IntroduCtion
The Society is committed to Safeguarding and its place within the game of Rugby Union, and more broadly. The Society, through the Management Committee, have adopted the following Safeguarding Policy in August 2024 which should be read and understood by all members. Click here to view the policy.
More generally, the brief one page common sense guidance for Match Officials should be read and understood by all those involved in Youth Rugby or with Young Match Officials (YMOs). Click here to view the one page guidance document.
As has been set out at the Annual Training Conferences over the past couple of years – safeguarding is everyone’s responsibility and is vital for our game. You must have a DBS check in order to referee youth rugby or work with YMOs. Should you fail to do so, you run the risk of additional sanctions from the RFU or beyond, which may have a significantly detrimental impact on your involvement in rugby and beyond.
Should you have any doubts in relation to anything, including your obligations, or should you have any concerns in relation to a Safeguarding Matter, please contact Peter Coulthard, the General Secretary via peter.coulthard@londonrugby.com.
In respect of DBS checks and affiliating to the Society on the RFU’s Game Management System (GMS, which you should do regardless), please see the step by step guidance below.
DBS Checks
DBS Checks are now required for officiating youth rugby matches (or for MOs, in order to coach/assess young match officials). This is now a requirement under RFU Regulations. Until your check is in process you will be unable to officiate such fixtures.
In order to achieve this, you can obtain your DBS check free of charge from the Society. A full how to guide will follow shortly, but the below sets out how to do this as well. If you have a check through other rugby channels (e.g. a club), this will suffice and please provide your Regional Safeguarding Assistant with the details (and also sign up to the Society on GMS, so we can confirm this through your RFU record). Note DBS checks outside of rugby union are not valid for these purposes.
Even to the extent you do not wish to be DBS checked, please can you log on to the RFU GMS (Game Management System) and sign up to the Society - this is to enable us to better track our membership and also to hold critical information, such as Next of Kin details, should the need ever arise, as well as to ensure that training you undertake is recorded.
ID checks for DBS
ID checks will be undertaken on an ongoing basis as required (e.g. new members, renewals). You can also make arrangements with any of the Society Safeguarding Team to get your ID checked - note it does not have to be your regional contact, but there is one in each region to help make this process as easy and quick as possible (as checks must occur in person).
The Safeguarding Team who can undertake ID checks currently comprises of Peter Coulthard (as the Society Safeguarding Officer), John Durkin/John Payton (SW), Simon Burman (W), Nick Edmonds (W), Paul Carroll (N), Simon Goatcher/Phil Stevens (SE) and Jeff Baker (MOs / W). Please do get in touch with them with any questions.
Process for GMS - please undertake this regardless of if you want a DBS check
1) Register or Login to the RFU’s Game Management System (GMS).
Rather than through WTR, the DBS process (and various RFU data collection) is administered through the RFU’s central GMS system. You will need to have an account on that platform. You may already have this (but you may not be aware).
Go to (https://gms.rfu.com/GMS/Account/Login) and either login, reset your password or create a new account. The system will tell you if you have an account already. Note it may be registered to a very old email address (as we have found with some people). Should you be unable to login, please contact your Regional Safeguarding Assistant and me, who will attempt to assist by letting you know your login/resetting your email to the extent possible.
2) Confirm your details are up to date on GMS.
In particular, please can you complete your Next of Kin data on GMS as well, in case of emergency.
3) ‘Purchase’ Membership of the London Society.
You then need to associate your GMS profile with the Society. This is done by ‘purchasing’ membership of the Society on GMS. While logged in, go to (https://gms.rfu.com/GMS/Dashboard/Organisation/3363) and select ‘Buy Memberships’.
There are multiple similar organisations on GMS. Please follow the link above and ensure you join the one named “London Society of RFU Referees”.
Add ‘Member’ and ‘[Your Region]’ to you basket and go through the checkout process (don’t worry there is no cost). This will ensure you show up in our membership list.
If you do not require a DBS check, then the next step is optional.
4) Complete the RFU Safeguarding e-learning.
Before the Society can apply for your DBS check, you must complete the RFU ‘Introduction to Safeguarding’ e-learning on GMS. This consists of web-based training followed by a 10 question quiz (pass mark is 70%). This should take you no longer than 20-30 mins.
To take the training, while logged in to GMS, go to your dashboard (https://gms.rfu.com/GMS/Dashboard/Individual) and scroll to the bottom. Under ‘Upcoming Events’ click on ‘Find a Course’. Using the search filters on the left hand side of the screen, select ‘Safeguarding’ under courses and search.
Select the “eLearning: Introduction to Safeguarding” course at the bottom of the list by clicking on the ‘More’ button. Book onto this course (and then “Purchase” the course from your basket to get the link sent to you – again there is no cost) and then complete it using the link you are emailed.
Please complete the course at least three days before your ID check. The system can take up to 72 hours to update before allowing the Safeguarding Team to apply for a DBS check.
5) You are now able to apply for your eDBS check.
To do so, please complete the attached form, and bring your 3 forms of original ID (copies are not allowed) to your session/appointment with one of the Safeguarding Team. The relevant groups of ID are set out in the attachment - at least one document from Group 1, and then two other documents, or else at least one document from Group 2a, and then two other documents. At least one must show your current address.
The Team will then check your form, and input it onto the DBS system, at which point you will receive an email to complete the application and submit it. You should then receive it within approximately 14 days.
6) Apply for the DBS Update Service
You can join the DBS Update Service at the same time you apply for a DBS check, or within 19 days of the date of issue printed on your Certificate. This free service allows the RFU to monitor your DBS status annually, removing the need to re-apply in 3 years time and reducing the burden on everyone going forward.