Safer Recruitment Policy

The HR Department referred to in this policy consists of the Principal, Vice-Principal, Assistant Principals and the Registrar.

We are committed to quality education, excellent safeguarding practice and a supportive working environment. Recruiting and retaining staff who share this commitment is vital.

All queries on the School’s Application Online Form and recruitment process must be directed to the Registrar.

An entry will be made on the Single Central Register for all current members of staff at the School, the proprietorial body and all individuals who work in regular contact with children including volunteers, supply staff and those employed as third parties.

The school has a governing body who are named as directors on Companies House and the Charity Commission.

All checks will be made in advance of the appointment or as soon as practicable after the appointment.

This policy aims to provide clear guidance about the appointment of staff to achieve the following:

to ensure that the best possible staff are recruited based on their merits, abilities and suitability for the position;

to ensure that all job applicants are viewed equally and consistently;

to ensure that no job applicant is treated unfairly on any grounds including race, colour, nationality, ethnic or national origin, religion or religious belief, sex or sexual orientation, marital or civil partner status, disability or age;

to ensure compliance with all relevant legislation, recommendations and guidance, including the statutory guidance published by the Department for Education (DofE), Safeguarding Children and Safer Recruitment in Education (Guidance), the latest version of Keeping Children Safe in Education and any guidance or code of practice published by the Disclosure and Barring Service (DBS); and

to ensure that the School meets its commitment to safeguarding and promoting the welfare of children by carrying out all necessary pre‐employment checks.

Employees involved in the recruitment and selection of staff are responsible for familiarising themselves with and complying with the provisions of this policy.

Pre‐recruitment

Review – The Principal should, in conjunction with the SMT, evaluate the position identifying any necessary or desirable changes, i.e. duties, responsibility levels, candidate skills etc that may be required. The Job Description, Person Specification and existing Terms and Conditions should also be reviewed and updated as necessary.

Authorisation – An Authority to Recruit form should be completed by the Principal and forwarded with the updated Job Description, Person Specification and Terms and Conditions to the Registrar.

Timescales – The Principal will consult with the SMT to determine timescales for advertising, closing dates, potential interview dates and an appropriate interview panel, which should consist of a minimum of two people.

Appointment of Interview Panel – At least one member of the interview panel will be appropriately trained and experienced in the selection process and at least one member will be aware of the statutory guidance on safer recruitment and safeguarding requirements included in the introduction above. To ensure impartiality, if a member of the panel is known to the candidate, this should be disclosed at the time. All panel members should be able to attend all interviews for the duration of the recruitment process, to maintain consistency and fair treatment of all candidates.

Job Description/Person Specification

Job Descriptions should clearly state:

the main duties and responsibilities of the post

the individual’s responsibility for promoting and safeguarding the welfare of children and young persons she/he is responsible for or comes into contact with.

Person Specifications should include:

the qualifications, skills, experience, and any other requirements necessary to perform the role with regard to working with children and young people

the competencies and qualities that the successful candidate should be able to demonstrate

Information for Candidates

Candidates will receive an Information Pack which will normally include:

Application form and guidance notes on the recruitment process

Equal Opportunities Monitoring form

Job Description

Person Specification

Terms and Conditions of Employment

Other documents (appropriate to the position)

Advertising the Vacancy

It is normal practice that all vacancies are advertised, both internally and externally. However, where it is considered that existing staff have the prerequisite skills, consideration may be given to advertising posts internally only.

The Principal will liaise with the SMT to draw up the content of the advertisement ensuring that the wording is appropriate and non‐discriminatory.

All advertisements will include details of the position, together with contact details and closing date.

The vacancy will be advertised in the most appropriate media i.e. local/national press, specialist journals, agencies, job centres and the School’s website applications.

All applicants for employment will be required to complete an online application containing questions about their academic and employment history and their suitability for the role. Curriculum Vitae’s will not be accepted in place of the completed application form.

All applicants are required to complete either an online application or a paper application form containing questions about their academic and employment history and their suitability for the role. Curriculum Vitae’s will not be accepted in place of the completed application form.

Processing Applications

Recruitment Control Form – This document is used by the HR Department and records the details of applicants responding to the vacancy forming an audit trail to reflect the status of the candidate’s application during the selection process. It also provides statistical information for monitoring response levels.

On receipt of the Application Form, the Equal Opportunities Monitoring Form will be kept separate, as it does not form part of the selection process.

