Service

5 March 2021

It’s now been a week since we communicated the implementation of the new Online PVG Application Service. 

We felt it helpful to prepare an overview of some of the questions we've been asked which may alleviate some of your initial concerns.  For a full understanding of the new process along with the guidance pack please view the webpage here and continue to review the DS latest for regular updates.

Q1. Why have you introduced the new Online PVG Application service? How is it different from the word document process?

A1. This service allows applications to be submitted more efficiently and accurately. Disclosure applicants can enter their information online and have it validated as they go through the form, reducing the number of applications returned to you.

Q2. Will this replace the Word document application process?

A2. Yes, the new Online PVG Application Service replaces the Digital Routine Application Process.

Q3. How long can I continue to submit Word forms for?

A3. We do not currently have a date, however, we will be phasing the Word forms out soon so encourage you to review and familiarise yourself with the new process as soon as possible.

Q4. Can I apply through PVG Online if I do not know my PVG membership number?

A4. The PVG membership number field is optional on the Online PVG Application Service.

Q5. Can organisations give their applicants the link to complete the Online Application Request form?

A5. No, the Online Application Request Form must be completed by the organisation. The information on the form is then used to create the individuals PVG application at Disclosure Scotland. Then the applicant will be emailed a link directly from Disclosure Scotland to complete their part of the application process.

Q6. What happens after VSDS enter the applicants data onto the system?

A6. The online system automatically sends a link to the applicant using the email address provided by the group. At that point, the countersignatory receives an acknowledgment email to advise that the application has been sent to the applicant. This acknowledgment email contains a unique reference number that can be quoted in future correspondence. 

Q7. What happens after the applicant completes their section?

A7. After the applicant completes the section, the information is submitted directly to Disclosure Scotland. Both applicant and countersignatory are issued with an acknowledgment email to confirm receipt of the application. This acknowledgment email contains a unique reference number that can be quoted in future correspondence.

Q8. How long does the applicant have to complete their section?

A8. The applicant has seven days to complete their section of the application, starting from when VSDS complete the organisations data entry.

Q9. Does the online system or Volunteer Scotland Disclosure Services staff advise the applicant when the expiry period is approaching? 

A9. No, there is no current facility for this within the system. To minimise the risk of application links expiring, organisations may wish to consider introducing a step in their internal process to contact the applicant to confirm completion if the acknowledgment email has not been received by day five after the application is started. VSDS are looking to introduce a manual reminder to applicants in the near future.

Q10. What happens if the applicant does not complete their section within seven days?

A10. The application will terminate. A new application must be started. Organisations may wish to consider introducing a step in their internal process to contact the applicant to confirm completion if the acknowledgment email has not been received by day five after the application is started.

Q11. What methods of payment are accepted for Online PVG applications?

A11. Online PVG applications can be paid via credit or debit card. Fee waivered checks remain in place for those who are volunteering within qualifying voluntary organisations. Currently VSDS have limited ability to accept paid applications where the organisation covers the cost.  In the short term it is requested that the applicant pays for the PVG check and the organisation reimburses the applicant.

Q12. Will I also receive a certificate by email or via the online portal?

A12. No, not currently. We continue to issue a paper based certificate.