Initiating/Amending/Cancelling a DBS application

A video tutorial of the below process can be found on the ECB Disclosures Portal. This is hosted by Atlantic Data.

DBS applications must be initiated by an ID Verifier who knows the proposed applicant and their role/s and responsibilities in cricket. Verifiers with Club level system access can only initiate applications for their own Club's Officials. County wide ID Verifiers, such as the County Safeguarding Team and County Board Staff can initiate applications for Officials of clubs within their County.

In order to initiate an application, the ID Verifier will need the applicant's:

• Full, legal name (including title) - as it appears on their documents - ie, not in a shortened name)
• Date of Birth
• Club Affiliation
• Primary role in cricket
• Email address

Below is a step by step guide on how to initiate a DBS application:

1. Via the 'DBS Applications' tab and click on 'Manage DBS applications' to bring up the Applicant Search.

2. Search the applicant using their name and, if necessary, their date of birth and email address.

3. The system will tell you that the applicant doesn't appear on the system and will give you the option to submit a new application. Click on the 'New Application' hyperlink.

If you believe the applicant may already hold valid ECB DBS clearance originally issued whilst with another Club/Organisation, please contact ECB DBS Team for clarification via [e-mail].

4. Next click on the 'INVITE' button, and on the green 'Proceed' button at the bottom of the page which follows (after reading the important reminder).

5. Next select which Club the applicant is affiliated to - this will only be an option if you have a certain access level ensuring that applications are only being initiated for their own Officials. If an Official has roles at multiple Clubs/Organisations, the application is to be initiated by the Club/Organisation the majority of their Regulated Activity will be carried out with

6. Complete the initiation form with the applicant's details.

For 'Select mode of payment' all applications must select 'Credit/Debit card' regardless of whether it is a Volunteer application or not (the applicant will indicate themselves whether or not they are a Volunteer - and therefore whether they should be required to make payment or not when they come to complete the application.

The full list of regulated roles in cricket is available here: Who needs a DBS check?

7. Once selected, press "Proceed" and the new application will now be initiated. The applicant will receive an email to the email address entered for them, which will contain confirmation, instructions and a link to complete and submit their application.

Amending An Application

If an applicant contacts us to say that they cannot access their application check their email address and Date of Birth and if any of this information is incorrect you can amend.

1. Go into their application listing, click on their name to open the record and then and view the Available Actions tab.

2. Click on Edit details. Shown below are the fields that can be edited. If the Club or role is incorrect then you will need to request this application is cancelled and restarted by either ECB DBS Team, ECB Disclosures Portal Administrator Team at Atlantic Data or your County Safeguarding Officer.

Cancelling an Application

To cancel an application, contact ECB DBS Team or your County Safeguarding Officer to request this.

An application will also be automatically cancelled by the Portal after 90 days of initiation and/or inactivity to progress the application.

Re-sending an Invite

If an applicant no longer has their original invite and they have not initially entered their application an invite can be resent.  

1. As above go into the application record and click on Available Actions tab and select Re-send invite to complete application.

2. Check the details and email address are correct and click Send Email.