FAQ for Vetting Subjects
To assist vetting subjects during the Garda Vetting process we have compiled a list of answers to Frequently Asked Questions. The below information may only be relevant to vetting subjects being vetted through Dublin City Volunteer Centre as each Garda Vetting Service operates differently.
Any general queries about Garda Vetting should be directed towards the organisation that requested your vetting (contact details found in the invitation email).
If you are being vetted through our Centre and are experiencing an issue with your application that is not highlighted here please contact Jenny on firstname.lastname@example.org or call 01 473 7482.
About Dublin City Volunteer Centre
We provide a Garda vetting processing service for hundreds of non-profit groups in the Dublin City area that do not reach the quota of vetting per annum to sign up directly with the National Vetting Bureau.
How do I know if my Garda Vetting is being processed by Dublin City Volunteer Centre?
There are two ways to determine this:
- Our contact details will be listed in the invitation email
- The Application ID will start with DVC
Completing the Online Form
I have completed the Vetting Invitation form, when will I receive the online form?
This depends on the organisation’s internal procedures.
Once we receive your vetting request from the organisation we will process your invitation within three working days.
Keep a lookout for an email from the National Vetting Bureau as the email will not come from us. Please check your spam/clutter/junk folder. If concerned please contact the organisation directly.
I received an email stating that my vetting invitation has expired
Once an invitation has expired we are unable to automatically reissue a new one.
The next step is for the organisation that requested your vetting to resubmit a new request to us. Please get in touch with them so they can resubmit your details.
Can I save a partially completed form and return to it later?
The form must be completed in one sitting and will time out after an hour.
If you exit out of the form without submitting your information will not be saved.
I am receiving the following error message when trying to complete the online form: “Invalid Application ID, email address or date of birth"
The most common reason for this error is that the incorrect date of birth has been submitted by the organisation requesting your vetting.
Please contact us on email@example.com with your date of birth and we will resolve the issue.
I am receiving the following error message when trying to complete the online form: “please enter a valid email address”
This can be for two reasons:
- There is a space inserted after the email address, please delete it to continue.
- The incorrect email address is being inputted e.g. missing a full stop or dash
If the above does not resolve the issue please send a screenshot or photo of the error page to firstname.lastname@example.org
The pre-filled fields on my form contain incorrect personal information
Do not complete the form. This means the incorrect information was submitted when processing your invitation.
Please contact the organisation requesting your vetting to inform them.
Is it mandatory to provide a passport number on my form?
If you have a current valid passport please ensure you provide the number on the online form.
The passport field is not mandatory in case you do not have a passport, or if it is expired, lost or stolen.
I am unsure what addresses to provide
Addresses within the island of Ireland
Where possible, full details must be provided for Irish addresses. If you cannot remember all addresses, ensure to provide as much detail as possible and leave no blanks e.g.
2001 – 2005: Main Street, Cork will most likely be rejected
Instead enter 2001 – 2005: Unknown house number, Main Street, Cork
Please note that Northern Ireland address must have a full postcode. If you have an address in Northern Ireland but cannot remember the postcode, you can use the Royal Mail Postcode and Address Finder tool to search for it. If you are still unable to locate the full postcode, entering ‘unknown postcode’ is sufficient.
Addresses outside the island of Ireland
If you have travelled for less than six months you do not need to declare it on your Garda Vetting form.
Addresses outside of the island of Ireland over 6 months do not require a full address but a general location and country is essential e.g. Los Angeles, California is sufficient. Locations should be entered separately where possible and not bunched together e.g:
1990 – 1991: Berlin, Germany
1991 – 1992: Paris, France
Rather than 1990 – 1992: Berlin, Germany and Paris, France
If travelling for extended periods of time to numerous locations, it is acceptable to bunch a few locations into one address, as long as there is an explanation e.g.
1990 – 1991: traveled various locations: Madrid, Spain; London, UK
Addresses when homeless
If you were homeless for a period of time you can insert an explanation into the address, as well as a general location e.g.
2001 – 2005: No fixed address, Rathmines, Dublin
If you were staying in a hostel provide the address of the hostel.
Addresses when in prison
You can provide the address of the prison
The online form will not allow me to continue past the addresses section
This can be for two reasons:
- The final address has not been added, must be clicked before continuing
- There is a gap in the years lived at addresses; all addresses for all years from birth to present must be accounted for
If the above does not resolve the issue please send a screenshot or photo of the error to email@example.com
When attempting to submit the form I am receiving an error about date of consent
This means the date of consent provided for the application has exceeded 180 days, the application is now void and the process must start again.
Please contact the organisation that requested your vetting to inform them. They will need to start the process again.
Tracking an Application
How can I find out more information about my application's status?
You can check your application’s status at any time by clicking on the link in your invitation email.
