The Club have a duty to ensure all volunteers who work with us have a DBS check before they can undertake any duties with children. This guide will explain what you need to do in order to get your application started, or renewed if you are a current coach/volunteer.
If you’d like to read a bit more about the process, The FA have put a guide together for coaches.
New Application Process
To apply for a DBS check, we have to set you up The FA’s Whole Game System before we can start your application.
Current Coach/Volunteer
If you are a current coach and are renewing your DBS check, you will be able to start the process yourself within 6 months of your DBS expiry date. Head to The Whole Game System (WGS), and login with your FAN/Email and then navigate to the left hand menu, where you’ll see “My DBS”. Within there, you can begin the application process on the DBS website. You can also take this direct link straight to the correct page: https://wholegame.thefa.com/Individual/CRCApplications/Show
You will receive an email to start the process off. We can’t proceed until you have filled the form out with your ID credentials.
New Applicant
If you’ve not had a DBS check done before, then the process is very much the same, but the Club have to add you into our system before you can apply using the above method. Please speak to the lead coach you are helping with or with the Club Welfare Officer to let us know you will be applying for a DBS.
You will receive an email to start the process off. We can’t proceed until you have filled the form out with your ID credentials.
If, when starting the process you are asked for an Organisation PIN, please contact the Club Welfare Officer who can provide this for you.
Obtaining Your FAN number
In order to login to WGS, you’ll need a FA FAN number. If you have one already, let us know the number (for new applicants) and your Date of Birth and we can add you into WGS and start your DBS process off. If you think you have a FAN (maybe as a parent) but can’t remember the password, or you don’t have a FAN at all, you’ll need to create one. You can either create a FAN or reset your password on an existing FAN on The FA website here: https://myaccount.thefa.com
Getting Your Documents Checked
Once you’ve completed the online application form, we will then need to complete checks of your documents. When you are ready to have your documents checked, please email welfare@wellesbournewanderersfc.co.uk and either Simon or Natalie will be in touch to arrange a day to check your ID.
Please make sure you bring the correct documents with you, otherwise we can’t start your application. They need to be originals, not copies, and any household utility bills MUST be dated within 3 months.
Typically we would ask for a Passport, a Driving License and a recent Utility Bill.
You are able to select the documents that apply to you when you apply online.
Tracking Your Application
If you’d like to keep an eye on your application, you’ll need to visit this website to track your progress: https://secure.crbonline.gov.uk/enquiry/enquirySearch.do. You’ll need your application reference (found in your email) and your date or birth to sign in.
Applying for the Auto Renewal Service
The FA are now allowing DBS checks to be auto-renewed every year, which saves the Club lots of admin, and saves us having to constantly chase coaches for ID checks every 3 years. As soon as your application is under view by the DBS team, you’ll be able to apply for the DBS Auto Renew Service. This will ultimately save the club money, as the auto-renewal is free.
You can start the application process on the Government website here: https://secure.crbonline.gov.uk/crsc/apply?execution=e1s1
You will need your Application Reference number (found in your email) to get started.
This must be done during the application or within 19 days of your certificate being issued. We’d encourage you to do it as soon as your application is underway however.
What Happens Next
Your DBS checks can take anything from a couple of days to a couple of weeks to come through. The Club Welfare Officer will be in contact if there are any issues, and we are able to track progress of your check through each stage. Once your DBS check is complete, you should receive an email from the DBS team and a few days later, your certificate should then arrive in the post. Please keep this safe!
When your DBS is approved, The FA system will update automatically. You are not allowed to coach or assist with coaching a team until this has updated, so please wait to hear from the Club Welfare Officer before you can safely start your role.
If you have any questions, please drop us an email on welfare@wellesbournewanderersfc.co.uk.
