A Candidate s Guide to the NHS Employment Check Standards

Transcription

1 A Candidate s Guide to the NHS Employment Check Standards What are NHS Employment Checks? The NHS Employment Check Standards outline the mandatory checks employers must carry out in the appointment, and ongoing employment, of all individuals in the NHS. NHS Employers has developed these standards with the Department of Health and employers in the NHS. The standards include those checks that are required by law, those that are Department of Health (DH) policy and those that are required for access to the NHS Care Record Service. These standards apply to permanent staff, staff on fixed-term contracts, temporary staff, volunteers, students, trainees, contractors and highly mobile staff employed through an agency. An explanation of what these checks involve and what they mean to you is provided below. If you would like any further information regarding the checks we will undertake, please contact a member of the team on The six areas below make up the NHS Employment Check Standards: 1. Verification of identity checks 2. Right to work checks 3. Registration and qualification checks 4. Employment history and reference checks 5. Criminal record checks & Model Declaration Forms 6. Occupational health checks 1. Verification of Identity Identity verification is the most fundamental of all pre-employment checks. It will be the first check performed and an application will not be able to progress until we are satisfied that a person s identity is proven. Verification of identity checks are designed to: Determine that the identity is genuine and relates to a real person Establish that the individual owns and is rightfully using that identity Prospective employee s must provide acceptable documents containing their photograph, such as a passport or UK driving licence, and acceptable documents providing their current address. Identity will be checked at the interview stage by the Recruiting Manger and then later verified when you meet with a Recruitment Officer at a sign on appointment for those candidates who are successful. Acceptable Personal Identification Documents Some documents are more reliable than others and only certain documents, in certain combinations are acceptable for verification of identity. Prospective employees will need to provide either of these two combinations: Two forms of photographic personal identification and one document confirming their address. OR One form of photographic personal identification and two documents confirming their address. V4 (Nov 10) Page 1 of 14

2 All documents from each of the lists must be valid, current and original; copies will only be accepted where they have been certified by a solicitor. Documents downloaded from the internet (e.g. bank statements) will not be accepted. Where a signature has not previously been provided e.g. because an online application has been submitted, candidate s will be asked to provide this during the interview. All documents provided will be photocopied, signed and dated by the Recruitment Officer and will then be retained on your personal file. What is acceptable documentation? The following lists, detail below what is acceptable personal identification and address identification, only documents from these lists will be accepted. List of acceptable photographic personal identification Acceptable documents of photographic personal identification include: UK (Channel Islands, Isle of Man or Irish) passport or EU/other nationalities passport. Passports of non-eu nationals, containing UK stamps, a visa or a UK residence permit showing the immigration status of the holder in the UK. UK full or provisional photo-card driving licence (must include paper counterpart); or an EU/other nationalities full photo-card driving licence. A national (UK or EU) ID card and/or other valid documentation relating to immigration status and permission to work. Any other document that is not listed above cannot be accepted. What if no acceptable photographic documentation is available? If a candidate seems genuinely unable to provide any acceptable photographic personal identification then candidates should provide ALL of the following documentation: Two forms of non-photographic personal identification Two documents confirming their address. A passport sized photograph of themselves. All four documents must be from a different source and photographs must be endorsed on the back with the signature of a person of standing in their community who has known them for at least three years. A person of standing could be a magistrate, medical practitioner, officer of the armed forces, teacher, lecturer, lawyer, bank manager or civil servant. The photograph should be accompanied by a signed statement from that person, indicating the period of time that the individual has been known to them. A copy of each of the documents will be taken and retained on file. List of acceptable confirmation of address documents Acceptable documents for confirmation of address include: Utility bill (gas, water, electricity or phone), or a certificate from a utility supplier confirming the arrangement to pay for the services on pre-payment terms at a fixed address. More than one utility bill may be accepted if these are from two different suppliers and utility bills in joint names are also permissible* V4 (Nov 10) Page 2 of 14

