Safer Recruitment and Vetting Policy
Whole School
DATE June 2024
REVIEW DATE June 2025
Owner Director /Head of HR /DSL
Version Number: Ver11
Working Date: 19/06/2024
Legal Sign off by:
Date: Type of Policy: Board
Authorised by Safeguarding Board:
Authorised by Board 01/07/2024
Effective date of Policy:
Circulation: Internal, External and Website
PREAMBLE
1.1 The school’s policy for the screening of new employees and volunteers complies with the following pieces of UK legislation and guidelines:
1.1.1 ‘Keeping Children Safe in Education’, (KCSIE), DfE, January 2023
1.1.2 Standards for British Schools Overseas 2023
1.1.3 ISI Handbook for the Inspection of Schools, September 2023;
1.1.4 Rehabilitation of Offenders Act, 1974;
1.1.5 Police Act, 1997;
1.1.6 Protection of Children Act, 1999 and Criminal Justice and Court Services Act, 2000;
1.1.7 Safeguarding of Vulnerable Groups Act, 2006;
1.1.8 The Teachers’ Disciplinary (England) Regulations 2012.
INTRODUCTION
2.1 This policy aims to ensure that fair safer recruitment and selection is always conducted. JESS recognises its staff as being fundamental to its success. A strategic and professional approach to safer recruitment processes help enable JESS to attract and appoint staff in both the academic and administration limbs of the school with the necessary skills, expertise, qualifications, and attributes to fulfil its strategic objectives and make a positive contribution to JESS.
2.2 This policy provides the procedures for appointing new members of staff and the checks that need to be done to ensure the candidate is suitable to be suitable to work in a school having regard to most up to date legislation, regulations, guidance and best practice on safer recruitment and child protection, which is embedded in the school’s collective thinking and practice. It also provides procedures for ensuring that existing staff continue to be suitable to work in the school.
SCOPE
3.1 This policy applies to the safer recruitment and selection of all staff employed and/or engaged at JESS.
RECRUITMENT POLICY STATEMENT
4.1 JESS is committed to providing the best possible care and education to its students, and to safeguarding and promoting the welfare of children and young people. JESS
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is also committed to providing a supportive and flexible working environment to all its members of staff. JESS recognises that, to achieve these aims, it is of fundamental importance to attract, recruit and retain staff of the highest calibre who share this commitment. The aims of JESS's safer recruitment policy are as follows:
4.1.1 JESS is committed to attract, select, and retain staff who will successfully and positively contribute to JESS’s values.
4.1.2 JESS is committed to encourage and motivate UAE and GCC nationals to join its staff having regard to the Emiratisation program.
4.1.3 JESS is committed to safeguarding and promoting the welfare of all its students and expect all staff to share this commitment
4.1.4 JESS seeks to achieve a diverse and inclusive workforce including staff from different backgrounds, with different skills and abilities
4.1.5 JESS is committed to ensuring the safer recruitment and selection of all staff is conducted in a manner that is systematic, efficient, effective and promotes equality of opportunity.
4.1.6 All candidates will be treated fairly and on merit. No individual or potential candidate shall receive more or less favourable treatment or consideration on the grounds of race, colour, ethnic origin, nationality, national origin, religion or belief, gender, age, disability, marital status or pregnancy.
4.1.7 To ensure compliance with all current and relevant legislation, recommendations, guidance and best practice including statutory guidance published by UAE labour law, MoE, KHDA and KCSiE
4.1.8 JESS is committed to ensuring all staff and volunteers/contractors/third parties/supply staff engaged at JESS will receive Safeguarding and Child Protection training.
PURPOSE
5.1 To meet the school’s operational and academic requirements and strategic aims.
5.2 To ensure that safer recruitment processes are fit for purpose.
5.3 To ensure equality of opportunity for all candidates.
5.4 To promote JESS values.
SAFEGUARDING STATEMENT
6.1 Safeguarding is everybody’s responsibility. All staff working at JESS will have some contact with children and young people and will therefore be in a position of trust. Staff with teaching duties will be responsible for the students that they teach and may also have additional specific pastoral or other responsibilities for other students they do not teach. In addition, all staff will regularly interact with students who may seek assistance or otherwise interact with them whilst moving around the school. In all cases, the staff’s responsibility for promoting and safeguarding the welfare of students is to adhere to and always ensure compliance with the school’s Safeguarding and Child Protection policy and procedures to include whistleblowing.
6.2 Staff are required to declare all convictions and cautions (including those which are “spent”) to assess their suitability to work with or continue to work with children and young people.
6.3 JESS is committed to safeguarding and promoting the welfare of children and young people and expects all staff, supply staff, contractors, third parties, visitors, and volunteers to share in this commitment. All staff, supply staff and third parties must be willing to undergo child protection screening, including checks with past employers and provide police clearance checks. Companies and agencies will be required to provide an annual letter of assurance to JESS confirming the background checks they have conducted in relation to their employees deployed to JESS. All staff who have worked as an adult in the UK will also be subject to prohibition from teaching and barring checks through the Department of Education TRA portal
EQUALITY, DIVERSITY AND INCLUSION
7.1 Valuing the differences between people and understanding the positive benefits for JESS of employing a diverse range of talented individuals is crucial. A positive approach to diversity allows for the selection of the best individual for the role based on merit alone and free from bias on the grounds of factors that are not relevant to the individual’s ability to perform the role.
7.2 Employment and progression will be determined solely by the application of objective criteria, personal performance, and merit. No candidate will be placed at a disadvantage by requirements or conditions which are not necessary to the performance of the role, or which constitutes indirect unfair discrimination.
