Reviewed: January 2022
Next Review: September 2023
This policy outlines our commitment to safeguarding and promoting the welfare of children who are pupils
supported by GLUU by ensuring we have implemented procedures designed to prevent unsuitable people
working with our pupils.
Safeguarding and promoting the welfare of our pupils is our highest priority. GLUU aims to recruit staff that
share and understand our commitment and to ensure that no job applicant is treated unfairly by reason of a
protected characteristic as defined within the Equality Act 2010.
This policy applies to GLUU and any of our partners. These procedures are designed to comply with the
guidance given by the DfE as defined in ‘Keeping Children Safe in Education 2021’, Guidance for safer
working practice for those working with children and young people in education setting May 2019 (Safer
Recruitment Consortium) and in conjunction with ‘Working Together to Safeguard Children September
2018’ and form an element of GLUU’s Safeguarding policy to which reference should also be made.
The aims of the GLUU’s Safer Recruitment policy are as follows:
– to ensure that the best possible staff are recruited on the basis of their merits, abilities and suitability for the
position.
– to ensure that all job applicants are considered 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 (DfE), Keeping Children Safe in Education – 2021
(KCSIE), the Prevent Duty Guidance for England and Wales 2015 (the Prevent Duty Guidance),
Disqualification under the Childcare Act 2006 (DUCA) and any guidance or code of practice published by
the Disclosure and Barring Service (DBS); and
– to ensure that GLUU and/or it’s partners meets its commitment to safeguarding and promoting the welfare
of children and young people by carrying out all necessary pre-employment checks.
– to ensure that GLUU does not knowingly employ people to work in childcare or allow them to be directly
concerned in its management, if they themselves are directly ‘disqualified’ from childcare. Employees
involved in the recruitment and selection of staff are responsible for familiarising themselves with and
complying with the provisions of this policy.
ROLES AND RESPONSIBILTIES
It is the responsibility of the GLUU Board to:
– Ensure GLUU has effective policies and procedures in place for recruitment of all staff and volunteers in
accordance with DfE guidance and legal requirements.
– Monitor the GLUU’s compliance with them.
It is the responsibility of the CEO, MD, Director of Finance, HR & Regulatory Compliance Manager and
other managers involved in recruitment to:
– Ensure that GLUU operates safe recruitment procedures and makes sure all appropriate checks are carried
out on all staff and volunteers who work at the company.
– Monitor contractors’ and agencies’ compliance with these safer recruitment procedures.
– Promote the welfare of children and young people at every stage of the recruitment process.
The Board has delegated responsibility to the CEO and MD to lead in all appointments.
RECRUITMENT AND SELECTION PROCEDURE
Advertising
To ensure equality of opportunity, GLUU will advertise all vacant posts to encourage as wide a field of
applicant as possible; normally this entails an external advertisement.
Any advertisement will make clear GLUU’s commitment to safeguarding and promoting the welfare of
children.
Any advertisement will make clear the requirement for any pre-employment checks that may include an
enhanced DBS check and children’s barred check particularly for those roles that include regulated activity.
All documentation relating to applicants will be treated confidentially in accordance with GDPR.
The Safer Recruitment Policy can be accessed on request.
Job Descriptions and Person Specifications
A job description is a key document in the recruitment process and must be finalised prior to taking any
other steps in the recruitment process. It will clearly and accurately set out the duties and responsibilities of
the job role.
The person specification is of equal importance and informs the selection decision. It details the skills,
experience, qualifications, abilities and expertise that are required to do the job.
Application Forms and the Rehabilitation of Offenders Act 1974 (as amended)
GLUU uses its own application form and all applicants for employment will be required to complete an
application form containing questions about their academic and full employment history and their suitability
for the role (in addition all applicants are required to account for any gaps or discrepancies in employment
history).
The application form will include the applicant’s declaration regarding convictions and working with children.
It will make it clear that the post is exempt from the provisions of the Rehabilitation of Offenders Act 1974
(as amended in 2013 and 2020) since it involves working with, or having access to children, and so you are required to declare:
– All unspent conditional cautions or convictions under the Rehabilitation of Offenders Act 1974
– All spent adult cautions (simple or conditional) or spent convictions that are not ‘protected’ as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended)
The amendments to the Exceptions Order provide that certain ‘spent’ convictions and cautions are ‘protected’ and are not subject to disclosure to employers and cannot be taken into account.
CVs will not be accepted.
All applicants will be made aware that providing false information is an offence and could result in the application being rejected or summary dismissal if the applicant has been selected, and possible referral to the police and other professional regulatory bodies (e.g., the Teaching Regulation Authority).
Shortlisting
Shortlisting will be undertaken by at least two people from the recruitment panel. Candidates will be assessed against the person specification.
References
References for short listed applicants may be sent for prior to interview unless the applicant has expressly indicated on their application form that they do not wish their current employer to be contacted at that stage. In any event, references will be taken up before any offer of employment is confirmed. All offers of employment will be subject to the receipt of a minimum of two references which are considered
satisfactory by GLUU. One of the references must be from the applicant’s current or most recent employer. If the current / most recent employment does / did not involve work with children, then the second reference should be from the employer with whom the applicant most recently worked with children if possible. References will always be sought and obtained directly from the referee and their purpose is to provide objective and factual information to support appointment decisions. Where there is no current employer, verification of the most recent employment and reasons for leaving will be obtained (this recognises that, in effect, that not all employers will provide a substantive reference).
Any electronic references (for example received via email) will be verified to ensure that they have been sent from a legitimate source.
All referees will be asked whether they believe the applicant is suitable for the job for which they have applied and whether they have any reason to believe that the applicant is unsuitable to work with children.
Referees will also be asked to confirm that the applicant has not been radicalised so that they do not support terrorism or any form of “extremism”.
