Introduction

As the affiliation window for the 2021 season is fast approaching (from 1st November*), we would like to remind clubs about the important club/official prerequisites regarding COVID-19 and Safeguarding.

Safeguarding

Clubs will not be permitted to affiliate for the 2021 season if its Club Officials are not fully compliant with our Safe Selection processes. What this means is that all named Club Officials, at the time of affiliation, must be fully compliant with the following:

  • Completed Scottish FA Child Wellbeing e-Learning Course
  • Renewed (from 1st November 2020) their SWF Declarations on the SWF Football Admin Site
  • Obtain a PVG through SWF specifically (if in a regulated role)

All clubs must have at least one named Child Wellbeing and Protection officer per club who, along with the above, must also have completed the Scottish FA’s Managing Children’s Wellbeing training or sportscotland’s Child Wellbeing and Protection in Sport training. If the official has not yet completed the course they must at the very least be booked onto a course at the time and this should be evidence at the time of affiliating.

Courses can be found by clicking on the following links:

Managing Children’s Wellbeing or Child Wellbeing and Protection in Sport

COVID-19

Clubs will not be permitted to affiliate for the 2021 season if the club does not have a COVID Coordinator listed within its list of officials who has completed the COVID e-Learning module.

In addition, teams will not be permitted to affiliate for the 2021 if the teams do not have a COVID Officer listed within its list of officials who has completed the COVID e-Learning module.

More information can be found on the Scottish FA Return to Football HUB

Over the coming weeks, we will provide more, specific information regarding each affiliation area, but in the meantime, should you have any questions please contact SWF on 0141 620 4580

*Every SWF Club shall affiliate from 1st November each year, however, going forward, particular team types shall register at different times depending on the prescribed playing season. For the avoidance of doubt, all SWF clubs shall register from 1st November 2020 via the Club affiliation window. Club Secretaries will be informed of their particular teams’ registration window in due course.

Step-by-step Guide

Ahead of Season 2021, this section of our website aims to provide all Scottish Women’s Football (SWF) Club Secretaries with guidance and important information regarding your season 2021 club affiliation in 5 easy steps.

Step 1: Log into your Club account on the SWF Football Admin Site

Step 2: Ensure that all of your Club Officials are fully compliant with our Safe Selection Processes

Step 3: Gather all of your Club Governance documents to be uploaded on affiliation (Club Constitution, List of Club Committee members and evidence of Club bank account)

Step 4: Review which team types and how many teams you wish to register for the 2021 season*

Step 5: Begin the Club Membership process

If you have any issues regarding the following, please do not hesitate to contact SWF on swf@scottish-football.com or 0141 620 4580. For questions regarding PVGs/Safe Selection Process please call 0141 620 4580.

  • Step 1
  • Step 2
  • Step 3
  • Step 4
  • Step 5

Step 1:

Club Secretaries should log into their SWF Football Admin portal using their email address and password via the following link:

https://www.scottishfalive.co.uk/swf/login.cfm

Forgotten your login details? Please contact swf@scottish-football.com or call 0141 620 4580 so that we can assist.

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

CW PVG DEC – Officials in regulated roles must look like this

CW DEC – Officials in non-regulated roles must look like this

All officials must be fully complaint with the Safe Selection Process if they are to take part in any football activity. If one of your listed officials has either a red; CW, PVG or DEC, they must complete the following to become fully compliant:

PVG

An official in a regulated role* must obtain a PVG through SWF specifically. PVGs through any other association or club are not accepted.

The relevant Digital PVG form(s) must be completed and returned to Childwellbeing@scotwomensfootball.com

Digital PVG Form (New)

Digital PVG Form (Existing)

PVG Form Guidance Notes

Note that three copies of ID must also be sent with the official’s digital PVG form. 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 Child Wellbeing and Protection Officer
  • Youth Coach
  • Youth Assistant Coach
  • Youth Goalkeeping Coach
  • Youth Driver
  • Youth Chaplain
  • Youth 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.

The official’s PVG status will only turn green once SWF have received and approved the official’s PVG certificate. 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.

CW

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 here

Please ensure that you share this link with all officials at your club who has a red CW next to their name.

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 cwsfonlinesupport@scottishfa.co.uk

If an official believes they have already completed this course, please ask them to contact the Scottish FA’s Coaching team on coaching@scottishfa.co.uk 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

DEC

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)
  • Official Declaration
  • Self-Declaration

The official is required to complete the self-declaration seasonally and should only select “I will completed the self-declaration” if they have criminal convictions to declare. Likewise “I have nothing to declare” should only be selected if the official has no criminal convictions. Regardless of the conviction or when it occurred, if it appears on a PVG certificate a self-declaration must be completed (this includes traffic offences)

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 submit their affiliation application.

Only when all three declarations have been completed will DEC change to DEC.

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:

COVID-19 Compliance

How do I add a COVID Coordinator and COVID Officers into my club and teams?

