Police certificate manager
All sports clubs that work with children and disabled people should have a police certificate manager, whose job it is to make sure the club hires only suitable people as coaches, instructors and other volunteers.
It is the responsibility of the executive board to both hire such a manager and to make sure that the club follows the requirement of a clean record for all volunteers and coaches. The board should always have an overview of who is responsible for police certificates.
This is a crucial role in the club, as no person should be in a position of trust or power over a child without being able to show a clean, up-to-date police certificate. There are no exceptions to this rule, even if the coach or volunteer only has a short-term position.
Responsibilities of the police certificate manager:
Stay in control of who needs to show a certificate
- Together with the club, they must have an overview of who in the club will be required to present a police certificate. Remember that everyone who through their work in one way or another has direct contact with minors and disabled people must have this.
- Everyone who changes their position in the club must provide a new up-to-date certificate.
Keep a system:
- Make sure there is a system in place for handling police certificates, which protects the privacy of those that have to show the certificate.
- The certificate itself must be kept by the applicant and not stored by the sports club, but the club's record should store all necessary information.
- Make sure the club keeps an up-to-date and correct cover letter to be handed in with the application to police.
- Remember to comply with GDPR in relation to the privacy of registrants.
- Only the police certificate manager, their substitute, and possibly the chairman of the board should know of the information and contents in the police certificates. These people have a duty of confidentiality.
Provide training and follow-up
- Instruct coaches, volunteers and others about how to apply for a police certificate.
- Make sure applicants have the correct cover letter when sending the application to the police.
- Make sure that persons under the age of 18 get the signature of a legal guardian on their cover letter.
- Make sure everyone who needs to, gets a police certificate, and that those who change their role, will get a new one.
Control and verification
- Make sure that the police certificate of the candidate is clean.
- Make sure that the certificate is up-to-date and not too old. Police certificates should be newer than 3 months from issuance.