No questions will be asked about health or medical fitness prior to any offer of employment being made.
Any discrepancies or anomalies will be followed up. Direct contact by phone may be undertaken with referees to verify the reference.
GLUU does not accept open references, testimonials or references from relatives. Any information provided directly by the candidate will be verified. The references will also be from a senior person with appropriate authority (in a position to be aware of issues) and not just a work colleague.
For internal appointments, suitability references may be sought. Internal references may be permissible where appropriate from senior members of staff who are able to confirm whether they have any suitability concerns. Internal references will be sought particularly where colleagues from former employers are un-contactable due to passage of time for example.
Interviews
There will always be a face-to-face interview except in practical circumstances (for example recruitment of a Teacher/Tutor from overseas), and wherever possible, a minimum of two interviewers will see the applicants for the vacant position. The interview process will explore the applicant’s ability to carry out the job description and meet the person specification. It will enable GLUU to explore any anomalies or gaps
have been identified in order to satisfy themselves that the chosen applicant can meet the safeguarding criteria (in line with Safer Recruitment Training).
Due to COVID19 interviews may be conducted via Zoom instead of face to face to ensure that the Government COVID19 health and safety guidance is adhered to.
Applicants will be specifically asked if, prior to a DBS check being carried, there is anything they wish to notify the recruiting panel of in advance of the checks being made.
At least one member of any interviewing panel will have undertaken safer recruitment training or refresher training as applicable. Details of those trained in Safer Recruitment can be found in GLUU’s Safeguarding Policy.
Notes of the interviews will be made by the recruiting panel.
PRE-EMPLOYMENT CHECKS
In accordance with the recommendations set out in KCSIE, GLUU carries out a number of pre-employment checks in respect of all prospective employees.
In addition to the checks set out below, GLUU reserves the right to obtain such formal or informal background information about an applicant as is reasonable in the circumstances to determine whether they are suitable to work at GLUU. This may include internet and social media searches.
In fulfilling its obligations, GLUU does not discriminate on the grounds of race, colour, nationality, ethnic or national origin, religion or religious belief, sex or sexual orientation, marital or civil partner status, disability or age.
Verification of identity, address and qualifications
All applicants who are invited to an interview will be required to bring with them or make available evidence of identity, right to work in the UK (where applicable) address and qualifications as set out below and in the list of valid identity documents at Appendix E (these requirements comply with DBS identity checking guidelines):
· one document from Group 1; and
· two further documents from either of Group 1, Group 2a or Group 2b, one of which must verify the applicant’s current address: and
· original documents confirming any educational and professional qualifications referred to in their application form.
Where an applicant claims to have changed their name by deed poll or any other means (e.g., marriage, adoption, statutory declaration) they will be required to provide documentary evidence of the change.
GLUU asks for the date of birth of all applicants to assist with the vetting of the applicants. Proof of date of birth is necessary so that GLUU may verify the identity of, and check for any unexplained discrepancies in the employment and education history of all applicants. GLUU does not discriminate on the grounds of age.
GLUU asks for this information at interview to ensure that the person attending interview is who they claim to be, to ensure that they are permitted to work for GLUU if appointed and that they hold the qualifications that have been requested (if any).
Unsuccessful applicants’ documents will be destroyed 12 months after the recruitment process is concluded. Due to COVID19 documents may be scanned in for the HR Manager to view at the interview stage and then arrangements made to see the original documents at the earliest opportunity and before the candidate starts in the role at GLUU.
OFFER OF APPOINTMENT AND NEW EMPLOYEE PROCESS
In accordance with the recommendations set out in KCSIE GLUU carries out a number of pre-employment checks in respect of all prospective employees.
If it is decided to make an offer of employment following the formal interview, any such offer will be conditional on the following:
– the agreement of a mutually acceptable start date and the signing of a contract incorporating GLUU’s standard terms and conditions of employment.
– verification of the applicant’s identity (where that has not previously been verified).
– the receipt of two references (one of which must be from the applicant’s most recent employer) which GLUU considers to be satisfactory.
– verification of the applicant’s employment history
– for positions which involve “teaching/tutoring work”:
i. GLUU being satisfied that the applicant is not and has never been referred to or is the subject of a sanction, restriction or prohibition issued by the Teaching Regulation Agency which, renders the applicant unsuitable to work at GLUU; and
ii. GLUU being satisfied that the applicant is not, and has never been, the subject of any proceedings before a professional conduct panel or equivalent body in the UK or any other country for any reason which prevents the applicant working at GLUU or which, in GLUU’s opinion, renders the applicant unsuitable to work at the company.
– “Regulated activity” will require the receipt of an enhanced disclosure from the DBS which GLUU considers to be satisfactory.
– where the position amounts to “regulated activity” confirmation that the applicant is not named on the Children’s Barred List.
– information about whether the applicant has ever been subject to a direction under section 142 of the Education Act 2002 which render them unable or unsuitable to work at GLUU ;
– verification of the applicant’s medical fitness for the role.
– verification of the applicant’s right to work in the UK, where applicable.
– 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 GLUU deems a requirement for the post, or which the applicant otherwise cites in support of their application (where they have not been previously verified).
For internal promotions to management positions, GLUU will check whether the individual is subject to a section 128 direction.
From 5 January 2015, prior to appointment it is also a requirement that all staff who will be employed in and/or provide early years childcare or education (this covers the age range from birth until 1 September following a child’s fifth birthday i.e. up to and including reception age) or later years childcare (this covers children above reception age but who have not attained the age of 8) or those directly concerned with its management, will need to self-certify whether or not they as individuals are disqualified from working with
children including whether:
– They have been cautioned for, convicted of or charged with certain violent and sexual criminal offences against children and adults, at home or abroad.
