WINSLOW CE COMBINED SCHOOL

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Recruitment Policy Introduction The purpose of this policy is to set out the minimum requirements of a recruitment process that: Attracts the best possible applicants to apply for any vacancies Has safeguarding as of paramount importance throughout all stages of the recruitment, selection and induction process. Deters prospective applicants who are unsuitable for work with children or young adults Identifies and rejects applicants who are unsuitable to work with children and young people Follows current legislation and guidance This policy and procedures follow the BCC Resourcing and Safeguarding Team s guidance and sets out the minimum safer recruitment standards expected from recruitment agencies and other third party providers. It complements the Government guidance for Safer Recruitment and Selection in Educational Settings. Statutory Frameworks A copy of the statutory requirements and guidelines from the DfE: Keeping Children Safe in Education (Part 3 Safer Recruitment) is available in school. The Safeguarding Vulnerable Groups Act 2006 introduced the requirement for enhanced DBS checks for anyone engaged in Regulated Activity and also introduced the Independent Safeguarding Authority (ISA) which was responsible for maintaining lists of those people barred from working with children, young people or vulnerable adults. The Protection of Freedoms Act (September 2012) altered the definition of Regulated Activity. All individuals engaging in Regulated Activity are still required to have enhanced DBS checks with an appropriate Barred List check. All individuals engaging in work that came under the pre- September 2012 definition of Regulated Activity are eligible for an enhanced DBS check, only those staff and volunteers working in Regulated Activity are eligible for a Barred List check. Keeping Children Safe in Education (2016) outlines the requirement for Prohibition Order checks on teachers who commenced work from September 2013. It also stipulates that from September 2014, schools can choose whatever safer recruitment training they deem appropriate as long as it retains the content of Keeping Children Safe. BCC Safer Recruitment Minimum Standards The minimum standards for the safer recruitment of employees working with children, young people and vulnerable adults in Buckinghamshire County Council have been updated in accordance with revised statutory requirements and have been adopted by the school. 1

Safer Recruitment Process Section 1 See appendix 1 (Recruitment Checklist). Job Descriptions and Person Specifications The job summary forms the basis for the job advert and the selection criteria for the recruitment process. Personal values and behaviours (competencies) are particularly important in relation to safeguarding and must be clearly outlined in these documents. The job description must emphasise the requirements for compliance with policies and procedures and client confidentiality. See appendix 2. Advertising The school will contact the Resourcing Team regarding deadlines for advertising. Wording for an advert is compiled, detailing the safeguarding standards required for working with children, the reference process and the DBS process. All adverts will include the statement: At Winslow CE Combined School, our number one priority is keeping all pupils safe at all times. Everyone is committed to safeguarding children and promoting their well-being. An enhanced DBS and qualifications check will be carried out upon appointment of the successful candidate. More information, including our Safeguarding statement and Child Protection policy, can be found on our website www.winslow.bucks.sch.uk Application Forms The Council s online application form should always be used for people working in roles requiring DBS checks. CVs alone, are not acceptable as they do not provide sufficient structure and make it easier for an applicant to hide details they may not wish us to see. Application forms are read fully, noting and exploring any discrepancies/gaps/anomalies in the application form. The form is checked to ensure it is completed fully and is signed. Shortlisting Short listing of candidates will be carried out in relation to the identified person specification for the post. Each candidate will be firstly checked against the Essential criteria. If a large number of candidates meet the essential criteria then the selection panel may consider the desirable criteria in order to make a subsequent shortlist. 2

