Vetting Procedure

Vetting by the National Vetting Bureau (formerly known as the Garda Vetting Central Unit)is now MANDATORY for persons who wish to undertake relevant work or activities (see definition below)* with children or vulnerable adults. This requirement applies to anyone who will have regular access to children and/or vulnerable persons in the course of their employment.  It is now a criminal offence for organisations to fail to carry out the necessary vetting of such employees, contractors and volunteers.  If you have any queries regarding this process or wish to seek advice in determining whether the nature of work is considered ‘relevant’ for the purpose of vetting please email staffgardavetting@ucc.ie 

Vetting Procedure

Step 1.  Provide proof of ID to a designated person* as per the Vetting –Proving Identity instructions sheet.  This person must check and verify original copies of identification documents, complete and sign the Vetting - Identity Check Declaration Form.

*A designated person can be Head of Department/School/College/Unit; School or Department Manager; Principal Investigator, member of the Dept of Human Resources

Step 2.  Complete an NVB1 Vetting Invitation Form. NVB1 Vetting Invitation Form (332kB) (332kB) 

Step 3.  Complete the Relevant Work Verification Form Relevant Work Verification Form

Step 4.  Once the identification documents have been checked, please submit the following to the vetting Liaison person for processing: Grace Conway, Department of Human Resources, 1st Floor, Block E, Food Science Building:   

• Completed NVB1 Vetting Invitation Form ‌‌
• Completed Relevant Work Verification Form
• The signed Vetting – Identify Check Declaration Form 
• Copies of verified identification

Step 5.  You will then receive an automated invitation to apply for Garda Vetting through the online evetting system.  Once you receive the invitation please complete and submit this form online.  N.B. Please take in completing this form as any ommision of detail or will result in the process having to recommence 

You should expect a response within 5 to 10 working days.

Step 6. (Only applies to individuals who resided outside of Ireland for three years or more). If the applicant has resided outside Ireland for a cumulative period of 36 months or more over the age of 18 they must also furnish a Foreign Police Certificate (FPC) from the country or countries of residence.  The University however, reserves the right to request an FPC for a less period if it so requires. This certificate should disclose any convictions recorded against the applicant during their term of residence.  The University may, at its sole and absolute discretion afford an employee or a potential candidate a period of up to six months to obtain the appropriate Foreign Police Certificate. However the National Vetting Bureau process (Irish Vetting process - Step 1 to Step 3) must be completed without delay. Information on obtaining an FPC from most countries is available at the following web address: http://www.canadavisa.com/canadian-immigration-police-clearance.html.  Any costs incurred in obtaining foreign police certificates can be reimbursed via employee expenses.

DEFINITIONS

*Relevant Work or Activities 

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 or vulnerable adults.

• Act shall not apply where a person gives assistance on an occasional basis at a school, sports or community event or activity, other than where such assistance includes the coaching, mentoring, counselling, teaching or training of children or vulnerable persons.
• Each relevant organisation will have to assess the positions involved in accordance with the Act.

 Child/Vulnerable Adult:

• A “child” means a person under the age of 18 years.

• A “vulnerable” person” means a person, other than a child, who (a) is suffering from a disorder of the mind, whether as a result of mental illness or dementia, (b) has an intellectual disability, (c) is suffering from a physical impairment, whether as a result of injury, illness or age, or (d) has a physical disability, which is of such a nature or degree as to restrict the capacity of the person to guard himself or herself against harm by another person, or that results in the person requiring assistance with the activities of daily living including dressing, eating, walking, washing and bathing.