– Other orders have been made against them relating to their care of children.
– They have had their registration cancelled in relation to childcare or children’s homes or have been disqualified from private fostering.
The self-certification form is attached to this policy as Appendix B.
A personal file checklist will be used to track, and audit paperwork obtained in accordance with Safer Recruitment Training. The checklist will be retained on personal files. All appointments are subject to a probationary period during which time a reduced notice period may apply enabling termination of the employment for whatever reason, by either the employee or GLUU in a shorter time frame than would
normally apply under the standard terms of their contract. GLUU’s disciplinary and capability procedures do not apply during this probationary period. GLUU also reserves the right to extend this probationary period should it deem this necessary.
DBS (Disclosure and Barring Service) Certificate (formerly known as CRB Disclosure)
GLUU applies for an enhanced disclosure from the DBS and a check of the Children’s Barred List in respect of all positions which amount to “regulated activity” as defined in the Safeguarding Vulnerable Groups Act 2006 (as amended). 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 and to obtain other relevant suitability information.
It is GLUU’s policy that the DBS disclosure must be obtained, or DBS application submitted before the commencement of employment of any new employee, as it assumed that all staff could have the opportunity to be in regulated activity, regardless of their role.
Portability of DBS Certificates Checks
Staff are informed of the opportunity to join the DBS Update Service if they are likely to require another check in the future, but it is their own responsibility to do so.
Copies of DBS Checks
The DBS no longer issue Disclosure Certificates to employers, therefore all new employees must bring the original certificate into the company for verification on or before their first day of employment, before any regulated activity commences.
If employment commences before the DBS certificate is verified, this may take place provided all other recruitment checks have been satisfactorily completed, and the new employee is kept under supervision at all times whilst on site. This situation may occur if the DBS process is delayed to such an extent that, in the opinion of the Head, further delay to the start date of the new employee would be to the serious detriment of GLUU. A stand-alone check of the Children’s barred list is undertaken before they start employment (if working in regulated activity).
Dealing with convictions
GLUU operates a formal procedure if a DBS Certificate is returned with details of convictions.
Consideration will be given to the Rehabilitation of Offenders Act 1974 and also:
– the nature, seriousness and relevance of the offence.
– how long ago the offence occurred.
– one-off or history of offences.
– changes in circumstances,
– decriminalisation and remorse.
A formal meeting will take place face-to-face to establish the facts with the CEO or MD. A decision will be made following this meeting. 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 CEO or MD will evaluate all of the risk factors above before a position is offered or confirmed.
If an applicant wishes to dispute any information contained in a disclosure, they may do so by contacting the DBS. In cases where the applicant would otherwise be offered a position were it not for the disputed information, GLUU may, 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.
Medical Fitness
GLUU is legally required to verify the medical fitness of anyone to be appointed to a post at the company, after an offer of employment has been made but before the appointment can be confirmed.
All applicants are requested to complete a medical questionnaire and where appropriate a doctor’s medical report may be required. This information will be reviewed against the Job Description and the Person Specification for the particular role, together with details of any other physical or mental requirements of the role.
GLUU is aware of its duties under the Equality Act 2010. No job offer will be withdrawn without first consulting with the applicant, obtaining medical evidence, considering reasonable adjustments and suitable alternative employment.
Overseas checks
GLUU, in accordance with the UK Visas and Immigration (UKVI) will, if applicable, sponsor new foreign nationals.
In addition, applicants who have lived/travelled abroad for more than 3 months in the previous 5 years, will need to obtain a criminal record check from the relevant country. The applicant will not be permitted to commence work until the overseas information has been received and is considered satisfactory by GLUU.
From September 2018, where a member of staff has worked in a school in the UK since moving from overseas, without going back overseas, GLUU will not be required to repeat the overseas checks for subsequent appointments.
From 5 September 2016, in accordance with KCSIE 2016, ‘further’ overseas checks will include GLUU conducting a check for information about any teacher sanction or restriction that has been imposed by a professional regarding authority in the European Economic Area (EEA). This check is relevant to applicants for teaching posts in England who have taught in the EEA. It is applicable to both foreign nationals and UK nationals who have taught in the EEA.
Prohibition from teaching check
GLUU is required to check whether staff who carry out “teaching work” are prohibited from doing so.
GLUU asks all applicants for roles which involve “teaching work” (and their referees) to declare in the application form whether they have ever been referred to, or are the subject of a sanction, restriction or prohibition issued by, the Teaching Regulation Agency or other equivalent body in the UK.
It is GLUU’s position that this information must be provided in order to fully assess the suitability of an applicant for a role which involves “teaching work”. Where an applicant is not currently prohibited from teaching but has been the subject of a referral to, or hearing before, the Teaching Regulation Agency (or other equivalent body) whether or not that resulted in the imposition of a sanction, or where a sanction has lapsed or been lifted, GLUU will consider whether the facts of the case render the applicant unsuitable to work at the company.
GLUU carries out this check, and requires associated information, for roles which involve “teaching work”.
In doing so GLUU applies the definition of “teaching work” set out in the Teachers’ Disciplinary (England) Regulations 2012 which states that the following activities amount to “teaching work”:
· planning and preparing lessons and courses for pupils
· delivering lessons to pupils
· assessing the development, progress and attainment of pupils; and
· reporting on the development, progress and attainment of pupils.
The above activities do not amount to “teaching work” if they are supervised by a qualified teacher or other person nominated by the CEO or MD. If in any doubt or if the applicant has taught previously, or may teach in future, the check will be undertaken, including for sports coaches.
Equal Opportunities Form
Applicants are sent an Equal Opportunities questionnaire to complete once they have been offered the position at GLUU. The form is not used in any decision making and it is optional to complete. The form enables GLUU to monitor the effectiveness of the Equal Opportunities Policy. See Appendix C for the Equal Opportunities form.
