Portsmouth Darts Academy

Safer Recruitment Policy

The safe recruitment of Volunteer volunteers is the first step to safeguarding and promoting the welfare of children in out of Academy settings. Portsmouth Darts Academy is committed to safeguarding and promoting the welfare of all members in its care. The Academy expects all volunteers to share this commitment.

AIMS AND OBJECTIVES

The aims of the Safer Recruitment policy is to help deter, reject or identify people who might abuse pupils or are otherwise unsuited to working with them by having appropriate procedures for appointing volunteers.

The aims of the Academy’s recruitment policy are as follows:

  • to ensure that the best possible volunteers are recruited on the basis of their merits, abilities and suitability for the position;
  • to ensure that all applicants are considered equally and consistently;
  • to ensure that no 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 non-statutory guidance published by the Department for Education (DfE), and any guidance or code of practice published by the Disclosure and Barring Service (DBS); and
  • to ensure that the Academy meets its commitment to safeguarding and promoting the welfare of children and young people by carrying out all necessary pre-employment checks.

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

The Academy has a principle of open competition in its approach to recruitment and will seek to recruit the best applicant for the role. The recruitment and selection process should ensure the identification of the person best suited to the role at the Academy based on the applicant’s abilities, qualification, experience and merit as measured against the role description and person specification.

If a member involved in the recruitment process has a close personal or familial relationship with an applicant they must declare it as soon as they are aware of the individual’s application and avoid any involvement in the recruitment and selection decision-making process.

The Academy aims to operate this procedure consistently and thoroughly while obtaining, collating, analysing and evaluating information from and about applicants applying for roles.

ROLES AND RESPONSIBILTIES

It is the responsibility of the Academy Director to:

  • Ensure the Academy has effective policies and procedures in place for recruitment of all volunteers in accordance with guidance and legal requirements.
  • Monitor the Academy’s compliance with them.
  • Ensure that the Academy operates safe recruitment procedures and makes sure all appropriate checks are carried out on all volunteers who work at the Academy.
  • Promote welfare of children and young people at every stage of the procedure.

Definition of Regulated Activity and Frequency

Any position undertaken at, or on behalf of the Academy will amount to “regulated activity” if it is carried out:

  • frequently, meaning once a week or more; or
  • overnight, meaning between 2.00 am and 6.00 am; or
  • satisfies the “period condition”, meaning four times or more in a 30-day period; and
  • provides the opportunity for contact with children.

Roles which are carried out on an unpaid/voluntary basis will only amount to regulated activity if, in addition to the above, they are carried out on an unsupervised basis.

The Academy is not permitted to check the Children’s Barred List unless an individual will be engaging in “regulated activity”. The Academy is required to carry out an enhanced DBS check for all volunteers who will be engaging in regulated activity. However, the Academy can also carry out an enhanced DBS check on a person who would be carrying out regulated activity but for the fact that they do not carry out their duties frequently enough i.e. roles which would amount to regulated activity if carried out more frequently.

RECRUITMENT AND SELECTION PROCEDURE

Advertising

To ensure equality of opportunity, the Academy 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 the Academy’s commitment to safeguarding and promoting the welfare of children.

All documentation relating to applicants will be treated confidentially in accordance with the Data Protection Act (DPA18).

Application Forms

Portsmouth Darts Academy uses its own application form and all applicants for employment will be required to complete an application form containing questions about their suitability for the role. Applicants submitting an incomplete application form will not be shortlisted.

The application form will include the applicant’s declaration regarding convictions and working with children, and will make it clear that the post is exempt from the provisions of the Rehabilitation of Offenders Act 1974. CVs will not be accepted.

It is unlawful for the Academy to recruit anyone who is barred from working with children. It is a criminal offence for any person who is barred from working with children to apply for a position at the Academy. 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 referral to the police and/or the DBS.

Role Descriptions and Person Specifications

A role description is a key document in the recruitment process, and must be finalised prior to taking any other steps in the process. It will clearly and accurately set out the duties and responsibilities of the role.

The person specification is of equal importance and informs the selection decision. It details the skills, experience, abilities and expertise that are required to do the role. The person specification will include a specific reference to suitability to work with children.

