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AMBIT Youth Ltd is committed to a culture of safe recruitment and, as part of that, adopts recruitment procedures that help deter, reject or identify people who might abuse children.


The policy describes in detail those checks that are, or may be, required for any individual working in any capacity with students at any schools or young people in care environments. Youth organisations must act reasonably in making decisions about the suitability of any prospective employee based on checks and evidence including: criminal record checks (DBS checks), Barred list checks and prohibition checks, certification of sporting expertise together with references and interview information.


AMBIT Youth Ltd will follow the Keeping children safe in education guidance (DfE 2020).


  1. The organisation will carry out extensive checks and enquiries on applicants for all positions, including voluntary roles, in accordance with statutory requirements.

  2. No staff member or volunteer will be allowed to take up posts until all checks and enquiries required for that position have been satisfactorily completed.

  3. Checks with the Disclosure and Barring Service will be carried out at the level appropriate to the candidate’s role in the organisation. All staff employed at AMBIT Youth Ltd will undergo and enhanced DBS check.

  4. All job advertisements and application forms will clearly state that the role is a safeguarding role and that applicants will be expected to agree to undergo DBS and other checks as part of safer recruitment practices.

  5. Staff responsible for carrying out recruitment checks should ensure they have a copy of any relevant documents or take relevant issue numbers from documents as proof that the document has been seen.

  6. Checks will be taken out on existing staff where concerns arise regarding their suitability to work with children or a person moves into a post that is a regulated activity.

  7. The Service Manager will be responsible for keeping a Single Central Record of all staff and volunteers who work for the organisation.

  8.  The single central records should include details of all checks carried out and the outcome of these checks or any certificates obtained.

  9. If we, as an organisation, know or have reason to believe that an individual is barred, it will be an offence if we allow the individual to carry out any form of regulated activity. There are penalties of up to five years in prison if a barred individual is convicted of attempting to engage or engaging in such work.


Checks to be taken out - the organisation will verify the following information for all new staff:

  • The applicant’s identity must be verified from their passport or other photographic ID and proof of address must be provided.

  • The applicant’s right to work in the UK must be evidenced through documentation. Only original documentation should be accepted and its validity checked in the presence of the applicant.

  • Where the applicant will be involved in regulated activity, an enhanced DBS check will be taken out, including information from the barred list. If the applicant will begin work before an enhanced DBS check can be completed, a barred list check will be obtained prior to starting work.

  • Enquiries will be made regarding the applicant’s state of physical and mental health to the extent that it may affect their capacity to carry out their role.

  • The organisation will keep copies of the following documents on staff personnel files:

    • documents used as proof of identity such as passports or driving licences;

    • a summary of the DBS certificate (from September 2018 a copy of the DBS certificate may be kept on file);

    • documents that prove the staff member’s right to work in the UK (failure to do so can result in a fine for employing illegal workers).



  • Applicants will be asked to provide a full employment history and details of at least two referees, including previous and recent employers, and who should be a senior member of staff with the authority to provide references. References from colleagues will not be acceptable.

  • All references will be taken up prior to interview and will be requested directly from the referee, including references for internal candidates. Referees will be contacted to resolve any issues that emerge from the references provided.

  • References will be taken up from current employers only; if the applicant is not currently employed, verification will be sought from their previous work as to the dates the applicant was employed and the reasons for leaving the post.

  • Any information provided by applicants as part of an application process will be verified with independent sources and any reference received electronically will be checked to verify the originating source.

  • At least one reference – including the reference from the current/most recent employer, will be verified by a phone call.


DBS checks

  • In order to ensure that people who work in the school are suitable to do so and are not barred from working with children, the organisation will apply to the Disclosure and Barring Service (DBS) for police checks and other barred list information as part of the recruitment process.

  • Full DBS checks which include barred list checks will only be taken out on individuals who are involved in regulated activity. This is defined as close, unsupervised contact on a regular basis involving activities such as:

    • Delivering workshops

    • Training

    • Supervising

    • Care

    • Guidance and advice

    • Driving a vehicle

    • Personal or intimate care.

  • The activity must be carried out regularly as part of the staff member’s day to day responsibilities and the checks will be reasonable in order to safeguard children.

  • Full DBS checks with barred list checks will also be carried out on permanent staff members working for the organisation or unpaid volunteers who regularly work unsupervised at the school and whose work means they have an opportunity for regular contact with children.

  • Other staff, contractors and supervised volunteers who have opportunities for regular contact with children but do not carry out a regulated activity will be subject to an enhanced DBS check but not barred list checks.

  • Decisions on whether a person is carrying out a regulated activity or whether their role provides opportunities for regular contact with children requiring a DBS check will be made by the Service Manager, and the following will be taken into consideration when deciding on this.

    • the age of the children

    • their level of vulnerability

    • the numbers of children in the group

    • the nature of the role

    • opportunities for contact with the children.

  • The organisation has robust procedures for day-to-day staff management and supervision and clear procedures for reporting and acting on concerns. Staff carrying out roles involving regulated activity will be suitably supervised on a regular basis by senior staff carrying out a similar role.

  • The organisation will ensure that all DBS checks carried out on staff are renewed and monitored through the update service.



  • The Service Manager will ensure that the following are carried out in relation to unpaid volunteers.

  • All volunteers will be required to undergo a recruitment process, such as references, DBS and other checks and interviews that is appropriate and proportional to the duties assigned to them.

  • Volunteers who are carrying out a regulated activity, for example being left unsupervised with children or providing personal care to children should be subject to an enhanced DBS check, including barred list information.

  • New volunteers who are not carrying out regulated activity but who have an opportunity for regular contact with children will be subject to an enhanced DBS check but this may not include a barred list check.

  • For other volunteers who are not carrying out regulated activity and do not have regular contact with children, the Service Manager will carry out a risk assessment to decide whether an enhanced DBS check should be carried out depending on:

    • the nature of the role

    • what information is already known about the volunteer

    • what references from work or volunteering activity the volunteer has provided regarding suitability

    • whether the role is eligible for an enhanced DBS check.

  • The organisation will ensure that all volunteers are competent to carry out the duties assigned to them and are only assigned duties that are suitable to their qualification and experience.

  • Volunteers carrying out regulated activity but for whom a DBS check has not been carried out will be suitably supervised by a staff member at all times at a level that ensures the safety of students.

  • All volunteers will be fully inducted in relation to all school policies and procedures.


Last review date: 2 September 2021

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