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National Children’s Office – eVetting System User guide

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National

Children’s Office

eVetting System – User guide

Version 2.0

10/05/2016


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Contents

1. Background ..................................................................................................................................... 3

2. eVetting Process Summary ............................................................................................................. 3

3. Key Steps in the GAA’s eVetting process for club members ........................................................... 4

3.1. Opening the GAA eVetting Form ............................................................................................ 4

3.2. Completing your personal information on the online form. .................................................. 5

3.3. Provision of a valid Email Address .......................................................................................... 7

3.4. Provision of Documentary Evidence ....................................................................................... 7

3.5. Process for Under 18s ............................................................................................................. 8

3.6. Validation of documentation .................................................................................................. 9

3.7. Submitting forms .................................................................................................................... 9

3.8. eVetting invitation from the National Vetting Bureau ........................................................... 9

3.9. Notification of completion of process .................................................................................... 9

3.10. Commencement of role in your GAA Club .......................................................................... 9

4. Clerical Officers ............................................................................................................................. 10

4.1. Logon to Office 365 ............................................................................................................... 10

4.2. Browse to the relevant application queue ........................................................................... 10

4.3. Open a vetting application document .................................................................................. 11

4.4. Enter details on the NVB system .......................................................................................... 11

4.5. Log NVB details on the GAA system ...................................................................................... 12

4.6. Managing work queue for Clerical officers ........................................................................... 12

4.7. Notifications .......................................................................................................................... 13

5. Logging on to Office 365 to access eVetting Forms ...................................................................... 16


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1. Background

The GAA has long established the principle of vetting any person who, on our behalf, works

with children or vulnerable adults in our Association. This principle is enshrined in rule

through our Code of Best Practice in Youth Sport and has become part of the overall

recruitment and selection process for those who wish to work with us in the GAA, in a

voluntary or paid role.

When the Irish government commenced the National Vetting Bureau (Children and

Vulnerable Persons) Acts on 29 April 2016 it brought mandatory vetting on the island of

Ireland into being, given that it had previously been a legal requirement under AccessNI.

It is now a criminal offence, for a person acting on behalf of the GAA, or for the GAA as an

Association to permit any person to commence working with children on behalf of the

Association without that person first obtaining a vetting disclosure from the Nation Vetting

Bureau in respect of the role for which they have been recruited.

The GAA is one of the first organisations to introduce e‐Vetting or vetting on‐line on an all‐

Ireland basis following the commencement of GAA e‐Vetting through the newly established

National Vetting Bureau (NVB). e‐Vetting replaces all previous paper vetting systems which

also brings us in line with similar e‐vetting services as coordinated by Ulster GAA for

AccessNI.

2. eVetting Process Summary

The purpose of the eVetting process is to facilitate your application for a position within the GAA working with children and/or vulnerable persons. The application process requires you to provide some personal information to the GAA, to have that information verified by the Children’s Officer of your GAA Club, and to share that information with the GAA National Children’s Office.

The GAA National Children’s Office will then initiate an e‐vetting request with the National Vetting Bureau on your behalf. Following this you will receive an e‐mail from the National Vetting Bureau with a link to a secure web portal, owned and managed by the NVB, where you will be required to enter further personal information. This will enable vetting to take place.

Upon completion of the vetting process you will be notified of the outcome by the GAA National Children’s Office. If your application has been accepted, you will be free to take up your position within the GAA.

Please note that the GAA will only retain your personal information for the duration of the e‐vetting process and will inform your Club upon receipt of application and completion of the vetting process.


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3. Key Steps in the GAA’s eVetting process for club members

The following are the key steps in the GAA eVetting process;

3.1. Opening the GAA eVetting Form

Open the GAA e‐vetting application form by clicking on the link in the GAA Website which can be found by browsing to ‘The GAA’ section, selecting the Child Welfare and Protection link and opening the Vetting page. Some useful information about the new legislation that governs vetting can be found here as well as an overview of the process implemented by the GAA.