Referees A minimum of two written references are obtained, including existing or most recent employer, covering a minimum period of 5 continuous years. References are sought directly from the referee and received prior to the interview wherever possible. Where written references have not been received before interview, a verbal reference is obtained, using the same reference template. See appendix 4. Permission must be sought from the applicant. All references are requested in advance of an interview unless permission is expressly refused. Copies of references, unsolicited references, and/or to whom it may concern references are not accepted. References are verified directly with the referee to check they have personally provided the reference; usually by telephone. References for internal candidates are obtained in the same way as for external candidates. Referees are asked to comment on the applicant s suitability to work with children and for details of any concerns or allegations made against them and any disciplinary records on file. References are read thoroughly to ensure all sections have been completed and are satisfactory including dates of employment. A follow-up conversation with the reference provider takes place if clarity is required, a copy of notes of this conversation are retained. Any outstanding concerns are raised with the candidate. The referee IS reminded there is a responsibility to ensure the reference is accurate and doesn t contain any material misstatement or omission. Relevant factual content that could be discussed with the individual should be provided. THE SELECTION PROCESS Interviews Safeguarding structured interview questions are incorporated into the main interview for all roles within the school. Appendix 14 explains the safeguarding competencies and gives examples of safeguarding questions used in interviews. It also contains information on interview panels. Until September 2014, a minimum of one interview panel member must have successfully completed safeguarding recruitment training which results in accreditation recognised by DFE. After this date, there is still a requirement for at least one member of each panel to have had appropriate safer recruitment training, but this can be determined by the school as long as it includes the content in Keeping Children Safe. Currently the head teacher and Mrs Katie Epps have up to date safer recruitment training. Interview notes are retained for all candidates for at least 6 months and the unsuccessful notes are securely destroyed after this period. The school involves children in the selection process where appropriate. The school finds the views and insights of children very informative. See appendix 14 for question template for children s panels. 3

Care is taken to ensure that children do not have inappropriate access to an applicant s confidential personal information as part of the selection process. Personal Safeguarding Interviews All applicants are asked relevant safeguarding questions covering: o Motivations for wanting to work with children o Emotional maturity and resilience o Values and standards Selection Tools As far as possible more than one selection tool, i.e. not just an interview; is used to ensure more robust and safer recruitment decisions. Teaching candidates are required to prepare and teach a lesson. Additional tests may be carried out if there are concerns with a candidate s language or maths ability, depending on the role. See appendix 5. Criminal Records The Council has a policy on the recruitment of ex-offenders. A copy is available as appendix 6. If an applicant has disclosed on the application that s/he has previous criminal convictions or a conviction pending, this information is not used as part of the shortlisting process as it may result in unfair discrimination. If the applicant meets all the other job requirements s/he will be invited to interview and the details are considered at the interview. All applicants are asked whether they have understood the question about previous criminal history and whether they have anything they need to disclose. Applicants are reminded that if they are successful at interview, all previous criminal records including cautions and reprimands will be disclosed as part of a DBS check. False statements about criminal history may result in a job offer being withdrawn. EMPLOYMENT CHECKS identity, asylum and immigration and qualifications See appendix 16 for list of required documentation. Identity Checks The school (Headteacher) provides HR with confirmation that identity checks have been carried out so they can be recorded on the HR file (original documentation witnessed, photocopied and signed as evidence). 4

Asylum and Immigration Checks Evidence of the right to work in the UK is photocopied and signed as evidenced and forwarded to HR for retention on the HR recruitment file. The evidence of the right to work in the UK is a legal requirement for all employees. Intranet link: http://intranet.buckscc.gov.uk/how-do-i/human-resources/jobs-andrecruitment/recruitment/asylum-and-immigration/ Schoolsweb link: https://schoolsweb.buckscc.gov.uk/schools/my_school/_hr/asylum_immigration.asp#eviden ce Qualifications The original certificates for all qualifications which are marked as essential on the person specification are seen and a copy taken and countersigned for retention on the HR recruitment file. Evaluation and Feedback Decisions following a selection process are recorded and notes made to provide a rationale for selection or rejection. Decisions are based on the criteria for the role as set out in the job summary. This forms the basis for candidate feedback and identifying initial training and development needs. DBS and Prohibition Order Checks Enhanced Disclosure and Barring (DBS) Checks are required for all individuals (including volunteers) undertaking Regulated Activity (as defined by the Home Office) with children. Further information on eligibility is contained in Section 2. An individual s copy of a DBS Certificate cannot be accepted as DBS clearance. DBS clearance must be given by the Registered Body or by the employing organisation providing the DBS service. For BCC this is the Employee Life Cycle (Joining) Team in Human Resources. Any positive Certificates are dealt with as outlined in Section 2. No commencement of work prior to DBS clearance without the appropriate authorisation and completion of a risk assessment as outlined in section 2. Where a new role requires a different degree of contact or contact with a different group a new DBS is required. Where an individual is moving from a voluntary role to a paid role, a new DBS check is required. Repeat DBS checks follow the updated policy laid out in appendix 7. 5