3 Local authority tax bill (i.e. council tax)** UK full or provisional photo-card driving licence (must include paper counterpart); or a full old-style paper driving licence (if not already presented as a personal ID document). Old style provisional driving licences are NOT acceptable Most recent HM Revenue & Customs tax notification (i.e. tax assessment, statement of Account, notice of coding). A P45 or P60 is NOT acceptable** Financial statement (e.g. bank, building society, storecard, credit card or credit union statement) containing current address* Mortgage statement from a recognised lender** Local council rent card or tenancy agreement* Benefit statement, book or card; or original notification letter from Department of Work and Pensions (DWP) confirming the rights to benefit (e.g. child allowance, pension)** Insurance certificate** UK court claim form** TV licence** Confirmation from an electoral register search that a person of that name lives at the claimed address*. Documents marked with an * must be dated within the last three months. (Unless there is good reason for it not to be, eg, clear evidence that the person was not living in the UK for three months or more). These documents must contain the name and address of the candidate. Documents marked with ** must be dated within the last 12 months. List of acceptable non-photographic proof of personal identification documents Acceptable non-photographic documents include: Full UK birth certificate issued within 12 months of birth UK full old-style paper driving licence. Old-style provisional driving licences are NOT acceptable Residence permit issued by the Home Office to EU Nationals on inspection of own-country passport Adoption certificate Marriage/civil partnership certificate Divorce/annulment or civil partnership dissolution papers Deed poll certificate Police registration document Certificate of employment in HM Forces Benefit statement, book or card, or original notification letter from the Department of Work and Pensions (DWP) confirming legal right to benefit (e.g. child allowance, pension)** Most recent tax notification from HM Revenue and Customs (ie. tax assessment, statement of account, notice of coding). A P45 or P60 is NOT acceptable** UK firearms certificate Application Registration Card (ARC) issued to people seeking asylum in the UK (or previously issued standard acknowledgement letters, SAL1 or SAL2 forms) GV3 form issued to people who want to travel in the UK without valid travel documents Home Office letter IS KOS EX or KOS EX2 Building industry sub-contractor s certificate issued by HM Revenue and Customs Grant letter or student loan agreement from a Local Education Authority. V4 (Nov 10) Page 3 of 14

4 When appointing a candidate who has recently left school or further education, in addition to the photographic personal identification, the following 3 documents can be requested as sufficient proof of identity: 1. Full UK birth Certificate issued within 12 months of birth 2. National Insurance (NI) number card or proof of issue of a NI number (this will also be a HR requirement for employment) 3. Certificate of educational qualifications (certificates should be originals from the school/university/awarding body) What if the candidate has changed their name recently and cannot provide ID documents in this new name? Identity documents in a candidate s previous name can only be accepted where the candidate is able to provide documentary evidence of the recent name change because of: Marriage/civil partnership (i.e. marriage/civil partnership certificate) Divorce/civil partnership dissolution (i.e. decree absolute/civil partnership dissolution certificate) Deed poll (i.e. deed poll certificate). 2. Right to Work Checks Changes to the Immigration, Asylum and Nationality Act (2006), which came into effect on 29 February 2008, introduced a tough new criminal offence for employers who knowingly employ illegal migrant workers and a continuing responsibility for employers of migrant workers to check their ongoing entitlement to work in the UK. The Trust risks breaking the law, unless we check the entitlement to work in the UK for all prospective employees, prior to them starting employment. We must assess the eligibility of an individual s right to work in the UK by verifying specified documents or combinations of documents. No assumption will be made about your right to work or immigration status on the basis of your colour, race, nationality, ethnic or national origins, or the length of time you have been in the UK. To avoid discrimination we will treat all job candidates in the same way at each stage of the recruitment process and undertake document checks on every prospective employee. Right to work documents To confirm that a candidate has the legal right to work in the UK, candidates must provide one of the documents or combinations of documents specified in List A or one of the documents or combinations of documents specified in List B. No other documents or combinations of documents are acceptable. If a document or combination of documents is provided from List A there is no need for an candidate to provide documents from List B. All documents must be valid, current and original. However, from 2 August 2010, following an amendment to UKBA policy, employers are able to accept evidence of indefinite leave to remain where it is produced in an expired (out of date) passport. This exception is ONLY in relation to proof of indefinite leave to remain, we will undertake the same checks to verify an expired passport V4 (Nov 10) Page 4 of 14