The URL is as follows http://www.gaa.ie/the‐gaa/child‐welfare‐and‐protection/vetting

Figure 1‐ Location of Vetting Information on GAA.ie

Figure 2‐ Location of link to the eVetting request form


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3.2. Completing your personal information on the online form.

The GAA eVetting Application form is used to collate information relating to applicants for the eVetting process, to verify the personal information provided and to initiate an NVB vetting process request on the applicant’s behalf. The form is as outlined below:

Figure 3‐GAA eVetting Application Form


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3.3. Provision of a valid Email Address

You must provide a valid email address as correspondence from the NVB relating to your application will only be issued by email.

3.4. Provision of Documentary Evidence

You will have to provide documentary photographic evidence of your identity (e.g. Passport, Drivers Licence) and proof of current address (e.g. utility bill). The full list of documents which are accepted for this verification are outlined below. Please note that the NVB operates an 100 point system where the documentation provided by you must total 100 points or more based on the scoring assigned in the table below:

Figure 4 ‐ Acceptable forms of Identity

GAA E Vetting Identification Verification Score Tick

Irish driving licence or learner permit (new credit card format) 80

Irish Public Services Card 80

Passport (from country of citizenship) 80

Irish certificate of naturalisation 50

Birth certificate 50

Garda National Immigration Bureau (GNIB) card 50

National Identity Card for EU/EEA/Swiss citizens 50

Irish driving licence or learner permit (old paper format) 40

Employment ID

ID card issued by employer (with name and address) 35

ID card issued by employer (name only) 25

Letter from employer (within last two years)

Confirming name and address 35

P60, P45 or Payslip (with home address) 35

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) 35

Public services card/social services card/medical card 25

With photograph 40

Bank/Building Society/Credit Union statement 35

Credit/debit cards/passbooks (only one per institution) 25

National age card (issued by An Garda Siochana) 25


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GAA E Vetting Identification Verification Score Tick

Membership card

Club, union or trade, professional bodies 25

Educational institution 25

Correspondence

From an educational institution/SUSI/CAO 20

From an insurance company regarding an active policy 20

From a bank/credit union or government body or state agency 20

Figure 5‐ Acceptable forms of identity for Under 18s

GAA E Vetting Identification Verification for Under 18s Score Tick

Children under 18 years (any one of the following)

Birth certificate 100

Passport 100

Student Photographic Identity Card 100

Written statement by a the Principal confirming attendance at educational institution on a letter head of that institution

100

Recent arrival in Ireland (less than 6 weeks)

Passport 100

Vetting Subject is unable to achieve 100 points**

Affidavit witnessed by a Commissioner for Oaths 100

TOTAL

3.5. Process for Under 18s

For applicants aged under 18 years, please note that there are additional steps required to submit the e‐vetting form. A parental consent form (NVB Parent/Guardian Consent Form) must be completed, this is available at the following URL: http://www.gaa.ie/mm/Document/TheGAA/ChildProtectionandWelfare/12/73/47/3NVB3ParentGuardianConsentForm_Neutral.pdf


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3.6. Validation of documentation

You must validate the documentation that you are providing. There are two approaches to doing this:

Furnish the documentary evidence to your Club’s Children’s Officer for validation and retention. If you choose this method of validation you are required to also complete an ID Retention Form. This form can be downloaded at the following URL: http://www.gaa.ie/mm/Document/TheGAA/ChildProtectionandWelfare/12/73/49/IDRetentionForm_Neutral.docx

Present the documentary evidence for review to your Club’s Children’s Officer. Then you must scan and submit the documentation using the upload facility on the online form

3.7. Submitting forms

Once you have entered the necessary details, click submit to complete the first step in the process. The details that you entered will be mailed to you, for your records, and your club secretary will be notified that an application has been received in your name (no details are shared)

3.8. eVetting invitation from the National Vetting Bureau

Within a few days you will receive an email from the NVB which will contain a link to your online e‐vetting form. Please complete this form promptly.

3.9. Notification of completion of process

The vetting process will then be conducted and you will receive notification of the outcome via email, your club secretary will be notified that your application has been completed.