DBS clearance is recorded in the HR recruitment file and on the Single Central Record. With effect from 02.09.13, a separate check (prohibition order check) with the NCTL is completed for all Teachers (qualified and unqualified) prior to offer, to ensure they are not prohibited from teaching and that they do not have an interim prohibition order in place. See appendix 18 for process. Overseas Checks Overseas Certificates of Good Conduct are required for all applicants who have lived abroad for 6 months or more within the last 5 years to the same standards as for DBS checks where available. For more information see section 2. Where there are any concerns about information on the DBS, the process set out in Section 2 will be followed. The DBS re-check policy is set out in appendix 7. Conditional Job Offer and Contracts of Employment All job offers are conditional, where any documentation/safeguarding checks are outstanding. It is a contractual requirement for staff/volunteers in Regulated Activity to have a DBS check at the outset of employment with BCC and at any subsequent stage as deemed necessary. It is a requirement for staff/volunteers in Regulated Activity to notify his/her line manager immediately, who must then notify the Head of Service/Divisional Director of any criminal matters arising whilst in employment. It is a contractual requirement for those individuals for whom a DBS re-check is required, to become and remain a member of the DBS Update Service. Induction, Training and Development All new staff are provided with guidance and training on local safeguarding procedures All new staff receive the following policies: Staff Code of Conduct, Child Protection including safe working practices and Whistleblowing and have to sign to say they have read and understood them. All new staff attend Child Protection training as soon as is practicably possible and are given a mentor. All training is recorded as well as documents given on individual training records. Supply Staff Winslow CE Combined School will only use those agencies which operate a Safer Recruitment Policy and supply written confirmation that all relevant checks have been satisfactorily completed. Any information disclosed as part of the CRB/DBS check will be treated confidentially. Peripatetic staff 6

Winslow CE Combined School will require that all necessary checks and DBS requirements have been satisfactorily completed for peripatetic staff. Volunteers There is an expectation that the school follows the same procedures for volunteers and will ensure that all volunteers have been DBS cleared prior to working in regulated activity in school. In instances where volunteers are working in school as part of a recognised Training Course (such as PGCE, NVQ etc) then references and completion of an application form will not be necessary. However, the school will need to see the DBS clearance if applicable. (See school policy on Adult Volunteer Helpers 2017) HR Records and Single Central Record Files contain confirmation of all pre-appointment checks detailed in appendix 16. References, application form and interview notes plus a copy of a risk assessment, if appropriate, are held on the individual s HR recruitment file. After 6 months any copies of DBS certificates are securely destroyed. Appendix 17 shows an example of a Single Central Record. 7

Section 2: DBS Checks and Process in more Detail DBS Checks, Prohibition Orders and Vetting and Barring Overview DBS checks provide information about an individual s criminal record (if appropriate). DBS Certificates are required for people applying for jobs which are defined as regulated positions by the Protection of Freedoms Act. The definition of Regulated Activity changed in September 2012- see table below. DBS checks are sought for individuals undertaking Regulated Activity and also include checks to see if a person is included on any lists held by the DBS of people barred from undertaking regulated work with children. With effect from 02.09.13, a separate check (prohibition order check) with the NCTL is completed for all Teachers (qualified or unqualified) prior to offer, to ensure that they are not prohibited from teaching and that they do not have an interim prohibition order in place. See appendix 18 for process. All individuals that fall within the post September 2012 definition of Regulated Activity are required to obtain an enhanced DBS check with an appropriate Barred List Check. Individuals who do not fall into this category, can have an enhanced DBS check but must not have a barred list check. Appendix 9 shows a decision tree to help identify if an individual working with Children is in regulated activity or not. Post September 2012 definitions of Regulated Activity: Work of a specified nature which involves close and unsupervised contact with children which occurs frequently or intensively. Any paid employee within the school that works frequently or intensively. Any unsupervised volunteer that volunteers in school frequently or intensively. Specified nature: e.g. teaching, training, care, supervision, advice, treatment. Close: work which involves close proximity to a child and allows the possibility of a relationship to be built. Unsupervised: there is no-one overseeing the activity who has had a CRB/DBS and a barred list check. Frequently or intensively: Once a week or four times in a 30 day period. Specified place: e.g. school. Roles requiring standard or enhanced DBS checks are exempt from the Rehabilitation of Offenders Act 1974 which means that all criminal information is provided about an applicant, even if it would otherwise be spent. An enhanced DBS check may also include relevant information the police have on record even if it has not resulted in a caution or conviction (for example if allegations have been made and reported to the police). 8