5 as we would for a valid (in date) passport and copies of documentation will need to be kept on your personal file. Photocopies will NOT be accepted. The documents must show that the holder is entitled to do the type of work being offered. List A Candidates must provide one of the original documents or combinations of documents specified in this list. If the candidate cannot provide documents from this list, then documents from List B will be required. A passport showing that the holder, or a person named in the passport as the child of the holder, is a British citizen or a citizen of the United Kingdom and Colonies, having the right of abode in the United Kingdom. A passport or national identity card showing that the holder, or a person named in the passport as the child of the holder, is a national of the European Economic Area or Switzerland. A residence permit, registration certificate or document certifying or indicating permanent residence that has been issued by the Home Office or the UKBA to a national of a European Economic Area country or Switzerland. A permanent residence card issued by the Home Office or the UKBA to the family member of a national of a European Economic Area country or Switzerland. A Biometric Immigration Document issued by the UKBA to the holder that indicates the person named in it is allowed to stay indefinitely in the United Kingdom, or has no time limit on their stay in the United Kingdom. A passport or other travel document endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely in the United Kingdom, has the right of abode in the United Kingdom, or has no time limit on their stay in the United Kingdom. An Immigration Status Document issued by the Home Office or the UKBA to the holder, with an endorsement indicating that the person named in it is allowed to stay indefinitely in the United Kingdom or has no time limit on their stay in the United Kingdom, when produced in combination with an official document issued by a Government agency or a previous employer, giving the person s permanent National Insurance number and their name. A full birth certificate issued in the United Kingdom, which includes the name(s) of at least one of the holder s parents, when produced in combination with an official document, issued by a Government agency or a previous employer, giving the person s permanent National Insurance number and their name. A full adoption certificate issued in the United Kingdom, which includes the name(s) of at least one of the holder s adoptive parents, when produced in combination with an official document, issued by a Government agency or a previous employer, giving the person s permanent National Insurance number and their name. A birth certificate issued in the Channel Islands, the Isle of Man or Ireland, when produced in combination with an official document, issued by a Government agency or a previous employer, giving the person s permanent National Insurance number and their name. V4 (Nov 10) Page 5 of 14

6 An adoption certificate issued in the Channel Islands, the Isle of Man or Ireland, when produced in combination with an official document, issued by a Government agency or a previous employer, giving the person s permanent National Insurance number and their name. A certificate of registration or naturalisation as a British citizen, when produced in combination with an official document, issued by a Government agency or a previous employer, giving the person s permanent National Insurance number and their name. A letter issued to the holder by the Home Office or the UKBA indicating that the person named in it is allowed to stay indefinitely in the United Kingdom, when produced in combination with an official document, issued by a Government agency or a previous employer, giving the person s permanent National Insurance number and their name. List B Documents from this list must be provided if the individual can not provide documents from List A. If a candidate provides one of these original documents, or combinations of documents, it indicates that they only have limited leave to work in the UK. Therefore candidates must reproduce their documents at least once every 12 months. At this point the employee must produce new documents from List A or B or leave our employment. Where the individual provides a document or documents from List A, no further checks are required for the duration of their employment. A passport or travel document endorsed to show that the holder is allowed to stay in the United Kingdom and is allowed to do the type of work in question, provided that it does not require the issue of a work permit. A Biometric Immigration Document issued by the UKBA to the holder, which indicates that the person named in it can stay in the United Kingdom and is allowed to do the work in question. A work permit or other approval to take employment issued by the Home Office or the UKBA, when produced in combination with either a passport or another travel document endorsed to show the holder is allowed to stay in the United Kingdom and is allowed to do the work in question, or a letter issued by the Home Office or the UKBA to the holder or the employer or prospective employer confirming the same. A certificate of application that is less than six months old issued by the Home Office or the UKBA to, or for, a family member of a national of a European Economic Area country or Switzerland stating that the holder is permitted to take employment, when produced in combination with evidence of verification by the UKBA Employer Checking Service. A residence card or document issued by the Home Office or the UKBA to a family member of a national of a European Economic Area country or Switzerland. An Application Registration Card issued by the Home Office or the UKBA stating that the holder is permitted to take employment, when produced in combination with evidence of verification by the UKBA Employer Checking Service. An Immigration Status Document issued to the holder by the Home Office or the UKBA with an endorsement indicating that the person named in it can stay in the United Kingdom and is allowed to do the type of work in question, when produced in combination with an official document issued by a Government agency or a previous employer, giving the person s permanent National Insurance number and their name. V4 (Nov 10) Page 6 of 14