After the closing date, all application forms and any attachments will be photocopied, together with the Recruitment Control Form and distributed to the interview panel, with the original documentation retained by the HR Department.

To comply with The Employment Practices Data Protection Code, the interview panel must ensure that all applications are kept in a secure location and remain confidential.

Scrutinising

Each member of the interview panel scrutinises all applications to ensure:

they are fully and properly completed

the information provided is consistent and does not contain any discrepancies

any anomalies, discrepancies or gaps in employment identified are noted.

The following must be noted for further verification if the applicant is shortlisted:

Gaps in employment

A history of repeated changes of employment without any clear career or salary progression

A mid‐career move from a permanent post to perhaps supply teaching or temporary work

All candidates must be assessed equally against the criteria contained in the person specification without exception or variation. The interview panel record and retain their notes on individual applications as part of the selection process.

Shortlisting

When the panel have completed their individual reviews, they agree on a shortlist of candidates, which will be notified to the HR Department and interview date(s) confirmed with the selected candidates.

For Academic positions, references will be obtained for shortlisted candidates prior to the interview.

Notification to Candidates

All applicants will receive written notification of the outcome of their application from the HR Department as soon as possible after the closing date i.e. an invitation to interview or notification that their application has not been successful.

Invitation to Interview

The HR Department will invite candidates to attend the interview, which will be confirmed by letter, outlining the date, time and place, membership of the interview panel, the format of the interview and also providing directions to the School and any other information as necessary.

Identity and Qualifications check

The invitation to interview will also state that the identity of the candidate will be checked at the interview and consequently all candidates will be required to bring with them documentary evidence of their identity i.e. a current driving licence, passport or a full birth certificate (see appendix 1 for a list of valid identity documents).

Candidates will also be required to bring proof (originals) of relevant qualifications (if applicable).

Interview Process

The interview panel meet prior to the interview to:

reach a consensus about the required standard for the position to which they are appointing

consider the issues to be explored with each candidate and who on the panel will cover them

formulate a set of questions to ask all candidates relating to the requirements of the position

agree their assessment criteria in accordance with the person specification

determine who will conduct the identity and qualification checks at the interview

agree which panel member will update the New Employee Control Form.

Best practice recommends that competency-based questions should be used to relate how the candidate has responded to or dealt with actual situations or questions that test the candidate’s attitude and understanding of issues.

The interview panel must complete an Interview Record Form for each candidate, which will be retained by the HR Department at the conclusion of the selection process.

Areas to be covered during the Interview

In addition to assessing and evaluating the applicant’s suitability for the particular post, the interview panel should also explore:

the candidate’s attitude toward children and young people and suitability for working in a school environment

his/her ability to support the School’s commitment to safeguarding and promoting the welfare of children and young people

gaps or any issues relating to the candidate’s employment history

concerns or discrepancies arising from the information provided by the candidate and/or a referee

if the candidate wishes to declare any issues in light of the requirement for an Enhanced DBS check or any issues relating to references

confirm the candidate’s mental and physical fitness to carry out their work responsibilities. A job applicant can be asked relevant questions about disability and health in order to establish whether they have the physical and mental capacity for the specific role.

Pre‐employment checks

In accordance with the recommendations set out in the Guidance, KCSIE and the requirements of the Education (Independent School Standards) (England) Regulations 2014 and the Boarding Schools: National Minimum Standards (2015), the School carries out a number of pre‐employment checks in respect of all prospective employees. The School does not discriminate on the grounds of age.

Post Interview

The interview panel meet to discuss the outcome of the selection process and make recommendations regarding the candidate selection. Should a suitable candidate be identified from the shortlisted candidates, a Confirmation of Appointment form will be completed and submitted for authorisation by the Principal, Vice-Principal and Registrar

The Confirmation of Appointment Form, candidate information, Interview Record forms will be passed to the HR Department to document the selection process and form part of the candidate’s personnel record.

A conditional offer of employment will outline the details of the position, i.e. job title, commencement date (to be confirmed when satisfactory DBS and references have been received and verified).