7.3 Safer recruitment and other employment decisions and procedures will be monitored and reviewed to ensure that everybody is treated fairly. Where there is underrepresentation of groups, the circumstances will be investigated and, where appropriate, practical measures taken to remedy the situation. The composition of the existing employees and of candidates for roles will be monitored in terms of ethnicity, gender, and certain age groups, including the number of people with disabilities within the groups.
7.4 Safer recruitment and selection will be conducted in a fair and equitable manner.
7.5 Interviews will be conducted on an objective basis and personal or home commitments will not form the basis of employment decisions except where necessary.
7.6 Documentation relating to candidates will be treated confidentially by all staff involved in the recruitment process and in accordance with JESS’s Data Protection Policy.
RECRUITMENT APPROVAL AND BUDGET
8.1 It is essential for the success of JESS that this policy and procedure helps define the recruitment needs for each academic year in advance of the start of the recruitment timeline (refer to Appendix 1). The procedure should result in a very precise roadmap to be executed per role/per department/per school. These needs may be adapted during the recruitment timeline to reflect regular updates from admission trends and immediate staffing needs.
8.2 The safer recruitment and selection process should therefore not commence until a full evaluation of the need for the role as against the specific departments strategic plans and budget have been completed, unless there is an exception which must be justified and approved by the Board/Director
8.3 The recruitment plan shall be approved by the Director.
SAFER RECRUITMENT
9.1 JESS is committed to safeguarding and promoting the safety and wellbeing of all is students and staff. JESS ensures that the safer recruitment of its staff complies with the latest legislation, regulations and best practices of safer recruitment and that the principles of safer recruitment are embedded in the procedures and practices throughout JESS.
9.2 Documentation such as advertisements, application form(s), offer letters and job descriptions will all contain a safeguarding statement:
9.2.1 Job Adverts –‘JESS is committed to providing a safe and happy environment for all its staff and in which its students can thrive and learn. JESS is committed to safeguarding and promoting the welfare of all its employees and students. All employees are subject to appropriate vetting procedures including satisfactory police clearance certificates for all counties in which a successful candidate has resided including home country is required. For candidates coming from or who have resided in the UK the most recent Enhanced DBS and/or an International Child Protection Certificate (ICPC) is required. All candidates will require as a minimum 2 satisfactory references. All candidates
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who have worked as adults and who have resided in the UK will be subject to prohibition and barring checks’.
9.2.2 JESS application form - ‘Safeguarding is everybody’s responsibility. At JESS, we are committed to safeguarding and promoting the welfare of children and young people. Candidates must therefore be willing to undergo safer recruitment and child protection pre-employment screening, including reference checks with previous employers, online searches and a criminal record check, enhanced DBS and/or ICPC, and police checks for all countries in which they have resided/worked and their home country. All candidates who have worked as adults and who have resided in the UK will be subject to prohibition and barring checks’.
9.2.3 Job Descriptions – ‘Safeguarding is everybody’s responsibility. All staff working at JESS will have some contact with children and young people and will therefore be in a position of trust. Staff with teaching duties will be responsible for the students that they teach and may also have additional specific pastoral or other responsibilities for other students they do not teach. In addition, all staff will regularly interact with students who may seek assistance or otherwise interact with them whilst moving around the school. In all cases, the staff’s responsibility for promoting and safeguarding the welfare of the students is to adhere to and always ensure compliance with the school’s Safeguarding and Child Protection Policy and procedures to include whistleblowing ensuring all concerns are immediately passed on to the school’s Designated Safeguarding Officer(s) (DSO)’.
9.2.4 Offer Letters – ‘We are committed to providing a safe and happy environment for all our employees and in which our students can thrive and learn. We are committed to safeguarding and promoting the welfare of all our employees and students. All employees are subject to appropriate vetting procedures including satisfactory references and criminal record checks from both country of residence/home country and any other country of residence. For candidates coming from or who have resided in the UK the most recent Enhanced DBS and/or an International Child Protection Certificate (ICPC) is required. All candidates who have worked as adults and who have resided in the UK will be subject to prohibition and barring checks’.
9.3 The selection and appointment of all staff is to be regarded as both fair and safe through:
9.3.1 Attracting the best candidates
9.3.2 Deterring prospective candidates who are unsuitable to work with children and young persons from applying for advertised vacancies.
9.3.3 Identifying and rejecting following pre-employment checks any candidates who may be unsuitable to work with children and young persons.
9.4 As part of a new staff’s induction, he/she will receive training on the school’s Safeguarding and Child Protection Policy and will receive access to the Staff Handbook and Staff Code of Conduct which he/she will be required to sign and thereafter on an annual basis. New staff will also be required to sign the declaration for the Ministry of Education Code of Conduct.
9.5 JESS requires all staff to have a full clean unbroken criminal record history. As part of the recruitment process JESS requires all new employees to provide an Enhanced DBS and/or an International Child Protection Certificate (ICPC) and police certificate of good conduct for all countries in which he/she has resided confirming no criminal convictions and giving clearance to work with children.
9.6 Whilst JESS asks all new employees to provide evidence of police checks from every country in which they have resided/worked and completed their teacher training, it is acknowledged that the school attracts applications from a range of countries around the world, many of whom do not have developed safeguarding and vetting procedures. Therefore, it may not always be possible to document a full chronology of police checks
9.7 JESS will insist as a minimum the following documents which are required to be in English:
9.7.1 If a candidate is resident in Dubai; a current and valid Dubai police certificate of good conduct (these are only valid for 3 months from date of issue) plus a criminal background/child protection clearance certificate from all countries of residence and home country.
