SAFEGUARDING CHILDREN – SCHOOL BASED STAFF
OFSTED REQUIREMENT FOR SCHOOLS TO MAINTAIN A RECORD OF CHECKS ON STAFF.
As you know, the DfES have now issued 3 letters giving details of measures which must be put in
place to meet new Ofsted requirements in relation to child protection. Basically this requires that all
schools must have a complete record confirming that all staff employed in the school have undergone
appropriate employment checks. Particular attention is given to those relating to child protection, but
the requirement also covers identity checks, qualifications and evidence of a right to work in this
country. Attention is also drawn to specific advice and information on these checks in held in the
online Schools Employment Handbook.
The letters were dated 7th July 2006, 19th September 2006 and 31st October 2006. All are available
online at www.teachernet.gov.uk/vettingrecords. This letter is intended to summarise these
documents and to give you details of what is required in relation to child protection checks if you have
been unable to complete your list of to date.
a)
Basic requirement
The basic requirement is that all schools must have and maintain a complete list of staff employed in
the school which includes evidence that appropriate child protection checks have been undertaken
and the date of these checks. A suggested format for the list is given the DfES letter dated 7 th July
2006. The list must be complete and in place by 1st April 2007 and schools will need to be able to
demonstrate that measures are in hand to obtain any missing information up to this date
This requirement will be supported by regulation and form part of future Ofsted inspections
.
b)
Workers to be included on the list
I.
All staff employed in the school who have regular contact with children and ANY staff who
have been appointed since 12th May 2006 regardless of the nature and extent of their
contact.
II.
All staff employed on a supply basis. Please note
III.
c)

Schools must obtain confirmation of clearances from private Agencies before
accepting placements

Supply staff appointed by the school direct will need to undergo the same checks as
their regular colleagues.

Supply teachers who are obtained via the County Council’s on line Supply list will all
have undergone CRB clearance as a prerequisite of their inclusion on the list
All others working in the school who have regular contact including volunteers, specialist
coaches/instructors and governors with roles which include regular contact
Workers not included on the list
I. Contractors staff (e.g. cleaners, grounds maintenance staff, drivers) – these are covered by
separate arrangements with the contractors.
II. Volunteers whose work does not include regular contact with children
III. School governors whose role does not include regular contact
d)
Evidence of appropriate child protection checks
The type of check undertaken depends on the date that current employment in the County
commenced. The situation in Gloucestershire is as follows:
I.
Staff whose employment commenced before 1987
Workers in this group would have been subject to a List 99 check only. Although these checks were
carried out at the time there is no record of the date involved and consequently it is likely that these
checks will need to be carried out again. HR Services will carry out this check where required.
Schools are free to use an equivalent DfES service if they prefer, details are available in the letter
dated 31st October 2006.
If Schools would like this office to undertake this check they should compile a list of staff in this
category for which checks are needed including the following detail:
Full Forenames
Present Surname
Previous Surname(s)
Date of Birth
Teacher Reference No. (if applicable)
Start date
The list should be sent to CYPD HR Services in Shire Hall as soon as possible.
II.
Staff whose employment commenced between 1987 and May 2002
Staff in this group would also be subject to a List 99 check only. However, the County Council’s policy
throughout this period was to undertake criminal background and List 99 checks on all staff with direct
contact with children. Where this was the case the completion of the process would have been
confirmed with the issue of an ER200 Certificate. The date of this certificate, where available from
the school’s records or the individual concerned, can be safely used as confirmation the check.
In those cases where this certificate cannot be located it will be necessary to repeat the List 99 check
and to follow the process given in a) above.
III.
Staff who commenced work May 2002 onwards
Staff in this group who are included on the schools list (see definitions above)are all subject to a full
criminal background check through the CRB.
If the school believes that a check has been undertaken but has no record of the date of the check,
this detail can be obtained from either the Certificate held by the individual concerned or from the HR
office. It would be helpful if any requests for this information could be included on the same list as
requests for repeat List 99 checks using the same format.
If no CRB check has been carried out for any individual, it will be necessary for this check to be
initiated as soon as possible and for the completed application to reach this office by 30th November
2006. Different arrangements apply to these backdated applications and consequently they should be
sent to the HR Team in separate envelopes marked ‘Backdated CRB check’ so that they can be
distinguished from normal applications relating to new appointments.
If you have any queries relating to any of the issues covered in this advice, please contact John Davis
on (01452) 426590 or Barbara O’Mahoney on 425341
HR/JD
10th November 2006.