Interviews

There will be a face-to-face interview wherever possible, and 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 role description and meet the person specification. It will enable the panel to explore any anomalies or gaps which have been identified in order to satisfy themselves that the chosen applicant can meet the safeguarding criteria.

Any information in regard to past disciplinary action or allegations, cautions or convictions will be discussed and considered in the circumstance of the individual case during the interview process, if it has been disclosed on the application form.

At least one member of any interviewing panel will have undertaken safer recruitment training or refresher training as applicable.

All applicants who are invited to an interview will be required to bring evidence of their identity, address and qualifications. Original documents will only be accepted and photocopies will be taken. Unsuccessful applicant documents will be destroyed 6 months after the recruitment programme.

If it is decided to make an offer following the formal interview, any such offer will be conditional on the following:

  • the agreement of a mutually acceptable start date
  • verification of the applicant’s identity (if not previously been verified);
  • for positions which involve “Coaching”;
    •  i. the Academy being satisfied that the applicant is not, and has never been, the subject of a sanction, restriction or prohibition  which, in the Academy’s opinion, renders the applicant unsuitable to work at the Academy; and
    • ii. the Academy 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 the Academy or which, in the Academy’s opinion, renders the applicant unsuitable to work at the Academy;
  • where the position amounts to “regulated activity the receipt of an enhanced disclosure from the DBS which the Academy considers to be satisfactory;
  • where the position amounts to “regulated activity” confirmation that the applicant is not named on the Children’s Barred List ;
  • confirmation that the applicant is not subject to a direction under section 142 of the Education Act 2002 which prohibits, disqualifies or restricts them from providing education at an Academy, or working in a position which involves regular contact with children;
  • verification of the applicant’s medical fitness for the role;
  • 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 Academy deems a requirement for the post, or which the applicant otherwise cites in support of their application (where not previously verified).

Whether a position amounts to “regulated activity” must therefore be considered by the Academy in order to decide which checks are appropriate. It is however likely that in nearly all cases the Academy will be able to carry out an enhanced DBS check and a Children’s Barred List check.

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.

The Rehabilitation of Offenders Act 1974

The Rehabilitation of Offenders Act 1974 does not apply to positions which involve working with, or having access to, children. Therefore, any convictions and cautions that would normally be considered ‘SPENT’ must be declared when applying for any position at Portsmouth Darts Academy.

DBS (Disclosure and Barring Service) Check

The Academy applies for 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 Academy 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. Unregulated activity roles are subject to a basic disclosure check.

It is the Academy’s policy that the DBS disclosure must be obtained before the commencement of employment of any new employee.

It is the Academy’s policy to re-check employees’ DBS Certificates every three years and in addition any employee who takes leave for more than three months (ie maternity leave, career break etc) must be re-checked before they return back to work.

DBS checks will still be requested for applicants with recent periods of overseas residence and those with little or no previous UK residence.

Portability of DBS Certificates Checks

Volunteers may wish to join the DBS Update Service if they are likely to require another check in the future. Applicants may sign up to the Service for a fee of £13 per annum, which is payable by the applicant.

This allows for portability of a Certificate across employers. The Academy will:

  • Obtain consent from the applicant to carry out an update search.
  • Confirm the Certificate matches the individual’s identity.
  • Examine the original certificate to ensure that it is for the appropriate workforce and level of check, ie enhanced certificate/enhanced including barred list information.

The Update check would identify and advise whether there has been any change to the information recorded, since the initial Certificate was issued. Applicants will be able to see a full list of those organisations that have carried out a status check on their account.

DBS Certificate

The DBS no longer issue Disclosure Certificates to employers, therefore employees/applicants should bring their original Certificate to Portsmouth Darts Academy.

Dealing with convictions

The Academy operates a formal procedure if a DBS Certificate is returned with details of convictions. Please also see ‘Recruitment of Ex-offenders’ policy and procedure.

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 Academy Director. 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 Academy DIrector 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, the Academy 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.

