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
• Paid/Volunteer status

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.

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. Finally, select if the applicant is to be carrying out Regulated Activity on a Voluntary or Paid basis.

8. 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, select the Cancel application option or 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.

Quick reference guide:

I need to...	Action
Change email address	Edit Details
Change DOB	Edit Details
Change role	Cancel and restart
Change club	Cancel and restart
Re-send invite	Available Actions
Cancel application	Available actions or contact ECB DBS Team / CSO

Frequently Asked Questions

Can I initiate a DBS application for any club?

No. Club-level ID Verifiers can only initiate applications for officials within their own club. County-wide ID Verifiers can initiate applications for clubs within their county.

What information do I need before starting an application?

You will need the applicant's:

• Full legal name (as shown on their identity documents)
• Date of birth
• Email address
• Club affiliation
• Primary cricket role
• Volunteer or paid status

The applicant already has ECB DBS clearance. Should I start a new application?

If you believe the applicant may already hold valid ECB DBS clearance from another club or organisation, contact the ECB DBS Team for guidance before initiating a new application.

Which club should be selected if the applicant has roles at multiple clubs?

The application should be initiated by the club or organisation where the applicant will undertake the majority of their regulated activity.

What payment option should I select?

Always select Credit/Debit Card when initiating the application, regardless of whether the applicant is a volunteer or in a paid role.

The applicant cannot access their application. What should I check?

First verify that the applicant's:

• Email address is correct
• Date of birth is correct

If either is incorrect, these details can be amended within the application record.

Can I change an applicant's email address?

Yes. Email addresses can be amended using the Edit Details option.

Can I change an applicant's date of birth?

Yes. Dates of birth can be amended using the Edit Details option.

Can I change an applicant's role?

No. If the role was entered incorrectly, the application must be cancelled and restarted.

Can I change the club on an existing application?

No. If the wrong club was selected, the application must be cancelled and restarted.

How do I cancel an application?

Contact either:

• The individual who initiated your application
• The ECB DBS Team
• Your County Safeguarding Officer

to request cancellation.

What happens if an application is not completed?

Applications are automatically cancelled after 90 days of initiation and/or inactivity.

The applicant has lost their invitation email. Can I send another one?

Yes. Open the application record, select Available Actions, and choose Re-send invite to complete application.

The applicant has not received the re-sent invitation. What should I do?

Check that the email address recorded on the application is correct and ask the applicant to check their junk/spam folder before re-sending again.

Who should I contact for help?

Contact:

• The ECB DBS Team for DBS application queries and cancellations.
• Your County Safeguarding Officer for local support and escalation.
• The Atlantic Data Portal Administrator Team where directed by the ECB DBS Team.

Can I amend an application after it has been submitted?

Some applicant details can be amended before submission. Changes to the club or role require the application to be cancelled and restarted.