DBS renewals in a swimming club: how to stop them lapsing

Swim England and Swim Wales both require DBS checks for people in regulated roles to be renewed every three years. Swim England also requires child safeguarding training to be refreshed every three years. Checks rarely lapse because anyone is careless. They lapse because the dates sit in a spreadsheet or an inbox, the welfare officer changes, and nobody is reminded until the date has passed.

What the governing bodies require

In England, Swim England requires clubs to renew members' DBS checks every three years. Checks are made through Swim England's DBS portal: the club's welfare officer or verifier adds the applicant online. Anyone aged 18 or over whose role needs a DBS check must also complete approved safeguarding training soon after starting the role, and refresh it every three years. Check Swim England's current guidance for the exact deadline. (Swim England coaching register)

Some people already hold a DBS registered with the Update Service. Swim England can accept it with the individual's consent, following the process on its DBS page.

In Wales, Swim Wales asks every club's welfare officer to identify everyone who needs a criminal record check and states that checks must be renewed every three years.

In Scotland, the Protecting Vulnerable Groups (PVG) scheme is used rather than DBS. People in regulated roles in a Scottish club join the scheme. Check Scottish Swimming's guidance and your club's own policy for how applications are made and when they are reviewed.

Rules change. Always check the current guidance from your own governing body.

Who needs a check

Typically anyone in a regulated role with children: coaches and teachers, team managers, some officials, the welfare officer, and volunteers with supervisory responsibility. Not every volunteer needs one. Your welfare officer decides with the governing body's guidance, and the list should be written down, not remembered.

Why checks lapse

• The dates live in one person's spreadsheet, and that person steps down.

• Reminders depend on someone remembering to look.

• People move between roles, and the new role needs a check the old one did not.

• A new volunteer starts helping "just for this week" before their check is through.

• Safeguarding training expiry is tracked separately from the DBS, or not at all.

A simple system that works

1. Make one list: everyone in a regulated role, their role, their DBS date and their safeguarding training date.

2. Work from the expiry, not the issue date. Three years from issue is the date that matters.

3. Start renewals 90 days before expiry. Checks can take time to come back.

4. Remind at 90, 60 and 30 days, which catches the ones that slip.

5. Check before someone starts. No new coach or team manager on the poolside until their check and training are in place.

6. Review every quarter. The welfare officer looks at what is due in the next three months.

7. Keep the list where the next welfare officer will find it, not in a personal email account.

How Olympus Swim handles it

In Olympus Swim every check is recorded against the person and their role, with its expiry date. Renewal alerts go out at 90, 60 and 30 days. The welfare officer sees at a glance how many checks are valid, expiring and urgent, and can export the register when the club needs to evidence it. Coach qualifications sit alongside. When the welfare officer changes, the next one opens the same register. Read about safeguarding and compliance.

Common questions

How often does a swimming coach need a new DBS check? Every three years for clubs affiliated to Swim England or Swim Wales. Safeguarding training is also refreshed every three years in England.

Does everyone at a swimming club need a DBS check? No. Only people in regulated roles, such as coaches, team managers and the welfare officer. Your welfare officer will confirm which roles need one.

Can a coach use a DBS from another organisation? If it is registered with the Update Service, Swim England can accept it once the individual completes a consent form, and asks for the original certificate where another organisation carried out the check. Otherwise a new check through Swim England is usually needed.

What is the Scottish equivalent of a DBS check? The Protecting Vulnerable Groups (PVG) scheme. Check Scottish Swimming's guidance for how clubs apply.

Written by Joel Knight, swimming coach and founder of Olympus Swim (about).

Checked 19 October 2026