Safe Hands - Club Compliance Rules

When logging into SHMS as a club administrator, you’ll see a panel on the dashboard for each club you manage, displaying key details about the club’s compliance status.

NOTE: Please note that the club compliance status and criteria in the dashboard and club admin page are updated once daily. Any changes made to your club activities (i.e. teams, programmes, and participants information) may not be reflected in compliance until the following day.

Compliance Card

The red compliance card provides an overall view of your club’s progress in meeting the mandatory safeguarding requirements. It displays all compliance requirements along with a status for each one, helping you track which areas need action to achieve full compliance.

Advisory Card

The blue advisory card highlights any suggested standards your club is not currently meeting. If a recommended best practice is not being met, it will be displayed on this card. If no advisory card is visible, it means your club is meeting all suggested standards.

Mandatory Compliance Rules

To be compliant, your club must meet the following requirements: 

• Club Chair: You must have a Club Chair appointed.
• Club Safeguarding Officer: You must have at least one Club Safeguarding Officer appointed.
• All Officials are Compliant: All appointed club officials are fully compliant, with valid DBS and qualifications where required. 
  • This means that every official holding a role at your club must be registered in the Safe Hands system and possess the necessary DBS checks and Safe Hands qualifications relevant to their positions. For more details, please review the Club Officials knowledge article here.
• Must have at least one Coach: You must have at least one Coach appointed.
  • This only applies to clubs that deliver junior teams.
• Activator: You must have at least one Activator appointed if you run any National Programme.
  • This only applies to clubs that deliver All Stars Cricket and/or Dynamos Cricket.
• Open Age Captain: You must have as many Open Age Captains as you do senior teams.
  • This only applies to clubs that deliver adult teams.

Advisory Recommendations

These are best practices that help enhance club operations but are not required for compliance.

• Coach-to-Junior Ratio: You should have at least one Coach for every 24 junior participants.
• Age Group Manager Ratio: You should have at least one Age Group Manager per Junior Team.
• Club Officials: You should have more than 1 unique official.

Actions to take for Non-Compliance:

1. No DBS or No Safe Hands Qualification (Club Safeguarding Officers only) - CLICK HERE

Status Breakdown for Club Officials

Icons:

• Green Tick -The official meets the role requirements for their accepted role.
• Red Exclamation - The official does not meet the role requirements for their accepted role.
• Amber Alert - The relevant DBS is due to expire in 15 days or a Qualification is due to expire within 90 days.

Invitation Status:

• Invited – Official has been invited but is yet to accept their invite
• Accepted - Official has registered and accepted their role
• Rejected - Official has rejected their role

Status:

• Pending – Awaiting the official to register and accept their role
• Incomplete – One or more requirements are incomplete or missing
• Compliant - Individual meets all requirements for the role

DBS Info:

• Pending Checks – Awaiting the official to accept their role before checks can be completed 
• N/A - Not required for role
• Not Present - No valid DBS has been found for the official
• Not Present 01/01/1900 - ECB DBS is likely in progress
• Valid - Valid DBS has been found for official

Qualification Info:

• Pending Checks – Awaiting the official to accept their role before checks can be completed
• N/A - Not required for role
• Not Present - No valid qualification found for the official
• Valid - Valid qualification has been found for the official

IMPORTANT:

1. No information will be displayed until the official has registered and accepted their role.
2. Please allow at least 48 hours from your official registering/accepting their role for the system to match their information against our DBS & Qualifications database.
3. Please ensure your official has completed their profile correctly e.g. Full Legal Name, Date of Birth, Email & Postal Address.