COACHES’ FAQS

All accredited coaches must hold an up-to-date criminal record check and have safeguarding training.  

All BEF member bodies and their associated venues must have a Safeguarding Children Policy, a Safeguarding Adults at Risk Policy, and have a Safeguarding Officer who has been trained in safeguarding and had a criminal record check that has been approved by their Member Body. 

A criminal record check is also called a disclosure check which must be completed by the person employing you.

Before you can start coaching in regulated activity / work you must complete a disclosure check and show your disclosure certificate to the Club or Centre you are working at. This is likely to be the Safeguarding Officer. This check must be enhanced with child barred list and current (i.e. within the last three years). ​​​

A check will either be clear, meaning you are suitable to work with children, or show content on it. ​If your check has content on it, we will conduct  risk assessment to establish your suitability to coach u18’s. ​

Procedure for Obtaining Criminal Record / Disclosure Checks

Disclosure checks are referred to differently in England, Wales, Scotland and Northern Ireland. The type of criminal record check you require is based on where you work in the UK, not where you live. ​

​The respective sections below provide more information on the procedure you should follow to complete a disclosure check. 

England and Wales

DBS Disclosure checks for England and Wales are referred to as DBS checks and can be obtained through Disclosure and Barring Services (DBS). Guidance for completing DBS checks will be as per your Member Body policy. ​

Scotland

PVG Disclosure checks in Scotland are referred to as Protecting Vulnerable Groups (PVGs) and can be obtained through Disclosure Scotland. Staff and volunteers can register with the PVG scheme. The British Horse Society suggest that coaches hold a PVG scheme membership statement if they are in regulated work and will signpost you on how to get one. Horsescotland will process checks for volunteers. Guidance for completing PVG checks can be found on the BHS and Horsescotland websites.

BHS Criminal Record Checks Scotland 

Horsescotland- Safeguarding

• Coaches who work for several different centres may need to obtain a PVG check for each separate employment. ​​​​

​Northern Ireland

Access NI Disclosure checks in Northern Ireland are referred to as Access NI checks and can be obtained through Access NI. ​ Further information on AccessNI checks can be found here.

Isle of Man

DBS The Isle of Man fall under the same requirements as England and Wales and therefore individuals carrying out a role in regulated activity must obtain a DBS check. ​

The Channel Islands ​

​DBS Similarly to the Isle of Man, the Channel Islands follow the same requirements as England and Wales. ​

• Coaches Across Borders Coaches who teach across the borders of England, Wales, Scotland and/or Northern Ireland will require a disclosure check (DBS, PVG and/or Access NI) for each of the respective countries in which they are coaching. ​

• ​Disclosure checks cannot be transferred across countries. ​

Use of Disclosure Checks from Other Organisations 

DBS and PVG checks carried out by other organisations may be accepted by certain member bodies providing they meet the following criteria:

• The check is enhanced with the child barred list

• The check was issued in the last three years. 

​If a Coach, Official, Volunteer or staff has opted for the update service then this can be applied to your member body. Written permission must be sought before checking an individual’s disclosure status online. Unfortunately, disclosure checks in Northern Ireland must be specific to the organisation employing the individuals.

Once you have all the correct safeguards in place, including a criminal record check, you should use the below supervision ratios when coaching: 

If you think a child, young person or adult is in immediate danger, please contact the police on 999 without delay. All concerns about child sexual abuse must be acted on.

If a child, young person or adult needs immediate medical attention, call an ambulance and tell the paramedics that there is a safeguarding concern.

If you have a concern about the welfare of a child, young person or adult at risk, or the behaviour of an adult towards a child, young person or adult at risk, you must refer it as soon as practical.

Keeping children safe in sport has always mattered. Now, the law is making that responsibility clearer and strengthening consequences. The mandatory reporting duty is expected to be in force in May 2027.

If you work or volunteer with children, you will need to report to police or local authority as soon as practical if: 

• you are told about abuse

• you see or hear abuse

• you see evidence (images, videos, audio).

This is a legal duty:

• it’s no longer optional guidance

• you could face action if you don’t report

• it will be a criminal offence to stop someone reporting.

Referring a concern about child sexual abuse must be acted on as soon as practical and must be done via the Police or Social Services in the first instance.

Referring all other safeguarding concerns can be done via your club, centre or member body – all will have a designated Safeguarding Officer.

If the club Safeguarding Officer is unavailable or is implicated, talk directly to the most senior club official or go directly to the Safeguarding Officer at British Equestrian or your member body for advice.

If concerns arise in a setting where there is no Club Safeguarding Officer, inform the most senior club official or member of staff.

In all of these circumstances, always ensure that the Safeguarding Officer at British Equestrian or your member body is informed of the referral.

If the matter is urgent and you can't contact your club, centre or member body Safeguarding Officer, you can call the NSPCC 24-hour helpline on 0808 800 5000.

You can easily report a concern to British Equestrian directly through the Safe to Play website. Our safeguarding team is staffed by professionals who are experienced in dealing with these concerns. We are available for advice and support during office hours on 02475 313437.

If you have a concern about the welfare of a child, young person or adult at risk, or the behaviour of an adult towards a child, young person or adult at risk, you must report it as soon as possible. Use the Report a concern form, or speak to the Safeguarding Officer at your venue, member body or British Equestrian.  

For more information, see: Reporting a concern - British Equestrian