SENSE Learning - Safer Recruitment and Selection Policy

Introduction & Purpose

This policy is the 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 work to avoid any discrimination throughout the recruitment process.

At times, a director may not deem it necessary to advertise a role internally/externally.

Application form

Each candidate will be asked to supply a completed Application Form truthfully and without knowingly omitting or altering information, along with an up to date CV. The candidate will be asked to explain gaps in 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

Candidates will be asked to complete a declaration form prior to interview to declare any unspent convictions, barring or points on a driving license. These will be then reviewed individually if required by a director

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 candidates have been shortlisted they will be sent an invitation to interview including a link to Calendly to book themself into an interview time slot. The candidate has 10 days to book on or get in contact with the HR/Recruitment team before the offer of interview is rescinded, unless there are extenuating circumstances. 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 be conducted by one member of the interview panel and then reviewed after by a second member. 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 Payment 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/Employee 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 2 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/employee 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 employees regardless of job role unless they are on the DBS Update Service. SENse learning will agree to complete payment for all DBS checks carried out including yearly DBS Update Service membership.

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 http://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.

The associate is responsible for signing up to the DBS Update Service in a timely manner (MUST be done within 30 days of the certificate being issued). If this is not done in time, the associate will be asked to cover the cost (around £50) of another DBS certificate being obtained in order for this to be put on the update service.

If you already have a DBS: If you have an Enhanced DBS certificate covering Child workforce or Adult and Child workforce that has been completed within the last year we can accept this provisionally to complete your onboarding whilst we process a new DBS certificate with SENse. Please note we can only accept this if there is less than 3 months from the date of your employment with the company that applied for the DBS certificate for you.

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, including child and adult check

• the reference number of 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 6 months within the last 5 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 Teachers with both QTS and QTLS. We recognize that these qualifications reflect different specialisms across age groups. Associates with QTLS will initially be matched with students aged 14 and above, once a successful working relationship is established, we may review your age-group profile at our discretion to ensure the best possible match for our students’ learning experiences. Please note that maintaining active SET membership is a legal requirement for QTLS holders to retain their status as a qualified teacher in England. If membership lapses, QTLS is no longer recognized as equivalent to QTS by the Department for Education (DfE). SENse Learning is happy for associates without SET membership to continue working with students under the age of 14, however it is strongly recommended that you keep this maintained.

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

We use the external platform RefNow for references. Candidates will receive a link directly in order for them to add all reference details. References must cover all roles from the last 2 years of employment within the last 5 years (employed, self-employed, voluntary) as well as any employment gaps during this time. At least 2 references should be provided from different employers (including most recent or current). Please make sure they include details from your last role working with children. References will be sourced prior to interview, where possible (except where applicants request us not to for current employers).

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 link will be sent upon offer of the role for these details to be provided.

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.

In line with the Data Protection Act 2018, SENse Learning treats all received references as confidential. We will not disclose the contents of a reference to the candidate without the express written consent of the referee.

The Company reserves the absolute right to withdraw an offer of work at any time should any pre-employment checks, including but not limited to references, DBS disclosures, or right-to-work verification, be deemed unsatisfactory by the Company at its sole discretion.

Driving Licence

SENse Learning works with vulnerable young people, and associates are often required to travel between students' homes and transport students on outings. The standards below are designed to be consistent, transparent, and proportionate to the safeguarding risks involved.

Licence requirements

A valid UK driving licence is required for any role involving travel between student locations or the transport of students, unless the role description states otherwise.

All candidates must disclose any current penalty points or endorsements at application stage and provide a DVLA check code so the licence record can be verified. Associates must notify SENse Learning within five working days of any new endorsement, conviction, or change to their licence status during their engagement.

Eligibility based on endorsements

A clean licence is preferred. Where endorsements are present, eligibility is assessed against the offence code, total points, and how recently the offence occurred:

Minor motoring offences (for example SP, TS, or CU codes) with up to 6 points may be considered acceptable. Where points were issued more than three years ago and there are no further offences, this will generally not prevent appointment. More recent or repeated offences will be reviewed by a manager, who will consider the circumstances and the candidate's overall driving history.

Serious offences - including but not limited to drink or drug driving (DR or DG codes), dangerous or careless driving (DD or CD codes), driving without insurance (IN codes), or any disqualification within the last five years - will normally make a candidate ineligible regardless of points currently showing.

Any licence carrying more than 6 points, or any combination of endorsements suggesting a pattern of risk, will normally make a candidate ineligible.

A manager retains discretion to depart from these thresholds in either direction where the specific circumstances justify it, and the reasoning will be recorded.

Vehicle and insurance

Where the role involves travel between student locations or transporting students, associates must have access to a reliable personal vehicle suitable for passengers. The vehicle must hold a valid MOT and be insured for business use covering the activities undertaken on behalf of SENse Learning. Evidence of insurance and MOT must be provided before any transport duties begin and re-verified annually.

Independent travel and safeguarding

For safeguarding reasons - including lone-working protocols and the protection of student address information - associates must be able to travel to student locations independently. The only exception is where an accompanying individual holds a valid DBS registered to SENse Learning.

Ongoing review

Licence status will be re-checked annually via DVLA, and at any point if SENse Learning becomes aware of a change. Final decisions on eligibility, including borderline cases, rest with a manager.

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. The HR team will check in every 3 months with the associate.

We ask you to ensure you have kept your availability for working with us up to date in order for our referrals team to be able to have the most current availability for you when looking to match with a student. Should you wish to be removed from our books please do email HR.

Procedures

Pre-recruitment process

• 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, a 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. A curriculum vitae will only be accepted as the first part of the recruitment process and to complete the recruitment process, a fully completed application form would be required to ensure we adhere to Safer Recruitment guidance.

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

• During the recruitment process we will be doing our Due Diligence which can include searches on social media

• 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 2 years’ worth of references.

• SENse Learning will accept a 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:

  • Verification of the applicant’s identity and right to work

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

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

  • 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

• First Aid (paedeatric) – online (during induction then every 3 years)

• First Aid (adult, for those working with students over 18) - online (during induction then every 3 years)

• INSET days (3 per academic year) – online

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

First Aid - HSE recommends that people also do an annual refresher, and as self-employed associates this is something we suggest you look into doing for your own CPD, but not something that is enforced. This would be at your own cost.