Documentation included in the offer:

Contract of Employment

Job Description/Person Specification

DBS Disclosure Form

New Employee Starter Form

Personnel Record next of kin

Staff Handbook

Medical Declaration Form

Appropriate Medical Questionnaire

Rehabilitation of Offenders Act 1974

Children’s Barred List (formerly List 99) Form

Safeguarding and Child Protection statement (Aide Memoire)

Keeping Children Safe in Education (KCSIE) document

Staff Code of Conduct

The Offer of Employment will be conditional upon the following:

the agreement of a mutually acceptable start date and the signing of a contract incorporating the School’s standard terms and conditions of employment;

verification of the applicant’s identity (where this has not previously been verified);

the receipt of two references (one of which must be from the applicant’s most recent employer) which the School considers to be satisfactory;

for teaching positions, confirmation from the National School for Teaching and Leadership that the applicant is not subject to a prohibition order;

for proprietors and staff appointed in management positions, a Section 128 Direction check is undertaken;

the receipt of an enhanced disclosure from the DBS which the School considers to be satisfactory;

where the position amounts to “regulated activity” (see section 4.3 below) confirmation that the applicant is not named on the Children’s Barred List administered by the DBS;

verification of the applicant’s medical fitness for the role (see section 5 below);

verification from the European Economic Area check (EEA) for information about any teacher sanction or restriction that has been imposed

verification of the applicant’s right to work in the UK;

any further checks, which are necessary as a result of the applicant having lived or worked outside of the UK; and

verification of professional qualifications which the School deems a requirement for the post, or which the applicant otherwise cites in support of their application (where they have not been previously verified).

Regulated Activity

The School must consider whether a position amounts to “regulated activity”. It is however likely that in nearly all cases an Enhanced DBS check, which includes a Children’s Barred List check, will be carried out because employment within a School environment provides the opportunity for contact with children. A check of the Children’s Barred List is not permitted if an individual will not be undertaking “regulated activity”. The following definition of “regulated activity” is reproduced from KCSIE 2018 subsequently updated 3 September 2018:

‘For most appointments, an enhanced DBS certificate, which includes barred list information, will be required as the majority of staff will be engaging in regulated activity. In summary, a person will be considered to be engaging in regulated activity if as a result of their work they:

will be responsible, on a regular basis in a school or college, for teaching, training instructing, caring for or supervising children; or

will carry out paid, or unsupervised unpaid, work regularly in a school or college where that work provides an opportunity for contact with children; or

engage in intimate or personal care or overnight activity, even if this happens only once.’

Criminal Records Check

All staff in ‘regulated activity’ are required to obtain an Enhanced Disclosure from the DBS and a check of the Children’s Barred List (now known as an Enhanced Check for Regulated Activity) in respect of all positions at the School which amount to ‘regulated activity’ as defined in the Safeguarding Vulnerable Groups Act 2006 (as amended) and in KCSIE 2018.

The purpose of carrying out an Enhanced check for ‘regulated activity’ is to identify whether an applicant is barred from working with children by inclusion on the Children’s Barred List maintained by the DBS.

This definition will cover nearly all posts at the School. Limited exceptions could include temporary positions outside of term time.

It is for the School to decide whether a role amounts to “regulated activity” taking into account all the relevant circumstances.

The DBS issues a DBS disclosure certificate to the subject of the check only, rather than to the School.

It is a condition of employment with the School that the original disclosure certificate is provided to the School within two weeks of it being received by the applicant.

Employment will remain conditional upon the original certificate being provided and it being considered satisfactory by the School.

If there is a delay in receiving a DBS disclosure the Principal discretion to allow an individual to begin work pending receipt of the disclosure. This will only be allowed if all other checks, including a separate check of the Children’s Barred List (where the position amounts to regulated activity), have been completed and once appropriate supervision has been put in place.

A risk assessment will be completed and reviewed on a weekly basis until receipt of the DBS.

DBS checks will still be requested for applicants with recent periods of overseas residence and those with little or no previous UK residence. These applicants may also be asked to provide further information, including a criminal records check (police check) from the relevant jurisdiction(s).

Retention and Security of DBS Information

The School will comply with its obligations regarding the correct handling, use, storage, retention, security and disposal of records in accordance with the DBS Code of Practice and its obligations under the Data Protection Act 1998 and any other relevant legislation. Copies of DBS certificates will not be retained for longer than six months.

Appendix 2 provides information on the filtering of various offences from DBS checks.

The School is legally required to verify the medical fitness, in relation to carrying out their role and duties, of anyone to be appointed to a post at the School, after an offer of employment has been made but before the appointment can be confirmed.

