CSF0033 Model Safer Recruitment Policy for Schools

CSF0033 Model Safer Recruitment Policy for Schools

<p> North Herts ESC Safer </p><p>Recruitment Policy</p><p>2</p><p>Policy reviewed by: Debbie Ansell & Julie Vernon-Hamilton Updated Nov 16 (see text highlighted in yellow) Date: February 2016 Ratified by: Finance & Personnel Advisory Grp Signature:</p><p>Tony Fitzpatrick Date: 17th March 2016 Fequency of review: Bi Annual Date for next review: Spring 2018</p><p>This policy follows the Herts for Learning Model Safer Recruitment Policy for Schools</p><p>Department: Schools’ HR Advisory Team Date of issue: June 2015 Review date: June 2017</p><p>D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 1 1. Introduction</p><p>The purpose of this policy is to set out the minimum requirements of a recruitment process that aims to:  attract the best possible applicants to vacancies;  deter prospective applicants who are unsuitable for work with children or young people;  identify and reject applicants who are unsuitable for work with children and young people.</p><p>2. Identification of Recruiters</p><p>Subject to the availability of training, the school will maintain a position in which at least one recruiter has successfully received accredited training in safe recruitment procedures. Evidence must be held by the Centre that appropriate training was successfully completed and is valid at the time of any recruitment process. Recruiters will also form part of the short listing and interviewing panel.</p><p>3. Inviting Applicants</p><p>3.1 Advertisements for posts, whether in newspapers, journals or on-line, will include the statement:</p><p>“The school is committed to safeguarding children and young people. All post holders are subject to a satisfactory Disclosure and Barring Service (DBS) check.”</p><p>3.2 Prospective applicants will be supplied, as a minimum, with the following:</p><p> job description and person specification;  the school’s child protection policy;  the school’s recruitment policy (this document);  the selection procedure for the post;  the HCC application form, person specification and guidance notes.</p><p>3.3 All prospective applicants must complete, in full, the HCC application form.</p><p>4. Short listing and References</p><p>4.1 Short-listing of candidates will be against the person specification for the post 4.2 Where possible, references will be taken up before the selection stage, so that any discrepancies can be probed during the selection stage. 4.3 References will be sought directly from the referee. References or testimonials provided by the candidate will never be accepted. 4.4 Where necessary, referees will be contacted by telephone or email in order to clarify any anomalies or discrepancies. A detailed written note will be kept of such exchanges. 4.5 Where necessary, previous employers who have not been named as referees will be contacted in order to clarify any anomalies or discrepancies. A detailed written note will be kept of such exchanges. 4.6 Referees will always be asked specific questions about:  the candidate’s suitability for working with children and young people;  any disciplinary warnings, including time-expired warnings, that relate to the safeguarding of children;</p><p>D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 2  the candidate’s suitability for this post. 4.7 School employees are entitled to see and receive, if requested, copies of their employment references.</p><p>5. Secretary of State Prohibition Orders (teaching roles)</p><p>5.1 In all cases where an applicant is to undertake a teaching role of any kind a Prohibition Order check will be made using the Employer Access Online Service. It is anticipated that this will be performed at the shortlisting stage but will in any case be made before any offer of employment is made.</p><p>5.2 Prohibition orders prevent a person from carrying out teaching work in schools, sixth form colleges, 16 to 19 academies, relevant youth accommodation and children's homes in England. A person who is prohibited from teaching must not be appointed to work as a teacher in such a setting. </p><p>5.3 Prohibition orders are made by the Secretary of State following consideration by a professional conduct panel convened by the National College for Teaching and Leadership (NCTL). Pending such consideration, the Secretary of State may issue an interim prohibition order if it is considered to be in the public interest to do so. </p><p>6. The Selection Process</p><p>6.1 Selection techniques will be determined by the nature and duties of the vacant post, but all vacancies will require an interview of short-listed candidates.</p><p>6.2 Interviews will always be face-to-face. Telephone interviews may be used at the short-listing stage but will not be a substitute for a face-to-face interview (which may be via visual electronic link).</p><p>6.3 Candidates will always be required:</p><p> to explain satisfactorily any gaps in employment;  to explain satisfactorily any anomalies or discrepancies in the information available to recruiters;  to declare any information that is likely to appear on a DBS check;  to demonstrate their capacity to safeguard and protect the welfare of children and young people.