Induction Programme
All new employees will be given an induction programme which will clearly identify GLUU policies and procedures, including (at a minimum):
– Safeguarding Policy (including the identity and role of DSL and DDSL)
– Staff Code of Conduct
– Employee Handbook
– Behaviour Policy (Pupils)
– Missing Child Policy
– Bullying (anti bullying) Policy
– Whistleblowing Policy
– Acceptable use of technologies policy (AUP) – within Data Management Handbook
– E-Safety Policy (within Data Management Handbook)
– Employee Handbook
– Privacy Notice
– Part One of KCSIE (update 2021) including Annex A for those that work with children.
– Fire Policy and Procedures
– Fire Evacuation Procedures
– Fire Risk Assessment
– Health and Safety Manual
– Health and Safety Handbook
– Health and Safety Manual – Science (where applicable)
– School Journey – Educational Visits policy
– (For Teacher) Teachers Induction Procedures
The Induction will make clear the expectations which will govern how staff carry out their roles and responsibilities.
Single Centralised Register (SCR) of Members of Staff
In addition to the various staff records kept in GLUU and on individual personnel files, a single centralised record of recruitment and vetting checks (known as the “SCR”). This is kept up-to-date and retained by the HR & Regulatory Compliance Manager. From September 2021, any leavers from GLUU will be removed from the SCR at the end of the academic year. The SCR will contain details of the following: –
– all employees who are employed to work at GLUU
– all employees who are employed as supply staff by GLUU
– all staff of contractors/partners of GLUU on a frequent basis (catering contract staff)
Record Retention / Data Protection
GLUU is legally required to undertake the above pre-employment checks. Therefore, if an applicant is successful in their application, GLUU will retain on their 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 GLUU to discharge its obligations as an employer e.g., so that GLUU may consider reasonable adjustments if an employee suffers from a disability or to assist with any other workplace issue.
This documentation will be retained by GLUU for the duration of the successful applicant’s employment with GLUU. All information retained on employees is kept centrally in a locked and secure cabinet.
In accordance with the Data Protection Act 2018, GLUU will retain the recruitment documentation on all unsuccessful applicants for a period of 12 months, after which time the notes will be confidentially destroyed.
Contractors and agency staff
Contractors engaged by GLUU must complete the same checks for their employees that GLUU is required to complete for its staff. GLUU will confirm that these checks have been completed before employees of the Contractor can commence work for GLUU.
Data Protection
GLUU will comply with its obligations under the relevant data protection legislation.
Appendix A
Application Form
GLUU is legally required to carry out a number of pre-appointment checks which are detailed in the GLUU’s Safer Recruitment Policy. The information you are being asked to provide in this form is required so that the GLUU can comply with those legal obligations should your application be successful.
Position applied for:
How did you hear about the vacancy?
Section 1: Personal details
Title:
Dr/Mr/Mrs/Miss/Ms
Forenames: Surname:
Date of birth: Former name:
Preferred name:
Section 1: Personal details
Teacher registration number (if applicable): National Insurance number:
Address: Telephone number(s):
Home:
Work:
Mobile:
Email address:
Are you eligible for employment in the UK? Yes No
Please provide details:
Do you have Qualified Teacher status? Yes No
Have you read GLUU’s Safeguarding policy? Yes No
Section 3: Education
Please start with most recent
Name of school/college/university
Dates of attendance
Examinations
Subject Result Date Awarding body
From: dd / mm / yy
To: dd / mm / yy
From: dd / mm / yy
To: dd / mm / yy
Section 2: Sanctions, restrictions and prohibitions
Have you ever been referred to, or are you the subject of a sanction, restriction or prohibition issued by, the Teaching Regulation Agency
(previously known as the National College for Teaching and Leadership (NCTL)), any equivalent body in the UK or a regulator of the teaching profession in any other country?
Yes No
Have you ever been referred to the Department for Education, or are you the subject of a direction under section 128 of the Education and Skills Act 2008 which prohibits, disqualifies or restricts you from being involved in the management of an independent school?
Yes No
Have you ever been the subject of a direction under section 142 of the Education Act 2002?
Yes No
If answering “Yes” to any of the questions in Section 2 please provide details on a separate sheet and send this in a sealed envelope marked “confidential” with your application form.
Section 3: Education
Please start with most recent
From: dd / mm / yy
To: dd / mm / yy
From: dd / mm / yy
To: dd / mm / yy
From: dd / mm / yy
To: dd / mm / yy
From: dd / mm / yy
To: dd / mm / yy
Section 4: Other vocational qualifications, skills or training
Please provide details of any vocational qualifications or skills that you possess or training that you have received which you consider
to be relevant to the role for which you have applied.
Section 5: Employment
Current / most recent employer:
Current / most recent employer’s address:
Current / most recent job title:
Date started: Date employment ended (if applicable):
Current salary / salary on leaving:
Do you / did you receive any employee benefits? Yes No
If so, please provide details of these:
Reason for seeking other employment:
Please state when you would be available to take up employment if offered:
Section 6: Previous employment and / or activities since leaving secondary education
Please continue on a separate sheet if necessary
Dates Name and address of employer
Position held and / or duties Reason for leaving
From:
Section 6: Previous employment and / or activities since leaving secondary education
Please continue on a separate sheet if necessary dd / mm / yy
To: dd / mm / yy
From: dd / mm / yy
To: dd / mm / yy
From: dd / mm / yy
To: dd / mm / yy
Section 7: Gaps in your employment
If there are any gaps in your employment history, e.g. looking after children, sabbatical year, please give details and dates.
Section 8: Interests
Please give details of your interests, hobbies or skills – in particular any which could be of benefit for the purposes of enriching its
extracurricular activity.
