Protocol 1- Administration and Procedure of Safeguarding Control; Recruitment

Protocol 1a.1



DBS checks

There will not be a need to continuously review although it is recognised best practice to be updated every two years the DBS status of individuals in post in Aberystwyth University who have already been DBS checked. New employees where it is felt appropriate will be subject to a DBS check. The reasons for deciding whether or not a DBS check is necessary should be recorded.

New posts should be reviewed at the stage of preparing the job description.

A DBS check will be required if any of the following roles in the post apply:

(The definition of regulated activity relating to children comprises only)

I. Unsupervised activities: teach, train, instruct, care for or supervise children, or provide advice/guidance on well-being, or drive a vehicle only for children.

II. Work for a limited range of establishments (‘specified places’), with opportunity for contact: for example, schools, children’s homes, childcare premises. Not work by supervised volunteers.

III. Work under (i) or (ii) is regulated activity only if done regularly. (There will follow statutory guidance about supervision of activity which would be regulated activity if unsupervised.)

IV. Relevant personal care, for example washing or dressing; or health care by or supervised by a professional.

V. Registered child minding; and foster-carers.

VI. Any regulated activity under the definition of Schedule 4 of the Safeguarding Vulnerable Groups Act 2006.


1.1  The recruitment checklist below outlines steps which should be taken at different stages of the recruitment process.

Preparing the job description

Analyse the requirements in conjunction if necessary with a DVO or PVO of the post in relation to contact with children and or vulnerable persons. See attached Recruitment KEY document Appendix 3.
Ensure that the person specification reflects the skills and qualities necessary to work with children.
Determine whether the post constitutes a  ‘regulated position’ under the Criminal Justice and Court Services Act 2000,[1] and Safeguarding Vulnerable Groups Act 2006.
 Publicity   Job advertisements and information to candidates should make it clear if the post requires contact with children.
 Information to candidates should make it clear if a DBS check is required.
 Identification and qualifications Ensure that the candidate is asked to provide original certificates of qualifications and photographic personal ID.
Interview Where a job requires contact with children, consider asking questions to demonstrate the candidate’s understanding of child protection and working with children.
References Where roles involve contact with children or vulnerable persons (Vulnerable Groups), references sought should specifically ask whether the referee knows of any reason why the individual is not appropriate to work with children/vulnerable persons. This is in line with DCSF recommended recruitment procedures.
Successful applicants Successful applicants should be informed that any job offer is dependent on satisfactory references and a satisfactory DBS check.
DBS disclosures If a DBS check reveals a conviction, caution or any other information, the chair of the interview panel should meet with a DVO or PVO to determine whether the offer of the post should be withdrawn. Reasons for the decision should be recorded.
Review of DBS checks Where a post is subject to a DBS check, the DBS may be renewed every two years.


1.2 Commercial activities including conferences

Some of the commercial activities held on the University campus may involve vulnerable persons. While it is acknowledged that it is the responsibility of the organisation running the conference to care for individuals attending the conference/event and have the appropriate safeguarding measures in place, e.g. appropriate staff-to-children ratios, be DBS checked if required, The Appropriate department of the University will be responsible for asking the conference organiser visiting the University to provide a copy of their Child Protection/Safeguarding Policy and DBS policy prior to the booking being taken. If the organisation is unable to provide such a policy a Designated Verification Officer (DVO) can provide basic guidance on this matter to the conference organiser. In these circumstances it is suggested that the conference organiser is asked to comply with the University’s Safeguarding Policy.


1.3 External contractors

Occasionally the University engages external contractors to undertake work. This can range from individual freelance workers to larger companies. Depending on the nature of the work and/or the likely contact with vulnerable persons, the University (DVO) will assess whether DBS checks would be appropriate and what information the contractors will need in relation to the Safeguarding Policy. In some cases this may include gaining confirmation from the contractor (as a condition of the contract) that staff have received the required clearance.

Where the purchase of goods/services is not processed via Procurement it will be the responsibility of the individual Department to establish whether the contractor is likely to have any contact with vulnerable persons. Where such contact is likely the Department should contact a DVO or PVO who will advise whether a DBS check is required. Where the purchase is processed via the Procurement Office, information regarding whether a DBS check is required will be raised via the New Supplier Form and will be inserted into the Conditions of Purchase where appropriate. A DVO should be contacted for guidance where required. A similar vetting procedure will be implemented for the engagement of Estates contractors.


1.4 Casual workers and volunteers

If casual workers or volunteers are engaged to undertake duties that will involve contact with vulnerable persons the member of staff responsible for engaging the casual worker/volunteer will be responsible for ensuring the individual(s) is/are made aware of the Safeguarding Policy and Procedures and understand their responsibilities under these documents. Casual workers/volunteers working with vulnerable persons will be required to undergo a DBS Disclosure check.


1.5 Details on Procedure

See appendix 2


1.6 Quick guide Key to determine DBS disclosure check  requirement

See appendix 3

[1] See Section 36 Meaning of Regulated Position