For an individual required to join the PVG scheme, online application forms are available from Disclosure Scotland. If you are unable to apply online you can request a paper application form by emailing: response@disclosurescotland.gov.uk
The employer completes the first part of the application form, the applicant will then be emailed the second part to complete. The second part requires identification and address confirmation.
Application forms must be countersigned by an accredited body. Your local NHS Board might countersign PVG applications for its contracted dental practitioners. However, if your Board chooses not to act as counter signatory for dental practice staff then you can either:
(a) Apply to Disclosure Scotland for your practice to become an accredited body [1]; or
(b) Enrol with an accredited body to process your staff disclosures. These other accredited bodies are known as ‘umbrella bodies’ [2].
On receipt of an application for membership of the PVG scheme, Disclosure Scotland will search for vetting information on the applicant from a range of sources. Any subsequent vetting information found (e.g. notification of a conviction from the police) is added to the PVG member’s record. If the vetting information has a bearing on the member’s suitability to undertake a regulated role, Disclosure Scotland will determine whether or not to put the individual under a ‘consideration for listing’ (see Referrals and consideration for listing).
From 1 April 2025, new applicants will be required to provide consent for their disclosure information to be shared with the accredited body that countersigned their application. Prior to 1 April 2025, the applicant and countersigning body received the results of the PVG application concurrently. This change gives the applicant control of their personal information. Prior to giving consent, the applicant has an opportunity to make a review application [3] if they believe the information in the disclosure record is inaccurate (relevant to both level 1 and level 2 disclosures) or they believe that the information should not be disclosed (relevant to level 2 disclosure only).
PVG scheme members are required to notify Disclosure Scotland of a change of name or gender within three months of the change taking effect. Disclose Scotland must also be notified of changes of address or employer in order to avoid possible delays in the future.
Employers are required to inform Disclosure Scotland if a PVG scheme member ceases undertaking a regulated role with them, leaves their employment, and, where a Scheme Record or Short Scheme Record was issued for a potential new employee, whether that person was recruited or not.
Requirements after receiving a disclosure certificate
As the PVG and disclosure certificates contain personal information, you are required to keep the certificate in a secure place and only share with the people entitled to see it.
The information on the disclosure certificate can only be shared with:
- someone who has the right to see the information to do their job
- someone in another organisation (e.g. a counter signatory from an umbrella body) who needs to view the information for work purposes
- a government department investigating a crime
- a person holding statutory office
- anyone you’re required by law to share the information with
- anyone who has the consent of the person named on certificate.
- If using an umbrella body (i.e. an external accredited body), the umbrella body has a duty to handle the information on the certificate correctly.