The National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 provide a statutory basis for the vetting of persons carrying out relevant work with children or vulnerable persons. The Act also creates offences and penalties for persons who fail to comply with its provisions.


The Act stipulates that a relevant organisation shall not permit any person to undertake relevant work or activities on behalf of the organisation, unless the organisation receives a vetting disclosure from the National Vetting Bureau in respect of that person.


From 7th January 2019, all volunteers or persons seeking employment with Cairn Community Games must complete their Vetting Application online through the Cairn Community Games vetting registration system (VRS). To get started follow the E-Vetting Invitation & ID Validation Form - Step by Step Guide below.

E-Vetting Invitation and ID Validation Form - Step by Step Guide

Completing the E-Vetting Invitation and ID Verification Form

Timeframe: Allow up to 4 weeks for application forms to be processed in full from the time they are received by Cairn Community Games Head Office. This time frame factors in incomplete application forms being received, annual leave, sick leave, influx of applications and busy periods within the organisation.

Go to  Community Games VRS and enter your personnel email address and click on Request Access Code.

  1. we recommend using a personal email address not a work email or friends email as this will be the email address used to contact you by Cairn Community Games and the National Vetting Bureau throughout the process. It will also be the one used should we need to send you further communications in the future.  NOTE: The same email address cannot be used for more than one application.
  2. Applicants aged 16 - 18 years must enter their Parent/Guardian email address to request an access code.When completing the application form, they must also enter their Parent/Guardian mobile number and attach a signed and completed Parent/Guardian Consent Form (made available when printing application)
  3. An access code will be sent to the email address entered this is valid for 48hrs. Follow the instructions on this email to gain access to Cairn Community Games VRS to complete the E-Vetting Invitation and ID Validation Form
  4. After all mandatory fields have been completed print the form, ensure all information is correct on the form. If there are any anomalies or blank fields these must be corrected. Corrections must be initialled and dated by the applicant ONLY. The applicant must tick the declaration box, sign and date the form and present their application form to the Area / County Children's Officer or Secretary for validation.
  5. No applicant can volunteer within Cairn Community Games untill their vetting has been completed in full and their Area has been notified of this.

Note: If the Area you are applying to volunteer for dose not appear on the drop down list  DO NOT  choose a different Area. Save your application, notify the Area Secretary so they can have County contact National to have the Area added to the drop down list. Once the Area has been added you can continue your application.

Validation of E-Vetting Invitation and ID Validation Form

The printed E-Vetting and ID Validation Form must be presented to the Area/County Children's Officer or Secretary for validation.In the presence of the volunteer the Area/County Children's Officer or Secretary uses the identification documents provided to validate the identity of the applicant and ensure all details entered on the form are correct.

The identification documents used to validate the application form must:

  • Be clear and legible
  • Equal 100 points or more (refer to section 3 of the E-Vetting Invitation and ID Validation Form for a list of identification documents and their score) Note: Under 18's need only provide one form of identification
  • Valid Photographic ID to include name and date of birth
  • Evidence of current address must be dated within 6 months of the date of application (statements from store cards/catalogue companies or mobile phone bills are not acceptable)
  • The name on the photo ID and the proof of address must match.

NOTE: If there are any anomalies or blank fields noticed on the application form at this stage they must be corrected.Corrections must be completed, initialled and dated by the applicant ONLY

Once the applicant's identity and the application form has been validated the Area/County Children's Officer or Secretary must:

  • Sign and date a photocopy of the identification documents used to verify their identy.
  • Sign and date Section 2 of the application form Note: Applicants do not sign and date this section.
  • Retain the signed Code of Conduct Note: This is not sent to Cairn Community Games Head Office
  • Attach the signed photocopied identification documents to the application form and have the applicant post it to Cairn Community Games Head Office
What Happens Next
  • Once the E-Vetting Invitation and ID Verification Form is received by Head Office the garda vetting liasion person/clerk will review.
  • The applicant will then receive an email to state weather the application is complete or incomplete.
  • Incomplete application forms will be sent back to the applicant to make the necessary corrections.This will delay the processing of your application.
  • Complete applications will be entered onto the National Vetting Bureau portal.
  • Once entered onto the National Vetting Bureau the applicant will recieve an invite via email with a link to complete the next stage of the process (the entering of addresses) NOTE: This link is valid for 30 days only,it is important that applicants keep an eye on their spam/junk mail folder as the next stage of the process cannot commence until this stage is completed and will cause delays in their application being processed.
  • Once the applicant completes this stage they will receive an email from the National Vetting Bureau informing them that their application is awaiting review by Cairn Community Games.
  • The Cairn Community Games liaison person will review and submit to the National Vetting Bureau for processing. NOTE: If there is an error the application will be cancelled and the applicant will recieve an email notifiying them of the error along with a link for them to complete this stage again, this will also lead to delays in processing applications.
  • The National Vetting Bureau processes the application,once completed the applicant will receive an email to inform them that; a vetting application made in respect of them has been completed and a disclosure has been made to Cairn Community Games.
  • The Cairn Community Games liaison person will review the disclosure, once the disclosure meets Cairn Community Games criteria the applicant will receive an email from Cairn Community Games informing them that following the processing of their vetting application with the National Vetting Bureau their vetting application has been accepted and to present the email to the relevant person in their Area/County so they can continue with the recruitment process.

Applicants can check the status of their application anytime by going to the National Vetting Bureau Portal and entering the following:

  • Application Id
  • Date of Birth
Checklist Before Posting
  • All fields on the application form have been completed correctly, (any anomalies or blank fields must be corrected. Corrections must be initialled & dated by the applicant only).
  • If the applicant is aged 16 -18 years the email and mobile phone number on the application form must be that of the Parent/Guardian, a completed Parent/Guardian Consent Form must also be attached
  • Applicant has ticked the declaration box
  • Applicant has signed the form
  • Applicant has dated the form
  • Section 2 has been completed by the Area/County Children’s officer or Secretary (Applicants do not sign and date this section)
  • All identification documents used to validate the application form have been signed and dated by the Area/County Children’s officer or Secretary who signed Section 2
  • All identification documents are clear, legible, equal 100 points or more and have not expired.
  • Valid Photographic ID to include name and date of birthEvidence of current address must be dated within 6 months of the date of application (statements from store cards/catalogue companies or mobile phone bills are not acceptable)
  • The name on the photo ID must match the name on your proof of address
  • The Area/County retains the applicants signed Code of Conduct. (this is not sent to Cairn Community Games Head Office)

Once all of the above has been completed post all documents to:

Liaison Person
Cairn Community Games
20 Inish Carraig House
Athlone
Co. Westmeath
N37 KH56

To comply with GDPR regulations we recommend that the Area or County should not retain any part of the application form.

If you have any issues or queries please contact vetting@communitygames.ie

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