The DBS application process has changed. Below is the new step-by-step process, including what needs to be done, when, and the email templates to send at each stage. This ensures smoother onboarding and compliance with Scout Association procedures.

Step 1 – Collect Details & Add to Membership System

Action 1: Send Email 1 > Receive details > Add to Membership System

Email 1 Template:

Subject: 41st – Start your DBS with the 41st Epping Forest Scout Group

Hi [Name],

To kick off your DBS application, we need to get you on the Scouts membership system. Please reply with the following details about yourself:

• First name

• Surname

• Date of birth

• Postcode

• Email address (used to send the DBS link)

Once we have this, we’ll add you to the system as an adult helper. You’ll then receive an email to start your DBS application online. After that, we’ll arrange to verify your ID documents in person.

Let us know if you have any questions.

Step 2 – User Logs In and Accepts the Declaration

Action 2: Send Email 2 > Wait for login + declaration to be completed > Then request ‘All-In-One’ DBS

Email 2 Template:

Subject: 41st – Next step to getting your DBS – Please log in

Hi [Name],

You’re now on the Scouts Membership system – next step is to log in.

Go to: http://membership.scouts.org.uk
Log in with the email address you provided.

When you log in the first time, you’ll need to accept the updated Declaration. This replaces the old paper forms and is required to proceed.

After logging in, please update your personal details – especially your address – as this is required for the DBS.

Once that’s done, let me know so I can request your DBS application.

If you want to read the Declaration beforehand, here’s the link:
https://www.scouts.org.uk/about-us/policy/declaration/

Step 3 – Complete DBS via Atlantic Data

Action 3: Send Email 3 > Ensure they complete and submit DBS application > Follow up if needed

Email 3 Template:

Subject: 41st – Complete your DBS application – Check your inbox

Hi [Name],

You should have now received an email from Atlantic Data with a link to complete your DBS disclosure application. Check your inbox – and junk/spam – for the email.

To complete it, you’ll need your ID documents to hand (e.g. passport, driving licence, proof of address). You’ll be uploading these during the process, which should take around 10 minutes.

You can see the full list of accepted ID documents here:
https://www.gov.uk/government/publications/dbs-identity-checking-guidelines/id-checking-guidelines-for-standardenhanced-dbs-check-applications-from-1-july-2021

Steps to complete:

1. Activate your account

   • Enter your email address and DOB

   • Click ‘Proceed’

2. Create a password

   • Enter and confirm your password

   • Click ‘Proceed’

3. Log in

   • Use the password you just created

   • Click ‘Login’

4. Start your application

   • On the home page, click ‘Complete Application Now’

   • Follow the instructions to finish

Let me know once you’ve submitted your application so I can move it forward.

Any problems, just shout.