Having a criminal conviction does not in itself bar a person from work with children. If a DBS check discloses convictions or relevant information, the school decides whether the person is suitable to be employed in the role concerned. BCC has a policy for the Recruitment of ex-offenders (appendix 6) which aims to ensure that all applicants are given fair and transparent consideration for employment. Information Unspent convictions Spent convictions Cautions, Reprimands or Warnings Inclusion on the Sex Offenders Register Other relevant soft information held by police forces Inclusion on Children s Barred list Inclusion on Adults Barred list Type of Change Basic Standard Enhanced Enhanced for Regulated Activity x x x x x x x x x x x Notes: From May 2013, Adult convictions will be removed from DBS data if: 11 years have elapsed since the conviction date It s the person s only offence It was a non-custodial sentence Cautions are removed after 6 years Serious offences are never removed from an individual s record For individuals aged under 18 at the time of the offence the removal times (11 years and 6 years) are approximately halved. 9

The DBS Process WINSLOW CE COMBINED SCHOOL The Update Service In June 2013, the DBS introduced an update service, which allows portability of DBS checks and a quick and easy way for employers to check the validity of the DBS certificate. The update service means that an individual may only ever need one certificate (for each vulnerable group) and that if he/she is a member of the update service, then there is no issue with breaks of services the update check will see if there has been any criminal information. Individuals who are not a member of the Update Service and who have a break in service of 3 months or more, will need to undergo a new DBS check. Individuals subscribe to the Update Service at the time of a DBS application. The service costs 13 per annum (as at 2014) for employees and is free for volunteers. BCC has agreed to re-imburse employees for this cost, where their role is subject to re-checks. The school encourages employees and volunteers to sign up to this service. The benefits of this service are that it should reduce the number of DBS checks, speed up the DBS clearance process and potentially reduce costs where re-checks are required. If an applicant is a member of the Update Service, he/she will provide the school with his/her original DBS certificate and update reference number. The school will access the system to check the status of the DBS and will see that either: Message This DBS certificate did not reveal any information and remains current as no further information has been identified since its issue. This DBS certificate remains current as no further information has been identified since its issue. This DBS certificate is no longer current. Please apply for a new DBS check to get the most up-to-date information. The details entered do not match those held on our system. Please check and try again. Action required The individual s original DBS certificate is valid. The individual s original DBS certificate is valid, but should show some positive information. Need to arrange a new DBS check. Need to check details provided, if on retrying, still get this message, then get a new DBS check. Applying for a DBS check (online): The DBS application should be completed at the earliest possible stage once a selection decision has been made. Applicants are asked to bring identity documents with them to the interview so that a face-to-face identity check can be undertaken, and details can be recorded for use should a DBS check be sought. Applicants are made aware that only successful candidates will be DBS checked. Once a decision to recruit has been made, the school sets up a DBS application on the Employment Check system. The system automatically prompts the applicant by email when a DBS check has been set up for him/her to complete. Once an applicant has completed his/her 10