7 A letter issued to the holder or the employer or prospective employer by the Home Office or the UKBA, indicating that the person named in it can stay in the United Kingdom and is allowed to do the work in question, when produced in combination with an official document issued by a Government agency or a previous employer, giving the person s permanent National Insurance number and their name. *Lists A and B were correct at the time of publishing but are subject to change. If, after carrying out these checks, it is established that the candidate is not permitted to work in the UK, then the Trust will not allow the individual to commence employment. If there is no evidence that such permission is going to be promptly forthcoming then the Trust will withdraw the offer of employment. For further information regarding acceptable combination of documents please contact Recruitment Services on Registration Checks The purpose of registration and qualification checks is to ensure that a prospective employee is recognized by the appropriate regulatory body and that they have the right qualifications to do the job. What we will ask for in every case As NHS employers, before we appoint any health professional we must always check the following three areas: 1. That the candidate is registered to carry out the proposed role. 2. Whether the registration is subject to any current restrictions which might affect the duties proposed. 3. If the candidate has investigations against them about their fitness to practise that the regulatory body has a duty to disclose. Qualification Checks Qualification checks verify the information about educational or professional qualifications that a prospective employee provides on their application form. What we will ask for in every case 1. For non-health professionals, qualifications that form part of the requirements for a position will be checked. 4. Employment History and References Previous employment history must be checked before we can make an unconditional offer of employment. References provide us with a track record of a prospective employee s current and previous employment / training history. References and application forms will be cross-checked as part of this process. Please note: it is Trust policy to request references for candidates who are shortlisted for interview, unless instructed otherwise. Please note that references will not be used as part of the selection process at interview. References will only be requested with your consent, as indicated on your application form. V4 (Nov 10) Page 7 of 14

8 We will check a minimum of two references covering a minimum of 3 years employment and or training. Where a candidate has been, or currently is employed, the referees should include their 2 most recent employers (or more if this does not cover 3 years history). Candidates should provide the organisations HR / Personnel Department or equivalent. It is to be expected that not every candidate who is offered a post will have a seamless 3 year employment history. If, a candidate has declared a period of unemployment, we need to verify the details of any benefit claimed during this time (Job Seekers Allowance / Income Support etc). The candidate will be required to provide details of the benefit being claimed, the job centre where they were registered and how long they were claiming for. For candidates who have not been in employment for a considerable amount of time but have had previous employment, then we will require one reference from the last known employer and a character reference from a person of some standing within the community i.e. doctor, solicitor, MP, school teacher etc. Where the candidate has been self-employed, evidence will be obtained (for example, from HM Revenue & Customs, bankers, accountants, solicitors, client references, etc) to confirm that the individual s business was properly conducted and the candidate s involvement in the business was terminated satisfactorily. For those candidates who may have recently left college / university, referees could be a teacher / lecturer from the school, college or university. For those candidates, who have been overseas for a single spell of time of three months or more, or a cumulative total of six months or more, a relevant reference from overseas will be required. Acceptable documentation includes; Proof of residence for the time spent abroad Overseas employer or academic references References from UK departments and agencies based overseas, e.g. the Foreign and Commonwealth Office (FCO), missions, British Council, non-government departments and agencies. Where it is not possible to obtain any employment reference at all then we will require two character references, each from a person of some standing within the community i.e. doctor, solicitor, MP, school teacher etc. Who is a suitable character referee? A suitable referee is defined as a person of some standing within the community i.e. someone with a professional background. Accountant Bank / Building Society Manager Barrister Chairman / Director / Manager of a limited company Chiropodist Councillor Dentist Director / Manager of a VAT registered Charity Director / Manager of a VAT registered company Engineer (with professional qualifications) V4 (Nov 10) Page 8 of 14

