Information on e-Vetting and Invitation Forms

Archdiocese of Tuam; Garda Vetting

 

 

FORMS & DOWNLOADS

Click on the link below for e-Vetting Invitation Forms

e-Vetting Invitation Form (NVB 1) &

Guidelines for Completion Parent/Guardian Consent Form (NVB 3) 

 

Parent/Guardian Consent Form (NVB 3).

– Required for applicants under 18 years of age where vetting is applicable

 

Proof of Identity Check-List 

 

  1. Who Needs To Be Vetted?

The 2012 National Vetting Bureau Act 2012 sets out the circumstances that require vetting as:

Any work or activity which is carried out by a person, a necessary and regular part of which consists mainly of the person having access to, or contact with, children and/or vulnerable adults

The Act also requires:

Vetting in respect of any work or activity as a minister or priest or any other person engaged in the advancement of religious beliefs, to children and vulnerable adults, unless such work or activity is merely incidental to the advancement of religious beliefs to persons who are not children or vulnerable adults

A person is also required to be vetted if their ministry, work, or activity, is deemed relevant to children or vulnerable adults.  Relevant work includes the provision of: Training; Education; Treatment; Supervision; Therapy; Counselling; Transporting or Conveying; Advice; Guidance or Cultural, Recreational, Leisure, Social or Physical Activities.

The Act makes it a criminal offence for a Church authority to commence the employment of an employee or engagement of a volunteer (including priests and religious)without first obtaining a vetting disclosure from the Bureau in respect of that person, where that employee or volunteer is undertaking relevant work or activities with children or vulnerable person.

Note

  • Section 21 of the Act, which commenced on 29 April 2016, concerns retrospective vetting of employees, volunteers and others who have never previously been vetted and who are already (i.e. prior to 29 April 2016) employed, contracted, permitted or placed by the Church to undertake relevant work or activities with children or vulnerable persons. Church Authorities are required to ensure that applications for statutory vetting have been made in respect of all such persons before 31 December 2017
  • E-vetting checks take 5 working days
  • Visiting priests and clergy can apply for vetting in advance
  • Vetting is required in both jurisdictions where a member of the Church ministers across Northern Ireland and the Republic of Ireland
  • 16-18 year olds require parental consent prior to being vetted

 

  1. Interpreting the Act for the Church Context

From the above extracted clauses, persons requiring vetting fall into three main categories:

Category 1:

A person must be vetted who is a Minister, Priest or Other who engages in the advancement of religious beliefs to children and vulnerable adults.

Category 2:

A person must be vetted if he/she has necessary and regular contact with children or vulnerable adults through his/her ministry, work or activity in the diocese/parish/school/diocesan agency/etc.

Note: Vetting is not required for church personnel whose contact with children/vulnerable adults is ‘merely incidental’.

Category 3:

Vetting is also required for those whose ministry, work, activity, includes the coaching, mentoring, counselling, teaching or training of children or vulnerable adults.  This applies regardless of whether this ministry, work, activity is occasional or regular and necessary.

Examples of Roles that typically WILL require vetting:

  • Clergy (Bishops, Priests, Deacons);, Sacristans;        
  • Youth Group Leaders such as those responsible for youth choirs, parish run youth clubs, Pope John Paul II Award leaders, youth liturgy groups, etc.;
  • Supervisors of Altar Servers;
  • Ancillary staff in schools e.g. SNA’s, Caretakers, etc.;
  • Communion Programme: “Do This In Memory of Me” leaders; depending on type of encounter
  • Confirmation Programme: “You shall be my witnesses” leaders;
  • Eucharistic Ministers who have been commissioned to bring the Eucharist to homes, hospitals, care homes and other institutions where there are children and vulnerable adults present;
  • All other roles that bring a person into direct contact with children or vulnerable adults through his/her ministry, work or activity.

Examples of Roles that typically WILL NOT require vetting:

  • Parish secretaries, Collectors, Car park attendants;
  • Those present in the Sacristy who don’t have an official role with children or vulnerable adults.  (Note:  However, these adults should never be left unsupervised with children or vulnerable adults);
  • Readers of the Word unless they have a dual role which directly involves contact with children or vulnerable adults;
  • Eucharistic Ministers who only distribute the Eucharist within the main body of the church during public Mass or other liturgical celebrations;
  • Other roles whose contact with children or vulnerable adults is merely incidental while they are carrying out their ministry, work, activities with those who are not children or vulnerable adults.
  1. How the Process Works

Applications for Garda Vetting are now submitted electronically in a process known as e-Vetting.  The National Vetting Bureau (NVB) is no longer accepting paper applications.

