| Date Created | Date 1st Review Date | Date Reviewed | Version | Next Review Date |
| June 2024 | June 2025 |
- Purpose
- Scope
- Responsibilities
- Equality, diversity, and inclusion
- Legislation
- Contacts
- Policy review date
1. Purpose
1.1 This is Egham Park School’s policy on the use of Disclosure and Barring Service (DBS) checks. It covers the recruitment and employment of staff and volunteers with criminal convictions or those who are barred from working with vulnerable groups; the use of disclosures; and the storage and use of information about convictions which have been disclosed by the DBS.
1.2 This policy provides clarity and guidance to those who are or are planning to work at the school and those recruiting them. It explains the processes necessary to protect them, vulnerable groups, and Egham Park School.
2. Scope
2.1 The policy applies to all potential and current staff, including volunteers.
2.2 Egham Park School requires staff employed in certain roles to undergo a DBS check every three years; after a break of service; or sooner if this is a requirement for operational or organisational reasons. In situations where an individual is appointed to, or promoted to, new roles within Egham Park that require a DBS check this will be undertaken if they have not already completed one.
2.3 The school will use a verification supplier, Surrey Safer Staffing, to complete checks and re-checks on its behalf. Re-checks may be also done using the DBS Update Service where appropriate. The Business and Compliance Manager will maintain a central register of all staff checked and roles due to be re-checked every three years as outlined in the policy.
2.4 Egham Park School is a registered user of the Surrey Safer Staffing and will comply with their code of practice and undertakes to treat all applicants and employees fairly and consistently. Egham Park School will not discriminate unfairly on the basis of convictions or other information revealed in a disclosure.
3. Responsibilities
The DBS helps employers make safer recruitment decisions and prevents unsuitable individuals from working with vulnerable groups, including children. It replaces the Criminal Records Bureau (CRB) and Independent Safeguarding Authority (ISA).
3.1 The Principal and Business and Compliance Manager are responsible for ensuring that their job description holds the correct information on DBS checks, in consultation with HR if necessary. They are also responsible for deciding whether it is appropriate to recruit an individual where DBS reports confirm a conviction or other related information, supported by the Principal and their HR company.
3.2 The Business and Compliance Manager is responsible for ensuring that candidates requiring a DBS check are sent a link. The offer will be subject to completion of a satisfactory check, so the business and compliance manager is also responsible for confirming the candidate’s start date once the check has been completed and for issuing letters confirming a re-check is required.
3.3 The Principal is responsible for reviewing returned reports for checks and re-checks and ensuring the system is updated with required information. The Principal is responsible for providing advice and support where there are issues with checks and decisions are required.
3.4 The candidate / employee is responsible for disclosing unspent convictions and relevant information in relation to the role they are applying for or, where they are already employed in the role, for alerting their manager to any new convictions that emerge. The candidate is responsible for completing the disclosure application form and providing the required documents. The employee is responsible for completing a re-check via when prompted to do so.
4. Equality, diversity and inclusion
4.1 In developing this policy we have followed our process for inclusive decision making to help create a working environment where people feel welcomed, valued, and supported.
5. Legislation
5.1 The Rehabilitation of Offenders Act 1974 (Exceptions Order 1975) as amended in 2013.
5.2 The General Data Protection Regulation and the Data Protection Act (2018). Please see the staff fair processing notice for more information on how your personal data will be used by the school..
6. Contacts
6.1 The Principal is responsible for all HR policies. Any queries regarding the policy content should be directed to them.