It is the School’s practice that all applicants to whom an offer of employment is made must complete a Medical Declaration Form which will be reviewed by the Principal. This information will be reviewed against the Job Description and the Person Specification for the role. If the Principal has any doubts about an applicant’s fitness, the School will consider reasonable adjustments in consultation with the applicant.

The School may also seek a further medical opinion from a specialist or request that the applicant undertakes a full medical assessment.

In accordance with the Equality Act 2010 the School will not withdraw a job offer without first consulting with the applicant, obtaining medical evidence, considering reasonable adjustments and suitable alternative employment.

The School is legally required to verify the medical fitness, in relation to carrying out their role and duties, of anyone to be appointed to a post at the School, after an offer of employment has been made but before the appointment can be confirmed.

It is the School’s practice that all applicants to whom an offer of employment is made must complete a Medical Declaration Form which will be reviewed by the Principal. This information will be reviewed against the Job Description and the Person Specification for the role. If the Principal has any doubts about an applicant’s fitness, the School will consider reasonable adjustments in consultation with the applicant.

The School may also seek a further medical opinion from a specialist or request that the applicant undertakes a full medical assessment.

In accordance with the Equality Act 2010 the School will not withdraw a job offer without first consulting with the applicant, obtaining medical evidence, considering reasonable adjustments and suitable alternative employment.

Contractors engaged by the School must complete the same checks that the School is required to complete for its staff.

Agencies who supply staff to the School must also complete the pre‐employment checks which the School would otherwise complete for its staff. Again, the School requires confirmation that these checks have been completed before an individual can commence work at the School. The School will independently verify the identity of staff supplied by contractors or an agency in accordance with the section ‘Regulated Activity’ above.

Background

The School will not unfairly discriminate against any applicant for employment on the basis of conviction or other details revealed. The School makes appointment decisions on the basis of merit and ability. If an applicant has a criminal record, this will not automatically bar him/her from employment within the School. Instead, each case will be decided on its merits in accordance with the objective assessment criteria set out in the section ‘Assessment Criteria’ below.

All positions within the School are exempt from the provisions of the Rehabilitation of Offenders Act 1974. All applicants must therefore declare all previous convictions and cautions, including those which would normally be considered “spent” except for those to which the DBS filtering rules apply (see paragraph 4.4 above). A failure to disclose a previous conviction (which should be declared) may lead to an application being rejected or, if the failure to disclose is discovered after employment has started, may lead to summary dismissal on the grounds of gross misconduct. A failure to disclose a previous conviction may also amount to a criminal offence.

It is unlawful for the School to employ anyone who is barred from working with children. It is a criminal offence for any person who is barred from working with children to attempt to apply for a position at the School. The School will make a report to the Police and/or the DBS if:

it receives an application from a barred person;

it is provided with false information in, or in support of an applicant’s application; or

it has serious concerns about an applicant’s suitability to work with children.

Assessment criteria

In the event that relevant information (whether in relation to previous convictions or otherwise) is volunteered by an applicant during the recruitment process or obtained through a disclosure check, the School will consider the following factors before reaching a recruitment decision:

whether the conviction or other matter revealed is relevant to the position in question;

the seriousness of any offence or other matter revealed;

the length of time since the offence or other matter occurred;

whether the applicant has a pattern of offending behaviour or other relevant matters;

whether the applicant’s circumstances have changed since the offending behaviour or other relevant matters; and

the circumstances surrounding the offence and the explanation(s) offered by the convicted person.

Assessment procedure

In the event that relevant information (whether in relation to previous convictions or otherwise) is volunteered by an applicant during the recruitment process or obtained through a disclosure check, the School will carry out a risk assessment by reference to the criteria set out above. The risk assessment must be signed by the Principal before a position is offered or confirmed.

If an applicant wishes to dispute any information contained in a disclosure, he/she can do so by contacting the DBS directly. In cases where the applicant would otherwise be offered a position were it not for the disputed information, the School will, where practicable and at its discretion, defer a final decision about the appointment until the applicant has had a reasonable opportunity to challenge the disclosure information.

The School’s policy is to observe the guidance issued or supported by the DBS on the use of disclosure information. In particular, the School will:

store disclosure information and other confidential documents issued by the DBS in locked, storage containers, access to which will be restricted to members of the HR department;

not retain disclosure information or any associated correspondence for longer than is necessary, and only retain it for a maximum of six months. The School will keep a record of the date of disclosure, the name of the subject, the type of disclosure, the position in question, the unique number issued by the DBS and the recruitment decision taken;

ensure that any disclosure information is destroyed by suitably secure means such as shredding; and

prohibit the photocopying or scanning of any disclosure information without the express permission of the individual to whom the disclosure relates.