Section 9: Suitability
Please give your reasons for applying for this post and say why you believe you are suitable for the position. Study the job
description and person specification and describe any experience and skills you have gained in other jobs or similar environments
which demonstrate your ability and aptitude to undertake the duties of the post. Continue on a separate sheet if necessary.
Section 10: Criminal record
GLUU applies for an Enhanced Disclosure from the Disclosure and Barring Service (DBS), including a Children’s Barred List check for all positions at the company which amount to regulated activity. It is unlawful for GLUU 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 GLUU. If you are successful in your application you will be required to complete a DBS Disclosure Application Form. Employment at GLUU is conditional upon the company being satisfied with the result of the Enhanced DBS Disclosure. Any information disclosed will be handled in accordance with any guidance and / or code of practice published by the DBS.
GLUU is exempt from the Rehabilitation of Offenders Act 1974 and is therefore permitted to ask job applicants to declare all convictions and cautions (including those which would normally be considered “spent”) in order to assess their suitability to work with children. However, you are not required to disclose a caution or conviction for an offence committed in the United Kingdom if it has been filtered in accordance with the DBS filtering rules (see Appendix 1 to this form. If you have a criminal record this will not automatically debar you from employment. Instead, each case will be assessed fairly by reference to the company’s objective assessment procedure set out in the Safer Recruitment Policy.
It is a condition of your application that you answer the questions below. Before doing so please read Appendix 1.
Have you received a caution for, or been convicted of, any criminal offence whether in the United Kingdom or in another country? You are not required to disclose a caution or conviction for an offence committed in the United Kingdom which is subject to the DBS filtering rules (see Appendix 1).
Yes No
Is there any relevant court action pending against you? Yes No
If answering “YES” to any of the above, please provide details on a separate sheet and send this in a sealed envelope
marked “confidential” with your application form.
Section 11: References
Please supply the names and contact details of two people who we may contact for references. One of these must be your current or most recent employer. If your current / most recent employment does / did not involve work with children, then your second referee should be from your employer with whom you most recently worked with children. Neither referee should be a relative or someone known to you solely as a friend. GLUU intends to take up references on all shortlisted candidates before interview. The company reserves the right to take up references from any previous employer.
If GLUU receives a factual reference i.e. one which contains only limited information about you, additional references may be sought.
If you have previously worked overseas the company may take up references from your overseas employers.
GLUU may also telephone your referees in order to verify the reference they have provided.
Referee 1 Referee 2
Name: Name:
Organisation: Organisation:
Address: Address:
Telephone number: Telephone number:
Occupation: Occupation:
May we contact prior to Interview? May we contact prior to interview?
Yes No Yes No
Section 12: Recruitment
It is the GLUU’s policy to employ the best qualified personnel and to provide equal opportunity for the advancement
of employees including promotion and training and not to discriminate against any person because of their race,
colour, national or ethnic origin, sex, sexual orientation, marital or civil partnership status, religion or religious belief,
disability or age. All new appointments are subject to a probationary period.
GLUU is committed to safeguarding and promoting the welfare of children and young people and expects all staff and
volunteers to share this commitment.
If your application is successful, GLUU will retain the information provided in this form (together with any
attachments) on your personnel file. If your application is unsuccessful, all documentation relating to your
application will normally be confidentially destroyed 12 months after the date on which you are notified of the
outcome. Please refer to GLUU’s retention of records policy within the Privacy notice for Employment for further
detail on how such information is retained by the company.
How we use your information
Information on how GLUU uses personal data is set out in our Privacy Notices, which can be found at
Section 13: Declaration
· I confirm that the information I have given on this application form is true and correct to the best of my
knowledge.
· I confirm that I am not named on the Children’s Barred List or otherwise disqualified from working with
children or subject to sanctions imposed by a regulatory body, whether of the UK or any other country.
· I confirm that I am not subject to a direction under section 142 of the Education Act 2002 or section 128 of the
Education and Skills Act 2008.
· I understand that providing false information is an offence which could result in my application being rejected
or (if the false information comes to light after my appointment) summary dismissal and may amount to a
criminal offence.
· I confirm that, to the best of my knowledge, I am not disqualified from working in early years provision or later
years provision with children under the age of eight.
Signed:
Date:
Where this form is submitted electronically and without signature, electronic receipt of this form by GLUU will be
deemed equivalent to submission of a signed version and will constitute confirmation of the declaration at Section
13.
Please return this application form via email to info@gluu.tech
Appendix 1 Spent convictions and the DBS filtering rules
Spent convictions
Sentence Rehabilitation period
(in all cases the period commences from the date of the
conviction)
Aged over 18 at the time of the conviction
Aged under 18 at the time of the conviction
· Prison sentence of more than 4 years
· Sentence of imprisonment, youth custody, detention in a young
offender institution or corrective training of over four years
· Sentence of preventive detention
· Sentence of detention at Her Majesty’s Pleasure
· Sentence of custody for life
· Public protection sentences* (imprisonment for public protection,
detention for public protection, extended sentences of
imprisonment or detention for public protection and extended
determinate sentences for dangerous offenders)
· A public protection sentence (the provisions for which are set out
in Part 12 of the Criminal Justice Act 2003 and Part 8 of the Armed
Forces Act 2006 means a sentence of imprisonment or detention,
as detailed above, imposed for specified sexual and violent
offences.
