DBS Policy for Work Placement Students Disclosure & Barring Services (DBS)

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1 Author: Assistant Principal Learner Services & Learner Services Manager (Work Placement) Valid Until: October 2014 Category: Public DBS Policy for Work Placement Students Disclosure & Barring Services (DBS) Contents 1. Admissions Process Criminal Record Bureau Disclosures Procedure on Information Received Security of Disclosure Information General Information Security of Disclosure Information - Appendix A Storage of Information... 5 IMPACT ASSESSED: 19 August 2008 (Updated 2009) DBS for Work Placement Policy Page 1 of 6

2 1. Admissions Process 1.1 To ensure that prospective students are fully prepared for their career choices, DBS requirements are covered during school talks and Information evenings. 1.2 This is also discussed again during the interviewing process, especially in relation to specific courses e.g. Sports, Childcare, Early Years, Health & Social Care, Teacher Education, Teaching Assistants. 1.3 Tutors of part-time courses such as Teacher Education, hold Advice Evenings to cover DBS registration implications. 1.4 A Work Placement Network is held termly at College to discuss issues regarding DBS, health and safety, and good practice etc. 2. Disclosure & Barring Service 2.1 The College is a registered body under the DBS and their Disclosure Service will enable nominated persons ( counter-signatories ) to apply for an Enhanced Disclosure Registration on students whose work placement may involve working with young children or vulnerable adults. The College asks for DBS registration for all students on following courses, irrespective of length of placement. Such courses will include Childcare/Early Years Courses Access Health & Access Education Health & Social Care Teacher Education/Classroom Assistant/Learning Support Assistant Sports/Leisure Management and any other course that may require a placement in a childcare setting, school, residential home, hospital or any setting which would bring the student into contact with children or vulnerable adults. 2.2 This process will be implemented prior to the commencement of a student s course. 2.3 Students will be asked to complete the DBS Application form to authorise the check to take place. 2.4 Identity checks can be provided by the college where appropriate or identity route 3 on the DBS application will be followed for learners under the age of 18 years. DBS for Work Placement Policy Page 2 of 6

3 2.5 The DBS Application Form will be forwarded to the DBS by the counter-signatory and an enhanced disclosure will be required in all cases. 2.6 The Disclosure will include A check against the Police National Computer A check against the Protection of Children Act list A check against the Department for Education and Skills list 99 A check against local police records A check on the DBS Register. An Enhanced Disclosure will include details of relevant spent and unspent convictions, cautious reprimands and final warnings that are held on the Police National Computer as well as non-conviction information from local police records if it is thought to be relevant. 2.6 The Youth Offending Service (YOS) and other organisations may be consulted to offer students additional advice regarding existing offences and career choices. 3. Procedure on Information Received 3.1 If the Disclosure reveals any information regardless of its nature the student concerned will be asked to attend a confidential interview with the Work Placement Organiser. The purpose of this interview is to verify the information and to discuss any implications it may have regarding a proposed future career. It will be the student s responsibility to ascertain whether identified information will affect future employment. 3.2 The student will receive a copy of their DBS check and must share this with the Colleges nominated placement organiser. 3.3 A formal record of such interviews should be kept with the Work Placement Organiser 3.4 Where disclosure reveals offences/convictions the student will be counselled about disclosure and may be advised about other courses or careers opportunities. 3.5 Some convictions such as those listed in the Barred list will be regarded as sufficiently serious to deem the student disqualified to care for children. In this case the student may be counselled on to a more appropriate course pathway. 3.6 The student will be informed that the information may be made known to the Work Placement Organiser. DBS for Work Placement Policy Page 3 of 6

4 3.7 Any information contained in the Disclosure Certificate that gives the Assistant Principal Learner Services cause for concern may result in either a work placement being postponed or terminated or an alternative placement being sought. This will be done through liaison with the Work Placement Organiser. 3.8 A student will have the right of appeal to the Principal against any decision to terminate a work placement or course of study. He/she should put their appeal in writing to the Principal within 7 days of the notification of termination. However, we cannot accept anyone on a course of study who has an inappropriate record. The Principal s decision is final. 3.9 Possession of a criminal conviction or caution will not automatically preclude a person from being a student on their chosen course of study. However non-disclosure of such on the Disclosure Application Form or refusal to complete the form will result in disciplinary action which may lead to the student being excluded from the College. 4. Security of Disclosure Information 4.1 The College adheres to the DBS Code of Practice concerning the use of Disclosure Information. A copy of the Code of Practice is available from the DBS web site Nominated persons or counter-signatories have undergone thorough vetting by the DBS and are currently the holders of the following posts: Assistant Principal Personnel Assistant Principal Learner Services Personnel Assistant Learner Services Secretary Work Placement Co-ordinators 4.3 The DBS requires Registered Bodies to have a written policy on the security of Disclosure information. This is attached at Appendix A. 4.4 This policy should be read in conjunction with the College s Work Placement Policy. 4.5 A student is entitled to copies of data held by the College. To access this date the student should complete a Data Protection request form. An administration charge of 10 will be made to provide the information and the student will be asked for documents to confirm identification prior to the data being sent to the student. 5. General Information Students are issued with general DBS information and the relationship between these and specific professions: - DBS for Work Placement Policy Page 4 of 6

5 During schools talks During interview presentation One-to-one interviews On the web Admissions page During specialist advice evenings During interviews with Connexions 6. Security of Disclosure Information - Appendix A The College recognises that employees, both potential and existing, and students need to feel confident that information about their convictions will not be disclosed to unauthorised persons. Disclosure information will only be made available to the following persons Lead counter-signatory - Assistant Principal Personnel Counter-Signatory 1. - Assistant Principal Learner Services 2. - Personnel Assistant Personnel Dept 3. - Learner Service s Secretary 4. - Work Placement Co-ordinators Academic Assistant Principal/ Head of Department or Line Manager Head of School Personal Tutor Work Placement Co-ordinators Principal or Deputy Principal (in cases of appeal) * In exceptional cases only 7. Storage of Information Disclosure information will be held securely in lockable filing cabinets with restricted access. A record of the Disclosure Reference number will be retained for 6 months after the date on which recruitment or other relevant decisions have been taken or after the date on which any dispute has been resolved. DBS for Work Placement Policy Page 5 of 6

6 A DBS must be completed at the beginning of the course for students. Unauthorised disclosure of information is illegal. This is when an employee with authorised access to information about a persons criminal record, discloses this information other than in the course of official duties. Serious misuse of a person s criminal record could result in a prison sentence and/or a fine. The College will regard any unauthorised use of information relating to a person s criminal record as very serious and disciplinary action will be taken. Other related policies: Safer Recruitment of Staff DBS for Work Placement Policy Page 6 of 6

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