9 Financial Services Intermediary (e.g. stockbroker, Insurance Broker) Fire Service Official Licensee of a Public House Local Government Officer Member, Associate or Fellow of a professional body Merchant Navy Officer Minister of a recognised religion Nurse Officer of the Armed Forces Optician Pharmacist Police Officer Social Worker Solicitor Surveyor Teacher / lecturer 5. Criminal Records Bureau (CRB) The Criminal Records Bureau The Criminal Records Bureau (CRB) provides access to information across England and Wales about criminal convictions and other police records to help employers make an informed decision when recruiting staff. The information provided by the CRB is known as a disclosure. If you are required to undergo a CRB Check this will have been stated in the job advert and will also be explained to you in your Offer Letter. The letter will also state that the offer of employment is subject to a satisfactory disclosure. Candidates are required to contact Recruitment Services to arrange an appointment to complete their CRB form and produce the required ID to be validated by the Recruitment Officer. Once you have attended your CRB appointment, the completed form is sent to the CRB. The CRB aims to process 90% of Standard checks in 10 days and 90% of Enhanced checks in 4 weeks (see below for an explanation of Standard and Enhanced disclosures). Sometimes checks can take longer if you have multiple addresses which need to be checked, in particular if these are in different areas of the country. The CRB provides two levels of disclosure standard and enhanced. Information obtained through disclosures can help employers to make an informed decision on whether or not to appoint a prospective employee. The decision rests with the employer as to whether to employ a person whose CRB disclosure reveals a conviction or other information. A person s criminal record should be carefully considered in the light of all the relevant circumstances and judged on a caseby-case basis. Possession of a criminal conviction does not automatically make a candidate unsuitable for employment within the NHS. However, the Independent Safeguarding Authority now holds the power to bar people who have committed serious offences from working or engaging in regulated activity with children and/or vulnerable adults. Not all NHS staff will require a CRB check, but such checks are mandatory for all staff who work in regulated and controlled activities and who have contact with and/or vulnerable adults. V4 (Nov 10) Page 9 of 14

10 The Safeguarding Vulnerable Groups Act (2006) The Safeguarding Vulnerable Groups Act (2006) was created in response to recommendations made in the Bichard Inquiry, arising from the Soham murders in The inquiry questioned the way employers recruit people to work with vulnerable groups, and particularly the way background checks are carried out. Recommendation 19 of the inquiry highlighted the need for a single agency (the Independent Barring Board now known as the Independent Safeguarding Authority) to vet all individuals who want to work, or volunteer to work, with children or vulnerable adults and to bar unsuitable people from doing so. The Act, which received Royal Assent on 8 November 2006, laid the foundation for the Vetting and Barring Scheme (VBS) which came into force on 12 October The new scheme provides a more comprehensive and consistent measure of protection for vulnerable groups across a wide range of settings and applies to England, Wales and Northern Ireland. A separate, but aligned, scheme covers Scotland. Information is shared across these borders and barring is recognised in any part of the UK. The Independent Safeguarding Authority The Independent Safeguarding Authority (ISA) is an independent non-departmental public body set up by the Home Office to provide new safeguarding arrangements for children and vulnerable adults. The ISA has three main statutory duties. 1 To maintain the two lists of individuals who are barred from engaging in regulated activity with children and/or vulnerable adults (replacing all pre-existing lists PoCA, PoVA, List 99 and disqualification orders). 2 To make discretionary decisions on who should be placed on the children s and/or the vulnerable adults list(s) prior to an individual s employment or where referred to the ISA. 3 To reach decisions as to whether to remove an individual from the barred lists following review. The CRB will continue to be the administrators for all criminal record information. Levels and eligibility of disclosures There are two levels of CRB checks currently available for exempt positions Standard and Enhanced. Standard disclosures Standard disclosures contain details of both spent (old) and unspent (current) convictions, including cautions, reprimands and final warnings held on the Police National Computer (PCN). Enhanced disclosures An enhanced disclosure contains the same information as a standard disclosure but also includes any non-conviction information held by local police, where they consider it to be relevant to the post. Rehabilitation of Offenders Act (1974) The Rehabilitation of Offenders Act provides for anyone who has been convicted of a criminal offence, and has been sentenced to less than two-and-a-half years in prison, to be regarded as rehabilitated after a specified period of time where no further convictions have been committed. A rehabilitation period may vary from six months to 10 years from the date of conviction. During this period the conviction is regarded as unspent (current) and an individual is required to disclose this information to any prospective employer, or their current employer if the offence takes place during their term of employment. V4 (Nov 10) Page 10 of 14