9.7.2 If a candidate is coming from outside Dubai, a criminal background/child protection clearance certificate from all countries of residence and home country. Candidates should request a police clearance certificate from their current country of residence whilst they are still resident in that country.
9.7.3 For candidates joining from the UK their most recent Enhanced DBS check and/or an International Child Protection Certificate (ICPC). ICPCs can be obtained from the following website: https://www.acro.police.uk/s/
9.8 The school will conduct a Prohibition Status Check (List of those ‘struck off’ the Teaching Register) on all candidates who have lived or worked in the UK as an adult. Staff will be required to provide the following information/documentation:
9.8.1 Teacher Reference Number (TRN)
9.8.2 Full Name (including middle names and any previous names)
9.8.3 Date of Birth
9.8.4 National Insurance Number
9.9 Where a candidate has changed his/her name by deed poll or any other means (e.g., marriage, adoption, divorce, or statutory declaration) he/she will be required to provide documentary evidence of the change.
9.10 JESS requests the date of birth of all candidates (and proof of this). Proof of date of birth is necessary so that the school may verify the identity of, and check for any unexplained discrepancies in the employment and education history of all candidates.
9.11 Candidates will be required to complete a JESS application form and sign a declaration providing details of:
9.11.1 All names/previous names/alias names they have been known by
9.11.2 All passports held by them previously/currently.
9.11.3 All nationalities they have held/currently hold.
9.11.4 All addresses they have resided for more than 3 months.
9.11.5 Explanation for any gaps in education and/or employment history. Should there be any gaps in academic or employment history, a satisfactory explanation must be provided at interview and recorded on the interview assessment form.
POLICE CERTIFICATES OF GOOD CONDUCT
10.1 Safeguarding is not limited to recruitment procedures. Good safeguarding requires a continuing commitment from the school and all staff to ensure the safety and welfare of children is embedded in all of the organisation’s processes and procedures, and consequentially enshrined in its ethos.
10.2 JESS has processes in place for continuous vigilance, maintaining an environment that deters and prevents abuse and challenges inappropriate behaviour.
10.3 To support this, JESS places an utmost importance on creating the right culture and environment so that staff feel comfortable to discuss matters both within, and where it is appropriate, outside of the workplace (including online), which may have implications for the safeguarding of children. All staff understand the process and procedures to follow if they have a safeguarding concern about another staff member.
10.4 Existing Staff
Existing staff are required to sign an annual declaration before the start of each academic year confirming that:
10.4.1 He/She does not have any criminal convictions or cautions recorded against him/her.
10.4.2 He/She is not barred or prohibited from teaching or working with children and young adults in any country or jurisdiction or subject to any sanctions imposed by any regulatory body.
10.4.3 He/She is not living with anybody in his/her household who to the best of his/her knowledge and belief has been convicted of any offences relating to children or young persons.
10.4.4 He/She is not living with anybody in his/her household who to the best of his/her knowledge and belief is currently under investigation by the police or regulatory bodies for any offences relating to children and young persons
10.4.5 He/She will undertake to declare immediately or within 2 days (should it fall on a weekend) in writing via email to the Director and Head of HR if he/she is arrested or charged with any criminal offence or any individual living with him/her in the same household is arrested or charged with any child related offences. He/She will not attend the school campus until a risk assessment has been completed.
10.4.6 He/She will adhere to all policies.
10.4.7 At visa renewal, existing staff are required to submit a UAE police clearance certificate as part of ongoing safer recruitment checks.
10.5 Third Parties (non-employees)
10.5.1 The school engages several third-party contractors who provide services to the school. These include security, cleaners, caterers, and individuals and organisations who run clubs for students.
10.5.2 A letter of assurance is requested annually from each third party company provider to confirm the background checks that the third party company has conducted and provide and documentation to be disclosed to JESS to include:
a) UAE police clearance certificate or criminal background check for each individual before he/she is deployed to work at JESS. IA current valid trade license of the third-party and copy of all applicable insurance policies to include e.g. public liability, malpractice insurance.
b) Confirmation that all contracted staff have a valid employment visa, Emirates ID, and labour card – copies to be provided including photo ID, passport and NOC’s
c) Confirmation that all individuals have all appropriate qualifications.
d) Confirmation that the third-party contractors’ employees deployed to JESS have had appropriate child protection/safeguarding training and relevant licenses/permits in place for the employee and his/her role, for example, bus drivers have a valid license. JESS will provide safeguarding and child protection training to all new third-party contractors upon appointment to JESS and annually thereafter by the Designated Safeguarding Officer(s).
e) Any adverse findings before or during employment are to be reported to JESS immediately and the individual removed from the school campus pending investigation/outcome.
f) An ID check will take place when the third-party contractors’ employees arrives at school by Facilities Team before the appropriate lanyard is handed over to the third-party contractors’ employee
10.6 Parent Helpers/Volunteers
10.6.1 Any parent helpers/volunteers who have regular contact with students in school will require a current and valid UAE police certificate of good conduct to be provided to the school before they can volunteer. JESS will reimburse the parent/volunteer the cost of the UAE police clearance certificate. Regular contact is defined as at least three times in a month.
10.6.2 Parent helpers/volunteers should avoid being alone with a student.
10.6.3 Parent helpers/volunteers who volunteer for a one-off event such as an assembly or a school trip will not be required to provide a UAE police certificate of good conduct as they will not be left alone with a student.
10.6.4 An ID check of the parent’s lanyard will take place when parents arrive at reception and checked against the approved register.
10.6.5 An ID check will take place when a volunteer arrives at reception before the appropriate lanyard is handed over to the volunteer.
