SENSE Learning - Safer Recruitment and Selection Policy

This Safer Recruitment and Selection Policy is made accessible to all Parents, Students, Local Authorities, Schools and SENse Learning associates.

Person responsible for ensuring that these policies are implemented and reviewed in line with the review dates: Sophie Amos, Operational Director

Introduction & Purpose

This policy is the Safer Recruitment and Selection Process Policy for SENse Learning which will be followed by all members of the Organisation and promoted by those in the position of leadership within the Organisation. SENse Learning is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an organisation we closely follow the Safer Recruitment guidance in order to ensure we protect the children and young people we work with.

It is essential that our approach to recruitment and selection responds to an increasingly competitive market for the best talent. This policy provides a framework for the delivery of flexible recruitment and selection activity, which ensures the best candidates are secured.

Our Recruitment & HR Team will hold delegated responsibility for ensuring that all recruitment processes are delivered in line with this policy.

Policy Principles & Values

SENse Learning will ensure we implement robust safer recruitment practices, identifying and rejecting applicants who are unsuitable to work with children and young people, responding to concerns about the suitability of applicants during the recruitment process, carrying out the necessary pre-employment checks and ensuring all new staff participate in an induction which includes child protection.

The Organisation aims to ensure that no applicant receives less favourable treatment on the grounds of any of the protected characteristics (including race, gender, disability, gender reassignment, age, social class, sexual orientation, religion or belief, marriage and civil partnership, pregnancy and maternity).

Advertising the job

The Organisation will always seek to recruit the best candidate for the job. Vacancies will be advertised externally using the most appropriate advertising medium and sometimes internally via email. All adverts will be written with gender coded language in mind, and work to avoid any discrimination throughout the recruitment process.

Recruitment Pack

Each candidate deemed suitable, by a selection criteria to which all candidates are assessed, will receive a recruitment pack applicable to the role they applied for or which is felt most suitable for them based upon their experience and qualification. All Specialist Teachers are required to have QTS and evidence extensive experience with SEN relevant to the students SENse Learning work with.

Application form

Each candidate is asked to supply a completed Information Form truthfully and without knowingly omitting or altering information. This includes an up to date account of their work history and disclosure of gaps in their employment, along with any disclosures or details they feel could be relevant to the role to ensure our adherence to the Safer Recruitment guidance. With this information, each candidate will be vetted against the criteria set for all candidates applying to that role, to determine their eligibility for interview. All applications should be completed digitally, unless reasonable adjustments are required, which we will do our best to accommodate.

Self-disclosure form

This form (included within the application form) gives the applicant the opportunity to let us know, confidentially, about any relevant criminal convictions, child protection investigations or disciplinary sanctions they have on their record.

Self-disclosure forms contain sensitive, confidential information. Forms should be submitted in a separate, sealed envelope marked 'Confidential'. The details within the form will be kept in the applicants file and in line with GDPR guidance around retention, storage and destruction of records.

Anything disclosed will be reviewed alongside the other relevant checks carried out and discussed with the applicant where necessary.

Selecting Applicants for Interview

The Organisation welcomes applications from all, including those with disabilities and will always seek to ensure that it operates a fair and accessible recruitment and selection process, including making reasonable adjustments where necessary.

All applicants will be asked in advance whether they have any access requirements for the interview, and we aim to respond accordingly to their needs.

Reviewing applications will take place between two members of the HR or management team.

Once an invitation to interview has been sent out, the candidate will have two weeks to respond before the invitation will be rescinded, unless extenuating circumstances are discussed. SENse Learning will take all reasonable steps to ensure that the candidate is aware of the invitation before rescinding.

Interview

All applicants will be asked the same questions (role dependant) so that they are all treated equally. Each interview will include a minimum of two panel members with notes taken for each question asked. This will form the evidence for assessing each candidate after the interviews are complete. We use an interview review and scoring process based on the person and role specification and follow the same criteria for each candidate to ensure applicants are reviewed fairly.

Interviewers are not involved in a recruitment exercise and/or appointment where they are related to an applicant or have a close personal relationship with them outside of work, or where any financial gain can be made due to the Referral Scheme.

All associates are required to declare any familial or close personal relationships with other members of the SENse Learning team.

The Referral Scheme has its own separate policy which can be accessed on request or found in the associate handbook.

Making an offer

Offers will be sent via email from the Recruitment Team. All offers are conditional to the completion of categories set out in the Safer Recruitment guidance such as providing full work history or employment gaps, references totalling the past 6 years without mitigating issues such as gross misconduct dismissal and honest representation throughout the recruitment process. All candidates will be treated with respect and courtesy, aiming to ensure that the candidate experience is positive, irrespective of the outcome.

Withdrawing an offer

SENse Learning reserves the right to withdraw an offer to work with us, for a number of reasons, these could include, but are not limited to:

• Non completion of the SENse Learning onboarding process, including references.