11 Once this period of rehabilitation has passed, the conviction is regarded as spent (old). In normal circumstances the convicted person does not have to reveal any spent convictions to a prospective employer when applying for a job. However, in order to protect the vulnerable, some professions within the health and social care sector are exempt from this approach by virtue of the Rehabilitation of Offenders Act 1974 (Exceptions) Order In the case of such excepted professions, employers are entitled to know about all previous criminal record information whether spent or unspent (including reprimands, cautions, final warnings) and to take this information into account when assessing an individual s suitability for the post. The CRB code of practice As a registered employer with the Criminal Records Bureau we observe the CRB Disclosure Code of Practice when using disclosure information. The code is designed to ensure that any information released will be used fairly, and handled and stored appropriately. In particular, we are required to: Treat all candidates fairly and without discrimination Ensure that all candidates for eligible positions are notified in advance of the requirement for a disclosure Have a written policy on the recruitment of ex-offenders that can be given to all candidates where disclosure information will be requested Have a written policy on the correct handling and safe keeping of disclosure information. Ensure that criminal record information is only supplied for the purpose of a recruitment (or other relevant) decision. Discuss the content of the disclosure certificate with the candidate before withdrawing any offer of employment. Ensure that we comply with CRB guidance on the portability of disclosures and their contents. Disclosure information will not be retained for any longer than is necessary. Once a recruitment decision has been made, it will be kept for a period of six months from appointment, and six months where the candidate has been unsuccessful, to allow for the consideration and resolution of any disputes or complaints. Once the retention period has elapsed, disclosure information will be destroyed by secure means (i.e. shredding). The use of criminal record disclosures The CRB will reveal if the individual has a criminal record, including details of convictions, cautions, reprimands, final warnings and bind-overs. A disclosure will usually only provide the basic facts such as the name and date of offence(s) and, if applicable, details of any sentence(s). It will not put them into context. When considering disclosure information we will assess: The nature of the offence The age at which it was committed It s relevance to the position being applied for Whether the candidate has a pattern of offending behavior Whether the candidate s circumstances have changed since the offending behavior The circumstances surrounding the offending behavior and the explanation offered by the convicted individual. Enhanced disclosures also provide the means to check if an individual has been barred by the ISA from working with children and/or vulnerable adults, the reasons for that barring and any restrictions. V4 (Nov 10) Page 11 of 14

12 Any offer of employment may be withdrawn if a candidate knowingly withholds information, or provides false or misleading information. Acceptable CRB Documentation Prospective employees will need to provide either of these two combinations: How many documents do I need to provide? Can you provide any documents from Group 1? Yes - 3 documents must be seen. One document from Group 1 plus any two from Groups 1 or 2 No- 5 documents must be seen. Five documents from Group 2 At least one document must confirm your current address and at least one document must confirm your date of birth. Group 1 Passport UK or EU National Identity Card Identity Card for Foreign Nationals (ICFN) Driving Licence (UK) (Full or provisional) Isle of Man / Channel Islands; either photo-card or paper (a photo card is only valid if the individual presents it with the associated counterpart licence; except Jersey) Birth Certificate (UK and Channel Islands) - issued within 12 months of date of birth full or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces HM Forces ID Card (UK) Firearms Licence (UK) Adoption Certificate (UK and Channel Islands) Group 2 Marriage/Civil Partnership Certificate Financial Statement ** - e.g. pension, endowment, ISA Birth Certificate Vehicle Registration Document (Document V5 old style and V5C new style only) P45/P60 Statement **(UK & Channel Islands) Mail Order Catalogue Statement* Bank/Building Society Statement* Court Claim Form** (UK) Documentation issued by Court Services* Utility Bill* - electricity, gas, water, telephone including mobile phone contract/bill Exam Certificate e.g. GCSE, NVQ, O Levels, Degree TV Licence** Addressed Payslip * Credit Card Statement * National Insurance Card (UK & Channel Islands) Store Card Statement * NHS Card (UK & Channel Islands) Mortgage Statement ** Benefit Statement* - e.g. Child Allowance, Pension Insurance Certificate ** Council Tax Statement (UK & Channel Islands) ** Work Permit/Visa (UK) ** V4 (Nov 10) Page 12 of 14