Never Never
Prison sentence of more than 30 months but less than or equal to 4
years
Length of sentence + 7 years
Length of sentence + 3.5 years
Prison sentence, or sentence of detention, of more than 6 months but less than or equal to 30 months
Length of sentence + 4 years
Length of sentence + 2 years
Prison sentence, or sentence of detention, of less than or equal to 6 months
Length of sentence +2 years
Length of sentence + 18 months
Removal from HM Service 1 year 6 months
Service detention 1 year 6 months
Community order or youth rehabilitation order 1 year 6 months
Fine 1 year 6 months
Compensation order Once paid in full Once paid in full
Absolute discharge Spent immediately
Spent immediately
Driving disqualification End of the disqualification
End of the disqualification
Driving endorsement 5 years from the date of conviction
30 months from the date of conviction
Relevant order (include conditional discharge orders, restraining
orders, hospital orders, bind overs, referral orders, care orders and
any order imposing a disqualification, disability, prohibition or other
penalty not mentioned in this table)
End of the order or, if no date given, 2 years from the date of conviction – unless the order states ’unlimited’, ’indefinitely’ or ’until further order’ as in these cases it will remain unspent
End of the order or, if no date given, 2 years from the date of conviction – unless the order states ’unlimited’, ’indefinitely’ or ’until further order’ as in these cases it will remain unspent
Simple caution, youth caution Spent immediately Spent immediately
Conditional cautions youth conditional caution 3 months or when caution ceases to have effect if earlier 3 months or when caution ceases to have effect if earlier
Filtering rules
Certain spent convictions and cautions are considered ‘protected’ and the DBS filtering rules mean that they are not included in a
DBS certificate. Job applicants are not required to disclose protected convictions or cautions. If a protected conviction or caution
is inadvertently disclosed GLUU will disregard that information when making a recruitment decision.
You are therefore not required to disclose information about a spent criminal conviction imposed for an offence committed in the
United Kingdom if you were over 18 years of age at the time of the offence and:
· 11 years have elapsed since the date of the conviction;
· it did not result in a custodial sentence; and
· it was not imposed for a “specified offence”.
You are not required to disclose information about a spent caution issued for an offence committed in the United Kingdom if you
were over 18 years of age at the time of the offence and:
· six years have elapsed since the date it was issued; and
· it was not issued for a “specified offence”.
You are not required to disclose information about a spent criminal conviction imposed for an offence in the United Kingdom if
you were under 18 years of age at the time of the offence and:
· five and a half years have elapsed since the date of the conviction;
· it did not result in a custodial sentence; and
· it was not imposed for a “specified offence”.
You are not required to disclose information about a caution issued for an offence committed in the United Kingdom if you were
under 18 years of age at the time of the offence.
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
Appendix 2 – Childcare Disqualification requirement.
In addition to the Childcare Act 2006 and the Childcare (Disqualification) Regulations 2009 updated 2018 (the
Regulations), it is an offence for the company to employ anyone in connection with our Early Years provision for
education or childcare, or Later Years (children up to aged 8) provision for childcare who is disqualified. It is a
criminal offence for a disqualified person to provide early or later year’s provisions as described above, or to be
directly concerned in its management.
The criteria for which a person will be disqualified from working in connection with early or later year’s provision are
set out in the Regulations. They include:
– being barred from working with children (by inclusion on the Children’s Barred List);
– having been cautioned for, or convicted of, certain violent and sexual criminal offences against children and adults;
– various grounds relating to the care of children, including where an order is made in respect of a child under the person’s care;
– having been convicted or cautioned for any offence involving the death or injury to a child.
Applicants are not required to disclose a caution or conviction for an offence committed in the United Kingdom if it has been filtered in accordance with the DBS filtering riles (see Appendix 1). A person who discloses information which appears to disqualify them form working in early or later year’s provision may apply to Ofsted for a waiver of the disqualification. However, the company cannot appoint any person who is currently disqualified.
Appendix B
Childcare Disqualification Requirements – Self-Declaration Form
Explanatory Note
Given that your role involves providing care for pupils under 8, we need to draw your attention to the requirements
of the Childcare Act 2006 (the Act) and the Childcare (Disqualification) Regulations 2009 (the Regulations) updated
2018 and the related DfE Statutory Guidance.
It is a criminal offence for GLUU to employ a person to work in connection with early or later years provision who is disqualified from doing so under the Regulations. It is also an offence for a disqualified person to provide early or later years provision or to be directly concerned in its management.
In order that we can discharge our legal obligations please answer all of the questions below and then sign and date the declaration at the end of this form.
Should you have any queries about any of the information required or if you wish to discuss any aspects of this further please do contact GLUU’s Designated Safeguarding Lead (DSL) on a confidential basis.
What information do you need to disclose?
The criteria for which a person will be disqualified from working in connection with early or later years provision are set out in the Regulations. They include;
– being barred from working with children (by inclusion on the Children’s Barred List);
– having been cautioned for, or convicted of, certain violent and sexual criminal offences against children and adults;
– various grounds relating to the care of children, including where an order is made in respect of a child under the person’s care;
– having been convicted or cautioned for any offence involving the death or injury to a child.
We have on the form set out the main categories of disqualification. However, should you like further detail about the nature of matters that are covered please see Table A of the DfE Guidance or contact the HR Manager on a confidential basis.
Spent and Filtered convictions
Due to the nature of your work at the company you are obliged to disclose details of all relevant convictions including those which are defined as “spent” under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (2013 and 2020), together with details of any relevant cautions, reprimands or warnings issued from 6 April 2007.
For the avoidance of doubt the company is not asking you to obtain criminal records information about you from the Disclosure and Barring Service. We are asking you to complete the enclosed form to the best of your knowledge only.
The amendments to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (2013 and 2020) provides that when applying for certain jobs and activities, certain convictions and cautions are considered ‘protected’. This means that they do not need to be disclosed to employers, and if they are disclosed, employers cannot take them into account.
