Safer recruitment checklist for schools and employers.
Every stage of safer recruitment in one checklist, from writing the advert to the first day, based on the Department for Education's KCSIE 2026.
What should a safer recruitment checklist include?
A safer recruitment checklist should cover the advert and job description, an application form with full employment history, shortlisting by at least two people with a self-declaration, references before interview, structured interviews, and pre-appointment checks such as identity, enhanced DBS, barred list, prohibition, right to work and qualifications. RefAssure handles the references step, with consent, chasing and a signed PDF.
What is safer recruitment?
Safer recruitment is a way of hiring that deters, identifies and rejects people who are unsuitable to work with children or vulnerable adults. In schools and colleges in England it is set out in Part three of Keeping children safe in education (KCSIE). Care, early years and other sectors follow their own rules, but the stages are much the same. Use the checklist below, and check the current guidance for your sector before relying on it.
1. Before you advertise
- Recruiters have had safer recruitment training. In maintained schools, at least one interviewer must have completed it.
- Job description and person specification set out the safeguarding responsibilities and whether the role is regulated activity.
- The advert states your commitment to safeguarding, that checks will be carried out, and whether the post is exempt from the Rehabilitation of Offenders Act 1974.
2. Application form
- Use an application form, not a CV alone.
- Ask for full employment history since leaving school, with reasons for any gaps, and the reason for leaving the current or last job.
- State that it is an offence to apply for regulated activity if barred.
- Include or link to your child protection policy and policy on employing ex-offenders.
3. Shortlisting
- At least two people shortlist, looking for gaps and inconsistencies.
- Ask shortlisted candidates, not all applicants, for a self-declaration of criminal record and other relevant information.
- Consider an online search on shortlisted candidates, and tell them it may happen.
4. References
- Request references before interview where possible, directly from the referee.
- Get one from the current employer, and from the last employer where they worked with children.
- No open references. Compare answers with the application and resolve discrepancies.
5. Interview
- Structured questions agreed in advance, exploring motivation to work with children, gaps and frequent moves.
- Record the information considered and decisions made.
6. Pre-appointment checks
- Identity, enhanced DBS with barred list where relevant, prohibition check for teaching work, section 128 for management roles in academies and independent schools, right to work, qualifications, overseas checks and fitness for the role.
- Record each check and its date on the single central record.
7. After appointment
- Induction including safeguarding training and the staff code of conduct.
- Ongoing vigilance: safer recruitment does not stop on the first day.
Step 4, done for you.
References are the step that usually stalls. RefAssure sends, chases and files them, so they are back before interview.
- Add the safeguarding questions your sector expects to a template once
- Candidate consent signed online before any referee is contacted
- Referees use a secure link on any device, no login
- Signed PDF with timestamps for every request and reminder
Chased for you, day by day.
5 emails and up to 2 texts over 12 days, stopping the moment the referee replies.
Safer recruitment checks by sector.
The checklist adapts to each sector's own guidance.
Schools and colleges
KCSIE Part three, inspected by Ofsted or ISI. See our school pre-employment guide.
Safer recruitment questions
More in the full FAQs.
What are the main safer recruitment checks?
For schools: identity, enhanced DBS with children's barred list information for regulated activity, prohibition from teaching where relevant, section 128 for management roles in academies and independent schools, right to work, qualifications, overseas checks, fitness for the role and references.
Is safer recruitment a legal requirement?
KCSIE is statutory guidance, so schools and colleges must have regard to it, and many checks in it are legal duties. Care providers have legal duties under CQC Regulation 19. Other employers use safer recruitment as good practice when roles involve children or vulnerable adults.
When should references be taken up?
KCSIE says before interview where possible, so concerns can be explored with the referee and raised with the candidate. Any concerns must be resolved before the appointment is confirmed.
Is there a printable version of this checklist?
You can print this page. For references, our free employment reference template gives you a ready set of questions to send.
Who needs safer recruitment training?
KCSIE says those involved in recruiting staff to work with children should have appropriate training covering at least Part three. In maintained schools, at least one person on each interview panel must have completed it.
How does RefAssure help with safer recruitment?
RefAssure handles the references step: signed candidate consent, a secure link for each referee, 5 emails and up to 2 texts over 12 days, and a signed PDF audit trail. Your first reference is free, then from 80p. See how it works.
Related guides
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