10.7 Guest Speakers/Visitors attending in a professional capacity
10.7.1 Guest speakers or visitors attending in a professional capacity who attend the school for a one-off event will not be required to provide a UAE police certificate of good conduct as they will not be left alone with a student.
10.7.2 An ID check will take place when guest speaker or visitor attending in a professional capacity arrives at reception before the appropriate lanyard is handed over to them.
10.8 Supply Staff
10.8.1 All supply staff are subject to the same standard checks as a full-time member of staff, including UAE police certificates of good conduct and police certificates from all countries in which he/she has resided plus home country, 2 satisfactory references, valid visa/Emirates ID and NOC from sponsor, passport, photo ID, appropriate qualifications. If an individual starts work at JESS where police certificates/references are outstanding, a risk assessment must be put in place which will include being always accompanied by a school employee and not left alone with students.
10.8.2 JESS will ensure that supply staff have received appropriate safeguarding and child protection training.
10.8.3 An ID check will take place when supply staff arrives at reception before the appropriate lanyard is handed over to the supply staff.
10.9 Peripatetic Staff
10.9.1 All peripatetic staff are subject to the same standard checks as a full-time member of staff, including UAE police certificates of good conduct and police certificates from all countries in which he/she has resided plus home country, 2 satisfactory references, valid visa/Emirates ID and NOC from sponsor, passport, photo ID, appropriate qualifications. If an individual starts work at JESS where police certificates/references are outstanding, a risk assessment must be put in place which will include being always accompanied by a school employee and not left alone with students.
10.9.2 Where peripatetic staff are engaged through a company a letter of assurance is to be obtained from the company to confirm the background checks that the company has conducted and provide and documentation to be disclosed to JESS to include:
g) a current valid trade license of the company and copy of its public liability insurance policy, confirmation that all peripatetic staff have a valid employment visa, Emirates ID, and labour card – copies to be provided including photo ID and passport, NOC from sponsor and sponsors ID documents
h) confirmation that the peripatetic staff deployed to JESS have had appropriate child protection/safeguarding training and where applicable relevant licenses/permits in place for the employee and his/her role. JESS will provide safeguarding and child protection training to all new peripatetic staff upon appointment to JESS and annually thereafter by the Designated Safeguarding Officer(s).
i) Any adverse findings before or during employment are to be reported to JESS immediately and the peripatetic individual removed from the school campus pending investigation/outcome.
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10.9.3 An ID check will take place when peripatetic staff arrives at reception and checked against the approved register, before the appropriate lanyard is handed over to the peripatetic staff.
10.10 Outside Hire of School Facilities
All companies that hire the school facilities out of hours (Sports Facilities/Auditorium) are subject to the standard relevant checks as third parties.
SINGLE CENTRAL REGISTER
11.1 HR holds a Single Central Register with details of all safer recruitment checks conducted. Pre-employment checks and documents are kept on individual staff personnel files in iSAMS and Microsoft 365. Please see below for further details under record keeping.
VACANCY
12.1 Vacancies can arise for many reasons. A post may become vacant due to expiry of a fixed term contract, resignation, maternity leave or ill health. When a vacancy arises, consideration should be made on whether initially the duties and tasks can be reallocated within the team or department before advertising the role.
JOB DESCRIPTION AND CANDIDATE SPECIFICATIONS
13.1 All recruitment will be based on an agreed job description and candidate specifications. These are encompassed in one document.
13.2 The job profile section outlines the main duties and responsibilities applicable to the post. It is essential that it focuses on the role itself. The job profile is reviewed as and when a new job is created or annually when it is a current role.
13.3 The candidate specifications section provides a profile of the personal skills and abilities required for the role and acts as a framework to assess each candidate against.
13.4 The job profile and candidate specification will then form the basis for the advert.
13.5 Adverts will include the following statement: ‘JESS is committed to providing a safe and happy environment for all its staff and in which its students can thrive and learn. JESS is committed to safeguarding and promoting the welfare of all its employees and students. All employees are subject to appropriate vetting procedures including satisfactory police clearance certificates for all counties in which a successful candidate has resided including home country is required. For candidates coming from or who have resided in the UK the most recent Enhanced DBS and/or an International Child Protection Certificate (ICPC)is required. All candidates will require
as a minimum 2 satisfactory references. All adults who have resided in the UK will be subject to prohibition and barring checks’.
13.6 JESS reviews all the job profiles annually and in every first term of the academic year in preparation of the recruitment planning for the next academic year.
RECRUITMENT ADVERTISING
14.1 As a minimum, vacancies will be advertised on the JESS career page on the school website. Candidates will be able to download:
14.1.1 JESS Application Form
14.1.2 Job Description
14.1.3 JESS Safer Recruitment Policy
14.1.4 JESS Safeguarding and Child Protection Policy and Whistleblowing Policy
14.2 The JESS Application Form:
14.2.1 Enables candidates to provide his/her personal details, current and former names, address, national insurance number, teacher reference number (TRN), details of present and current education and employment history and reasons for leaving and explanations for gaps in employment.
14.2.2 Enables a candidate to provide full details of qualifications, the awarding body and dates of awards plus CPD
14.2.3 Enables candidates to provide answers to pre-determined criteria
14.2.4 Essential details such as references are often omitted from CVs.
14.2.5 It is uniform and structured which enables interviewers to compare candidates more fairly.
14.2.6 There is a signed self-declaration of his/her criminal record or any information that would make him/her unsuitable to work with children and young people.