Guidance about whether a conviction or caution should be disclosed can be found on the Ministry of Justice website
Confidentiality and Data Protection
All information which is disclosed will be stored securely and will be confidential. It will only be disclosed to specified members of the company’s Board and our professional advisers in order to satisfy ourselves that you are not disqualified under the Regulations. Although we will retain part 2 of this form on your personnel file the remainder of the form will only be retained for as long as is necessary and will be confidentially destroyed once the disqualification checks have been completed and noted on GLUU’s single central register. Where information disclosed requires Ofsted notification (see below) then information will be retained until the conclusion of this
process. It will then be destroyed.
Where irrelevant information is provided the company will shred this as soon as possible.
Ofsted
Should you disclose information which appears to disqualify you from working in early or later years provision then we are required to notify Ofsted. There may be the option of applying to Ofsted for a waiver of the disqualification.
The company’s aim is to help staff through this process and also to ensure that an offence is not committed by staff or the company. GLUU cannot apply for the waiver however, it is a matter for you as an individual but we will seek to support you confidentially during this process. Please do complete the form and do speak to us confidentially about any concerns you may have. Guidance from Ofsted is available at
https://www.gov.uk/government/publications/applying-to-waive-disqualification-early-years-and-childcare-providers
Disqualification – Self-Declaration form
PART 1
Name………………………………………………………………………
Position………………………………………………………………….
Please circle either Yes or No for each question on this form.
When responding please disclose information relating to offences in the UK but also any equivalent
offence overseas.
If you circle Yes to any question then please provide the following information in writing:
1 Details of the order, restriction, conviction or caution and the date that this was made;
2 The relevant court or body and the sentence, if any, which was imposed; and
3 Provide a copy of the relevant order or conviction.
Offences
To the best of your knowledge have you;
Ever been barred from working with children. Yes No
Been convicted of a violent offence against an adult. Yes No
From 6 April 2007 been cautioned, subject to a court order, bound over, received a
reprimand or warning for a violent offence against an adult.
Yes No
Been convicted of a sexual offence against an adult. Yes No
From 6 April 2007 been cautioned, subject to a court order, bound over, received a
reprimand or warning for a sexual offence against an adult.
Yes No
Been convicted of a violent offence against a child. Yes No
Been convicted for any offence involving death or injury to a child. Yes No
From 6 April 2007 been cautioned, subject to a court order, bound over, received a
reprimand or warning for a violent offence against a child.
Yes No
Been convicted of a sexual offence against a child. Yes No
From 6 April 2007 been cautioned, subject to a court order, bound over, received a
reprimand or warning for a sexual offence against a child.
Yes No
Orders relating to the care of children
Has an order ever been made relating to a child in your care? Yes No
Have your children ever been the subject of a child protection order? Yes No
Have you ever been refused an application for registration of a children’s home or
had any such registration cancelled?
Yes No
Have you ever been refused registration for the provision of childcare (including
nurseries, day care and child minding or other childcare), been disqualified from
any such registration or had that registration cancelled?
Yes No
Have you ever been prohibited, restricted or disqualified from private fostering? Yes No
Disqualification – Self-Declaration form
PART 2
Declaration
I confirm that I have completed this form to the best of my knowledge and that I have not
knowingly withheld any relevant information. I understand that a failure to disclose relevant
information now, or the providing of false information, may result in the termination of my employment (or the withdrawal of an offer of employment). I understand that knowingly working in early or later years provision whilst disqualified is a criminal offence.
I understand that I am under an on-going duty to disclose to the company any change in my
circumstances which results in my being disqualified from working in early or later years provision
or in a school or online setting.
I consent to the company retaining Part 1 of this Self-Declaration Form, and any other relevant
information disclosed, for as long as is reasonably necessary for GLUU to establish and document
that I am not disqualified under the Regulations. After that period I understand that the company
will securely shred Part 1 of this form.
I also consent to the company retaining Part 2 of this form on my confidential personnel file for the
duration of my employment so that GLUU may evidence at inspection that it has complied with its
statutory obligations in this respect.
I understand that the company has a duty to disclose any relevant information provided to Ofsted
and I consent to GLUU disclosing this information.
Signature ………………………………………………….
Name: ………………………………………………………
Position…………………………………………………….
Date …………………………………………………………
Appendix C
EQUAL OPPORTUNITIES MONITORING FORM (Optional)
This form is not used in any decision making. You do not have to complete this form but doing so enables us to
monitor the effectiveness of our Equal Opportunities Policy. We recognise the benefits of a diverse workforce. We
are committed to treating all employees with dignity and respect regardless of race, ethnic background, nationality,
colour, gender, trans-gender status, pregnancy, disability, age, sexual orientation, religion or belief. We therefore
welcome applications from all segments of the community.
If you are disabled completing this form enables us to identify any reasonable adjustments you may need for the
interview or role you have applied for.
Please state which job you have applied for and the date of your application.
Job applied for:………………………………………. Date of application:…………………………………………
1. What is your gender (please tick)?
Male Female Do not wish to declare
2. Is your present gender the same as your birth (please tick)?
Yes No Do not wish to declare
3. What is your nationality and/or ethnicity (please tick)?
A White:
B Black / African/ Caribbean or Black British:
C Other Ethnic Group British – English/Welsh/Scottish, Northern Irish Caribbean Arab Irish African Any other ethnic group
Any other white background Any other Black/ African/Caribbean background
D Mixed /multiple Ethnic Groups :
E Asian / Asian British:
F Do Not Wish to Declare
White and Black
Caribbean
Indian
White and Black African Pakistani
White and Asian Bangladeshi
Any other mixed background
Chinese
Any other Asian background
4. What is your age range (please tick)?
16-17 18-21 21-29 30-39
40-49 50-59 60 or over Do not wish to
declare
5. What is your sexual orientation (please tick)?
Heterosexual Bisexual Lesbian Gay Prefer not to say
6. What is your religious or belief system (please tick)? Buddhist Christian Hindu Jewish Muslim Sikh
No Religion Other Do not wish to declare
Appendix D
Recruitment Checklist
Event Notes Date
Completed
Planning Timescales
Person specification/Job Description including expectation to follow all safeguarding procedures
Application Form (state no CVs accepted)
Include commitment to safeguarding on all recruitment materials, including website
Applicant Pack created, including safeguarding information
Statement that DBS/other vetting checks will be completed
Vacancy Advertised Ensure no phrases used could be perceived as discriminatory.