</p><p>7. Employment Checks</p><p>7.1 All successful applicants are required:</p><p> to provide proof of identity  to complete a DBS application using Herts Guard and receive satisfactory clearance  have a satisfactory certificate of good conduct relating to time spent living outside of the UK, where applicable  to pass a prohibition from teaching check if applicable  to provide actual certificates of professional qualifications, as deemed appropriate by the school  to complete a confidential health questionnaire and be deemed mentally and physically fit to perform the role  to provide proof of their right to work in the United Kingdom  to complete a childcare disqualification declaration if applicable</p><p>7.2 Proof of identity, Right to Work in the UK & Verification of Qualifications and/or professional status. </p><p>All applicants invited to attend an interview at the school will be required to bring their identification documentation such as passport, birth certificate, driving licence etc. with them as proof of</p><p>D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 3 identity/eligibility to work in UK in accordance with those set out in the Immigration, Asylum and Nationality Act 2006 and DBS Code of Practice Regulations.</p><p>In addition, applicants must be able to demonstrate that they have actually obtained any academic or vocational qualification required for the position and claimed in their application form.</p><p>7.3 Fitness to undertake the role</p><p>A confidential pre-employment health questionnaire must be completed to verify 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.</p><p>7.4 Individuals who have lived or worked outside the UK</p><p>When appointing a UK citizen who has lived overseas or a non UK citizen, a Certificate of Good Conduct must be obtained (where possible) from the embassy of the country the applicant has specified they have spent a significant period of time in. This must happen where the applicant has lived or worked (including studying) in a foreign country for a period of 6 months within the last 5 years. </p><p>There are a number of exemptions to this: </p><p>• If the applicant is currently employed by the school and has already provided the certificate, which can be used for future appointments providing that there is no break in service. • Applicants that have spent time overseas as part of Her Majesty Service i.e. Army, Navy, Airforce. • Applicants that are seeking asylum will be unable to provide such documentation, as contacting the embassy may jeopardise their safety.</p><p>If an applicant is unable to provide a Certificate of Good Conduct, evidence must be presented to show that an attempt to obtain a copy has been made. </p><p>Any costs incurred for obtaining a Certificate of Good Conduct must be met by the individual and will not be reimbursed. </p><p>If an applicant is unable to obtain a Certificate of Good Conduct then a Risk Assessment Form must be completed and signed off. All other pre-employment checks must be completed. Keeping Children Safe in Education 2016 states “In addition, schools and colleges must make any further checks they think appropriate so that any relevant events that occurred outside the UK can be considered. These further checks should include a check for information about any teacher sanction or restriction that an EEA professional regulating authority has imposed, using the NCTL Teacher Services’ system”. Alternative checks could include references obtained from all employers abroad in the last five years that clarify that there are no disciplinary records in regard of safeguarding and that the previous employer has no concern regarding the potential employee working with children in a safeguarded environment (see paragraph 4.6). If the outcomes of these references are satisfactory then a risk assessment can be considered to progress the employment process and meet statutory guidance.</p><p>7.5 Childcare Disqualification Declaration</p><p>Where relevant, all applicants must complete a self-declaration form provided by the school in relation to the Childcare Disqualification Regulations 2009. This is to cover circumstances where the individual has a conviction that may result in them being barred from working with children or someone living at the same residential address is barred from working with children. Where a positive</p><p>D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 4 declaration is made a waiver must be applied for from Ofsted, and be satisfactorily granted, before the applicant may commence work.</p><p>This applies to:  Early Years Provision - staff who provide any care for a child up to and including reception age. This includes education in nursery and reception classes and/or any supervised activity (such as breakfast clubs, lunchtime supervision and after school care provided by the school) both during and outside of school hours for children in the early years age range; and</p><p> Later years provision (for children under 8) - staff who are employed to work in childcare provided by the school outside of school hours for children who are above reception age but who have not attained the age of 8. This does not include education or supervised activity for children above reception age during school hours (including extended school hours for co-curricular learning activities, such as the school’s choir or sports teams) but it does include before school settings, such as breakfast clubs, and after school provision. </p><p>8. Offer of appointment</p><p>The appointment of all new employees is subject to the receipt of a satisfactory DBS Certificate, references, medical checks, prohibition checks, childcare disqualification checks and waivers, copies of qualification and proof of identity. </p><p>9. Single Central Record</p><p>The school must keep a single central record, referred to in the regulations as the register. The single central record must cover all staff (including supply staff, and teacher trainees on salaried routes) who work at the school. Confirmation that these checks have been carried out along with the date the check was undertaken/obtained must be logged on this record for all employees of the school.