application, the relevant ID Verifier (the Headteacher) is notified by email and asked to document which identity documents were witnessed during the face-to-face identity check. The ID Verifier examines the documents to ensure consistency with information provided on the DBS application and ensures that an application is amended where necessary. On completion of the ID Verification stage, a DBS application is automatically forwarded to the Employee Life Cycle (Joining) Team. From there an application is checked for eligibility and then submitted to the DBS. Expected Timescales: The normal turn- around from time of submission to the DBS is approximately 5 working days. A Clear DBS Certificate In the case of a clear Certificate, the DBS will issue a DNS Certificate to the applicant and will electronically notify the Employee Life Cycle (Joining) Team of the result. The on-line system notifies the Verifier that the applicant has been given DBS clearance to work. A copy of the email is printed for an individual s HR file. A positive DBS Certificate In the case of a positive Certificate, an applicant will receive a copy of the Certificate and the DBS will electronically notify the Employee Life Cycle (Joining) Team of the result. The Employee Life Cycle (Joining) Team notifies the recruiting school by email that he/she needs to ask an applicant to see the original certificate. If appropriate the school contacts a Senior Officer in BCC Resourcing and Safeguarding Team to discuss the DBS information and agree the outcome. Notes of conversations without detailing conviction/certificate information are kept. The Employment Life Cycle (Joining) Team issue an email confirming the outcome of the DBS recruitment decision ( cleared to work, or not). This email is recorded on the HR recruitment file. Where the content of the DBS Certificate presents particular difficulties/is complex, the case is discussed with the Headteacher and a decision taken as to whether it needs to be forwarded to the special panel for dealing with complex positive Certificates. Commencing Employment Prior to Receipt of DBS Certificate. Where a DBS Certificate has not been returned from the DBS and a reasoned business case is made for the applicant to commence work prior to receipt, a risk assessment appendix 8 must be completed and authorised by the Headteacher. In all cases a DBS application must have been sent to the Employee Life Cycle (Joining) Team and been submitted to the DBS and a copy of the risk assessment form must be submitted to the recruitment operations team and recorded on the HR recruitment file. 11

Overseas Good Conduct Certificates The DBS (Disclosure and Barring Service) only includes offences committed within the UK. Therefore anyone who has lived outside of the UK for 6+months in the 5 years before a DBS check is carried out, must get a Certificate of Good Conduct (CGC) from that country. The CGC refers to a check made by the police of a non-uk country. This requirement does not apply if an employee was in the armed forces abroad; provision of an employee s British Forces Post Office number/address as part of an applicant s address history is required in this instance. An applicant must apply directly for a Certificate of Good Conduct via the relevant Embassy or High Commission in the UK. Frequency of DBS Rechecks See DBS Re-check policy appendix 7 Data Protection Issues and Retention of DBS Certificates Only original DBS Certificates are acceptable and information relating to DBS Certificates must not be shared beyond the parties for whom the data is intended. If an individual gives consent for a copy to be taken, it must be securely stored, not be retained on the employee s file and securely destroyed after 6 months. BCC will hold an applicant s Certificate on secure file for 6 months. Under the Data Protection Act the Certificates are then securely destroyed. Barred Lists The Disclosure and Barring Service (DBS) was formed when the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA) merged in December 2012. The DBS holds lists of those individuals that are barred from working with children, and is responsible for deciding whether an individual is included on one or both of these lists. Employers and agencies have a duty to refer to the DBS any information about individuals they believe may pose a risk of harm to children, ensuring potential threats can be identified and dealt with. It is a criminal offence for barred individuals to seek or take up Regulated Activity with vulnerable groups and for employers to knowingly employ/engage barred staff. Complex Safe Recruitment Decisions Arising Amongst Existing Staff Refer to the Headteacher who will then discuss and sign off with a senior officer in the Resourcing and Safeguarding Team. In very difficult circumstances, it will be referred to the special panel for dealing with complex positive Certificates/recruitment decisions. See appendix 9 for process. 12

Safe Employment Checks and Responsibilities for Contractors Working in Proximity to Children The table should be used as a guide to help understand responsibilities, legal requirements and identify appropriate actions where contractors are working with children. Key Principles: Establish which service/organisation is commissioning the work. Is it with a Service or with the school directly, or is it happening through the Local Authority? If the work is being organised by the Local Authority, always ask and establish the facts about what safeguarding in employment checks will be required. Always carry out a risk assessment based on length of visit and possible contact with the children. If work falls into a high-risk category, build in time for DBS checks into the planning process. Do not assume that work carried out during out of school hours and school holidays reduces the safeguarding risks as extended school activities may be in place. For Appendices please see BCC Safer Recruitment Toolkit Reviewed by HT: 1 May 2017 13