The 2025/2026 season has seen us launch the new MyWRU platform. As part of that launch, it is critical that we ensure that peoples data are correctly migrated over to the new system, and that the correct DBS applications are attached to the correct individuals.
In the vast majority of cases, we have been able to match those who are registering for volunteer roles on the new MyWRU system, to their existing DBS records. But unfortunately, in some instances, we have not confidently been able to match up existing DBS', and therefore, a new DBS application has been triggered.
If you have been sent a new DBS application to complete and you believe you already have an existing DBS, please read the below on what to do.
For volunteers that have a current DBS that expires BEFORE May 31st.
If you have a current DBS which expires before the end of the current season (May 31st) and you are registering for a volunteer role that requires a DBS, then you will be asked to complete a new DBS application to bring your DBS clearance dates in line with the rugby season.
In a small number of cases, a person may have a DBS which expires during last few days of the season (e.g. May 26th). Even in this circumstance, a new DBS application will be triggered for you when you register, to make sure you have a valid DBS for all days throughout the season, and to bring your DBS clearances dates in line with the rugby season.
Bringing DBS certificate dates in line with the season start dates will reduce the number of DBS applications that expire during the middle of the season, which can be frustrating for both the CSO and the individual, and potentially disrupt an individuals ability to participate freely and safely.
If this is you, then please continue to process this new application with your CSO.
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If you have a current DBS that extends AFTER May 31st.
If you have a current DBS which expires beyond the end of the current season (May 31st) and you have been asked to complete a new DBS after you have registered as a volunteer, please follow the steps below.
Step 1. Check whether you have an existing DBS that is valid beyond the end of the current season on your MYWRU profile. This can be checked by you, the volunteer, and also the Club Safeguarding Officer via your respective MYWRU accounts.
As a volunteer, to check if you have a current DBS or not, log in to your MYWRU account, and go to 'Your Participation' > 'Your DBS'. If you have a current DBS qualification, it will show in here. See the screenshot below as an example.
Note: your DBS must expire after May 31st of the current season to be valid.
If you are a CSO, to check whether a volunteer has an existing DBS, log in to your MYWRU account, and go to Manage Organisations > People > find the name of your volunteer > View Details > Qualifications. If they have an existing DBS certificate, it will show as the below:
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What to do next? Please read the following section and only follow the steps which is relevant to your volunteer.
If your volunteer has an existing DBS certificate that expires beyond May 31st of the current season (such as in the example in step 1) please proceed to step 2.
If your volunteer does not have an existing DBS certificate that expires beyond May 31st of the current season, but it is showing that there is an application in progress, please proceed to step 3.
If your volunteer does not have an existing DBS certificate that expires beyond May 31st of the current season, and it's not showing that there is a DBS application in progress, please proceed to step 4.
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Step 2. As a CSO, the newly created/duplicate DBS application can be deleted from the EBULK system.
To do this, please get in touch with DBS@WRU.Wales with a list of duplicate DBS applications which you need deleting. You or the volunteer will not be required to continue to progress these duplicate DBS applications as you have ensured your volunteer has an existing DBS certificate that extends beyond May 31st of the current season in step 1.
Once you have sent your list to DBS@WRU.Wales, there is no further action required by the CSO or the Volunteer, and the duplicate DBS application will be deleted in due course.
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Step. 3. If you have followed step 1, and the volunteer or the CSO cannot see any certificate against your account, but it says there is a application in progress, then the CSO and the Volunteer must progress with the DBS application that is in progress on the Ebulk system, as we have been unable to match the newly registered volunteer to any previous record the volunteer may have had.
This will look like the below for the volunteer:
And like this for the CSO:
In this circumstance, the volunteer and the CSO must progress the application that is in progress on the EBULK system.
The volunteer may have another DBS record existing on the EBULK system that is valid, but unfortunately we have not been able to match that certificate to their new MYWRU account. This could be down to some differences in data entry between the previous/existing DBS application, and the details provided during volunteer registering e.g. spelling mistakes or name variations such as Tom/Thomas, Nick/Nicholas, Jane/Jayne etc, or differences in postal addresses from when the original DBS was created, to the address you entered in your MyWRU account.
Unfortunately this is a consequence effecting a small number of individuals as we transition away from our old Game Locker platform to the new MyWRU system.
We appreciate this is additional effort on the part of our volunteers and CSO's and it has caused some confusion, but, in all three circumstances, we will ask those volunteers to please continue to process the newly created DBS application.
This will ensure that your DBS application is correctly attached to your registration profile and WRU ID for the remainder of your participation with community rugby, and will be renewed correctly when that DBS expires.
It will also help align your DBS expiry dates to the season start and end dates, thus reducing the amount of people needing to renew their DBS mid-season.
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Step. 4. If you have followed step 1, and the volunteer or the CSO cannot see any certificate against your account, nor a DBS application in progress, then the CSO and the Volunteer must progress with the newly created application, as we have been unable to match the newly registered volunteer to any previous record the volunteer may have had.
If the volunteer record is showing as having no DBS certificate, this will be obvious to both the volunteer and the CSO.
It will show this for the volunteer:
And it will show the CSO this:
In this circumstance, the volunteer and the CSO must progress the new application that has been sent to the volunteer.
The volunteer may have another DBS record existing on the EBULK system, but unfortunately we have not been able to match that certificate to their new MYWRU account. This could be down to some differences in data entry between the previous/existing DBS application, and the details provided during volunteer registering e.g. spelling mistakes or name variations such as Tom/Thomas, Nick/Nicholas, Jane/Jayne etc, or differences in postal addresses from when the original DBS was created, to the address you entered in your MyWRU account.
Unfortunately this is a consequence effecting a small number of individuals as we transition away from our old Game Locker platform to the new MyWRU system.
We appreciate this is additional effort on the part of our volunteers and CSO's and it has caused some confusion, but, in all three circumstances, we will ask those volunteers to please continue to process the newly created DBS application.
This will ensure that your DBS application is correctly attached to your registration profile and WRU ID for the remainder of your participation with community rugby, and will be renewed correctly when that DBS expires.
It will also help align your DBS expiry dates to the season start and end dates, thus reducing the amount of people needing to renew their DBS mid-season.