</p><p>10. Induction </p><p>10.1 The school recognises that safer recruitment and selection is not just about the start of employment, but should be part of a larger policy framework for all staff. The school will therefore provide ongoing training and support for all staff.</p><p>10.2 All staff who are new to the Centre will receive induction training that will include the Centre’s safeguarding policies and guidance on safe working practices including:  Keeping Children Safe in Education (part 1)  Safeguarding leaflet, policies and guidance on safe working practices;  Child protection training, policy and procedures including DSP;  Children Looked After policy  SEND Code of Practice chapter 6 ‘Schools’ (pages 91-110)  PREVENT;  FGM awareness  Online/E-Safety policy  Behaviour policy and procedures;  Staff handbook and staff code of conduct;  Data Protection, ICT users policy and procedures  Whistle blowing policy and procedures;  Grievance policy  Harassment and Bullying policy  Performance management policy and the ‘Moving Forward Together’ booklet  H&S policy, induction and procedures D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 5  Handbook specific to the role i.e. Teacher, Classroom Support or Admin </p><p>Induction pack and staff handbook will include a statement on each and where the actual policies can be located and any associated procedures.</p><p>10.3 A 26 calendar week probationary period will apply to all new support staff, regardless of previous local government experience. </p><p>10.4 All new staff will follow the Centre’s Induction/Probationary procedures and will have regular meetings with line managers, assigned mentors and other managers/staff as appropriate within the first 26 weeks. This is in line with the Centre’s Induction and Probationary procedures.</p><p>The mapping process for the safer recruitment of staff is attached (Appendix 1) and must be referred to throughout any recruitment process. It is a working document which is regularly updated, giving an overview of the procedures to be followed.</p><p>D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 6 Appendix 1</p><p>NHESC Mapping Process for Recruitment Procedures Updated November 2016  Always refer to: o DfE ‘Keeping Children Safe in Education’ (most up to date version) o NHESC Safer Recruitment policy  Always ensure the most up to date guidance is followed throughout the recruitment process using Hertfordshire Grid and Herts for Learning HR Portal for information including forms, checklists etc.  Contact Schools HR, Safe Staffing Team departments, if appropriate</p><p>Review  vacant position  need to recruit? Head/Senior Leadership Team(SLT)/  agree job description (& role and responsibility sheet if Centre Business Manager appropriate) (CBM)/Line Manager  agree grade & salary  agree person specification </p><p>Agree</p><p> recruitment process  proforma produced and signed  advert details, ensuring any appropriate Terms and Head/SLT/ CBM Conditions statements are made  time line; date advert goes live, closing date, interview date, short listing meeting date & where etc  tasks involved  personnel involved  short listing & interview panel at least one member of these panels must have completed CP training & Safer Recruitment in Education  information to be included in applicant packs  short listing grid</p><p>Organise recruitment process with HR assistant/ Admin department CBM  written instructions of the process  allocate tasks to personnel with detailed instructions HR Assistant  placing of advert; press, current online LA process etc, being aware of cut off dates for adverts  production and collation of applicant packs to include: o covering letter o job description (& role and responsibility sheet if appropriate) o person specification for the post o Centre’s CP policy o Centre’s Recruitment policy o Information about the Centre o Current HCC application form & person specification along with the appropriate guidelines  overview grid for applicant information  setting up folder on network within the admin team area for the recruitment process  issuing of packs via email & post</p><p>D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 7 Returned Application forms  written instructions of the process CBM  set up a file for the specific post  organise file to include: HR Assistant o overview sheet of applicants o safer recruitment and selection of staff check list o short listing panel members, date of short listing mtg & where o original application forms and other applicant documents o short listing panel grid for each applicant</p><p>Interview / Short listing panel meet to: Usual personnel for interview/short Part 1 listing panel are:  Short list applicants Head/CBM/SLT  Please note: Telephone interviews may be used at the short-listing stage  Looking carefully at HCC application form and person specification to ensure: o essential and desirable attributes are met o consistency of information o gaps in employment o qualifications for the post o follow up areas that requires further investigation i.e. gap in employment</p><p>Part 2 (the details below may already be in draft form but need confirming) Head/CBM/SLT  Discuss and agree: o formal interview questions o venue for the day i.e. BP or BC o interview activities i.e. presentation focus o timetable for candidates i.e. arrival, observing in class, formal interview, social time, lunch, depart o timetable changes, if appropriate o personnel required for the day, including staff from