16/06/2020
Keeping young performers safe is paramount, and for those acting as chaperones for children in Hampshire, maintaining a valid licence is a non-negotiable requirement. If you're nearing the expiry of your current chaperone licence approved by Hampshire County Council, this guide will walk you through the renewal process, ensuring you can continue your vital role without interruption. We'll cover everything you need to know, from the application itself to the essential documentation and timelines.
Understanding the Chaperone Licence Renewal Process
Hampshire County Council is committed to safeguarding children in entertainment. The renewal process for chaperone licences is designed to be straightforward, but it does require attention to detail and timely submission of your application. The council understands the importance of this role and aims to facilitate a smooth transition for existing chaperones.
Where to Apply for Renewal
The primary method for renewing your Hampshire chaperone licence is through the official channels provided by Hampshire County Council. You will need to utilise the 'Apply to Renew Licence' link. This link is typically found on the relevant section of the Hampshire County Council website dedicated to licensing or child employment and entertainment. It's advisable to bookmark this page or have the link readily accessible to avoid any last-minute searches.
Key Requirements for Renewal
The renewal process involves several key components to ensure your continued suitability as a chaperone. The most significant of these is the Disclosure and Barring Service (DBS) check.
The DBS Check: An Essential Safeguard
A new DBS check is an integral part of the chaperone licence renewal process. This is to ensure that your suitability to work with children is consistently up-to-date and reflects any potential changes in your circumstances. The DBS check will provide an updated view of your criminal record, if any, and confirm that you remain a fit and proper person to chaperone children.
Exemption: The Update Service
There is a crucial exception to the requirement for a new DBS check. If you are already registered with the Update Service, you may not need to undergo a full new DBS check as part of your renewal. The Update Service allows your DBS certificate to be kept up-to-date digitally. If you are registered, you will typically provide your Update Service membership number during the renewal application. The council can then check your status directly through the Update Service. It is vital to ensure your Update Service subscription is active and that your certificate is still valid for the purposes of chaperoning.
What if I'm not registered with the Update Service?
If you are not registered with the Update Service, you will be required to apply for a new DBS check as part of your renewal application. The process for this will be initiated when you submit your renewal form. You will likely be provided with instructions on how to complete the necessary DBS application forms or links to the relevant online portals.
Crucial Timelines: Plan Ahead!
One of the most important aspects of the renewal process is the timeline. Hampshire County Council states that you must allow at least 12 weeks for the application process. This is not a suggestion; it is a critical timeframe that you must adhere to. Several factors contribute to this lead time:
- DBS Processing Times: Obtaining a new DBS check can take a significant amount of time, depending on the volume of applications being processed by the DBS.
- Council Review: Hampshire County Council needs adequate time to review your application, process the DBS results, and make a decision on your renewed licence.
- Potential Delays: Unexpected delays can occur at any stage, whether with the DBS, postal services, or during peak application periods.
Therefore, it is highly recommended to start the renewal process well in advance of your current licence's expiry date. Applying with less than 12 weeks remaining could put your ability to continue chaperoning at risk.
Information You'll Likely Need for Your Application
While the exact requirements may vary slightly, you can anticipate needing the following information and documentation when applying to renew your chaperone licence:
- Your current chaperone licence details (licence number, expiry date).
- Personal identification details (e.g., full name, address, date of birth, contact information).
- Details of any relevant qualifications or training you have undertaken.
- Your DBS certificate details, if applying via the Update Service, or information to initiate a new DBS check.
- Potentially, references or declarations of good character.
Table: Renewal Process Overview
To help visualise the process, here's a simplified overview:
| Step | Description | Action Required |
|---|---|---|
| 1 | Access Renewal Portal | Visit the Hampshire County Council website and use the 'Apply to Renew Licence' link. |
| 2 | Complete Application Form | Fill in all required personal and licence details accurately. |
| 3 | DBS Check Requirement | Provide Update Service details OR apply for a new DBS check. |
| 4 | Submit Application | Send your completed application and any supporting documents. |
| 5 | Council Processing | Hampshire County Council reviews your application and DBS status. |
| 6 | Licence Issuance | Receive your renewed chaperone licence if approved. |
Frequently Asked Questions (FAQs)
Q1: How far in advance should I start my renewal?
You should start the renewal process at least 12 weeks before your current licence expires, as advised by Hampshire County Council, to account for processing times.
Q2: What happens if my DBS check reveals something?
If your DBS check reveals any information, the council will assess it in line with their safeguarding policies to determine your suitability to hold a chaperone licence. They will likely contact you for further information or clarification.
Q3: Can I continue chaperoning if my licence has expired?
No, you must not act as a chaperone without a valid licence. Ensure your renewal is processed and approved before your current licence expires to avoid any legal issues or gaps in your ability to perform your duties.
Q4: What if I lose my current chaperone licence?
If you lose your current licence, you should contact Hampshire County Council immediately for advice on how to obtain a replacement or if you need to reapply. This is usually detailed in the terms and conditions of your licence.
Q5: What if I move house during the renewal process?
It is crucial to inform Hampshire County Council of any change of address as soon as possible. Failure to do so could result in important correspondence, including your renewed licence, being sent to the wrong address.
Maintaining Your Chaperone Licence
Beyond the renewal process, it's important to always act in accordance with the guidelines and responsibilities set out by Hampshire County Council for chaperones. This includes maintaining appropriate conduct, ensuring the safety and well-being of the children under your care, and adhering to any specific conditions attached to your licence. Keeping your contact details updated with the council is also essential.
By understanding and following these steps, you can ensure a smooth and efficient renewal of your Hampshire chaperone licence, allowing you to continue your invaluable work in protecting children in the entertainment industry.
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