You can find out more about what the statuses mean here: Application Statuses Explained
Please note: we are provided with no further information about individual applications.
Can I cancel my application?
Yes, you can cancel your application at any time during the process. If you have not yet completed the online form you can select ‘Cancel’ when you click on the link in the invitation email and log in.
If you have already completed and submitted the online form, you can cancel your application by emailing us directly.
You do not need to provide a reason for the cancellation.
If I cancel my application will the organisation be informed?
Yes, the organisation that requested your vetting will be informed. If you cancelled and inserted a reason for the cancellation, the organisation will be provided with that reason. However, it is not mandatory to provide a reason.
Is there any way I can speed up my application?
There is no longer the option to fast-track an application. To ensure an application is processed as quickly as possible you can:
- Complete the form as soon as you receive it
- Ensure all details are correct when submitting to prevent delays and rejections
Why is there a delay with my application?
Most applications are returned by the National Vetting Bureau within 5 working days, however some take weeks or even months. It does not mean there is an issue with an application or that a conviction will be returned on the disclosure.
We are not provided with a reason for any delays.
I have already completed the online form but my application's status is 'Invitation sent to applicant'
This can be for a number of reasons:
- A duplicate request was submitted by the organisation and two invitations have been sent.
- You have completed the form, however it was rejected and sent back to be re-completed. You would have received an email informing you of this and providing you with a new link to re-complete.
- You have mistaken it with a different application for a separate role you are being vetted for, with a different organisation.
- You filled out the form but did not submit.
Why has my application's status changed from 'Application scheduled for completion' back to 'In Progress (NVB)'?
This is very common and no cause for concern. We are not provided with a reason.
My application’s status has not changed
The status of some applications may remain unchanged for weeks or sometimes months.
The status may also change, then revert back to ‘In Progress (NVB)’. No reason is provided for any delays.
My application's status is 'Application process complete', what does that mean?
This means that the disclosure has been returned to us but we have not yet downloaded it.
You will receive an email when we have downloaded the disclosure, we will then sent it to the requesting organisation within 1 working day.
I have received an email stating my disclosure has been returned, what does that mean?
A disclosure is simply the end result of Garda vetting, every vetting application results in a disclosure regardless of whether the person has a conviction or not.
Your disclosure will be sent to the organisation that requested it within one working day. We will ONLY send the disclosure to the Garda Vetting Officer for the organisation.
Please contact the organisation that requested your vetting to discuss the next steps.
Why is my disclosure sent to the organisation and not me?
Disclosures are not sent directly to the vetting subject in an effort to protect data. Some vetting subjects do not have their own email address and would use a family or friend’s email; that means the disclosure would be sent to the family/friend. Or multiple people may have access to a vetting subject’s email and therefore could also access the disclosure.
A disclosure in the wrong hands is a potentially serious data breach. In an effort to negate that as much as possible we only send to the designated person within the requesting organisation. We understand it is your data, that is why we take every measure possible to protect it.
What convictions will appear on my disclosure?
Details of all convictions pending or completed will be returned. However some convictions will be considered “spent” after 7 years and will not appear on your disclosure.
We cannot advise on individual cases, however further details of what will and will not be disclosed can be found here: Spent Convictions – Section 14A of the Act
If you are still unsure you can seek legal advice.
Can I still volunteer/work if I have a criminal record?
A criminal conviction does not mean an automatic exclusion from volunteering/working. An organisation should decide suitability on a case by case basis, we recommend they consider the following:
- the individual’s abilities, skills, experiences and qualifications
- the nature of the conviction and its relevance to the job
- age of the person when offence(s) was committed
- the sentence(s) imposed
- the length of time since the offence took place
- record of re-offending
- conduct of the person before and after the offence
- evidence of rehabilitation
- the risk to the service users, employees and organisation
- training which may have occurred since the time of the individual’s offence
The organisation must give you a chance to respond to any information on your disclosure.
The information on my disclosure is incorrect
You can dispute the contents of your disclosure. To do so you need to outline in writing the exact basis of your dispute, the letter should then be posted to Dublin City Volunteer Centre, Unit 4 Whitefriars, Aungier Street, Dublin 2 or scanned and emailed to firstname.lastname@example.org. We will then forward it to the National Vetting Bureau who will correspond with us.
Can I request a copy of my disclosure to use with another organisation?
You can request a copy of your disclosure from the organisation that requested it, we cannot provide you with a copy.
However, disclosures are non-transferable and not valid with another role or organisation. Each organisation is responsible for vetting you separately.
The organisation I am working/ volunteering with has requested a police certificate from another country
You can contact the relevant embassy who should assist you, alternatively, Early Childhood Ireland have a useful section on obtaining a police certificate from countries outside Ireland.