• Any offences and their seriousness including the circumstances which led to the offence (e.g. driving offences deemed serious by a director).

• Any dishonest representation throughout the recruitment process.

• Any unsatisfactory references.

• Any failure to follow guidance available in the policies or in the associate handbook.

• Any failure to provide open and honest communication with SENse Learning.

• A period of four weeks has lapsed with no response from the initial offer.

Confidential information

If the vetting and barring check includes additional information that is marked "in confidence", it will not be discussed with the applicant. This could compromise a criminal investigation or the safety of another person, and may in itself constitute a criminal offence under the Police Act 1997.

If this information means we are withdrawing an offer then it will be sufficient to tell the applicant that, on the basis of checks and references that have been made, we have had to withdraw the provisional job offer.

We will treat all references as confidential which, in line with the Data Protection act, means we are under no obligation to provide to anyone including but not limited to those that make a Subject Access Request.

Pre-Employment checks

Disclosure and Barring checks (DBS Checks)

An enhanced DBS check will be carried out for all associates and staff regardless of job role. SENse learning will agree to complete payment for all DBS checks carried out.

The Enhanced DBS check (Enhanced Disclosure) will show current and spent convictions, cautions, reprimands and warnings held on the Police National Computer; plus any relevant and proportionate information held by local police forces as well as a check of the new Children barred lists where requested.

The DBS application is made online. Details of the I.D. documents required are confirmed with the individual in advance via email as part of the onboarding process. Information and advice can also be found at www.gov.uk.

The applicant is responsible for completing the appropriate declarations honestly and accurately as required by the company. Completing the online application form at the pre- employment stage and providing the identification required. The associate is responsible for informing their line manager immediately if they are subject to criminal proceedings.

Associates will be asked to sign up for and maintain registration with the DBS update service. The DBS update service aims to improve the speed of the recruitment process and enable efficient re- checking on a yearly basis. Once you are working with a SENse student you will be able to claim back the annual subscription charge for remaining on the update service.

HR is responsible for undertaking DBS checks at the pre-employment stage, administering the ongoing application process, checking ID documentation and processing checks with the DBS. This includes;

• Updating systems with DBS disclosure information in line with this policy, providing advice on the next steps if a disclosure is made during the application process.

• Providing advice on the next steps following receipt of a DBS certificate that details disclosures or bars an individual from working with children or vulnerable adults.

• Escalating concerns to the relevant Directors such as concerns including associates continually failing to complete a recheck.

Storing disclosure and barring checks

Copies of disclosure and barring check certificates are not kept and stored unless there is a dispute about the results of the check. Instead, we only keep a confidential record of:

• The date the check was completed.

• The level and type of check.

• The reference number of the certificate.

• Any relevant content from the certificate.

• Whether the DBS certificate is on the update service or not.

• Expiry date of the DBS certificate.

Overseas checks

Individuals who have lived or worked outside the UK for more than 3 months within the last 10 years must undergo the same checks as all other associates and staff. This includes obtaining an enhanced DBS certificate (including children’s barred list information).

In addition, we will make any further checks appropriate so that any relevant events that occurred outside the UK can be considered. Where this information is not available, the Organisation will seek alternative methods of checking suitability and/or undertake a risk assessment that supports informed decision making on whether to proceed.

The process for obtaining an overseas criminal record check varies from country to country. Please note that some countries will only allow the individual to make the application, whereas some allow the employer to do this on their behalf.

Right to work in the UK check

The Right To Work in the UK is an essential part of the role and one that will be checked as part of our recruitment process.

We are unable to provide overseas sponsorship.

QTS / QTLS

SENse Learning works with qualified Teachers who have either QTS or QTLS. These two qualifications grant different skills for different ages in terms of working with our students. Therefore, if you have a QTLS qualification we will look to match you with students aged 16 or above, unless you are a member of SET (Society for Education and Training) in which case this will be working with students aged 14 or above. Once you have established a working relationship with SENse we are happy to review the students you are available to work with, this will be at SENse Learning’s discretion to ensure we are matching our students to the most suitable associates for their learning experience.

Disqualification from working with children

SENse Learning uses the TRA Employer’s Access Service to make prohibition, direction, restriction and children’s barred list checks.

Before appointing teachers, we will check their qualifications, qualified teaching status and their eligibility to work as a teacher.

Concerns

Where references, vetting, disclosure and barring checks or any other relevant pre- employment check reveal concerns about an applicant’s history, SENse Learning will assess whether or not they are suitable to work with children and young people. Discussions will be held with applicants and our Safeguarding team and these will be dealt with sensitively and with empath. Whilst discussions take place we may put any formal offer of an appointment on hold to consider everything thoroughly.

If necessary, we may pass on information to the relevant authorities, such as the criminal records agency, professional bodies or police.

