Renewing Your Officiating Licence

In order to maintain your insurance to operate as an official you will need to ensure that your licence is up to date.

Please be aware that the process can take up to 8 weeks to be completed with a further 4 weeks for licence production and dispatch.

Need to check which licence steps are outstanding?

Our guidance document provides information and screenshots to help you identify which steps are not yet complete. This document is relevant to officials, coaches and leaders.

Click here to download our guidance document 

Below, you will also find the answers to some frequently asked licensing questions.

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Why have I been notified that my licence is expiring?

As part of our commitment to ensure our sport is safe for everyone taking part we ask all licensed officials, leaders and coaches to update their licence every 3 years.

Anyone in any of these roles has a duty of care to ensure participants are safe when taking part in activities under their guidance. As part of our commitment to keep participants safe we ask all officials, leaders and coaches to update key licensing requirements every 3 years:

    • PVG (for regulated roles) or Self Declaration
    • Safeguarding training
    • Accepting licence Terms & Conditions and Codes of Conduct
    • Separately we ask everyone to ensure their licence photograph is updated every 9 years in line with the 3 yearly re-licensing cycle

Having a valid licence is also crucial to ensure you are covered under our public liability insurance policy

Why can’t I just continue officiating without a valid licence?

Officials have a duty of care to keep participants safe. Having a valid licence demonstrates to clubs, competition providers, athletes and parents that an official (or coach) is able to operate safely in line with guidance issued by scottishathletics and UK Athletics which meets key legislative requirements.

Our insurers also need to be confident that officials covered under our insurance policy are safe and competent. Having a valid licence issued in line with accepted standards is one of the key criteria to accessing our insurance cover.

What do I need to do to renew my licence?

If you also hold a coach licence, please follow the coach renewal process to renew both licences.

If you are an official only, there are a few simple steps that you need to carry out in order to renew your licence:

  • renew your PVG scheme membership
  • complete the mandatory safeguarding course
  • ensure that your licence photograph is up to date

Please refer to your email communications for further information.

PVG – Please note that it can take up to 8 weeks from completing a document check for your PVG to be added to your licence. To ensure that your licence does not lapse, you are encouraged to start the process as soon as possible.

I’m having issues logging into myAthletics Portal or Athletics Hub

If you have forgotten your password please follow the prompts on the relevant page to re-set your password in Athletics Hub and My Athletics Portal

If you are having additional issues logging on please contact

I need to submit a passport-style photo for my licence. How do I do this?
  • To upload your passport style photo for your licence, you will need to login to your account on myAthletics Portal using your username (your URN or email) and your password.
  • Once logged in, click on ‘My Profile’ in the top right corner, then select ‘Edit’ in ‘Personal Details’ and here you will see a link to ‘Upload New Picture’. You must ensure your image is no larger than 100×130 pixels and the file size is under 4MB.
I already have a PVG certificate. Why do I need to carry out another check?

As a PVG is not transferable between organisations, you must complete an update PVG linked to scottishathletics.

As part of our commitment to safeguarding and safeguarding standards we ask everyone who carries out a role where a PVG check is a requirement to renew their certificate every 3 years.

Why do I need to complete mandatory training?

As part of our commitment to keeping everyone safe when they take part in athletics and running activities we want to ensure that officials, leaders and coaches have up to date skills and knowledge in key areas of health and safety and safeguarding.

By linking the mandatory training requirements to our licensing scheme we are able to raise standards of safety across the sport.

Officials regularly volunteering at scottishathletics Championships may qualify for funding towards these courses as part of the officials’ reward scheme.

Is the mandatory training for officials, leaders and coaches identical?


  • Official – mandatory safeguarding training
  • Leader in Running Fitness – mandatory safeguarding and first aid training and updates for licence renewals (tier 1)
  • Coach – mandatory safeguarding and first aid training and updates for licence renewals (tier 2)

If you hold multiple licences, you only need to complete the highest level of mandatory training required, ie. an official who is also an active coach need only complete the coach requirements to renew both licences.


I have completed safeguarding training as part of another voluntary or paid role. Do I need to attend this training too?

Yes. Whilst much of the content may be similar to other training you have accessed, the training we offer is focused on specific athletics settings and also covers the key sports-specific policies and processes you need to have an awareness of.

How do I know I have completed all of the steps to renew my licence?
  • A breakdown of the re-licensing steps relevant to your role and level of qualification can be found in your renewal email.
  • Once you have completed all of the required steps in the re-licensing process, you will receive an email informing you that your licence is being processed.
  • Please note that PVG checks can take up to 8 weeks to be processed, so start this as early as possible.
  • If you think you have completed all steps in the process and have allowed 8 weeks for your PVG check to be processed, please contact us on
I have completed all of the steps in the licensing process and have not received a new licence card. What do I do?
  • Once all the re-licensing steps have been completed you will be informed via email that your licence is being processed.
  • If you have not received this e-mail, please ensure all of the re-licensing steps, relevant for your role and level of qualification, have been completed.
  • Please allow between 4-6 weeks for your licence to arrive from confirmation that it is being processed.
  • Check that your personal details are up to date on your profile on Athletics Hub ( – login and click on your name.
I have been told that my licence is due to be posted and I haven’t received it. What do I do?

Once we have confirmed that you have completed all relevant steps, please allow up to 6 weeks for delivery of your licence.

Please check that all of your personal contact details (including your postal address) are up to date on your profile in the ‘User Details’ section on Athletics Hub ( – login and click on your name.

If there is still no sign of your licence card, please email:

I have just received my new licence and some of the details are incorrect. What do I do?

Please email details to:

I am no longer an active official and have no plans to return – what do I do?

Please email:

You will be ‘retired’ from your role, your licence status will be updated on our system and you will be asked to post your licence card back to us.

If you change your mind, you have 6 years (from your last licence expiry date) in which to reactivate your licence by completing the required licensing steps.


If you want to keep your technical official’s licence but no longer wish to hold a leader/ coach licence – please contact

I have not held or renewed my licence for 6 years or more. What do I need to do to bring my licence up to date?

As part of our commitment to ensure our sport is safe for everyone taking part we ask all licensed officials, leaders and coaches to update their licence every 3 years.

If your licence is not renewed for more than 6 years, you may need to restart the qualification pathway. Please contact Shona Malcolm-Martin to discuss on

I am the next of kin for a licensed official who has recently deceased. How do I notify scottishathletics?

Please email us on or and we will make the necessary arrangements to ensure our databases are up to date and you do not receive further communications from us that may cause you distress.

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