14.2.7 There is a signed declaration that the information is accurate and true
14.2.8 Tt enables JESS to capture equal opportunities information.
14.2.9 The form may reveal a disability that requires special arrangements for interview.
14.2.10 It re-enforces the school’s safer recruitment policy and requires a candidate to acquaint himself/herself with the policies on the website (safer recruitment policy, safeguarding and child protection policy/whistleblowing policy).
14.2.11 It obtains the candidates consent to conduct as part of the shortlisting process online search(es) against the candidate’s name as part of its preemployment checks and due diligence.
14.2.12 Allows the lead interviewer to check and follow up with any discrepancies.
14.2.13 The application form will be kept on file
14.3 The application form contains the following statement: ‘Safeguarding is everybody’s responsibility. At JESS, we are committed to safeguarding and promoting the welfare of children and young people. Candidates must therefore be willing to undergo safer recruitment and child protection pre-employment screening, including reference checks with previous employers, online searches and a criminal record check, enhanced DBS and/or ICPC, and police checks for all countries in which they have resided/worked and their home country. All adults who have worked in the UK will also be subject to a Barred List and Prohibition from Teaching Checks’.
14.4 Existing staff are encouraged to apply for roles to help maximize reward and provide staff with opportunities for career development, thereby optimizing the skills and expertise of existing staff. Staff are also encouraged to share position vacancy information with their professional networks.
14.5 Positions will also be advertised externally by HR using the most appropriate and cost effective medium/platform to attract suitably qualified applications. All advertising should adhere to the JESS visual identity and be within the advertising/recruitment budget.
14.6 The use of external recruitment agencies may be recommended if the position open is difficult to fill (for example a late vacancy, management or senior leadership role).
14.7 All applicants will be treated with respect and be provided with sufficient information to make informed decisions regarding their suitability for the role.
VACANCY
15.1 All candidates are required to submit:
15.1.1 A completed JESS application form to include at least 2 referees one of which must be the applicants current Headteacher (academic positions)
15.1.2 A copy of their full CV.
15.1.3 A covering letter no longer than two pages, explaining their strengths as a candidate and why they are interested in the position.
15.1.4 Copies of qualifications and professional qualifications and transcripts relevant for the role. If these are not available, written confirmation must be obtained by the candidate from the awarding body
LATE APPLICATIONS
16.1 Applications received after the closing date (where a closing date has been stipulated) will not be considered unless there are exceptional circumstances; for example, if a low number of applications have been received a late application may be accepted.
CLOSING DATE AND SHORTLISTING
17.1 JESS reserves the right to appoint a candidate prior to the closing date.
17.2 After the closing date of the advertised vacancy, HR will close the position and the lead interviewer will create a long list.
17.3 The longlisting pack will contain:
17.3.1 A list of applicants
17.3.2 The completed JESS application form, CV and covering letter of applicants
17.3.3 The Job profile and candidate specification
TIMESCALES
18.1 Shortlisting by the appointing panel of which one will be safer recruitment trained will take place following the closing date and invitations inviting candidates to interview will be sent out.
18.2 HR will prior to interview conduct and report back on any pre-employment checks carried out on the candidate. Where possible references will be obtained before the interview takes place and shared with the panel.
18.3 If an internal candidate has applied for a vacancy and is not shortlisted, he/she must be informed and given verbal feedback by the appointing/hiring manager ideally before the interviews take place.
| Page or line manager (administration positions). Incomplete application forms will not be considered suitable and will not be processed.
18.4 Selection and interview process should be:
18.4.1 Transparent
18.4.2 Timely and cost effective
18.4.3 Equitable
18.5 Safer recruitment and selection must be conducted as an evidence-based process and candidates will be assessed against agreed selection criteria based on relevant knowledge, skills, competencies, experience and qualification to perform the role as outlined in the candidate specification. All decisions must be recorded in an interview assessment form covering the following:
18.5.1 Presentation/lesson plan (if required)
18.5.2 Pre-determined competency-based questions
18.5.3 Safeguarding & Child Protection questions
18.5.4 Inclusion Questions
18.6 In relation to academic employees the candidates should specifically meet the academic qualifications required by KHDA for their role, so that appropriate approval/appointment letter can be obtained, have preferably at least 5 years teaching experience and preferably worked in an IB curriculum for those candidates being considered for IB DP teaching positions in Sixth Form.
18.7 Any skills tests (e.g. presentation or lesson observation) must be directly related to the role and measured against objective criteria. Candidates must be notified of the details of any skills test when they are invited for interview.
18.8 Interview competency-based questions must relate to the job requirements as exemplified in the candidate specification and the candidate’s suitability for the position. The candidate specification should be used as the basis for determining the interview questions.
APPLICANT INTERVIEW PROCESS
19.1 The school’s PA will invite, coordinate and arrange the shortlisted candidates for interview. If written authority has been provided by the candidate to obtain references HR will request references using the reference request form covering competency, safeguarding & child protection and disciplinary questions.
19.2 HR will forward to the appointing/hiring manager copies of the candidate’s references where returned. It is the responsibility of the appointing/hiring panel to review the documentation to identify and discrepancies or inconsistencies and raise these with the candidate during interview. This may require the appointing/hiring manager calling a referee for further clarification. This should be recorded and sent to HR.
19.3 Candidates will most likely be interviewed by a Head of Department/Section and the SLT line manager for the Department/Section though other relevant staff may be called in to support also as needed.
19.4 Panels should be kept as small as possible otherwise they can be intimidating for candidates and difficult to manage. Where many people need to be involved in the recruitment selection process it may be best to split this into 2 interviews.
19.5 Where practicable there should be an appropriate panel of members e.g. gender, language skills, subject knowledge etc.
