Frequently Asked Questions

We have provided you with a list of Garda Vetting Frequently Asked Questions, to assist you in the Garda Vetting application process.

Do I need to have my Board Members Garda vetted?

At present the Garda National Vetting Bureau are not accepting vetting applications for board of directors and certain ancillary staff, as these positions are not considered relevant work and therefore are not compliant under the National Vetting Bureau (Children and Vulnerable Persons) Act 2012.

Where a member of the board of management or an ancillary staff member has not been processed for vetting by the NVB but has regular access to and contact with children, a Garda vetting application should be made with a clear description of the job duties which involve regular access and contact with children. We have updated our Identification Verification Form to reflect this and have left space for you to fill in the additional details about the work duties a person performs.

If members of the board of management or ancillary staff have access and contact with children, and are refused vetting, they should not be allowed to carry out their duties when children are present.

Services who can demonstrate and evidence that they have followed the steps above, will not be found on their inspection reports as either compliant or non-compliant when they apply for registration or in a context of on-going inspection. The following statement will be made on their inspection report. “The registered provider has evidenced that they made reasonable efforts to meet vetting requirements within existing state legislation for their boards of directors and certain ancillary staff. Appropriate risk management measures are found to have been implemented.”

Tusla are aware of the situation and are engaging with DCYA and the National Vetting Bureau to resolve this issue.

What is Relevant Work Activity?

A new Compliance Unit has been established in the Garda National Vetting Bureau, to ensure that statutory, voluntary and community organisations are adhering to their statutory obligations.

One of these obligations is to only Garda vet people who carry out relevant work. This consists of any work or activity carried out by a person in which a necessary and/or regular part consists mainly of the person having access to, or contact with, children or vulnerable persons.

We have updated our Identification Verification Form to reflect this and have left space for you to fill in the additional details about the work duties a person performs. This only needs to be filled out if you are unsure whether the job is relevant, or it is not made clear by the job title that they have regular and direct contact with children.
The work duties section must have a clear description of the job duties which involve regular access and contact with children. For example ‘Manager’ does not give enough specific detail of the duties which involve children; please include things like covering staff breaks, changing nappies, supervision of children etc.

Applications for vetting should not simply use generic terms to describe the role of the persons wishing to be vetted, but a clear description of how their work functions, and how their role involves regular access and contact with children.

If the role is not a relevant work activity (as defined above) then the Garda vetting forms for the applicant will be returned to the early years service.

Evidence of unsuccessful applications for vetting must be kept on file for examination by the Tusla Inspectorate.

Do parents going on outings with a pre-school need to be vetted?

Parents who go on outings with the pre-school service do not require Garda Vetting as they do not have unsupervised access to the children. Parents should not be allowed unsupervised access to other people’s children.

How long will my Garda Vetting be valid?

Each Vetting Letter will show the date on which it was issued, therefore, the older the letter, the less reliable it is. At present there is no actual expiry date but it is expected that renewal will be within a 3 year cycle.

Do people coming in to give talks need to be vetted?

Garda Vetting is not required for such visitors who are sharing their skills/expertise with the children in the pre-School Service. These visitors are under the supervision of the staff who are already Garda Vetted and therefore, do not have unsupervised access to the children.

Why have I been asked to apply for Garda Vetting?

You may have been asked for Garda Vetting because you will be working with children; or will be working as an employee/board member of an organisation that is wholly or mainly for children.

Can I refuse to apply for Garda Vetting?

The National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 provide a statutory basis for the vetting of persons carrying out relevant work with children or vulnerable persons. The Act also creates offences and penalties for persons who fail to comply with its provisions.

The Act stipulates that a relevant organisation shall not permit any person to undertake relevant work or activities on behalf of the organisation, unless the organisation receives a vetting disclosure from the National Vetting Bureau in respect of that person.

A childcare employer may choose to withdraw the offer of a position if a candidate declines to apply under this process.

What if I already have documentation from the Garda Vetting Unit?

Garda Vetting is only given for a specific employment so when a person is changing employment they must renew Garda Vetting. Garda Vetting is non-transferrable.

What if I have lived overseas?

PLEASE NOTE: the Garda Vetting form which you complete only covers addresses in the Republic of Ireland and Northern Ireland.