Before submitting your club affiliation, please ensure that your club has a listed COVID Coordinator and that you have listed COVID Officers ready to be assigned to your teams to be registered from 1st November. Note that officials in either of these roles must have completed the COVID e-Learning module.

  1. Once logged in to the SWF Admin site, click on the ‘Officials’ tab
  2. Click the pencil with a pyramid icon next to one of your existing officials who has completed the above COVID e-Learning course
  3. Select the relevant COVID position before clicking ‘Add Position’
  4. Alternatively, if you are appointing a completely new official to fulfil these roles, click the plus icon with a person at the bottom of your list of officials and add this new official into the relevant COVID roles

Step 3:

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.

Step 4:

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 2021 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.

*Every SWF Club shall affiliate from 1st November each year, however, going forward, particular team types shall register at different times depending on the prescribed playing season. For the avoidance of doubt, all SWF clubs shall register from 1st November 2020 via the Club affiliation window. Club Secretaries will be informed of their particular teams’ registration window in due course.

Step 5:

Have you completed all of the above?

Great, you’re now ready to complete the affiliation process via the ‘Membership’ tab on the SWF Admin site from Sunday 1st November 2020.

  • PVG Process
  • Declarations and e-Learning
  • Child Wellbeing and Protection Officer
  • COVID-19 Compliance

With the 2021 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 specifically and issued by Disclosure Scotland on our behalf. Note – 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. Whether you only have a 5-11 age group and participate only in SFA lead events such as festivals, or you work within a club with teams participating in SWF leagues and competitions, you must be approved by SWF and compliant in all aspects of our safeguarding processes to be permitted to enter either SFA led events or SWF competitions.

  • PVG’s must be submitted to and processed through SWF – this can now be done electronically using the New or Existing Please refer to our guidelines to help you complete this process.
  • All officials in regulated roles, whether in youth or senior football, must have a satisfactory PVG through SWF
  • PVG’s cannot be transferred to SWF from any other organisations
  • Officials cannot undertake any regulated roles until the process has been completed and the official/club has been approved and notified by SWF

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.

At the start of every new season, each official, regardless of their role, must complete the following declarations on their SWF Football Admin site:

  • Code of Conduct
  • Self-Declaration
  • Official Declaration

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 2021 season, you will be required to complete this too.

When the affiliation window opens on Sunday November 1st 2020, every official, regardless of their role, must:

  1. Log back into their SWF Football Admin site account with the log in previously provided.
  2. Click on the ‘My Details’ tab.
  3. Download and read each document and then click the applicable box to confirm that you have read and understood each document. If you are unsure of your password for the SWF Admin site, 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 and return the Self-Declaration form shared with the official within the advised timeframe to:

Childwellbeing@scotwomensfootball.com

If an official has no convictions, they should continue to select “I have nothing to declare

Children’s Wellbeing in Scottish Football e-Learning Course

All officials must complete the e-Learning course Children’s Wellbeing in Scottish Football

Instructions on how to complete this course can be found by following the link below:

http://scotwomensfootball.com/wp-content/uploads/2015/10/Booking-Child-Wellbeing-e-learning-course-on-line_.pdf

If an official is having an issue within the e-Learning course specifically, please ask them to contact the Scottish FA’s Child Wellbeing and Protection team on cwsfonlinesupport@scottishfa.co.uk

If an official believes that they have already completed this course, please ask them to contact the Scottish FA’s Coaching team on coaching@scottishfa.co.uk and ask them to check for a duplicate coaching account (Note: you will be required to provide the Coaching team with your name, DOB and Coach ID).

Since 2018, it has been mandatory for every affiliated SWF Club to have at least one named Child Wellbeing and Protection Officer.

In addition to completing the following;

  • PVG obtained through SWF specifically (see PVG section)
  • Code of Conduct (see Declarations and e-Learning section)
  • Officials Declaration (see Declarations and e-learning section)
  • Fair Processing (see Declarations and e-Learning section)
  • Self-Declaration (see Declarations and e-Learning section)
  • Children’s Wellbeing in Scottish Football e-Learning course (see Declarations and e-Learning section)

The named official must have completed either the Managing Children’s Wellbeing course which is run by the Scottish FA or the Child Wellbeing & Protection in Sport training run by sportscotland.

You can find course dates and times by following the links below

https://www.scottishfa.co.uk/football-development/coaching/find-a-course/ or https://sportscotland.org.uk/training/

For the 2021 season, SWF will not affiliate clubs who do not have a named CWPO who has completed all of the above prior to submitting their affiliation application.

SWF may not consider your club’s affiliation application until:

Each club has listed a COVID Coordinator on its list of officials who has completed the COVID e-Learning module.

Each team within the club has a listed COVID Officer on its list of officials who has completed the COVID e-Learning module.

In addition to the above prerequisites, SWF strongly encourage all of our members to familiarise themselves with the Scottish FA Return to Football HUB