19.6 A final interview may also for certain roles be conducted with the Director/ Headteacher before any offer is made.
19.7 Where a candidate who has been short-listed is known personally to a panel member this information should be disclosed and guidance obtained from HR. The general rule is that the panel member should not be part of the selection process in these circumstances.
19.8 A pre-meeting should be held by the panel to review the short-list and prepare for the interview procedure including questions and allocation of roles and responsibilities in the interview.
19.9 The panel must agree structured questions. These should include:
19.9.1 Finding out what attracted the candidate to the post being applied for and their motivation for working with children and young persons;
19.9.2 Exploring their skills and asking for examples of experience of working with children which are relevant to the role, and
19.9.3 Probing any gaps in education and employment or where the candidate has changed employment or location frequently, asking about the reasons for this and recording them on the interview assessment form.
19.10 All information considered in decision making should be clearly recorded along with decisions made. The panel will complete an interview assessment form for each candidate interviewed summarising the candidate’s responses assessed against preagreed indicators established prior to interview. This will be signed by the panel members at the conclusion of the interview process and sent to HR.
REFERENCES
20.1 The purpose of seeking references is to allow JESS to obtain factual information to support appointment decisions. HR will endeavour to obtain references before interview, where possible, as this allows any concerns raised to be explored further with the referee and taken up with the candidate at interview.
20.2 All offers of employment will be subject to the receipt of a minimum of 2 references which are considered satisfactory by JESS. One of the references must be from the candidate's current or most recent employer and must be a senior person with ‘appropriate authority’ ideally the Head of School for an academic role or counter signed by the Head of School.
20.3 If the current/most recent employment does/did not involve work with children and young persons, then the second reference should be from the employer with whom the candidate most recently worked with children and young persons (where possible). Neither referee should be a relative or someone known to the candidate solely as a friend or colleague. If the candidate is not currently employed, verification will be obtained, of their most recent period of employment and reasons for leaving should be obtained from the school, college, or organization at which they were employed.
20.4 All referees will be asked whether they believe the candidate is suitable for the role for which they have applied and whether they have any reason to believe that the candidate is unsuitable to work with children and young persons. If the referee is a current or previous employer, they will also be asked to confirm the following:
20.4.1 the candidate's dates of employment, salary, job title/duties, reason for leaving, performance, sickness, and disciplinary record;
20.4.2 whether the candidate has ever been the subject of disciplinary procedures involving issues related to the safety and welfare of children and young persons;
20.4.3 whether any safeguarding allegations or concerns (including low level concerns) have been raised about the candidate that relate to the safety
and welfare of children or young persons or behaviour towards children or young persons.
20.5 JESS will only accept references obtained directly from the referee and it will not accept open references or references provided by the candidate.
20.6 HR will verify that electronic references originate from a legitimate source. HR will compare all references with any information given on the application form. Any discrepancies or inconsistencies in the information will be taken up with the candidate and the relevant referee.
20.7 HR will make telephone contact with at least 2 of the referees to verify the details of the written reference provided. Questions will include:
20.7.1 Request for confirmation that the referee did complete, sign and date the reference form
20.7.2 Confirm that there are no safeguarding concerns or low level concerns regarding the candidates suitability to work with children and young persons.
20.7.3 Confirmation of the candidates suitability for the role.
20.7.4 Any other information the referee would like to disclose that has not been covered in the reference form submitted
20.7.5 Confirmation that if any concerns are raised, these will be referred to the Director/Headteacher
20.8 This will be recorded in a telephone verification form signed and dated by the person conducting the verification.
20.9 HR will also conduct verification online search of each referee.
TRAINING IN SAFER RECRUITMENT
21.1 All staff who are involved in the pre-appointment of a candidate will undergo Safer Recruitment Training.
21.2 At least one member of the selection panel for any appointment made at JESS will have successfully completed training in Safer Recruitment within the last 2 years.
21.3 All employees at JESS who receive training in Safer Recruitment for this purpose will be expected to renew their training every 2 years.
MERIT OF SELECTION METHOD
22.1 JESS uses a range of selection techniques to identify the most suitable candidate for the role.
22.2 Selection will be based on merit and ability, assessed as per the competencies, qualification and skills related to the requirements of the role.
22.3 An interview should last between 30 and 45 minutes and all aspects of the candidate specification should be tested (except those which are to be tested by other means). Enough evidence needs to be gathered from all the selection tools used to allow the appointing/hiring manager and panel to effectively select the most suitable appointable candidates. This evidence can be used when giving feedback to the candidates by HR.
22.4 Consideration of at least one other selection method should be used, by way of example:
22.4.1 Delivering a teaching session/lesson observation
22.4.2 Presentation during interview
22.4.3 Using an excel spreadsheet to produce and analyse data
22.4.4 Proof reading and amending a document
22.4.5 Literacy/numeracy test
22.5 Each of the above tools may or may not be suitable for the role and for each recruitment undertaken the tools may need altering, however it is important to utilize all the tools available to allow the best candidate to demonstrate their skills and abilities.
22.6 During the interview appointing/hiring manager/panel are required to ask the candidate to explain any gaps in his/her education/employment, explain any anomalies or discrepancies in the information available to the interviewing panel and demonstrate their ability to safeguard and protect the welfare of children and young people.
22.7 Any information about past disciplinary action or substantiated allegations should be considered in the circumstances of the individual case.
22.8 All interviewed candidates will be notified of the outcome of the selection process, as soon as the role is filled, by email.
22.9 Feedback is required to be provided based on the candidate’s ability to meet the criteria set out in the candidate specification. Giving constructive feedback to
unsuccessful candidates can often help provide a positive outcome from an unsuccessful application.