Please find below the relevant forms, downloads and an outline of how the e-Vetting process works.  For all related queries please contact: Fr Tod Nolan, Parochial House, Castlebar St, Newport, Co Mayo. Phone: 098-41123

 

  1. The Process
  • A copy of the e-Vetting Invitation Form (NVB 1) and Guidelines for completion should be given to the Applicant and ask him/her to complete Sections 1 and 2.
  • Please ensure that the Form is completed fully and clearly.
  • Section 3 is to be completed by the Organisation’s Contact Person for the Applicant i.e. (Bishop/Priest/Chairperson of Board of Management/Agency Manager) on behalf of the (Diocese/Parish/School/Diocesan Agency).
  • At this point the Applicant’s identity must be validated as per guidelines, use this link       

  Proof of Identity Check-List

  • The completed e-Vetting Invitation Form (NVB 1) should then be posted to the Western Province Vetting Office as per address on top of the Form.
  • The Applicant will then receive an email directly from the National Vetting Bureau (NVB) which will give him/her access to their on-line Vetting Application Form (NVB 2).
  • If they do not complete this form within 30 days the form will become inactive and they will have to reapply.
  • Once the Vetting Application is processed by the NVB the Contact Person named on the e-Vetting Invitation Form (NVB 1) will receive a hard copy of the Vetting Disclosure along with a cover letter from the Western Province Vetting Service.
  • The Applicant is entitled to a copy of this if they request it.

Please note the on-line Vetting Application Form (NVB 2) is only issued to the Applicant.  The organisation (Diocese/Parish/School/Diocesan Agency) does not have access to this form. Email The applicant must provide a valid email address.  If the applicant does not have their own email address they can provide any email that they are happy for their form to be sent to.  This can be the email of a friend or family member or one can be provided for them by the organisation requesting the vetting.

If the applicant does not have access to an electronic device one should be provided for them for the purpose of completing their application.

Proof of Identity At least two forms of identification must be produced to validate the identity of the applicant when completing the e-Vetting Invitation Form (NVB 1).  One of these should be photographic where possible.  There is a points system for the verification of identity where 100 points must be reached.  Different forms of identification are weighted with a sliding scale of points, please see Proof of Identity Check List.  Where an individual cannot reach 100 points an affidavit witnessed by a Commissioner for Oaths will suffice.  The identity is verified locally (that is, by the diocese, parish, school or diocesan agency).  Copies should not be retained nor should they be sent to the Vetting Office.

Relevant Work It is now against the law to commence ‘relevant work’, that is, work that involves necessary and regular contact with children or vulnerable persons without first being vetted.  Please provide a full description of the role being applied for on the e-Vetting Invitation Form (NVB 1).  It is not sufficient to state ‘volunteer’.  The role must be specified, such as, ‘Eucharistic Minister to local residents’ or ‘Leader of Children’s Choir’.  If the applicant carries out multiple roles he/she should state the one that involves most contact with children or vulnerable adults.

Minors The legislation is directed at applicants aged 18 years or over at date of signing the form.  Applications can be made for those aged 16 and 17 years of age.  The decision to vet 16 and 17 year olds is a policy decision for the organisation in question and this is not a legal requirement. Where an application is being made for a 16/17 year old the consent of the parent/guardian must also be obtained. This is done by asking them to fill up the form (link below)

Parent/Guardian Consent Form (NVB 3).

In addition the email address and telephone number provided on the e-Vetting invitation form is the email address and telephone number of the parent/guardian (not the young person).

Proof of identity must also be obtained for the parent/guardian and the young person. Re-Vetting The legislation does not state how often a person should be re-vetted.  The NVB recommend anywhere from 1-5 years depending on the nature of the work. The dioceses of the Western Metropolitan Area: Achonry, Clonfert, Elphin, Galway and Tuam, have a 3 Year re-vetting policy.

Notes

  • Section 21 of the Act, which commenced on 29 April 2016, concerns retrospective vetting of employees, volunteers and others who have never previously been vetted and who are already (i.e. prior to 29 April 2016) employed, contracted, permitted or placed by the Church to undertake relevant work or activities with children or vulnerable persons. Church Authorities are required to ensure that applications for statutory vetting have been made in respect of all such persons before 31 December 2017
  • E-vetting checks take 5 working days
  • Visiting priests and clergy can apply for vetting in advance
  • Vetting is required in both jurisdictions where a member of the Church ministers across Northern Ireland and the Republic of Ireland
  • 16-18 year olds require parental consent prior to being vetted