Safer Recruitment Policy

1. Introduction

StudyBox is committed to safeguarding and promoting the welfare of all children and young people who engage with our tuition services. We recognise that safer recruitment is a vital part of creating a safe learning environment. StudyBox expects all staff, tutors, contractors, and volunteers to share this commitment. We aim to recruit individuals who are suitable to work with children and to deter, reject, or identify those who may pose a risk.

This policy is written in accordance with statutory safeguarding guidance and safer recruitment best practice.

2. Aims and Objectives

The aims of this Safer Recruitment Policy are to:

  • Deter, identify, and reject individuals who may pose a risk to children or who are otherwise unsuitable to work with them.
  • Ensure compliance with safeguarding legislation, including ‘Keeping Children Safe in Education’ and the DBS Code of Practice.
  • Identify and reject applicants who may pose a safeguarding risk.
  • Ensure all recruitment decisions are made based on merit, ability, and suitability.
  • Treat all applicants fairly, consistently, and in compliance with safeguarding legislation.

3. Scope

This policy applies to all individuals engaged by StudyBox, including directors, employees, tutors and volunteers.

4. Roles and Responsibilities

Directors and Senior Management
Directors are responsible for:

  • Ensuring robust safer recruitment procedures are implemented.
  • Ensuring at least one person involved in recruitment has completed safer recruitment training.
  • Monitoring compliance with this policy.
  • Maintaining accurate recruitment and vetting records.
  • Referring safeguarding concerns to relevant statutory bodies where necessary.

5. Definition of Regulated Activity

Regulated activity includes any role that involves regular, unsupervised contact with children during tutoring sessions, either online or in-person. All such roles require an enhanced DBS check with Children’s Barred List information before work begins.

6. Recruitment and Selection Procedure

StudyBox is committed to ensuring recruitment is conducted in a fair, transparent, and safeguarding-focused manner. All job advertisements will clearly state StudyBox’s commitment to safeguarding and that appropriate checks will be undertaken.

Application Stage

All applicants must complete a safer recruitment application form. A CV alone will not be accepted. The application form will require:

  • Full personal details
  • A complete employment history since leaving secondary education, including explanations for any gaps
  • Details of qualifications and relevant training
  • Disclosure of any criminal convictions not protected by law
  • A self-declaration of suitability to work with children

Incomplete applications will not be considered.

Shortlisting

Applications will be analysed to ensure they are complete and to identify discrepancies, anomalies, or gaps in employment history. Any concerns will be explored further.

As part of the shortlisting process, online searches of shortlisted candidates may be carried out, including publicly available information and social media. These searches are undertaken to identify any incidents or concerns that may affect suitability to work with children. Any issues identified will be discussed with the candidate at interview.

References

At least two professional references will be obtained, including one from the candidate’s current or most recent employer. References will:

  • Be requested directly from the referee and not via the applicant
  • Be obtained prior to interview wherever possible
  • Specifically ask about suitability to work with children
  • Be studied and verified
  • Be followed up on where clarification is required

Open or generic testimonials will not be accepted in place of formal references.

Interview

Candidates will attend a face-to-face interview. The interview process will:

  • Assess suitability to work with children
  • Explore safeguarding knowledge and attitudes
  • Include specific safeguarding-related questions
  • Probe gaps in employment history
  • Address discrepancies in the application, references, or online search findings

At least one member of the interview panel will have completed safer recruitment training.

Pre-Employment Checks

No individual will commence unsupervised work with children until all required pre-employment checks have been completed and verified.

7. Pre-Employment and Vetting Procedures

StudyBox will complete the following checks before employment begins:

  • Identity verification
  • Right to work in the UK
  • Enhanced DBS check (including Children’s Barred List where applicable)
  • Verification of qualifications
  • Verification of employment history
  • Two satisfactory references
  • Prohibition from teaching checks (where applicable)
  • Section 128 direction checks (where applicable)

Staff are required to inform StudyBox immediately of any new criminal convictions, cautions, or investigations that arise during employment.

8. Overseas Checks

Applicants who have lived or worked abroad must provide overseas police checks or equivalent documentation to confirm suitability to work with children.

9. Tutors

All tutors must provide written assurance that safer recruitment checks have been completed. We will require a professional reference and a DBS check before work can begin. Unverified individuals will not work unsupervised with children.

10. Volunteers

Volunteers with regular contact with children will require enhanced DBS checks. Unvetted volunteers are never left unsupervised.

11. Induction and Training

All new starters complete safeguarding induction covering StudyBox policies, code of conduct, and reporting procedures.

12. Record Keeping

StudyBox maintains a Single Central Record of all employees and their qualifications, references and DBS checks. Unsuccessful candidate records are securely destroyed in line with GDPR.

13. Monitoring and Review

This policy will be reviewed annually or sooner if safeguarding guidance changes. Directors are responsible for ensuring ongoing compliance and monitoring the effectiveness of safer recruitment procedures.

14. Allegations and Referrals

If an individual is found to have harmed or posed a risk to a child, StudyBox will refer the matter to the Disclosure and Barring Service (DBS) and, where relevant, the Teaching Regulation Agency.

Approval

Approved by: StudyBox Board of Directors
Reviewed: September 2026
Next Review: September 2027