The purpose of this policy is to ensure that anyone employed or contracted by Bristol Childcare, or any volunteers (where appropriate) are checked by the Disclosure and Barring Service (DBS).
- When an individual has accepted a position with BCC they will have an induction session. This will happen as soon as reasonably possible, taking into account the individual’s current working commitments. Part of the induction is to complete a DBS application. As per DBS guidance* and Keeping Children Safe in Education (KCSIE), we undertake an enhanced check and a check of the DBS barred list** (children) for all our staff.
- If the candidate is already on the Update Service, they are asked to bring their DBS certificate to the induction. We will check what is on the certificate and take a note of the certificate number which is used to do a status check on the Update Service, with permission. This is done during the recruitment process if possible. If the person does not have the appropriate level of check, we will redo the DBS application and Update Service application.
- DBS applications are made with Atlantic Data.
- If the DBS check is not complete before the individual’s employment starts, they are allowed to start work but are not left unsupervised with any children. This is only in exceptional circumstances and if the DBS check has been applied for, in accordance with DBS Guidance.
- As soon as the DBS certificate arrives the member of staff gives it to the nursery manager who will check it and enter the certificate number on the DBS Staff Status document (folder 6.2). The certificate number is also noted on the Single Central Record. The certificate is given back to the employee. The manager will then assist the member of staff to apply to the Update Service. There is a time limit between the issue of the certificate and when someone can apply to the Update Service so managers must ensure staff bring in their certificate in a timely manner.
- Being part of the Update Service means that any changes to a DBS status can be checked regularly and a DBS certificate does not need to be renewed. The nursery manager does a status check for each member of staff every six months and action is taken as appropriate. Update Service status is also checked before 30-day probation meetings and before probation sign off. Dates of checks are recorded on the DBS Staff Status document.
- Each person is responsible for making, and paying for, their own Update Service application, with support from their manager. Staff must keep a record of their certificate number, the issue date and their unique ID number.
- The nursery manager will check each month who is due to renew their Update Service subscription and will remind them to do this. The manager will follow this up with them until resubscription is confirmed and the expiry date is then updated on the DBS Staff Status document.
- If staff fail to keep their Update Service subscription renewed, they must meet the cost of the new DBS certificate. Failure to take responsibility for DBS status could result in disciplinary action.
- All agency staff have DBS checks done as part of their employment with the agency and BCC is provided with certificate numbers.
- The nursery manager will ask any peripatetic staff (eg, French, Stretch and Grow, football teachers) to see their DBS certificates and the number will be entered on the DBS Staff Status document in the “Peripatetic teachers” table for the period that they are attending at the nursery – eg a term or 6 weeks. If the teacher changes for any session due to, for example, sickness then the additional certificate details must be added.
- Adults who help at nursery with special activities on a one-off basis (this could be parents sharing skills or experiences or volunteers), for less than two hours, are not required to have a DBS check. These adults will not be left unsupervised with the children.
- Any contractors working in or on nursery premises will be required to sign the visitor’s register.
- Any contractors, or employees of Elms Farm Associates (who own the nursery properties), who work regularly at the nurseries, will be checked. Staff remain vigilant when contractors are working on the premises and contractors would never be left unsupervised with the children.
- In accordance with the Staff Handbook, staff are expected to declare all convictions, cautions, court orders, reprimands and warnings which may affect their suitability to work with children.
- Bristol Childcare gives all staff regular opportunities to declare all convictions, cautions, court orders, reprimands and warnings which may affect their suitability to work with children. This is done as follows:
- All interviewees are asked to disclose relevant information.
- All new staff complete a Legal Proceedings Declaration (folder 1.3) and a Disqualification Declaration Form (folder 9.8) as part of their induction. A copy of the Relevant Offences under the Disqualification under the Childcare Act 2006 is provided to assist with this.
- All staff complete the Disqualification Declaration Form and Legal Proceedings Declaration as part of their annual appraisal.
- At supervision and appraisal meetings, staff are asked about convictions, disqualification, relationships which might have implications for the safeguarding of children and whether anything has happened that might alter their DBS status or affect their suitability to work with children.
- Should managers have any concerns about whether anything may have happened that might alter a member of staff’s DBS status, they must do a status check on the Update Service
- In accordance with the EYFS (3.19), Bristol Childcare will refer someone to the Disclosure and Barring Service (https://www.gov.uk/government/collections/dbs-referrals-guidance–2) if the person has been:
- dismissed because they harmed a child or put a child at risk of harm;
- dismissed or had their role changed because they might have harmed a child or put a child at risk of harm; or
- BCC was planning to dismiss them for either of these reasons, but they resigned first.
- Managers and senior managers can contact the helpline for help referring someone to DBS: 0300 0200 190
*DBS guidance at:
https://assets.publishing.service.gov.uk/media/6687d04d899a6f92e5d9cd66/Child_workforce_guide.pdf
** all our roles are Regulated Activity –