IRISH HOCKEY ASSOCIATION
Affiliated to the International Hockey Federation and to the European Hockey Federation
Steps for Implementing Garda Vetting (Republic of Ireland)
The Irish Hockey Association (IHA) is pleased to confirm the implementation of Garda Vetting as we promote best practice in the recruitment and selection of persons to work with children and vulnerable people in hockey.
Steps to Implementing Garda Vetting for Clubs
1. The club identifies the person that will oversee the process on behalf of the club (usually the Club Designated Person or another nominated person). This must be agreed by the Club Committee, included in its minutes and circulated to the club members.
2. The club committee (usually with the input of the Club Children’s Officer) identifies the positions that require Garda Vetting. For more information on who needs to be vetted, click here. The club committee has ultimate responsibility for ensuring that vetting is properly implemented.
3. Each vetting applicant is issued an IHA Garda Vetting Form and a Guide & Checklist. The form must be completed in full by the applicant and returned to the Club Designated Person or nominated vetting person. Individual forms received by the IHA will be returned to the individual.
4. If an individual in a club has been vetted by hockey previously (for example in another hockey club), they are required to complete a Previously IHA Garda Vetted Form which includes a Self-Declaration. The process for submitting the Previously IHA Garda Vetted Form is the exact same for the IHA Garda Vetting Form.
5. Anyone aged 16 and over can be Garda Vetted. Anyone aged 16 or 17 years old must also submit a ‘Garda Vetting Parent/Guardian Consent Form’.
6. When collecting the forms, the club is required to check that the identity of the person corresponds with the details on the form. It is advised for the club to seek photo ID when the form is being submitted. Also the Guide & Checklist should be used verbally to ensure that the form is accurately completed. There is no requirement for the club to see the information on the form apart from the name and date of birth (when the ID check is being completed).
7. When collecting the forms, the club is also required to complete the ‘IHA Garda Vetting Batch Header’. This document has two sections, a Confidentiality Statement and the Batch Header. It must be completed by the person who is nominated to oversee Garda Vetting on behalf of the club. The batch header includes the name of vetting applicants, their dates of birth and a contact telephone number. The club also confirms on the Batch Header that the identity of the applicant has been checked and that the form has been checked for accuracy. Any inaccurately completed forms will be returned to the club and this slows down the process considerably.
8. The club keeps a copy of the IHA Garda Vetting Batch Header so that it has a record of all of the applicants who have submitted forms.
9. The IHA Garda Vetting Batch Header, all Garda Vetting Application Forms and all Previously IHA Garda Vetted Forms are put into a sealed envelope.
10. The envelope is posted to: Authorised Signatory, Irish Hockey Association, Newstead, UCD, Belfield, Dublin 4. All forms must be sent to the IHA for processing and not to An Garda Síochána.
11. The Authorised Signatory will then process all correctly completed forms. Any forms that are not completed satisfactorily will be returned to the club (not to the individual). All other forms will be processed by the Garda Central Vetting Unit (GCVU).
12. Where a form is returned from the GCVU with no convictions/prosecutions (pending or completed) or specified information, the applicant will be ‘deemed acceptable to fill the position solely from a Garda Vetting perspective’.
13. The Authorised Signatory will inform each club by letter with a list of applicants who fall into this category. This is an important document and should be filed securely. Individuals will not receive a letter from the IHA.
14. The club will also be informed that it is the ultimate responsibility of the club to decide if the individual is best placed to fill the role taking a thorough Recruitment and Selection policy into account.
Process if the form includes a disclosure (from the applicant or the GCVU)
A. If the Garda Vetting form includes a disclosure from the applicant or is returned with a disclosure from the GCVU, the Authorised Signatory will convene the IHA’s Garda Vetting Review Committee. A letter will be issued to the applicant with a copy of the information from the GCVU offering them the opportunity to submit further information. The applicant may also be asked to fill in a form so that the IHA can seek further information from the GCVU.
B. In line with the terms of reference for the Review Committee, all information will be reviewed prior to a decision being taken. The club may also be contacted at this point for further information particularly with regard to the position being filled by the applicant. In most instances it is convictions and/or prosecutions of a most serious nature and particularly against children/minors that MAY deem a person unsuitable to work with children in hockey. Please note that a stated conviction or unsuccessful prosecution MAY have NO bearing whatsoever on the acceptance of an individual and it is recommended that all cases be treated individually and confidentially and that they be assessed as per the requirements of the position and the work that it entails.
C. If the applicant is ‘deemed acceptable to fill the position solely from a Garda Vetting perspective’ by the Review Committee, the applicant will be informed. The club will also be informed, however no details of the conviction or pending prosecution will be provided.
D. Alternatively, the Review Committee may decide the applicant is not acceptable for the position, may impose restrictions on the position involved or bar the individual. If this is the case, a letter to this effect will be issued to the applicant by the Authorised Signatory. The applicant will be afforded an opportunity to appeal this decision within 7 days and the process of appeal will be outlined to the applicant. If required, a specially appointed Garda Vetting Appeals Committee will hear this appeal and will issue their findings directly to the applicant. If the applicant does not submit an appeal, the decision of the Committee will be communicated to the club. The club will be required to follow through on the instruction of the committee.
E. If the Appeals Committee decides that the applicant is ‘deemed acceptable to fill the position solely from a Garda Vetting perspective’, Step C comes into effect.
F. If the Appeals Committee upholds the recommendation of the Review Committee, the applicant will be informed. The club will also be informed however details of the disclosure, conviction or specified information will not be passed on.
Who should be vetted?
The National Vetting Bureau Bill details the type of work and/or activities that require vetting. This includes the provision of leisure or physical activities to children or vulnerable persons.
The bill does not apply to persons who occasionally and on a voluntary basis in certain activities or events be they school, sport or community related. This provision recognises the occasional but necessary involvement or assistance of parents or other persons in certain activities in which children or vulnerable persons are participating. However, the Act applies where involvement includes coaching, mentoring, counselling, teaching or training of children or vulnerable persons.
The above exemption only applies where someone is involved on an occasional basis, for example, someone who helps out at a blitz one day in a season. If you have a group of people that help out from time to time, it is recommended that they should be appointed from a panel of vetted people.
Club
· Any person who is providing leisure or physical activity to children or vulnerable persons on behalf of the club (employed or voluntary)
· Coaches
· Assistant coaches
· Managers
· Physiotherapists
· Strength & Conditioning coaches
· Club Children’s Officer
· Club Designated Person
· Goalkeeping coaches
· Youth Coordinator
· Youth Committee
· Club Committee (best practice)
· Anyone in a supervisory position who travels with teams
· Transport provider(s)
· Caretaker (who has a role that involves interaction with children e.g. access to changing rooms)
Branch
· Any person who is providing leisure or physical activity to children or vulnerable persons on behalf of the branch (employed or voluntary)
· Interprovincial coaches
· Interprovincial assistant coaches
· Interprovincial managers
· Interprovincial physiotherapists
· Strength & Conditioning coaches
· Branch Children’s Officer
· Branch Designated Person
· Youth Committee(s)
· Branch Committee (best practice)
· Anyone in a supervisory position who travels with teams
· Coaches, assistant coaches and anyone involved in trials or Development Centres
· Coaches and anyone involved in the organising or running of camps
· Transport provider(s)
Please note that this list is not exhaustive and is provided as a guide only. If you are unsure, apply the terms of the National Vetting Bureau Bill or seek advice.
Office & Administration:
Newstead; UCD; Belfield; Dublin 4
Tel: +353 1 7163261 Fax: +353 1 7163260 Email:
Website: www.hockey.ie