Great! Now that you’re logged in, you should enter your club’s ‘Officials’ tab to show you an overview of your officials’ Safe Selection progress.
Fully Compliant Club Officials
All officials must be fully compliant with the Safe Selection Process if they are to take part in any football activity. You can check if your official has completed the following via your list of Officials dashboard and by ‘viewing’ your official’s profile:
An official in a regulated role* must obtain a PVG through SWF specifically. PVGs through any other association or club are not accepted.
PVGs must be completed and returned by post to:
Michelle Pasnik Scottish Women’s Football Hampden Park G42 9BA
Three copies of ID must be sent with the official’s PVG, signed by the Club Secretary or CWPO. The copies of ID must include x1 photo ID and x2 IDs with proof of address within the last three months*
Regulated roles include:
Youth and/or Senior First Aider
Youth and/or Senior Physiotherapist
Youth and/or Senior Child Wellbeing and Protection Officer
Youth Assistant Coach
Youth Goalkeeping Coach
Youth and Senior Doctor
Youth Sports Scientist
Club Development Officer
*Proof of address may include:
Bank Statement, Phone Bill, Mobile Phone Bill, Council Tax Notice, HMRC letter, NHS letter, Utility Bill, Insurance Letter, Mortgage Statement, Tenancy Agreement etc however a previous Disclosure Certificate cannot be used.
In the event that something has been noted on the PVG which requires further investigation, the applicant will be asked to provide further information and a risk assessment will be carried out by SWF.
All officials must complete the Scottish FA’s Children’s Wellbeing in Scottish Football e-Learning course.
Instructions on how to complete this course can be found by clicking here
Please ensure that you share this link with all officials at your club who have a red CW next to their name on your list of officials.
If an official is having an issue within the e-Learning course, please ask them to contact the Scottish FA’s Child Wellbeing and Protection team on firstname.lastname@example.org.
If an official believes they have already completed this course, please ask them to contact the Scottish FA’s Coaching team on email@example.com and ask them to check for a duplicate coaching account.
(Note: you will be required to provide the Coaching team with your name and DOB).
The official’s CW status will only turn green once they have completed the e-Learning course
All officials must complete the SWF Official Declarations from 1st November each year. These declarations include:
Code of Conduct
Fair Processing* (Only to be completed once)
The code of conduct, like the self-declaration, must be completed seasonally, therefore every official must complete this when the affiliation opens, but before the club submits their affiliation application.
How do I complete these SWF Declarations?
Once the Club Secretary adds a new official to the system, they should receive an automated email and their password, with a link to access the SWF Football Admin System. The link within the email will take them to the page below:
Once the official logs into their account using their email address and password, they should be taken to the below page. The official should enter the ‘My Details’ tab at the end of the row.
Officials can complete the SWF Declarations at the bottom of the ‘My Details’ page:
Almost there! Now it’s time to show SWF how well your club is run!
Gather your Club Governance documents to be uploaded
Ensure that you have your up-to-date Club Constitution, a list of your Club Committee members and evidence of an active Club bank account* to hand
*This may include an account statement or a photo of your club’s chequebook
Note: This evidence will be destroyed following confirmation of account
You will need to upload these on the SWF Football Admin Site when prompted on the ‘Membership’ tab.
Which teams are going to be taking to the field?
Review the number of teams and team types you wish to register
In conjunction with the club coaches and development officers, now is the time to meet and decide on the number of teams and team types you wish to register for the 2020 season. A list of team types and prices will follow in due course.
Note: it is important that you select the correct team type when prompted on the ‘Membership’ tab to ensure that you are invoiced the correct amount.
Have you completed all of the above? Get your laptop or computer at the ready – it’s time to start affiliating!
Log onto your SWF Football Admin portal and begin the process
To affiliate your club with SWF, you must complete the affiliation process on your SWF Football Admin portal via the ‘Membership’ tab.
WINDOW CURRENTLY CLOSED
2020 AFFILIATION WILL OPEN ON 1st NOVEMBER 2019
Declarations and e-Learning
Child Wellbeing and Protection Officer
Friday 20th September – PVG Process
With the 2020 affiliation window fast approaching, we would like to take this time to reiterate and remind all clubs and club officials of Scottish Women’s Football’s PVG processes and guidelines.
