Disclosure And Barring Service Policy

Tutors Need a DBS Certificate To Work With Children

Tutors need a DBS certificate (as an individual) to work with children under 18 years old. Please note this is a legal requirement, but it is the Tutors' responsibility to apply for and pay for their DBS. The certificate must be recent, must be ENHANCED, and must be checked against the CHILD BARRED LIST. Please note that Disclosure Scotland and lower level DBS certificates (not Enhanced, or not checked against the Child Barred List) are insufficient for Tutors to work with children with Wentworth Education.

Wentworth Education can help Tutors with the application for a DBS. We partner with umbrella bodies to run DBS checks; we do not apply for them ourselves. Our preferred partner is GBG Online Disclosures (GBG), part of GBG Group plc. The process and costs of the application is outlined in our contract with Tutors; please contact us for more details if something is unclear. The DBS Certificate, once issued, will be sent directly to the Tutor, not Wentworth Education.

For the avoidance of doubt, Tutors cannot work under the Wentworth Education brand with children under 18 years old until this process has completed and Wentworth Education has verified the Tutor's DBS Certificate is sufficient. Furthermore, BASIC and STANDARD cerfificates are insufficient for our purposes; these include certificates that Tutors can apply for themselves. Please do NOT apply for a DBS yourself as it will likely be insufficient for you to work with Wentworth.

DBS Code Of Practice & DBS Privacy Policy

This policy supplements all of our other policies published on our website; this policy should be read in conjunction with all of the other policy documents. You can read documentation on our policies on the policies on our website.

The DBS code of practice and privacy policies are published by the government and we are required to provide you access to it (please follow the links). If you would like to learn more about DBS in general, please see the Disclosure & Barring Service's website, or ask us a question via email.

DBS Policy On The Recruitment of Ex-Offenders

• As an organisation assessing applicants’ suitability for positions which are included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order using criminal record checks processed through the Disclosure and Barring Service (DBS), Wentworth Education Limited complies fully with the code of practice and undertakes to treat all applicants for positions fairly
• Wentworth Education Limited undertakes not to discriminate unfairly against any subject of a criminal record check on the basis of a conviction or other information revealed
• Wentworth Education Limited can only ask an individual to provide details of convictions and cautions that Wentworth Education Limited are legally entitled to know about. Where a DBS certificate at either standard or enhanced level can legally be requested (where the position is one that is included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 as amended, and where appropriate Police Act Regulations as amended)
• Wentworth Education Limited can only ask an individual about convictions and cautions that are not protected
• Wentworth Education Limited is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background
• Wentworth Education Limited has a written policy on the recruitment of ex-offenders, which is made available to all DBS applicants at the start of the recruitment process
• Wentworth Education Limited actively promotes equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records
• Wentworth Education Limited select all candidates for interview based on their skills, qualifications and experience
• An application for a criminal record check is only submitted to DBS after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a criminal record check is identified as necessary, all application forms, job adverts and recruitment briefs will contain a statement that an application for a DBS certificate will be submitted in the event of the individual being offered the position; for the avoidance of doubt all Tutor Positions that involve working with children require and Enhanced DBS checked against the Child Barred List
• Wentworth Education Limited ensures that all those in Wentworth Education Limited who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences
• Wentworth Education Limited also ensures that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 1974
• At interview, or in a separate discussion, Wentworth Education Limited ensures that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment; please note that we use the term employment here losely, becoming a Tutor does not imply you are employed by us
• Wentworth Education Limited makes every subject of a criminal record check submitted to DBS aware of the existence of the code of practice and makes a copy available on request
• Wentworth Education Limited undertakes to discuss any matter revealed on a DBS certificate with the individual seeking the position before withdrawing a conditional offer of employment.

Policy Statement on Secure Storage, Handling, Use, Retention and Disposal of Disclosures and Disclosure Information

Background

Wentworth Education Limited complies with the Code and the 1997 and 2007 Acts regarding the handling, holding, storage, destruction and retention of disclosure information provided by Disclosure Scotland. All individuals or organisations using the Disclosure and Barring Service (DBS) to help assess the suitability of applicants for positions of trust and who are recipients of Disclosure information must comply fully with the DBS Code of Practice. This obliges them to have a written policy on the correct handling and safe keeping of Disclosure information. It also obliges them to ensure that a body or individual, on whose behalf they are countersigning Disclosure applications, has such a written policy and, if necessary, to provide a model for that body or individual to use or adapt for this purpose.

General Principles

As an organisation using the DBS Disclosure service to help assess the suitability of applicants for positions of trust, Wentworth Education Limited complies fully with the DBS Code of Practice regarding the correct handling, use, storage retention and disposal of Disclosures and Disclosure information. It also complies fully with its obligations under the Data Protection Act and other relevant legislation pertaining to the safe, handling, use, storage, retention and disposal of Disclosure information and has a written policy on these matters, which is available to those who wish to see it on request.

Storage and Access

Disclosure information is never kept on an applicant's personnel file and is always kept separately and securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties.

Handling

In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and we recognise that it is a criminal offence to pass this information on to anyone who is not entitled to receive it.

Usage

Disclosure Information is only used for the specific purpose was requested and for which the applicant's full consent has been given. Disclosure information will not be used or disclosed in a manner incompatible with that purpose.

Retention

Once a recruitment (or other relevant) decision has been made, we do not keep Disclosure information for any longer than is absolutely necessary. This is generally for a period that the Tutor continues to use us as their agent and we are actively introducing the Tutor to Clients, and for up to 24 months after this activity has ceased, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered to keep Disclosure information for longer than this period, we will consult the DBS about this and will give full consideration to the Data Protection and Human Rights individual subject before doing so. Throughout this time, the usual conditions regarding safe storage and strictly controlled access will prevail.

Disposal

Once the retention period has elapsed, we do not keep Disclosure information after a period of 6 months. If any paper copies are stored we will ensure that the information is immediately suitably destroyed by secure means, ie. by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (eg waste bin or confidential waste sack). We will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure. However, notwithstanding the above, we may keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.

Using an Umbrella Body

Before using an Umbrella Body (one which countersigns applications and receives Disclosure information on behalf of other employers or recruiting organisations), we will take all reasonable steps to ensure that they can comply fully with the DBS Code of Practice. We will also take all reasonable steps to satisfy ourselves that they will handle, use, store, retain and dispose of Disclosure information in full compliance with the DBS Code and in full accordance with this policy. We will also ensure that any Body or individual, at whose request applications for Disclosure are countersigned, has such a written policy and, if necessary, will provide a model policy for that body or individual to use or adapt for this purpose.