References

SENse Learning requires 6 years worth of references including an applicant's current/previous employer. References will be sourced prior to interview, where possible (except where applicants request us not to for current employers). We use the reference software RefNow to send, chase and verify references.

A link to RefNow will be sent out to applicants who are required to complete all information and submit via software platform. The Reference Guidance form sent to applicants during the recruitment process provides full information as to the list of acceptable referees. If an applicant has requested that a current employer reference is not provided prior to interview, a second RefNow link will be sent upon offer of the role for these details to be provided.

Referees will always be asked specific questions regarding:

• The candidate’s suitability for working with children, young people, and vulnerable adults.

• Any disciplinary warnings, including time-expired warnings, that relate to the safeguarding of children, young people, and vulnerable adults.

• The candidate’s suitability for this post.

Please note onboarding cannot be completed until all references have been received,checked and verified. Applicants therefore cannot start working with any SENse student until this process is complete.

Driving Licence

As we are working with vulnerable people, our preference is that associates are to have a clean driving licence. Any points on the licence will be discussed and reviewed with directorial discretion. When reviewing the points we will take into account the nature of the offence and the circumstances surrounding them, and any final decisions will be made by the operational director.

As the role involves travelling between students’ homes within strict time limits as well as escorting students on trips out of the house, a reliable mode of personal transport suitable for passengers is an essential criteria, unless stated otherwise, depending on the role. To maintain adherence to GDPR guidance, we also require that any associate is able to get to students’ homes independently, unless anyone supporting also has a DBS registered to SENse Learning.

Remaining on our books

If we are unable to match associates with students straight away, our onboarding team will check in at around 3 months to check whether associates still want to remain on our books. We will also recheck with Referrals whether there is a student available or why we cannot match them. After 6 months have passed, the associate will receive an email to let them know that we are unable to match them and therefore will be removing them from our books.

Procedures

Pre-recruitment process

• All full-time and part-time employees involved in recruitment must go through Safer Recruitment
  Training provided by the NSPCC or an approved organisation which is CPD certified.

• Before any recruitment activity, the Organisation will review the job description and person specification to ensure they are up to date and an accurate reflection of what the job entails.

• The person specification will relate directly to the job description. Some criteria may be desirable rather than essential and this will be highlighted.

• For a new role, the job description and person specification will be created for this role.

• The role may be advertised solely internally or externally, some may be advertised both internally and externally. In extenuating circumstances, the Operational Director may waive the need to advertise.

• All applicants are required to complete an application form containing questions about their academic and employment history and their suitability for the role.

• Should there be any gaps in employment history, a satisfactory explanation must be provided at interview.

• Shortlisting will be completed by at least two people to ensure fairness and consistency and prevent bias.

• We also conduct an online search of candidates to see if anything online might affect the
  safeguarding of children or young people. Candidates are informed of this online search

  being conducted at the shortlisting stage.

• The panel will agree their criteria and evidence for selecting for interview; these should be objective, relevant to the role and measurable, and against the person specification.

• The interview panel will scrutinise the application form, reviewing employment history and identifying any gaps, and look to see if the applicant has recently been working abroad.

Safer Recruitment

• SENse Learning will be following Safer Recruitment guidance throughout the recruitment process. This will include Due Diligence checks on social media and through 6 years’ worth of references.

• SENse Learning will accept a brief Information Form and CV in the first instance, though to complete the recruitment process we will require candidates to complete a full application form including work and education history and an explanation for any gaps in employment as well as personal declarations.

Employment offer

• Following the interview, the Recruitment Coordinator will make a conditional job offer to a successful applicant via email. Unsuccessful applicants will also be informed of the outcome via email.

• If it is decided to make an offer of employment following the formal interview, any such offer will be conditional on the following:

1. Verification of the applicant’s identity and right to work.

2. At least two satisfactory references- one of which must be from the applicant’s most recent employer and both must cover 6 years of employment.

3. Receipt of a clear Enhanced DBS certificate (and a clear oversees check where applicable).

4. Clear TRA checks

• These offers will last for a total of one week until they are rescinded, unless there are extenuating circumstances and an extension requested.

• Should any offers of association be declined or not be responded to or, should any associate leave the company, they will have to reinterview for the role should the role still be available.

Training

At SENse we recognise that our greatest asset is our people. To ensure our continued success and to foster a culture of continuous improvement as well as keeping our associates and students safe we are committed to providing training for all our associates.

Once an applicant has agreed to work with SENse, they will complete all mandatory training, including:

• SENse induction training – online.

• GDPR - online.

• Safeguarding - online.

• Safeguarding Adults webinar - online.

• CPI - online annually

• First Aid - online every three years.

• INSET day - online three times a year.

Induction, GDPR, Safeguarding & First Aid training are paid at our training rate upon completion. CPI is paid at either our training rate OR at the session rate if the associate was due to see a student on that day.