Every official in a regulated role must have a PVG which has been processed through SWF and issued by Disclosure Scotland on our behalf. PVG’s are not transferrable, therefore a PVG obtained through the SFA or SYFA or another other organisation, whether football related or otherwise is not acceptable.
If you have affiliated or intend to affiliate with SWF you must be compliant in this area. It makes no difference if you only have a 5-11 age group and only participate in SFA lead events or festivals, or you work with a club with teams at each age group, you must be approved by SWF and compliant in all aspects of our safeguarding processes to be permitted to enter SFA lead events or SWF competitions.
PVG’s must be submitted to and processed through SWF
All officials in “regulated roles”, whether in youth or senior football, must have a satisfactory PVG
PVG’s cannot be transferred to SWF from other organisations
Officials cannot undertake any regulated roles until the process has been completed and the official/club has been approved and notified by email
More importantly, the reason this a mandatory requirement and why this is important is the official you are looking to recruit may already be barred from working with children or, in the scenario where an official was initially approved, a change in their circumstances leads to them being considered for listing or barred from working with children. In this scenario only those organisations who have sought a PVG certificate will be notified. As the lead organisation when this information is brought to our attention, we can implement our safeguarding processes to prevent someone who is barred from working with children undertaking any roles with any other club within our game, but this can only be successful if we are all working within the same guidelines.
For further information on the PVG process please click here.
Friday 27th September – Declarations and e-Learning
At the start of each new season, each official, regardless of their role, must complete the following declarations on their SWF Football Admin site:
Code of Conduct
The Fair Processing document is slightly different in that it’s only required to be completed once, so if you’re a new official for the 2020 season, you will be required to complete this too.
When the system resets on November 1st 2019, every official, regardless of their role, must:
Log back into their SWF Football Admin site account with the log in previously provided.
Click on the ‘My Details’ tab.
Download and read each document and then click the applicable box to confirm that you have read and understand each document. If you are unsure of your password, please contact your Club Secretary, who can reset your password.
Further Clarity on the Self-Declaration Form
“I have nothing to declare or I have something to declare”
Regardless of whether an official thinks a conviction is, or is not, relevant to their specific role, any convictions which are noted or will be noted on a PVG certificate must be declared on the Self-Declaration form. Should this be the case when given the two options above, the officials should select “I have something to declare” and complete the Self-Declaration form and submit this via email to Michelle at SWF:
If an official is having an issue within the e-Learning course, please ask them to contact the Scottish FA’s Child Wellbeing and Protection team on firstname.lastname@example.org
If an official believes they have already completed this course, please ask them to contact the Scottish FA’s Coaching team on email@example.com and ask them to check for a duplicate coaching account (Note: you will be required to provide the Coaching team with your name and DOB).
Friday 4th October – Club Governance
This key affiliation requirement allows the club to demonstrate how well it’s run!
With the affiliation window for Season 2020 now just 4 weeks away (Friday 1st November 2019), SWF ask that all Club Secretaries have their club’s Governance documents at the ready.
These must be uploaded when prompted on the SWF Football Administration System when the affiliation window opens.
As the governing body of girls’ and women’s football in Scotland, it is of SWF’s best interest to ensure that all our member clubs are sustainable and well governed.
On affiliation, Club Secretaries will be asked to upload a copy of:
An up-to-date Club Constitution (a template is provided on the ‘Club Management’ dropdown of our ‘Docs and Downloads’ section of SWF’s website)
A signed list of their Club Committee members (often included within a constitution)
Evidence of an active club bank account (can include copy of club statement/evidence of club cheque book)
Note: Submitted proof of an active club bank account will be destroyed once evidenced to SWF.
Since 2018, it has been mandatory for every affiliated SWF Club to have at least one named Child Wellbeing and Protection Officer.
Along with completing the following:
• PVG process through SWF
• Code of Conduct
• Fair Processing
• Children’s Wellbeing in Scottish Football e-Learning course
The named official must have completed either the Managing Children’s Wellbeing Workshop which is run by the Scottish FA or the “In Safe Hands” training offered by Children 1st.
You can find course dates and times by following the links below