The School is legally required to undertake the above pre‐employment checks. Therefore, if an applicant is successful in their application, the School will retain on his/her personnel file any relevant information provided as part of the application process. This will include copies of documents used to verify identity, right to work in the UK, medical fitness and qualifications.

Medical information may be used to help the School to discharge its obligations as an employer e.g. so that the School may consider reasonable adjustments if an employee suffers from a disability or to assist with any other workplace issue. This documentation may be retained by the School for the duration of the successful applicant’s employment with the School. After employment ends it will be retained in accordance with the School’s document retention guidelines.

If the application is unsuccessful, all documentation relating to the application will normally be confidentially destroyed after six months.

The School also has a legal duty to make a referral to the DBS in circumstances where an individual:

has applied for a position at the School despite being barred from working with children; or

has been removed by the School from working in regulated activity (whether paid or unpaid), or has resigned prior to being removed, because they have harmed, or pose a risk of harm to, a child.

If the individual referred to the DBS is a teacher, the School may also decide to make a referral to the NCTL.

An Enhanced DBS clearance will be obtained by HR prior to the commencement of duties. All volunteers who are in ‘regulated activity’ will have an Enhanced DBS and all relevant checks undertaken. A Section 128 Direction check will also be undertaken for Governors.

A Children’s Barred List check (formerly List 99) and an Enhanced DBS clearance will be obtained by HR for all adults living on site but not employed by the School.

All newly appointed staff, regardless of previous experience, will undertake the School’s Induction programme, which:

provides training and information about the School’s policies and procedures

supports individuals in a way that is appropriate for the role for which they have been engaged

confirms the conduct expected of staff within the School

provides opportunities for a new member of staff to discuss any issues or concerns about their role or responsibilities

enables the person’s Line Manager or mentor to recognise any concerns or issues about their ability or suitability at the outset and address them immediately.

The content and nature of the induction programme will vary according to the role and previous experience of the new member of staff but will include:

policies and procedures in relation to safeguarding and child protection (KCSIE) within the first week of starting or as soon as possible thereafter

safe practice and the standards of conduct and behaviour expected of staff and pupils in the establishment

how and with whom any concerns about those issues should be raised

other relevant HR procedures e.g. disciplinary, capability etc

A copy of the following documents will be available in Basecamp and on the staff website for easy staff access

Child Protection and Safeguarding Policy

Keeping Children Safe in Education (KCSIE) Part 1

Referral Pathway Diagram

Staff Code of Conduct

Staff Handbook

Group 1: primary trusted identity credentials

current valid passport

biometric residence permit (UK)

current driving licence (full or provisional) (UK / Isle of Man / Channel Islands; photo card with the associated counterpart licence; except Jersey)

birth cerificate (UK & Channel Islands) ‐ issued at the time of birth (within 42 days of date of birth); Full or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces

Group 2a: trusted government/state issued documents

current UK driving licence full or provisional (old style paper version)

current non‐UK driving licence (valid for up to 12 months from the date the applicant entered the UK

birth certificate (UK and Channel Islands) – issued at any time after the date of birth by the General Registrar’s Office / relevant authority i.e. Registrars)

marriage/civil partnership certificate (UK and Channel Islands)

adoption certificate (UK and Channel Islands)

HM Forces ID card (UK)

fire arms licence (UK and Channel Islands)

Group 2b: Financial/social history documents

mortgage statement (UK or EEA)**

bank / building society statement (UK and Channel Islands or EEA)*

bank / building society account opening confirmation letter (UK)*

credit card statement (UK or EEA)*

financial statement ‐ e.g. pension, endowment, ISA (UK) **

P45 / P60 statement (UK and Channel Islands)**

council tax statement (UK and Channel Islands) **

work permit / visa (UK) (UK Residence Permit) Valid up to expiry date

letter of sponsorship from future employment provider (non UK / EEA only valid for applicants outside the UK at the time of application) Must be valid

utility bill (UK) – not mobile telephone *

benefit statement ‐ e.g. child benefit, pension*

a document from central / local government/ government agency / local authority giving entitlement (UK and Channel Islands) ‐ e.g. from the Department for Work and Pensions, the Employment Service, HM Revenue & Customs (HMRC), Job Centre, Job Centre Plus, Social Security *

EU national ID card Must still be valid

cards carrying the PASS accreditation logo (UK) Must still be valid

letter from Head or College Principal (UK) for 16‐19 year olds in full time education. This is only used in exceptional circumstances if other documents cannot be provided.

