Disclosure and Barring Service Policy

Disclosure and Barring Service Policy

Policy Statement

1.1. Pitter Patter Play Ltd we are committed to safeguarding and promoting the welfare of children and young people and expect all staff, contractors and volunteers to share this commitment.

2. General conditions

2.1. The nursery manager is responsible for ensuring all staff, including contractors, bank staff, students and volunteers, are suitable to work with children. Checks are carried out via enhanced Disclosure and Barring Service (DBS) clearance checks as well as other sources, such as employer references, identity checks and qualification checks, amongst others.

2.2. All new staff will have their enhanced DBS checks completed prior to starting employment.

2.3. We recognise that the enhanced DBS disclosure is only part of a suitability decision and nursery management will ensure each individual working with a child goes through a vigorous recruitment and induction procedure (as laid out in the safe recruitment policy).  We will also ensure they receive continuous support, training and supervision from management in order to provide a safe, secure and healthy environment for all children in the nursery.

2.4. All students and volunteers will also receive an interview to ensure they are suitable for the nursery and an induction process to ensure they fully understand and are able to implement the nursery procedures, working practices and values. All students will be fully supervised to ensure they receive the appropriate support, training and information they may require.

2.5. We comply fully with the DBS Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information. 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 it is a criminal offence to pass this information to anyone who is not entitled to receive it.

2.6. We also comply with the obligations under the Data Protection Act 1998 and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information and have a written policy on these matters.

3. Types of Disclosure and Barring Service

3.1. There are three types of Disclosure: Basic, Standard and Enhanced. Eligibility for Disclosures is underpinned by law. The level of the check required is dependent on the exposure and risk associated with the relationship between the individual and the children and/or vulnerable groups. The National Minimum Standards makes it clear that all those working at nursery settings are subject to an Enhanced check

3.2. The nursery will require an enhanced check for all staff, which provides an additional level of security for vulnerable groups. Disclosure information is only used for the specific purpose for which it has been requested and for which the applicant’s full consent has been given.

4. DBS Provider – UCheck

4.1. Hafan Hael Bettws has selected UCheck for its DBS checks

We have selected UCheck as it is a reliable, efficient and fully bilingual service.

Hafan Hael Bettws will be using the online system as our preferred method of checking.

5. Nursery Requirements

5.1. Enhanced DBS certificates are required for all existing and new nursery employees regardless of whether they are in a childcare role or not.

5.2. Enhanced DBS checks are also required for students, volunteers, bank staff and contractors. If we cannot verify that an external contractor has an enhanced DBS check then all works must be carried out outside of our working hours.

5.3. New staff joining the nursery will be required to undergo a DBS check before the commencement of employment unless they hold an enhanced DBS and are registered with the update service.

5.4. New staff joining the nursery with existing DBS certificates obtained from other organisations are only accepted by the nursery if the employee grants permission to us to access the information from the update service prior to commencement of employment. Otherwise a new DBS will be required.

6. The DBS Application process

6.1. The Director will log onto the Pitter Patter Play Ltd account with UCheck  and click “Add DBS Application” and complete the form to create an application for an enhanced DBS check.

6.2. The applicant will need to provide the requisite ID for the checks to be completed.

6.3. Once the enhanced DBS certificate is processed Hafan Hael Bettws will retain a copy on file.

6.4. The applicant will need to sign up to the DBS Updating Service within 30 days of the certificate being issued.

7. DBS Update Service

7.1. The nursery requires each member of staff to subscribe to the government’s DBS Update Service within 30 DAYS of receiving their initial or revised DBS certificate. This service can be accessed online at https://www.gov.uk/disclosure.

7.2. New employees joining the nursery with existing DBS certificates who have not joined the update service will be required to apply for a new DBS before having unsupervised access to children. They will also be required to join the update service within 30 days of the certificate issue date.

7.3. The DBS update subscription is £13 (2023), payable directly by the employee to the DBS online; through this service, applicants will have their DBS Certificate kept up-to-date and be able to take it with them job to job, where the same type and level of check is required. The employee must submit a receipt of this payment for reimbursement by Pitter Patter Play Ltd

7.4. As part of our annual status check for employees, regulated by CIW, the nursery will require access to the DBS update service, with employee permission, to carry out regular online checks (at least once per year) to see if any new information has come to light since issue of the employee’s DBS certificate.

7.5. If an employee has not subscribed to the update service and the nursery has to conduct a full DBS procedure again, the full cost will be passed onto the employee.

8. Acceptable Documents for Verification

8.1. For verification purposes, employees must provide one document from group 1 and two documents from group 2.

Group 1

• Valid passport (any nationality)
• UK Driving Licence (either photo card or paper)
• Original UK Birth Certificate (issued within 12 months of date of birth) (full or short form)
• Valid photo identity card (EU countries only)

Group 2

• Marriage certificate
• Non-original UK birth certificate (issued after 12 months of birth) (full or short form)
• P45/P60 statement
• Bank or building society statement
• Utility bill (electricity, gas, water, telephone (including mobile phone contract / bill)
• Valid TV Licence
• Credit or store card statement
• Mortgage statement
• Valid insurance certificate
• Correspondence or a document from: the Benefits Agency; the Employment Service; the

Inland Revenue; or a Local Authority

• Financial statement (e.g. pension, endowment, ISA)
• Valid vehicle registration document
• Valid NHS Card
• Addressed payslip
• National Insurance number card
• Exam certificate (e.g. GCSE, NVQ)
• Child benefit book
• Certificate of British nationality
• Work permit / visa

9. Applicant’s Rights

9.1. Usually a job applicant has no legal obligation to reveal spent convictions. If an applicant has a conviction that has become spent, the employer must treat the applicant as if the conviction has not happened. A refusal to employ a rehabilitated person on the grounds of a spent conviction is unlawful under the Rehabilitation of Offenders Act (ROA)1974.

Certain areas of employment such as childcare settings are exempt under the ROA 1974 (Exceptions) Order 1975, and may ask about spent convictions. This is known as asking an exempted question. When answering, the applicant would have a legal obligation to reveal spent convictions. The minimum age at which someone can be asked to apply for a DBScheck is 16 years old.

10. Overseas Applicants

10.1. The DBS cannot access criminal records held overseas, however, some overseas criminal records are held on the Police National Computer and these would be revealed as part of a criminal record check. Although we will do our utmost to ensure the safe recruitment of overseas applicants, as detailed below, we cannot be held liable for failure to disclose or uncover criminal or other information relevant to the application. For overseas applicants the nursery will deploy some or all of the following:

• We will require a self-declaration of criminal or other activities likely to affect the applicants suitability to work with children.
• We will conduct an identity check of an overseas applicant (Visa, passport, references).
• We may check an applicant’s suitability via an appropriate Embassy- if we are recruiting people from overseas and wish to check their overseas criminal record, we may contact the Embassy or High Commission of the country in question. We may also contact the FCO Response Centre Helpline (020 7008 1500).
• We will obtain an employer’s reference or other such as a college or university.
• We may try to obtain a certificate of good conduct from an overseas employer.

This Policy was adopted on	Signed on Behalf of Pitter Patter Play Ltd	Date for review
01/05/2024		May 2025