If you have resided in countries outside of the Republic of Ireland and Northern Ireland for a period of 6 months or more, it will be mandatory for you to obtain a Police Clearance Certificate from those countries stating that you have no convictions recorded against you while residing there.  You will need to provide a separate Police Clearance Certificate for each country you have resided in.   Clearance must be dated after the date you left the country/countries. Seeking security clearances from other countries (e.g. UK, USA etc.) are the responsibility of the applicant. It is a process which can take an amount of time.  Therefore we would strongly advise that you commence seeking international security clearances as soon as possible

The following websites may be of assistance to you in this regard:

 

United Kingdom

Please note that if you need Police clearance from the UK you will need an International Child Protection Certificate  NOT a Police Certificate.
You can apply for the International Child Protection Certificate  on the link below:

http://www.acro.police.uk/ICPC
https://www.acro.police.uk/ICPC_Online.aspx

 

Australia

www.afp.gov.au

This website will provide you with information on obtaining a national police clearance certificate for Australia.

 

New Zealand

www.courts.govt.nz

This website will provide you with information on obtaining police clearance in New Zealand.

 

United States of America

Please note that valid Security/Overseas Clearance from the USA must be obtained from the FBI only,

FBI Clearance is valid for all of the United States and convictions / remarks occurring anywhere in the United States would be noted.

Download the Applicant Information form here.
FD-258 Fingerprint Card

Credit Card Payment Form

The current processing time for an FBI Background Check is taking 12 – 14 weeks to complete from the date the request was received. Unfortunately, no requests can be expedited at this time due to the amount of work. All responses are mailed through the US Postal Service First Class Mail please allow standard mailing time (three weeks in the US and four weeks outside the US) to receive the response. There is no tracking number with the US Postal Service First Class Mail. Responses cannot be emailed.

 

Other Countries

For other countries not listed above you may find it helpful to contact the relevant embassies who could provide you with information on seeking Police Clearance.

Note: Any costs incurred in this process will be borne by the applicant.

How do I apply for Garda Vetting?

If you are a member of Early Childhood Ireland you can avail of our eVetting service. Please click here to find out more and to apply for eVetting.

What will it cost?

There is currently no fee for Early Childhood Ireland members to make application through the organisation.

Who will receive my information?

Your information will be dealt with by the designated staff personnel in Early Childhood Ireland and by the relevant personnel in the Garda Vetting Bureau.

Will the information on my form be kept confidential?

Early Childhood Ireland is a registered body with designated staff personnel, trained by the Garda Central Vetting Unit and who have been Garda Vetted themselves.

Early Childhood Ireland is working in the interest of safe environments and practices for children and adults and is committed to the highest standards of security and confidentiality.

Information will only be given to authorised personnel.

What is a disclosure?

A disclosure is a completed Garda vetting application. Some people are alarmed when they hear the word ‘disclosure’ but it is simply the terminology used by the National Vetting Bureau, it doesn’t necessarily mean that there is anything to disclose!

‘A vetting disclosure shall include particulars of the criminal record (if any) relating to the person, and a statement of the specified information (if any) relating to the person or a statement that there is no criminal record or specified information, in relation to the person.’ Read more >>

The Garda vetting disclosure that is sent regarding an applicant, is in both Irish and English.

How many forms do I need to Garda vet one person?

You need 2 forms for each person (unless they are under 18):

The Owner/ Manager of the early childhood service downloads 1. an Identification Verification Form and 2. a Vetting Invitation Form for each applicant (prospective employee).

1. Identification Verification form – The Owner/Manager asks the prospective employee to show their photographic identification and proof of current address. The Owner/Manager then writes these onto the Identification Verification form in the requested space 
– 1. Type of Photo Id verified and 
– 2. Proof of current address. 
The form can be completed online, before printing it off to sign it, date it and tick the verification box.

2. Vetting Invitation form – The Owner / Manager asks the prospective employee to complete the Vetting Invitation form. This can be done on computer in the fillable pdf form, before printing it out, then signing, dating and ticking the consent box.