Note

If a document in the list of valid identity documents is:

denoted with * ‐ it should be less than three months old

denoted with ** ‐ it should be less than 12 months old

not denoted – it can be more than 12 months old

Prior to 29 May 2013 an enhanced disclosure contained details of all convictions on record (including those which are defined as “spent” under the Rehabilitation of Offenders Act 1974) together with details of any cautions, reprimands or warnings held on the Police National Computer. It could also contain non‐conviction information from local police records which a chief police officer considered relevant to the role applied for at the School.

As of 29 May 2013 the DBS commenced the filtering and removal of certain specified information relating to old and minor criminal offences from all criminal records disclosures. The DBS and the Home Office have developed a set of filtering rules relating to spent convictions which work as follows:

For those aged 18 or over at the time of an offence

An adult conviction will be removed from a DBS disclosure if:

eleven years have elapsed since the date of conviction;

it is the person’s only offence; and

it did not result in a custodial sentence.

It will not be removed under any circumstances if it appears on a list of “specified offences” which must always be disclosed. If a person has more than one offence on their criminal record, then details of all their convictions will always be included.

A caution received when a person was aged 18 or over will not be disclosed if six years have elapsed since the date it was issued, and if it does not appear on the list of “specified offences”.

For those aged under 18 at the time of an offence

A conviction will be removed from a DBS disclosure if:

five and a half years have elapsed since the date of conviction; and

it is the person’s only offence; and

it did not result in a custodial sentence.

Again, the conviction will not be removed under any circumstances if it appears on the list of “specified offences”, or if a person has more than one offence on their criminal record.

A caution received when a person was aged under 18 will not be disclosed if two years have elapsed since the date it was issued and if it does not appear on the list of “specified offences”.

The list of “specified offences” which must always be disclosed

This contains a large number of offences, which includes certain sexual, violent and other offences that are considered so serious they will always be disclosed, regardless of when they took place or of the person’s previous or subsequent criminal record. The list of “specified offences” can be found

at: https://www.gov.uk/government/publications/dbs‐list‐of‐offences‐that‐will‐never‐be‐filtered‐from‐ a‐ criminal‐record‐check

Candidate Privacy Notice

Click here

Part 3 of KCSIE 2021 has been substantively restructured to align it with a typical recruitment process and to emphasise an overarching culture of vigilance rather than sole reliance on pre-employment checks.

The legal duties for schools contained within it have not changed, but some aspects of the recruitment process have been suitably clarified with practical details and examples of points to note. We would recommend that schools read the entirety of the restructured Part 3 to ensure that they are compliant and take advice where necessary.

Part 3 of KCSIE 2021 has clarified that it would be best practice for schools to check the name on a candidate’s birth certificate, where this is available, as part of pre-employment screening. This would assist in identifying where there has been a name change and allow for more thorough vetting.

Stage 1( (Post approval, information pack and advertisement)

1) Post approved, Terms and Conditions agreed

Date:

Completed by:

2) Job Description produced, updated & checked.

Date:

Completed by:

3) Job advertisement produced, approved and posted.

Date:

Completed by:

4) Have available online:

Application form

Safer Recruitment Policy

Equal Opportunities Monitoring form

Job Description

Person Specification

Child Protection Policy Statement

Application and Recruitment Process Explanatory note

Recruitment Privacy Notice

Date:

Completed by:

Stage 2 (applications received)

5) Collate all applications.

Date:

Completed by:

6) Carry out initial sift; record/keep selection criteria. Produce interview shortlist.

Date:

Completed by:

7) Select interview panel (ensure that one member has completed the safer recruitment course, or diary in a separate appointment)

Date:

Completed by:

8) Set criteria (competency-based assessment) and produce question bank for interviews ensuring Safe Recruitment is included, particularly identifying and noting any queries to be addressed at interview.

Date:

Completed by:

9) Coordinate interview dates and times with the panel.

