Safer Recruitment Policy

1. Policy Statement

Skywise Educational Guardianship UK Ltd is committed to safeguarding and promoting the welfare of all international students in our care. We recognise that robust recruitment procedures are essential in preventing people who are unsuitable to work with children from entering the organisation.

This policy is guided by the statutory framework outlined in Keeping Children Safe in Education (2024), AEGIS Guidance on Safer Recruitment (2024), and relevant legal standards. It applies to all staff, volunteers, contractors, and homestay providers including household members over the age of 16.

 

2. Key Safeguarding Contact Details

Designated Safeguarding Lead (DSL):
Ms Zhiying Zheng
07792 766329
tina.zheng@skywisegroup.com

 

3. Scope

This policy covers all aspects of safer recruitment for employees, contractors, volunteers, and homestays (including members of the homestay household aged 16 and above).

 

4. Recruitment and Vetting Procedures

4.1 Job Description and Person Specification

Each vacancy will have a job description that:

●      Clearly outlines the safeguarding duties of the role.

●      Details required and desirable qualifications, experience and values.

●      States the post-holder’s responsibility to safeguard children.

The person specification will include:

●      Motivation to work with children.

●      Ability to form appropriate relationships.

●      Emotional resilience when working with challenging behaviours.

4.2 Advertising

All job adverts will include:

●      A safeguarding statement.

●      Reference to the need for an enhanced DBS check.

●      Requirement for references and checks to be completed.

4.3 Application Form

All applicants must complete a comprehensive application form including:

●      Full identification and former names.

●      Chronological employment and education history.

●      Explanation for gaps in employment.

●      Declaration of criminal history and professional sanctions.

●      Names of two referees (one must be the current or most recent employer).

Applications will not be accepted in CV-only format.

 

5. Scrutiny and Selection

5.1 Shortlisting

At least two trained staff will scrutinise application forms for:

●      Gaps in employment.

●      Inconsistencies or discrepancies.

●      Repeated changes in employment.

5.2 References

Two references are required:

●      One from the current or most recent employer (if applicable).

●      Referees must not be relatives or friends.

●      At least one referee should have known the applicant for a minimum of two years.

References will be:

●      Verified directly (preferably in writing and by phone).

●      Checked for consistency with the application.

●      Investigated further if vague or incomplete.

Note: Open references (e.g. “To whom it may concern”) will not be accepted.

 

6. Interviews

●      A minimum of one person on the panel must have current Safer Recruitment Training (e.g. NSPCC-accredited).

●      Interview notes must be retained as part of recruitment records.

●      Interviews will explore:

o   Attitudes toward safeguarding.

o   Motivation for working with children.

o   Boundaries and professional behaviour.

o   Gaps in employment and references.

 

7. Identity and Right to Work Checks

All shortlisted candidates will be asked to bring:

●      Original ID (passport or birth certificate).

●      Proof of address (e.g. bank statement or utility bill).

●      Evidence of qualifications.

●      Evidence of the right to work in the UK.

 

8. DBS and Barred List Checks

                                                                                        
All staff, volunteers and homestays (including all homestay members aged 16 and over) must have been issued with a DBS certificate (PVG or disclosure check in Scotland) relevant to their role, prior to employment or hosting. A record should be kept of the date on which the DBS certificate was checked by Skywise, recording the certificate number and date of issue.

If staff or homestays are providing a ‘regulated activity’, Skywise  is required to undertake a children’s barred list check in addition to the enhanced DBS check. Skywise will be required to obtain written permission from all individuals before any DBS checks can be undertaken. AEGIS asks that Skywise performs its own DBS checks unless the certificate holder is signed up to the DBS Update Service, in which case the original certificate must be viewed and an online check should be carried out with the written permission of the certificate holder. A formal record of the checks should be maintained.

 

                                        

Where a DBS certificate (for a member of staff, homestay or homestay family member) lists a previous conviction, Skywise must complete a written risk assessment to determine whether the member of staff is suitable to work with children, or if the homestay would be suitable to host students. If Skywise is in any doubt as to whether or not an individual is suitable to host students, they should seek guidance from the homestay’s Local Authority                                                      

In line with AEGIS guidance, Skywise requires staff and homestays to register with the DBS Update Service wherever possible, so that annual online checks can be conducted with their written consent. If an individual is not registered with the DBS Update Service, DBS certificates should be renewed every three years.

Regulated Activity Guidance (Gov.uk)

 

9. Overseas Criminal Records Checks

An overseas check should be undertaken if a member of staff, volunteer or homestay member has lived or worked abroad for more than 3 months in the last five years. A police check should be obtained from the country where the individual lived. The Government has a document that explains the different procedures for each country. Should the country be unable to provide a check, Skywise should undertake additional checks to satisfy itself that the individual is suitable, such as obtaining an additional reference and conducting a risk assessment.

Overseas Checks Guidance (Gov.uk)

 

10. Risk Assessments

●      Any positive disclosure from a DBS or overseas check will be risk-assessed by the DSL.

●      The assessment will be recorded, dated, and retained securely.

●      Local Authority advice may be sought if required.

 

11. Online Screening

Shortlisted candidates may be subject to online screening to:

●      Identify any safeguarding risks.

●      Check for behaviour or content that may bring the organisation into disrepute.

 

12. Single Central Record (SCR)

Skywise will maintain an up-to-date SCR that includes:

●      Identity and right to work checks.

●      DBS certificate details.

●      Barred list check dates.

●      References and qualifications.

●      Overseas check status.

●      Safer Recruitment training dates.

 

13. Homestay Recruitment

13.1 Application and Checks

●      Homestays complete a full application form and declare all convictions.

●      Identity and address will be verified during the initial visit.

●      All household members aged 16+ require enhanced DBS checks.

●      If s homestays are providing a ‘regulated activity’, Skywise  is required to undertake a children’s barred list check in addition to the enhanced DBS check

13.2 References

                                                                      
For homestays, One professional reference,at least one of these references should ideally be from a professional person and referees must not be related to the primary carer. Open references (e.g. To whom it may concern) may not be accepted.
 

References will be:

●      Verified directly (preferably in writing and by phone).

●      Checked for consistency with the application.

Investigated further if vague or incomplete.        

 

13.3 Initial Visits and Safeguarding Interviews

●      A member of Skywise staff will conduct a home inspection.

●      Interviews will assess safeguarding awareness, home suitability, and motivation.

13.4 Induction and Monitoring

●      Homestays receive a Homestay Handbook and safeguarding policy.

●      Annual visits and spot checks are conducted.

●      Homestays must inform Skywise of any household changes.

 

14. Post Appointment: Induction and Training

All new staff and homestays will:

●      Complete Level 1 Safeguarding and Child Protection training.

●      Receive the Safeguarding Policy, Staff Code of Conduct, and Whistleblowing Procedure.

●      Participate in refresher training annually.

Safer Recruitment panel members must complete:
🔗 NSPCC Safer Recruitment Training

15. Maintaining a Safer Culture

Skywise promotes a culture where:

●      Staff and students are empowered to raise concerns.

●      Safer recruitment procedures are embedded in all HR practices.

●      Ongoing monitoring, induction and review help maintain high standards.

Useful Links and Legal References

●      Keeping Children Safe in Education (2024)

●      Regulated Activity Guidance

●      Overseas Criminal Records Check

●      NSPCC Safer Recruitment Briefing

●      Data Protection & ICO Guidance

 

Review This policy will be reviewed annually or following significant changes in legislation or practice.

 

 

 

Last reviewed: Mrs Katherine Lee 01/03 2025
Next review due: 01/03/ 2026