other site who are invited to be at the interview site to meet candidates and be part of the process o general housekeeping arrangements</p><p>D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 8 Invitation to interview pack Process to be organise with HR assistant/Admin department to include: CBM  Written instructions of the process  References to be requested as soon as possible in HR Assistant order to have enough time to look at them before the interview Admin Assistant  details of formal invitation letter advising shortlisted candidates of interview i.e. venue, date, time and any other important information i.e. presentation, parking at BC  Ensure current wording is used on invitation letter regarding identity checks and right to work in the UK see the HCC grid invitation to interview letter  Candidate programme  Reference to or documents which must accompany letter i.e. DBS information and guidance for online registration, criminal declaration form & envelope, medical check information, HCC policy statement for the Recruitment of Ex-Offenders etc. ALWAYS seek latest guidance from the Safe Staffing Team  Update folder on network within the admin team area for the recruitment process</p><p>References  As references are received they are to be scrutinised CBM by interviewing panel  Any discrepancies should be investigated as soon as Head/CBM/SLT possible and if possible before the interview  References should be initial by a member of the interview panel or Headteacher </p><p>Preparation for the interview day  Ensure all documents are produced to include: CBM o Agreed interview questions HR Assistant o Staff copy of programme for the day o Staff timetable of where they are on the day Admin Assistant o Students timetable, if appropriate and with details of changes o Candidate programme for the day o Staff comments sheet o Interview panel’s final comments sheet o Activity task and associated documents o Staff observation sheets o Candidates preferable contact number sheet o Resources for the day i.e. rooms, personnel, clips boards, pens etc o Interview panel packs o Name badges: interview panel & candidates CBM  Ensure catering department are aware of: HR Assistant o rooms being used o room requirements i.e. water, glasses, mints, Admin Assistant/Snr LSA biscuits etc D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 9 o refreshments/lunches etc required throughout the day</p><p>Interview day  Programme for the day displayed i.e. staff work room CBM and Admin offices  Appropriate staff aware of the day’s programme HR Assistant  Staff comment sheets/observation sheets issued  Interview/activity room/rooms set up Admin Assistant Candidates  Welcome arrangements  Housekeeping information CBM  Candidates preferable contact number sheet – must be completed by candidate HR Assistant  Electronic application form to be signed by candidate  Interview day coordinator to ensure programme is Admin Assistant followed  Documentation completed by candidate, if appropriate at this stage  Original documents for evidence of identity, right to work in the UK, current address & qualifications are to be scrutinised and copied. Copies must be signed and dated by the designated member of the admin team</p><p>After the Interview - Decision  Discussion regarding candidates to include: Interview panel o Interview panel o Staff comments/feedback o Activity Observation/feedback  References scrutinised again  Decision: o To appoint yes/no o 1st & 2nd choice candidates o Interview panel’s final comment sheet to be completed Interview panel & CBM, if  Successful candidates verbally informed appropriate  Unsuccessful candidates verbally informed with appropriate feedback if requested </p><p>Formal confirmation of offer  Letter to be issued with details of post, start date etc all CBM subject to satisfactory references, DBS & medical clearance etc HR Assistant  Candidate is asked to respond in writing, accepting the post  Appropriate documentation issued (if not already issued) : DBS information and guidance for online registration, criminal declaration form & envelope, online medical check, HCC policy statement for the Recruitment of Ex-Offenders etc</p><p>D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 10 New Starter  Barred list check CBM  Teacher Prohibition Order check, if appropriate  Completed candidate documentation returned, actioned HR Assistant and issued to appropriate  DBS clearance  Personal file set up in line with LA guidance  New starter forms issued to successful candidate  New starter check list produced & completed</p><p>Contract  Ensure all necessary documentation has been returned CBM  Contract of employment generated, taking into account the most recent Terms and Conditions for teachers and HR Assistant support staff  Single Central Record to be completed</p><p>Review of Recruitment Process CBM  Update/change process if appropriate  Update mapping process if appropriate Head/SLT </p><p>HR/Admin Assistant</p><p>Induction/Probationary Programme  All new staff to the Centre follow the Centre’s Induction CBM programme  All new support/non teaching staff to HCC will be HR Assistant required to successfully complete a 26 probationary period regardless of any previous local government Line Managers service See NHESC Induction and Probationary Programme</p><p>Completion of Induction/Probationary Programme  Post confirmed CBM  Extension to programme & follow up procedure See NHESC Induction and Probationary Programme Line Managers</p><p>Updated November 2016 </p><p>D:\Docs\2018-04-17\0f331fcb06eb7dfd74af76f6aaa2bead.doc 11</p>

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