Date:

Completed by:

10) Email nominated referees. (Request return of reference before candidate interview date) At least two reference requests sent (ensure references for an internal candidate are requested and followed up) | References followed up over telephone (including the school where last worked) and electronic references verified as coming from a legitimate source.

Date:

Completed by:

11) Email Letter Invitation to Interview, including Self-Declaration Form

Date:

Completed by:

Stage 3 – (before Interview)

12) References received.

Date:

Completed by:

13) Review interview format, questions to ask etc.

Date:

Completed by:

14) Check the interview venue and confirm panel availability.

Date:

Completed by:

Stage 4 – (During Interview – KEEP RECORDS)

15) Ensure that a member of the interview panel is ‘Safer Recruitment’ trained and that there is two interviewers (minimum) present.

16) Suitability against the Job Description and criteria.

17) Assess whether the candidate has lived or worked abroad for any period of time, if so, obtain and record details. Assess what further checks are therefore necessary.

18) General candidate performance.

19) Probe and question for safer recruitment.

20) Ensure the candidate has the opportunity to ask questions.

20) Note down performance: ensure interview feedback is retained for six months.

21) Result of the panel evaluating candidate’s performance post interview.

Date:

Completed by:

Stage 5 – (Candidate Selection)

22) Panel decide on the successful candidate.

Date:

Completed by:

23) Candidate notified by phone.

Date:

Completed by:

24) Candidate acceptance.

Date:

Completed by:

25) Arrange administration visit to the school.

Date:

Completed by:

26) Notify unsuccessful candidates by phone.

Date:

Completed by:

Stage 6 – (New employee administration)

27) List 99 checks completed.

Date:

Completed by:

28) Formal Offer letter produced: Registrar to check salary details and ensure key checks have been completed – pass to Principal for signature – sent out.

Date:

Completed by:

29) Early Years declaration form filled in, if applicable.

Date:

Completed by:

30) DBS process started

31) Enhanced DBS Certificate is shown and unique reference noted.

Date:

Completed by

32) New Starter Form

Date:

Completed by

33) Medical Questionnaire to be returned to Registrar

Date:

Completed by

34) References follow up – with signature and date recorded.

Date:

Completed by

35) Clothing and equipment sizes (where applicable).

Date:

Completed by

36) Offer accepted and letter returned signed.

Date:

Completed by

37) Induction arrangements sorted.

Date:

Completed by

NB

Where appropriate, verification of any award of Qualified Teacher Status, completion of teacher induction or probation

If the candidate is undertaking a senior management role as set out in the Recruitment, Selection and Disclosures Policy and Procedure, a signed “senior charity manager positions: automatic disqualification declaration”

If the candidate is undertaking a leadership role, evidence that the candidate is not prohibited from participating in the management of independent schools.

Stage 7 – (Start work)

38) Enhanced DBS Clearance verified by the Registrar – if not, carry out a risk assessment with a Supervision Order agreed and signed off by the Principal (communicating

out supervision measures to all concerned).

39) ID card given out

Date:

Completed by

40) Check access to KCSiE and Safeguarding policies.

Date:

Completed by

41) Planned Safeguarding training date.

Date:

Completed by

42) Access to the Induction Policy ( including safeguarding and H&S training)

Date:

Completed by

43) H&S training.

Date:

Completed by

44) Central Register updated.

Date:

Completed by

45) Departmental Induction.

Date:

Completed by

NB

For all applicants who have worked or been resident overseas: Such further checks and confirmations as the School may consider appropriate so that any relevant events that occurred outside the UK can be considered. This shall include the candidate providing the School with proof of his/her past conduct as a teacher in the form of a letter of professional standing from the professional regulating authority in the country in which s/he has worked.

The requirement to check an overseas’ teacher’s teaching status for proof of past conduct as a teacher is now included in KCSIE at paragraphs 262-267. Schools and colleges must make any further checks they think appropriate ….which could include obtaining a letter of professional standing from the professional regulating authority in the country in which the applicant has worked confirming that they have not imposed any sanctions or restrictions, and/or that they are aware of any reason why they may be unsuitable to teach. We therefore recommend that schools request the letter of professional standing for recruitment for teachers from all overseas applicants where possible.

Confirmation received that the applicant is not disqualified from providing childcare under the Childcare (Disqualification) Regulations 2018. OR Receipt of a signed Self-Declaration form showing that the candidate is not disqualified from providing childcare under the Childcare (Disqualification) Regulations 2018.