22.10 All unsuccessful candidates’ application forms and interview notes, email communications will be retained as per the school’s retention policy.
SAFEGUARDING RELATED QUESTIONS DURING SELECTION METHOD
23.1 During selection interviews candidates will be expected to be ready to:
23.1.1 Explain any gaps in education and/or employment.
23.1.2 Explain satisfactorily any anomalies or discrepancies in the information available to the panel (e.g., references received/online checks)
23.1.3 Declare any information that is likely to appear on the Enhanced DBS or Police check disclosure.
23.1.4 Demonstrate their ability to safeguard and protect the welfare of children and young people.
23.1.5 Demonstrate their attitude towards children and young people.
23.1.6 Demonstrate their motivation to work with children and young people.
23.1.7 Demonstrate their ability to form and maintain appropriate relationships and maintain personal boundaries
23.1.8 Demonstrate their emotional resilience in working with challenging behaviours
23.1.9 Explain their attitudes to the use of authority.
23.1.10 Demonstrate their ability to support JESS’s agenda for safeguarding and promoting child protection.
APPOINTMENT
24.1 All offers of appointment are strictly subject and conditional upon satisfactory completion of the mandatory safeguarding and vetting checks.
24.2 Once a selection decision has been made a written offer of employment and job description will be sent to the candidate. This will be strictly subject and conditional on the following requirements including but not limited to:
24.2.1 The agreement of a mutually acceptable start date and the signing of a contract incorporating the school's standard terms and conditions of employment
24.2.2 All necessary approvals being obtained (including any applicable regulatory approvals (e.g. KHDA, immigration approval) permitting him/her to work lawfully at JESS.
24.2.3 Attestation of educational and professional qualifications by relevant local authorities of the issuing country, the UAE Embassy in the issuing country and the Ministry of Foreign affairs (in English) to meet the requirements of KHDA for issuance of an appointment letter. Academic and Health staff will require an appointment letter or licence from KHDA and DHA respectively.
24.2.4 Provision of copies of transcripts of all modules studied as part of educational and professional qualifications (in English)
24.2.5 The receipt of two references which the JESS considers to be satisfactory following telephone verification
24.2.6 Evidence of any other relevant academic or professional qualifications required for the position such as CPD.
24.2.7 Passing all necessary medical examinations as per UAE government requirements for employment and issuance of residence visa (where applicable).
24.2.8 Verification of proof of identity.
24.2.9 Satisfactory criminal background checks.
24.2.10 Confirmation that he/she will not be in breach of any express or implied legal obligation by accepting the offer of employment and/or commencing employment with JESS.
24.3 Once the signed offer letter is returned HR will prepare the contract of employment for the candidate’s signature.
24.4 JESS may engage the services of a third-party company to screen a candidate and/or their documents. Candidates are required to comply with the third-party company request in a timely manner.
24.5 A central register of safer recruitment checks is maintained by HR for all staff.
24.6 Staff files are held centrally and securely in the HR office.
24.7 The successful candidate will commence their employment subject to all checks and procedures having been satisfactorily completed. In certain rare circumstances, and exceptionally, a new member of staff may be allowed to start work before the Enhanced DBS, ICPC or other police certificates or references have been received. Details of the procedure that must be followed in such circumstances are set out below.
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MEDICAL FITNESS
25.1 JESS is required to verify the medical fitness of anyone to be appointed to a post where they suffer from a chronic illness or are pregnant. It is the school's practice that all candidates to whom an offer of employment is made must complete a Medical Health Questionnaire. This information will be reviewed and if the school has any doubts about a candidate’s fitness, it will consider reasonable adjustments in consultation with the candidate. The school may also seek further medical opinion from a specialist or request that the candidate undertakes a full medical assessment. No job offer will be withdrawn without first consulting with the candidate, obtaining medical evidence, considering reasonable adjustments and suitable alternative employment.
ONLINE SEARCHES
26.1 In addition to the formal police background checks, JESS will conduct an online search on shortlisted candidate’s name(s) as part of its due diligence to determine whether the candidate is suitable to work at the school. This includes social media searches. This may help identify any incidents or issues that have happened, and are publicly available online, which the panel might want to explore with the candidate at interview.
26.2 In fulfilling its obligations, JESS does not discriminate on the grounds of race, colour, nationality, ethnic or national origin, religion or religious belief, sex or sexual orientation, marital status, disability, or age.
INDUCTION
27.1 As part of induction all staff employed or engaged at JESS will receive the Safeguarding and Child Protection policy, including the policy and procedures relating to whistleblowing and guidance on safer working practices as set out in the Code of Conduct for staff.
27.2 The school’s safeguarding team will issue staff with appropriate Safeguarding training before commencing his/her role.
27.3 The line manager is responsible for the overall induction of a new member of staff. The aim is to help the new member of staff to adjust quickly to the new working environment, to achieve maximum working efficiency in the shortest possible time.
27.4 Induction is a process that should take place over several weeks; it is not a one-day event. The length and content of the induction program will vary depending on the nature of the new member of staff’s role and date of joining. As part of induction all new employees will receive information and training on the school’s safeguarding and child protection policy and will receive the Employee handbook linking all policies, school code of conduct and Ministry of Education Code of Conduct.
CHECKS ON ORIGINAL DOCUMENTS
28.1 Candidates will be required to produce to HR the original copies:
28.1.1 Passport (for identity check)
28.1.2 Emirates ID (front and back) and visa (if applicable).
28.1.3 Current and valid police certificate of good conduct from all countries in which he/she resided/worked plus home country (where possible).
