DBS Guidelines
Best practice for staff and volunteers working with children and young people
As part of our commitment to creating a safe environment, Table Tennis England requires all staff and volunteers working with children and young people (under 18s) to be aware of, and comply with, our best practice guidelines relating to Disclosure and Barring Service (DBS) checks.
These guidelines try to ensure that people with a history of relevant and significant offending are prevented from having contact with, or influence over, children or young people in our sport. Table Tennis England acknowledges that many people who offend against children and young people are not caught and that offending can be undetected for many years; therefore, ongoing vigilance from everyone involved in the sport remains essential.
For more information and to ask any questions about DBS checks, please contact us: [email protected] or 01908 208860 (option 3).
In case of concern, please ring our Safeguarding team on 01908 208860 (option 3) or
Do I need a DBS check?
From 1 September 2026, the Crime and Policing Act 2026 removes the ‘supervision exemption’ from the legal definition of Regulated Activity. Previously, some volunteers and coaches who worked with children under supervision did not need an enhanced DBS check with Children’s Barred List. From 1 September, this no longer applies, supervised roles are treated the same as unsupervised ones. This applies once a role meets the frequency threshold: more than three days in a 30-day period or once overnight between 2am and 6am.
What you need to do:
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- Review your list of coaches, volunteers and helpers who regularly support junior sessions.
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- Identify anyone who is currently supervised and therefore doesn’t hold a DBS check.
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- Apply for an Enhanced DBS check with Children’s Barred List information via First Advantage: Know Your People using your club’s TTE Organisation ID.
You can view the FAQs here and watch the recording from our webinar here.
If you’re not sure whether someone’s role is affected please contact us, we’re happy to help you check. Contact us: [email protected] or 01908 208860, option 3.
You can watch the recording from our September 2026 webinar here and view our FAQs relating to the changes applying to regulated activity below. If you’re not sure whether a role needs a check, use the Regulated Activity Flowchart, view the FAQs or contact us and we’ll help you check.
How to apply for a DBS check
Table Tennis England only accepts DBS checks completed through First Advantage: Know Your People. You will need an email address to apply.
Table Tennis England and Know Your People decide whether a role is regulated activity. If you are a member of Table Tennis England carrying out a role on our behalf which requires a check, your check must be processed through Know Your People. Table Tennis England does not accept DBS checks carried out through other registered bodies, and does not financially benefit from using Know Your People in any way.
- Go to Know Your People: https://app.knowyourpeople.co.uk
- Click Register, then enter the Organisation ID and Access Code below, followed by your email address:
| Role | Check level | Organisation ID | Access code |
| Volunteers | Enhanced | ORG-TCY2XG1D | Hastings |
| Paid roles such as coaches (main source of income) | Enhanced | ORG-WPBGQSPV | Hastings |
- Create your password then log in
- Select the identity documents you will use for verification. Please enter details carefully to avoid your application being rejected
- Pay online if required, then complete the application form
- Print the QR code form and take your original identity documents to your selected Post Office to be verified
FAQs
| Role | DBS check | Admin fee (inc. VAT) | Total |
| Volunteers | Free | £22.82 | £22.82 |
| Paid roles such as coaches (main source of income) | £41.00 | £22.82 | £63.82 |
Once your identity has been checked, most checks are completed within a couple of weeks. It may take longer if you have moved house in the last five years.
No. Know Your People will notify us when your check is complete. If your certificate shows any information, please send a copy to [email protected].
Yes. Please contact our safeguarding team before applying and we will guide you through the process. If you have lived outside the UK, an overseas criminal record check may also be needed. This is usually more expensive than a UK check, and the cost varies from country to country.
DBS checks for table tennis roles must be renewed every three years.
Volunteers can join the DBS Update Service free of charge within 30 days of their certificate being issued, or within 28 days of applying using their application form reference number.
Kyhl Daly, Designated Safeguarding Lead (DSL)
Fiona Ochai-Wery, Deputy Designated Safeguarding Lead (DDSL)
Email: [email protected]
Phone: 01908 208860 (option 3)