3.10. Commencement of role in your GAA Club

Once you have completed the eVetting process and confirmed your approval with your GAA club, you are free to take up the role working with children or vulnerable persons.


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4. Clerical Officers

For a number of reasons, including security concerns, the National Vetting Bureau will not

allow open access to their vetting initiation process. In order to comply with their

directives, the GAA must implement a process where a nominated group of individuals can

initiate an eVetting invitation on behalf of the association. Clerical Officers will fulfil this

role in the Association and will be responsible for transcribing the ‘verified’ names, current

addresses and dates of birth of vetting applicants from the GAA system to the NVB system

and for submitting these applications to the NVB.

The GAA has been granted permission for twenty two clerical officers with access to the

NVB system. These officers will be able to access all of the verified applications received

form their counties of responsibility and to progress these applications through the NVB

system.

The steps in this process are as follows:

4.1. Logon to Office 365

Clerical officers have all been issued with Microsoft Office 365 accounts and logging onto

MS Office 365 will enable access to the relevant sharepoint site where the applications that

they are responsible for will be visible. The relevant sharepoint URL is as follows:

https://crokepark‐76f0432bc5e6aa.sharepoint.com/sites/FlowForma/FlowForma/Lists/Forms/AllItems.aspx

4.2. Browse to the relevant application queue

Each individual Clerical officer will have a view for their particular county, they will have access to forms submitted by club members from their own counties, they will not have access to documents form other counties.

Figure 6 ‐ Example of application queue for Dublin


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4.3. Open a vetting application document Open the vetting application by clicking on the unique reference, in this case GV‐72, all of the details

entered by the applicant will be displayed

Figure 7‐ Vetting Application received

4.4. Enter details on the NVB system Open the NVB system and cut and paste the details form the GAA Vetting Application form to the

NVB system. Ensure that the GAA reference number is included. Instructions on how to use this

system are provided by the NVB


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4.5. Log NVB details on the GAA system Ensure that, upon completion, the NVB reference number is noted and entered onto the GAA

system. These reference numbers will ensure that GAA applications can be verified, entered onto

the NVB system, competed and tracked in a clear and transparent manner. Submit application once

complete

Figure 8 ‐ Recording the NVB reference number

4.6. Managing work queue for Clerical officers Once an application is completed and a clerical officer submits a form as describe above, the form

will disappear off their work queue. Only the applications that are at the ‘GAA Review’ status for

their county of responsibility will be displayed for the Clerical Officers

Figure 9 ‐ Submitted forms are removed from Clerical Officers work stack


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4.7. Notifications An important component of the vetting system is the governance that is inbuilt and one important

feature that facilitates transparency is the notification issued to the secretary of a GAA club of all

vetting applications received from his / her club.

Figure 10 ‐ Notification to GAA Club Secretary

The applicant themselves also receives a mail that contains a record of the details that they

submitted

Figure 11 ‐ email received by applicant


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Figure 12 ‐ Attachment contained in confirmation email back to applicant

Upon completion of the process the Applicant receives notification of the outcome. This is received

via email with a PDF attachment. The content of the email is as follows:


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The attachment contains a more detailed formal document that should be presented to the

Applicants GAA club to ensure they are allowed to take up their role within the club.

Figure 13 ‐ Official text to Applicant

A copy is also sent to the Cub secretary for completeness

Figure 14 ‐ Notification to Club Secretary


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5. Logging on to Office 365 to access eVetting Forms Click on the link to the eVetting forms provided. (this is shown below)

https://crokepark‐76f0432bc5e6aa.sharepoint.com/sites/FlowForma/FlowForma/Lists/Forms/AllItems.aspx

This will open the Microsoft Office 365 logon screen, similar to below. Enter the username and password provided to you.

If it’s the first time that you have logged on, you will be prompted to change your password. Please

select a password that is easy for you to remember but hard for someone else to guess. It should be

8 characters long and contain at least one letter or special character


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Clicking the update password and sign in button will open the relevant page for forms that you need

to review, which will look similar to the image below.

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