Applications received Scrutiny of dates, gaps, discrepancies and link to
Person Spec,/JDs
Short-listing At least two people involved
Judged against standard criteria used in job description/person specification
References requested Request directly from appropriate referee
Ask specific safeguarding questions
References received Scrutinised against information given on application form
Note issues of concern to be followed up at interview or with referee.
Ensure a min of two references received including one from most recent employer and where worked with children.
Invitation to interview sent out
Include full instructions for the day, including request to bring along proof(s) of identity, evidence of qualifications and right to work in UK. For teachers, proof of QTS.
Interview day – applicants
Copies of documents taken and any issues noted and shared with interview panel for clarification.
Any lack of documents queried and panel agree whether to interview or not.
Interview day – panel Panel must include at least one person who has completed Safer Recruitment training
Panel must include people who are authorised to appoint staff
Panel to have met prior to interviewing and have discussed the questions and assessment criteria
The same people interview every candidate
Interview Check any discrepancies in application form/ references/ identity/qualification evidence
Check suitability to work with children
Explore safeguarding/child protection understanding
Record made of questions/answers
Conditional offer of employment made
Made clear to successful applicant that the offer of employment is conditional on successful vetting and other per-employment checks (e.g. medical) (and for non-teaching posts, a probationary period)
Records of Interview information filed
For unsuccessful candidates – kept from date of appointment of successful candidate plus 12 months (include name of interviewers with safer recruitment training)
For successful candidate – placed in personnel file and kept until termination of employment (in line with data protection timescales for retention of documents)
Evidence of Right to work in UK – kept until termination of employment plus not less than two years
Copies of DBS Certificates – must not be on file but a record of the certificate number and when original seen.
Copies of other evidence may be kept on file until termination of employment plus retention period as per data protection retention period stated in Data Management Handbook.
Enhanced DBS form completed and sent off
For all staff and governors.
DBS Barred List requested
For staff or governors in regulated activity only.
Health Form completed and requested
Prohibition from teaching check completed
Using Teacher Services Prohibition from management check
Known as Section 128 check and completed via Teacher Services
Disqualification check Self-declaration
Charity automatic disqualification check
Self declaration for Governors, Head and Director of Finance and Operations
QTS Check for teachers Confirmation of qualified teacher status, including confirmation that where relevant the probationary period has been completed.
Confirmation statutory induction completed.
Checked via Teacher Services
Overseas Checks Not prohibited or restricted from teaching by another EU country. Completed via Teacher Services up until 31 December 2020. For an EEA teaching candidate from January 2021: The candidate will provide 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.
Police check/Certificate of Good Conduct obtained according to policy
For overseas trained teachers, letter that NARIC has agreed equivalence of qualification with UK standards
Single Central Record All relevant checks recorded on the Single Central Record
Induction completed Including:
Safeguarding Training
Code of Conduct
Read ‘Keeping children safe in education’
See list of other policies in induction in Safer Recruitment Policy
Appendix E
Appendix 2 List of valid identity documents
Group 1: primary identity documents
· current valid passport
· biometric residence permit (UK)
· current driving licence photocard – full or provisional (UK / Isle of Man / Channel Islands and EEA)
· birth certificate – issued within 12 months of birth (UK, Isle of Man and Channel Islands – including
those issued by UK authorities overseas, such as Embassies, High Commissions and HM Forces)
· adoption certificate (UK and Channel Islands)
Group 2a: trusted government documents
· current driving licence photocard – full or provisional (all countries outside the EEA excluding Isle
of Man and Channel Islands)
· current driving licence paper version (UK / Isle of Man / Channel Islands and EEA; full or
provisional)
· birth certificate – issued after time of birth (UK, Isle of Man and Channel Islands)
· marriage / civil partnership certificate (UK and Channel Islands)
· immigration document, visa or work permit (issued by a country outside the EEA. Valid only for
roles whereby the applicant is living and working outside of the UK. Visa / permit must relate to
the non-EEA country in which the role is based)
· HM Forces ID card (UK)
· fire arms licence (UK, Channel Islands and Isle of Man)
All driving licences must be valid.
Group 2b: Financial and social history documents
· mortgage statement (UK or EEA)**
· bank / building society statement (UK and Channel Islands or EEA)*
· bank / building society statement (countries outside the 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)**
· letter of sponsorship from future employment provider (non UK / non EEA only; valid only for
applicants residing outside the UK at the time of application; must be valid at time of application)
· utility bill (UK; not mobile telephone bill)*
· benefit statement – e.g. child benefit, pension (UK)*
· a document from central or local government/ government agency / local council giving an
entitlement – e.g. from the Department for Work and Pensions, the Employment Service ,
HM Revenue & Customs, Jobcentre, Jobcentre Plus, Social Security (UK and Channel Islands) *
· EEA national ID card (must be valid at time of application)
· Irish passport card (cannot be used with an Irish passport; must be valid at time of application)
· cards carrying the PASS accreditation logo (UK and Channel Islands; must be valid at time of
applications)
· letter from Head or College or Principal (for 16-19 year olds in full-time education. This is only
used in exceptional circumstances if other documents cannot be provided; must be valid at time
of application).
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