Human Resources Division

Recruitment and selection procedures (staff)

Where the risk assessment has identified that staff that are likely to have regular and unsupervised personal contact with children and vulnerable adults rigorous recruitment and selection processes checks into their eligibility will be required. In addition to the standard recruitment and selection procedures detailed in the Recruitment Guidance:

1. Obtain two written references to ascertain what contact the applicant has had with children or vulnerable adults and any concerns that have arisen. Confirm the authenticity of referees by production of referee's letterhead or company stamp.
2. Require the applicant to submit at least two items of evidence to confirm their identity. This might include at least one item of photographic evidence (e.g. a current passport, or a new-style UK driving licence) and at least one item of address related evidence (e.g. a utility bill, financial statement). Where an applicant claims to have changed name (e.g. though marriage, adoption, statutory declaration), evidence of such a change must be sought.
3. Instruct the applicant to complete Part II, Section B of the University's application form. This includes a declaration for any unspent convictions. (The Rehabilitation of Offenders Act 1974 provides that any conviction for a criminal offence will be regarded as “spent” or ignored after a “rehabilitation period” providing that it did not carry a sentence excluded from the Act and no further conviction occurred within the rehabilitation period.)

Follow the steps below where there is a requirement for a Criminal Record check from the Criminal Records Bureau (CRB) as part of their Disclosure service. (Where a Disclosure is required, but the applicant has a substantial record of overseas residence, or little or no previous residence in the UK there might be limited value in seeking a Disclosure. The CRB will offer guidance about the availability of checks in foreign countries. Where these are available, ask the applicant to apply for this check and submit the check to the recruiter.)

Information for applicants requiring a CRB check

• Your advertisement should state that ‘The successful candidate will be required to apply for an Enhanced Disclosure’.
• Instruct every applicant to complete Part II, Section B of University's application form.
• Inform every applicant of the University's Child & Vulnerable Adult Protection Policy; the CRB's Code of Practice and the Policy Statement on the Recruitment of Ex-offenders
  • Recruitment of Ex-offenders Policy Statement

Submission for disclosure

Contact the Compliance Team, Human Resources Division for documentation for seeking Enhanced Disclosure only of the preferred applicant. On completion, return the form (together with Documentary Evidence sheet) to the Compliance Team. The named Counter Signatory will authorise the Disclosure application form and submit it to the CRB.

The recruiter is responsible for the costs of the Enhanced Check. The Compliance Team will recharge costs by internal invoice.

Receipt of disclosure

The Counter Signatory will receive the outcome of Disclosure as will the applicant. This information is confidential to the Counter Signatory and to the applicant. The recruiter will be informed that a Disclosure has been received but the details will not be disclosed.

Consideration of disclosure information

Disclosure should be part of the overall selection process and not the sole decision factor. To optimise the recruitment use several selection techniques (e.g.) application form, interview, references and Criminal Record check. Recruiters should also note that Disclosures do not carry a guarantee of accuracy. Neither do they have a pre-determined period of validity.

Should there be any form of Disclosure (whether by the applicant through the application form or from the CRB check) then the Objective Assessment must be followed.

• Objective Assessment for Disclosure of Criminal Conviction by Applicant

A Standing Committee will objectively consider this assessment and reach a decision on whether to appoint/confirm appointment. Recruiters will be informed of the outcome of this assessment.

Offers of appointment

Any offer of employment must be conditional on disclosure from the Criminal Records Bureau (see sample letter):

• Example offer letter [Cambridge only]

You should discuss any withdrawal of a conditional offer of employment with your HR Business Manager/HR Adviser.