Safeguarding records

The Safeguarding page on your /me area is where you keep your DBS certificate and safeguarding-training records up to date. Your welfare officer needs these on file so the club stays compliant with Badminton England's safeguarding policy.

When a role of yours needs a DBS

If you accept a club role that requires a DBS check (for example Welfare Officer, or a volunteer role that works with juniors) and you don't have a qualifying DBS on file yet, the platform tells you what to do next:

• You receive a notification and email pointing you to this page. If the role was created awaiting your DBS, it confers no access until your DBS is recorded here and verified; it then activates automatically.
• A Record your DBS card appears in your Action Centre on the Me home page. It clears as soon as you submit a DBS record at the required level.
• The Safeguarding item appears in your navigation.

The same applies if a club you already hold a role at enables its junior section: the role can gain a DBS requirement, and you'll be notified if your records don't already cover it.

DBS records

If you hold a coaching, committee, or other regulated role, you need a current DBS check. To record yours:

1. Open Safeguarding from the navigation.
2. Under DBS records, click Add a DBS record.
3. Fill in:
   • Certificate number: 8–12 alphanumeric characters
   • Level: basic, standard, enhanced, or enhanced with barred-list
   • Issued date: when the DBS was issued
   • Expires date: when it needs renewing (Badminton England's convention is 3 years from issue)
4. Click Submit for verification.

Your record then shows as Pending verification. Your club's welfare officer will check the original certificate and either verify or reject it.

The certificate number is masked on screen: only the first two and last two characters show, even to you. Welfare officers with the appropriate permission can see the full number for verification.

Training records

To record a safeguarding-training course you've completed:

1. Click Record a course under Safeguarding training.
2. Pick the course from the dropdown (Badminton England Safeguarding Level 1, UK Coaching SPC, etc.).
3. Enter the completion date.
4. Optionally paste a URL to your certificate of completion.
5. Click Submit for verification.

The platform automatically computes the expiry date based on the course's validity period (usually 3 years).

Incident reports

If you've reported a safeguarding incident at your club, you'll see a read-only summary of it under My incident reports. You can't edit a report once it's been filed, that's deliberate, so the original record stays intact. Corrections and updates are added by the investigator as notes on the incident's timeline.

Why this matters

Keeping your DBS and training up to date is part of your club's compliance score. The club's welfare officer sees the R/A/G dashboard that combines everyone's currency, and Badminton England reviews clubs' compliance during affiliation renewals.

Privacy

• Your DBS certificate number is encrypted at rest (a Badminton Clubhouse Cyber Essentials Plus delivery is in progress; in the meantime the number is column-level access-controlled).
• Only welfare officers and committee members with explicit safeguarding permissions can see your DBS notes.
• Incident descriptions are visible only to the reporter, the welfare officer team, and the assigned investigator, never to other club members.