How to Run a Disclosure (DBS) – England & Wales

Wimbledon and Wandle

This page explains how to request and complete a criminal record check (DBS) for adult volunteers in Scouts using My Membership and Atlantic Data.
It’s based on official information from scouts.org.uk and summarised here for local use within Wimbledon and Wandle.
Always follow the latest national guidance.

Who needs a DBS check?

Most adult roles in Scouts require a criminal record check.
The membership system automatically prompts new and existing volunteers when a disclosure is needed or due for renewal (every 5 years).

You can find which roles require a check in POR Chapter 16 – Teams Table or on the volunteer’s role description.

Before you start

• The volunteer must already have a record on My Membership (the Scouts’ membership system).

• Their personal details (email, address, date of birth, etc.) must be complete and accurate.

• Only certain roles can request a disclosure, such as:

  • Lead Volunteers (Group, District or County)

  • Some Team Leaders

  • Chairs

  • Disclosure Support Volunteers

  • Recruiters

• Decide which application route to use in Atlantic Data:

  • All-in-one: the applicant completes their details online, and you later check ID.

  • On-site: you enter their details with them present and check ID at the same time.

Step-by-step process

1. Log in to My Membership and open the person’s profile.

2. Select Disclosures → Request disclosure.

3. Confirm that their details are correct (name, date of birth, address history).

4. Choose the route – All-in-one or On-site.

5. Click Request disclosure check.

6. The application will move into Atlantic Data, which handles the DBS process.

Route A – All-in-one (applicant starts)

1. The applicant receives an email from Atlantic Data with a secure link.

2. They complete their information online.

3. You meet them in person to check their original ID documents.

4. You log in to Atlantic Data to validate the ID and submit the application.

Route B – On-site (checker starts)

1. Meet the applicant with their original ID documents.

2. Log in to Atlantic Data via Single Sign-On from My Membership.

3. Enter the applicant’s details together.

4. Validate their ID and submit the application.

ID Checking – What to Look For

When verifying identity:

• Only accept original, current documents (no copies or screenshots).

• At least one document must show the current address.

• Check that all names used and a five-year address history are recorded.

• Ask for supporting documents for any name changes (e.g. marriage certificate or deed poll).

• If any details don’t match, stop and confirm before validating.

If you can’t complete the check online at the time, use the Atlantic Data ID Checking Form and upload it later.

After Submission

• The DBS application is processed by the Disclosure and Barring Service (DBS).

• The volunteer can start or continue in their role once the check shows as “Disclosure Issued” in My Membership.

• If the DBS certificate contains information, this is managed confidentially through the Scouts’ national safeguarding process.

Useful Links

• DBS checks – Scouts.org.uk

• Atlantic Data Portal

• Policy, Organisation and Rules (POR)

• Safeguarding Policy and Guidance

• Scouts: The volunteer joining journey