There are currently four types of disclosure records available in the PVG scheme [1]. The two disclosure records most relevant to dental practice staff undertaking regulated roles are the Scheme Record and the Scheme Record Update (also known as the Short Scheme Record).
The third type of disclosure records is the Confirmation of PVG Scheme Membership (previously known as the Scheme Membership Statement) which is relevant for self-employed staff. The fourth type of disclosure record is the Existing Scheme Record which applies to current PVG members who are going to undertake a regulated role with a new vulnerable group. (e.g. protected adults).
Scheme Record
The PVG Scheme Record is initially provided to all applicants admitted to the PVG scheme. PVG scheme members should keep their Scheme Record safe in case it is needed in the future and it is recommended that they keep a careful note of their PVG membership number.
If an individual is barred from undertaking regulated roles, they will not be issued with a Scheme Record. The individual will be advised of this.
Scheme Record Update (Short Scheme Record)
The PVG Short Scheme Record enables employers to check that employees or potential employees are PVG scheme members. Note that if a request is made for a Short Scheme Record and the PVG scheme holds any new vetting information gathered since the date of the scheme member’s last Scheme Record, Disclosure Scotland will issue a full Scheme Record in place of a Short Scheme Record. If the individual is barred from undertaking regulated roles, a Scheme Record will not be issued. The individual will be advised of this.
Prospective employers can request a Scheme Record or a Short Scheme Record from Disclosure Scotland. There is a fee to obtain a disclosure record. The results of the record will initially be sent to the potential employee, who will be asked to consent for their record details to be passed to the prospective employer.
If a PVG scheme member is barred from working with children or protected adults, they will be removed from the scheme. Issue of a Scheme Record or a Short Scheme Record by Disclosure Scotland is the only way for an employer to establish that an individual is not barred from undertaking a regulated role.
Scheme Records and Short Scheme Records can only be accessed by, or through, an ‘accredited body’ (see Applying for PVG scheme membership). When an employer is issued with a Scheme Record or Short Scheme Record, the employer is also logged as an interested party in respect of the individual PVG scheme member and will be notified if the individual is either placed under consideration for listing or barred.
It is an offence for anyone to attempt to see a disclosure record, or to use such a record other than for the purpose of checking an individual’s suitability for regulated roles.