13 A document from Central/ Local Government/ Government Agency/ Local Authority giving entitlement (UK & Channel Islands)*: e.g. from the Department for Work and Pensions, the Employment Service, Customs & Revenue, Job Centre, Job Centre Plus, Social Security CRB, Disclosure Scotland and ISA Certificate (UK)** Letter from a Head Teacher* Connexions Card; including those cards carrying the PASS accreditation logo (UK & Channel Islands) General Medical Council (GMC) Certificate One of the following documents from the United Kingdom Borders Agency (UKBA) (formerly the Immigration and Nationality Directorate IND) (UK): Do not use more than one of the following documents Convention Travel Document (CTD) - Blue Stateless Person s Document (SPD) - Red Certificate of Travel (CIT) Brown formerly Certificate of Identity Application Registration Card (ARC) Immigration Status Document (ISD) Certificate of British Nationality (UK) Denoted with * documentation should be less than three months old Denoted with ** documentation should be issued within past 12 months Not denoted it can be more than 12 months old This list is subject to amendment. For the most up-to-date list please visit: Model Declaration Forms Information obtained through the recruitment and selection stage is designed to prevent unsuitable people from gaining access to vulnerable groups whilst at the same time respecting Human Rights and privacy issues and complying with the requirements under the Data Protection Act. Where the position meets the criteria for a CRB check (i.e. is a regulated or controlled activity and involves regular contact with children or vulnerable adults, candidates will be asked to provide a self declaration providing details of any criminal records as part of the application process. This should be obtained by issue of Model Declaration Form A. Where the position does not meet the criteria for a CRB check, but may still be regarded as a position of trust, employers may use Model Declaration Form B to ask for self declaration information as part of the application process. The information you provide to us is treated in exactly the same way as a CRB Disclosure i.e. disclosure information is kept securely in lockable, non portable storage containers, with access strictly controlled and limited to the persons who need access to this information in the course of their duties. 6. Occupational Health Checks All candidates must have a pre-appointment health check, which adheres to equal opportunities legislation and good occupational health practice. Pre-appointment health checks are carried out to: Ensure that prospective staff are physically and psychologically capable of doing the work proposed, taking into account any current or previous illness. V4 (Nov 10) Page 13 of 14

14 Identify anyone likely to be at excess risk of developing work-related diseases from hazardous agents present in the workplace. Ensure, as far as possible, that the prospective employee does not represent a risk to patients and that they will be doing work that is suitable and safe for them. Occupational health checks will be made once a job offer has been made, however any offer of appointment is conditional pending the successful completion of all pre-employment checks, including an occupational health check. All candidates will be sent a Health Surveillance Letter, introducing the Occupational Health Service, candidates will also be issued with a New Employee Health Enquiry Form, which you will be required to complete and return. Depending upon the answers provided in the New Employee Health Enquiry Form you may be referred directly to an occupational health advisor and if it is considered necessary, an interview will be arranged to assess your fitness for the post and identify what reasonable adjustments, if necessary, can be put in place to ensure you are able undertake the role and responsibilities of the job being offered. In addition risk assessments for each role will be carried out to manage the health and safety of staff (and others) effectively on the premises. Where a risk is identified a Baseline health questionnaire will be sent to the candidate for completion. This will be returned directly to the Occupational Health Department. Results of any occupational health check will be passed back to the recruiting manager who will then make a decision on employment based on this advice. Under the Disability Discrimination Act the Trust will make reasonable adjustments for disabled job candidates or employees, when a policy, practice or a physical feature of their premises, places the disabled person at a substantial disadvantage. V4 (Nov 10) Page 14 of 14