Introduction

The Tots' Clubhouse Nursery School implements a Safer Recruitment Policy to ensure an effective system is in place to recruit staff, volunteers, students and parent/carer helpers.  Safer Recruitment is our legal duty and is embedded in our culture to ensure that the children in our care come to no harm. 

We have to ensure that individuals with suspicious motives don't target our Nursery School to give them access to children.  We take safeguarding seriously and our policies and processes are robust to help deter or identify anyone who is not suitable to work with children.  During the application and interview process, we look to reveal any discrepancies, inconsistencies, doubts and concerns about suitability. 

We work to the Statutory Guidance, which is available here:

Keeping children safe in education 2021

https://www.gov.uk/government/publications/keeping-children-safe-in-education--2

This policy supports us to determine whether an individual is suitable to work with children, be responsible for the care of children, and have regular contact with children.  It is crucial that our recruitment culture helps to identify and eliminate people who might pose a safeguarding or welfare threat. This policy also covers the recruitment of ex-offenders.

The Tots’ Clubhouse Nursery School is committed to the fair treatment of its staff, potential staff or users of its services, regardless of ethnicity, gender identity, religion, sexual orientation, responsibilities for dependants, age, disability or offending background.  We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates.  We select all candidates for interview based on their skills, qualifications and experience.

We appreciate the challenges of parenting and the availability of suitable employment that fits around family, and takes into account any gaps in employment due to family commitments.  We actively promote equality of opportunity for those who have been out of work during their career.  This should not prevent you from applying and where evidence can be provided, we risk assess these gaps and provide support back into employment.

We actively support the Government's Prevent Agenda to counter radicalism and extremism. 

We have a duty to report any applicant to the Police if they are barred or disqualified from working with children.

Our Safer Recruitment Team Leaders are:

Abigail Grant-Williams, Director: Designated Safeguarding Lead, Level 2 Safer Recruitment Trained (WCC Trained)

Natalie Pullein, Safer Recruitment Lead: Designated Safeguarding Lead, Level 2 Safer Recruitment Trained (WCC Trained)

Jody Summers, Designated Safeguarding Lead (WCC Trained)

Victoria Massam, Designated Safeguarding Lead (WCC Trained)

Millie Riley, Designated Safeguarding Lead (WCC Trained)

Planning for Recruitment

The Tots’ Clubhouse Nursery School will ensure:

• Our culture promotes a positive environment where inappropriate behaviour or language is used or unchallenged.
• Members of the management team responsible for recruitment have completed safer recruitment training and will update their training every 3 years or as and when local, regional or national guidance changes.
• The application form includes a statement showing that it is a criminal offence to apply if the applicant is barred from engaging in regulated activity with children.
• A recruitment timetable will be defined to ensure applicants are clear about the process.
• Every employee, volunteer or student will undergo an induction and will have access to a training service to ensure that they are trained effectively in their role. A Development Needs Analysis is undertaken and support is actioned. The DNA is monitored on a regular basis to identify changes to support needs.
• During probation periods, paid employees are given additional support to enable them to follow The Tots’ Clubhouse Nursery School policies and procedures as set out in the staff handbook.
• The Tots’ Clubhouse Nursery School complies fully with the DBS Code of Practice and undertakes to treat all applicants for positions fairly.  Disclosure information is only used for the specific purpose for which it was requested.  For example: suitability for working, either paid or voluntarily within the setting, and for which the applicant’s full consent has been given. The Tots’ Clubhouse Nursery School undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed.
• Students, volunteers and parents/carer helpers are never left alone with the children
• No applicant is treated unfairly on any grounds including race, colour, nationality, ethic or national origin, religion or religious belief, sex or sexual orientation, marital status, disability, age, and offending background.
• Warwickshire County council will usually be used for all Enhanced Disclosure Barring Service (DBS) checks.

Our Recruitment Process

The Application Pack

• Guidance Notes
• Safeguarding Statement
• Role description
• Person specification
• Self-disclosure Form
• Application Form
• Reference Form

Our recruitment procedure for paid employees:

• An enhanced disclosure check is always carried out for any positions at The Tots’ Clubhouse Nursery School.  If you have your enhanced DBS registered on the update service, we can request your permission and access your data to confirm your details.  If your DBS is not for 'child workforce' related service you will be requested to complete a new DBS and register it with the update service.
• All application forms, job adverts and recruitment briefs will contain a statement that an enhanced disclosure will be requested in the event of the individual being offered the position.
• You will be requested to complete a Criminal Record Self-Disclosure Form if you are short-listed.
• Candidates will receive a job description and person specification for the role applied for.
• Candidates applying for a position must complete our application form.
• Full employment history is asked for on application.  Employment history will be discussed in the interview and candidates will be asked to explain any gaps.  Where there are gaps in employment history, we will complete a risk assessment for these periods.  No applicant will be discriminated because of their gaps for example, to be a stay at home parent, carer of family members, due to illness or disability.
• Two references are required on the application form - the candidate’s last employer will always be asked for a reference.  Where an applicant has had gaps in employment and cannot obtain a suitable employers reference, we will require a reference from a professional who has know the applicant for at least two years.  We will complete a risk assessment for any applicant without an employer's reference.
• Original copies of candidates’ qualification certificates will be seen by the Director/Manager and copies will be made , displayed with permission, and securely stored.
• Discrepancies will be clarified before short-listing.
• At least 2 panel members with Safer Recruitment Training will be involved in the short-listing process - notes moderated and objectivity assured.
• Short-listed candidates are required to attend an interview. During the first interview, a right to work in the UK form is completed with the candidate to make sure they can legally work in UK. This process also requires one form of ID to be seen and checked.
• Interview questions will be to explore an applicants' attitudes to safeguarding.