28.1.4 The most relevant attested degree/qualification together with the teaching/professional qualification.
RECORD KEEPING
29.1 JESS holds and maintains a Single Central Register (SCR) which complies with all current regulations and best practice, and which contains records of all the required documentation and safer recruitment checks for all staff employed or contracted by JESS to include as a minimum:
29.1.1 An identity check
29.1.2 Enhanced DBS, ICPC and Police Clearance certificates (as applicable).
29.1.3 Professional Qualifications check.
29.1.4 Right to work in UAE check.
29.2 The following departments are responsible for maintaining and updating the SCR:
29.2.1 The Central Register for staff, supply staff and peripatetic staff will be held and maintained by the HR Department
29.2.2 The Central Register for third party academic support/service providers will be held and maintained by the HR Department.
29.2.3 The Central Register for third party contractors, outside hire, external extra curricular club providers/coaches etc. will be held and maintained by Facilities Department.
29.2.4 The Central Register for parent helpers and volunteers will be held and maintained by the school Headteachers PA’s.
29.3 The details of an individual should be removed from the SCR once they no longer work at the school.
29.4 Individual staff files are held centrally by HR on iSAMS and Microsoft 365.
ALLOWING A NEW MEMBER OF STAFF TO START WORK BEFORE RECEIPT OF ENHANCED DBS OR POLICE DISCLOSURE
30.1 Offers of employment at JESS are always strictly subject and conditional upon the receipt of satisfactory Enhanced DBS / ICPC / police checks for all countries in which the staff has resided.
30.2 Standard wording appears in all offer letters and contracts of employment that the appointment is strictly subject and conditional upon all safer recruitment requirements being met.
30.3 JESS is entitled to withdraw an offer of employment and contract of employment without notice where the candidate has:
30.3.1 not satisfied the safer recruitment requirements;
30.3.2 does not receive immigration approval;
30.3.3 does not have the appropriate qualification for the role;
30.3.4 has misled the school in the appointment process;
30.3.5 is not approved by any regulatory authority (e.g., KHDA, Ministry of Education, DHA) to be appointed to the role.
30.4 JESS will normally seek to ensure that the Enhanced DBS, ICP or police check has been received before a new staff member takes up his/her role. Exceptionally, however, there may be a strong operational need for a newly appointed member of staff to take up a role before JESS has received the Enhanced DBS, ICPC or police check. A short period of work is allowed under controlled conditions, at the Director’s discretion. In such circumstances, the following steps will, in all cases, be followed before the member of staff is allowed to start work:
30.4.1 The appointment will remain subject to a satisfactory outcome of the Enhanced DBS, ICPC or police check and references.
30.4.2 The staff member will have submitted his/her application for the ICPC or police check before he/she starts work and provided evidence
30.4.3 In the case of a staff member who worked in the UK as an adult a check is conducted against the Prohibited List to ensure that the candidate is not subject to a prohibition order.
30.4.4 At least 1 satisfactory references must have been received and verified.
30.4.5 A written risk assessment is put in place and approved by the Director. The risk assessment will be kept on the relevant personnel file. The risk assessment sets
out appropriate safeguards to be put in place, such as appropriate supervision.
30.4.6 The employee concerned is informed of these safeguards. The safeguards are reviewed regularly, at least every two weeks, until the relevant Enhanced DBS, ICPC or police check and outstanding reference is received.
ONGOING RESPONSIBILITY BY STAFF TO DECLARE CRIMINATION INVESTIGATIONS, ARRESTS, OR CONVICTION
31.1 All staff have an ongoing duty to declare immediately but within a maximum of 2 days (if over a weekend) if they have been arrested and/or charged with any criminal offence or any individual living with them in the same household is arrested and/or charged with any child related offences. The staff member must declare this within the timeframe stipulated and in writing via email to the Director and Head of HR hr@jess.sch.ae .The member of staff must not attend the school whist a risk assessment is conducted.
ONGOING SAFER RECRUITMENT PRACTICES
APPENDIX ONE
A. As part of JESS’ ongoing safer recruitment practice, all employees are asked to complete an annual declaration at the start of each academic year.
B. Below is the annual timeline for academic recruitment.
November Send Intentions request to academic staff
November Collate intention responses; distribute to Director/ Headteachers
End November Prepare hiring plan to include approvals on any new roles Director/Headteachers/HR/Board
End of November Annualreviewofappointmentprocedure,applicationform, reference request form, job descriptions/candidate specifications and advert templates/interview assessment forms
December Placeadverts onacademicplatforms, careers pageof JESS website, other applicable platforms
December/January Confirmation of renewal contract salaries and preparation of renewal contracts
January onwards Review applications received, longlist, shortlist, interview candidates, carry out pre-employment checks, send out offer letters and contracts, commence onboarding process
HR/Headteachers
Director/Headteachers/Interview panels/HR
APPENDIX TWO
Summary of Documentation required for Companies/Individuals who provide contracted services or who hire JESS facilities to run activities involving students/children.
Trade Licence/ Community Group Official Organisation Letter
Insurance Cover Letter of Assurance UAE Police Check Must be dated year of commencement if new to JESS. (Only available after having lived in DXB 6 months#) (Renewable Every Two Years)** Child Protection Level 1 (Renewable Every year)
Company
Community Organisations (Brownies etc)
Individuals related to Company
Individuals related to Community Organisation
# If individual is new to UAE (i.e. lived in the UAE for less than 6 months) then they must provide a police clearance from their home country, or the country that they resided in immediately before moving to the UAE.
** Any company or organisation is obliged to report any subsequent offences as soon as they occur to the school.