Proof of identity, Right to Work in the UK & Verification of Qualifications and/or professional status

All applicants invited to attend an interview at the Academy will be required to bring their identification documentation such as passport, birth certificate, driving licence etc. with them as proof of identity/eligibility to work in UK in accordance with the Immigration, Asylum and Nationality Act 2006 and DBS identity checking guidelines. The Academy does not discriminate on the grounds of age.

Where an applicant claims to have changed their name by deed poll or any other means (eg marriage, adoption, statutory declaration) they will be required to provide documentary evidence of the change.

In addition, applicants must be able to demonstrate that they have actually obtained any academic or vocational qualification legally required for the position and claimed in their application form.

Medical Fitness

The Academy is legally required to verify the medical fitness of anyone to be appointed to a post at the Academy, 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 Role Description and the Person Specification for the particular role, together with details of any other physical or mental requirements of the role.

The Academy is aware of its duties under the Equality Act 2010. No role offer will be withdrawn without first consulting with the applicant, obtaining medical evidence and considering reasonable adjustments.

Record Retention/Data Protection

The Academy is  required to undertake the above pre-recruitment checks. Therefore, if an applicant is successful in their application, the Academy 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 the Academy to discharge its obligations as an employer, eg so that the Academy 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 the Academy for the duration of the successful applicant’s volunteering with the Academy. All information retained on volunteers is kept centrally by the Academy Director.

Portsmouth Darts Academy will retain all interview notes on all unsuccessful applicants for a period of 6 months, after which time the notes will be confidentially destroyed (ie shredded). The 6-month retention period is in accordance with the General Data Protection Regulations (GDPR) [DPA18].

Ongoing Volunteering

Portsmouth Darts Academy recognises that safer recruitment and selection is not just about the start of volunteering, but should be part of a larger policy framework for all volunteers. The Academy will therefore provide ongoing training and support for all volunteers, as identified through the Annual Review/appraisal procedure.

Leaving Employment at Portsmouth Darts Academy

Despite the best efforts to recruit safely, there will be occasions when allegations of serious misconduct or abuse against children and young people are raised. This policy is primarily concerned with the promotion of safer recruitment and details the pre recruitment checks that will be undertaken prior to employment being confirmed. Whilst these are pre-recruitment checks the Academy also has a legal duty to make a referral to the DBS in circumstances where an individual:

  • has applied for a position at the Academy despite being barred from working with children; or
  • has been removed by the Academy 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.

Visiting Speakers (and Prevent Duty)

The Prevent Duty Guidance requires the Academy to have clear protocols for ensuring that any visiting speakers, whether invited by volunteers or by pupils, are suitable and appropriately supervised.

The Academy is not permitted to obtain a DBS disclosure or Children’s Barred List information on any visiting speaker who does not engage in regulated activity at the Academy or perform any other regular duties for or on behalf of the Academy.

All visiting speakers will be subject to the Academy’s usual visitors protocol which includes being escorted by a fully vetted volunteer between appointments.

The Academy will also obtain such formal or informal background information about a visiting speaker as is reasonable in the circumstances to decide whether to invite and/or permit a speaker to attend the Academy. In doing so, the Academy will always have regard to the [Visitors and Security Policy], the Prevent Duty Guidance and the definition of “extremism” set out in KCSIE which states:

“’Extremism’ is vocal or active opposition to fundamental British values, including democracy, the rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs. We also include in our definition of extremism calls for the death of members of our armed forces, whether in this country or overseas. Terrorist groups very often draw on extremist ideas developed by extremist organisations.”

In fulfilling its Prevent Duty obligations the Academy 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.

Additional Notes

Under no circumstances will the Academy permit an unchecked volunteer to have unsupervised contact with pupils.

In addition the Academy will seek to obtain such further suitability information about a volunteer as it considers appropriate in the circumstances. This may include (but is not limited to the following):
• formal or informal information provided by volunteers, parents and other volunteers;
• character references from the volunteer’s place of work or any other relevant source; and
• an informal safer recruitment interview.

Monitoring and Evaluation

The Academy Director will be responsible for ensuring that this policy is monitored and evaluated throughout the Academy. This will be undertaken through formal audits of role vacancies and a yearly audit.