Once an offer of employment has been made:

• An Enhanced Disclosure Barring Service (DBS) check is carried out if you do not have a suitable one or it is not on the update service.  During this check we will ask for 3 original identity documents.  If you are signed up to the DBS update service, we will require your information and permission to access your data.
• The Tots’ Clubhouse Nursery School will pay for the DBS check to be carried out and the first update service payment, however if the applicant does not complete his/her probationary period successfully (six months), the full payment of the DBS check will be required to be repaid by the applicant. If the applicant leaves from the setting after six months (in addition to the notice period), 50% of the cost of the original DBS check will be required to be repaid by the applicant.
• A physical and mental health declaration form is completed which must satisfy us that the candidate is suitable to care for children.  A physical and mental health risk assessment will be completed 
• A photocopy of one item of photographic ID is taken for their personal file to support the candidate’s right to work in the UK.
• Both referees will be contacted, and references sought.
• A disclosure of criminal record and disqualification declaration for early year’s settings is completed annually, if the person is employed for more than a year.
• Teacher Services will be used to check any teacher being considered for employment.

https://www.gov.uk/guidance/teacher-status-checks-information-for-employers

• We will check someone's criminal record as an employer.

https://www.gov.uk/dbs-check-applicant-criminal-record

• Disqualification under the Childcare Act 2006 still applies.
• For overseas applicants, a relevant check will be obtained.

https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants

Specific procedures relating to self-disclosure (self-disclosure form):

• Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of your offences. We encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover to the Director/Manager and we guarantee that this information will only be seen by those who need to see it as part of the recruitment process.
• Unless the nature of the position allows The Tots’ Clubhouse Nursery School to ask questions about your entire criminal record, we only ask about unspent convictions as defined in the Rehabilitation of Offenders Act 1974. We ensure that all those at The Tots’ Clubhouse Nursery School who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders e.g. the Rehabilitation of Offenders Act.
• At interview or in a separate discussion we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. We make certain that every subject of a DBS is aware of the existence of the DBS Code of Practice and make a copy available, upon request. We undertake to discuss any matter revealed in an enhanced disclosure with the person seeking the position before withdrawing a conditional offer of employment.

Our recruitment procedure for volunteers:
(We class these as adults 18 and over)
 

• A volunteer application form is required.
• All candidates are required to attend an interview
• If candidates are successful, they will be invited back to spend supervised time with the children.
• Two references will be sought: a character and professional/employment reference
• Original copies of any candidate’s qualification certificates will be seen, and copies will be made.  We require a good standard of English and Maths which is equivalent to a GCSE grade C/5.
• An Enhanced Disclosure Barring Service (DBS) check is completed as necessary.  As a volunteer, we will refund the cost of your DBS if you complete 10 hours of voluntary service.  During this check we will ask for identity documentation (originals), or permission to access your DBS data via the update service if applicable.
• A disclosure of criminal record and disqualification declaration for early year’s settings is completed annually, if the person volunteers for more than a year.
  • A photocopy of 1 item of photographic ID is taken.

Our recruitment procedure for students:
(We class these as up to the age of 18 years and are usually still at school or college wishing to complete Duke of Edinburgh volunteering or similar work experience for example, preparing for )

• A student application form is required.
• All students are required to attend an interview.
• All students 16 years and above require an Enhanced Disclosure Barring Service (DBS) check.  As a volunteer, we will refund the cost of your DBS if you complete 20 hours of voluntary service.  During this check we will ask for identity documentation (originals).
• All students under 16 years old will require two references; one from their school or college and one character reference

Our recruitment procedure for agency staff

• We will confirm with agencies that they have undertaken the relevant checks.

Record Keeping

• Records of recruitment processes will be kept in accordance with the Data Protection Act 2018.

Induction and Training

• All new staff members will be trained and inducted as required including training in the code of conduct and safeguarding, 
• A mentor will be appointed, as required.

Allegations against staff

• Any allegations or concerns against staff should be raised with a Safer Recruitment Lead.
• Allegations of abuse against a child will be referred to the Local Authority's Designated Officer.  They will run the government's Allegations Management Process.

Staff leaving The Tots’ Clubhouse Nursery School

• Every staff member who leaves the employment of The Tots’ Clubhouse Nursery School will be offered an exit interview. Any information supplied during the exit interview is confidential, although relevant feedback which could help improve practice or the experience of staff at The Tots’ Clubhouse Nursery School is fed back discretely on a no names basis as part of the appraisal system. We hope this will improve The Tots’ Clubhouse Nursery School as an employer and give the staff a chance to offer feedback on their experience with us.

Related The Tots’ Clubhouse Nursery School policies include:
- Equal Opportunities

Dated: 12 September 2024 Review date: December 2025