The completed Identification Verification form and Vetting Invitation form for each applicant are sent in the post by the Owner Manager to :
Early Childhood Ireland, Hainault House, Belgard Square South, Tallaght, Dublin 24RFV0

If the applicant is under 18 
Parents or guardians of 16-18 year olds are required to complete the Parent Guardian Consent Form

The parent or guardian must supply their own email address and phone number on the Vetting Invitation NVB1 Form and not the child’s email address. The Under 18 Vetting Invitation Form makes this clear.

A person under 16 years of age cannot be Garda Vetted.

Do transition year students need to be Garda vetted?

The Tusla FAQ’s state that transition year students under 18 do not need to be Garda vetted but ‘prior to any decision made by the registered provider carrying on an early years service to facilitate a transition year student placement – it is imperative that at least 2 references from reputable persons [one being from the school that the student attends] are sought in writing and are confirmed and checked.’ All references should be requested from someone who has firsthand knowledge and experience of the student. The references can be from the secondary / second level school, previous employment or work experience or from any independent person in the community.

If an early years’ service wishes to have these students vetted, a Parent Guardian Consent Form must also be filled out and the parent or guardian must supply their own email address and phone number on the Vetting Invitation NVB1 Form and not the child’s email address and phone number. The Under18s-Vetting-Invitation-Form makes this clear and is especially for applicants under 18 year of age. 

A transition year student must not be left alone with any child in the early years service. They must be accompanied at all times by a staff member. Garda vetting disclosure (and police vetting where applicable) is required for all transition year students over the age of 18 years.

An important point with regard to students: Students must not be allowed to supervise children in an early years service. They must be accompanied at all times by a member of staff. Students cannot be regarded as staff and therefore cannot be considered as part of the adult / child ratio. They cannot be treated as staff: they are supernumerary.

See the Tusla Frequently Asked Questions document for further information.

People under 16 cannot be Garda vetted.

What Identification should an employer ask for when filling out the Identification Verification form?

The employer needs to see one form of photo identification and one form of address from each Garda Vetting Applicant to fill out this form.

The list of acceptable forms of identification are on the back of the Identification Verification Form and are listed here:

Types of documents that can be used for Photo Identification:

  • Irish Driving Licence or learner permit (new credit card format)
  • Irish Medical card (with photograph)
  • Passport (from country of citizenship)
  • Irish certificate of naturalisation
  • Garda National Immigration Bureau (GNIB) card
  • National Identity Card for EU/EEA/Swiss citizens
  • Employment ID card issued by employer (name and photograph)
  • National age card issued by An Garda Siochana
  • Membership cards from- Club, union or trade, professional bodies/ Education institution 

Types of documents that can be used to verify identity address:

  • Driving licence
  • Letter from employer (within last two years): Confirming name and address
  • Bank/Building Society/Credit Union statement
  • P60, P45 or Payslip (with home address)
  • Utility bill e.g. gas, electricity, television, broadband (must not be less than 6 months old. Printed online bills are acceptable. Mobile phone bills are not acceptable)
  • Correspondence from any of the following:
    • an education institution/SUSI/CAO
    • an insurance company regarding an active policy
    • a bank/credit union or government body or state agency 

Types of documents that can be used to verify identity and address:

  • An Irish driving licence is proof of identity and current address.
  • Employment ID card issued by employer (with name, photo and address) 

Proof of current address and photo id must be seen by an employer for each applicant. The documents verified must be specified clearly on the identification verification form.

Do international students need to be Garda vetted?

Yes, if you have international students (aged over 16 years) coming to your early childhood service in Ireland, they will need to be vetted by the Irish National Vetting Bureau through YOU -the registered childcare provider, using the usual procedure with Early Childhood Ireland. You will need to allow time to have their vetting organised before they can come into your early childhood service i.e. start the process at least a month to 8 weeks beforehand.

The international students will also need to send you a copy of their Police Clearance Certification for all International addresses that they have lived at for longer than 6 months (once they were over the age of 18 years) before they start their placement in your service. Please click here for more information on overseas police clearance.

 

Parent Consent – International Students Under 18

Parents or guardians of 16-18 year olds are required to complete the Parent Guardian Consent Form

The parent or guardian must supply their own email address and phone number on the Vetting Invitation NVB1 Form and not the child’s email address. The Under 18s Vetting Invitation Form makes this clear.

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