Safer recruitment in education: pre-employment checks.
The checks a school must complete before someone starts, the order that keeps start dates on track, and the timing rules that catch people out.
What are the pre-employment checks for safer recruitment in education?
Under Keeping children safe in education, schools must verify identity, obtain an enhanced DBS check with children's barred list information for regulated activity, confirm right to work, fitness for the role and qualifications, run prohibition and section 128 checks where relevant, and make overseas checks. References should come before interview. RefAssure collects the references; the rest are separate checks.
The safer recruitment process, in order.
Shortlist
Two people shortlist. Shortlisted candidates complete a self-declaration and you consider an online search.
References
Request references before interview where possible, so concerns can be raised at interview.
Interview
Structured questions on motivation, gaps and suitability. Make the offer conditional on checks.
Vetting checks
Identity, DBS, barred list, prohibition, section 128, right to work, qualifications, overseas, fitness.
Pre-employment checks for schools, one by one
- Identity. Be sure the person is who they claim to be, including any change of name. GOV.UK has identity checking guidelines.
- Enhanced DBS check with children's barred list information for anyone in regulated activity, which covers most school staff. Obtained via the applicant. If using the DBS Update Service, you still see the original certificate.
- Separate barred list check if someone starts in regulated activity before the DBS certificate arrives.
- Prohibition check for anyone employed to carry out teaching work, through DfE's Check a teacher's record. See our prohibition check guide.
- Section 128 check for management roles in independent schools, academies and free schools. See our section 128 guide.
- Right to work in the UK, following Home Office guidance. See right to work checks.
- Overseas checks for anyone who has lived or worked outside the UK, such as overseas criminal record checks and, for teachers, a letter of professional standing.
- Qualifications, including QTS and induction where needed.
- Mental and physical fitness to carry out the role.
- Childcare disqualification checks for staff in reception classes or wraparound care for children up to age 8.
Timing rules that catch schools out
- All offers should be conditional until the checks are complete.
- Where someone starts before the DBS certificate arrives, they need a separate barred list check, all other checks done and appropriate supervision.
- In settings covered by the EYFS framework, staff and volunteers must not start until the enhanced DBS certificate with barred list information has been received.
- If someone moves from another school in England within three months, a new enhanced DBS check is not required, but schools should consider whether to request one and must still do the other checks, including a barred list check where relevant.
- For agency staff, get written confirmation that the agency has done the same checks, and check the person who arrives is the person who was checked.
References that keep start dates on track.
References are usually the slowest check. RefAssure chases referees automatically and tells you after day 12 if one has not replied.
- Median turnaround about 23 hours across 229 completed references
- 4 in 10 completed after an automatic reminder
- Bounced emails flagged, most within minutes
- Signed PDF to file with the personnel record
The references step: manual vs RefAssure.
| By hand | With RefAssure | |
|---|---|---|
| Candidate consent | Assumed from the application form | Signed online, timestamped |
| Sending | Email attachments or post | Secure link, two minutes |
| Chasing | Calls from the school office | 5 emails and up to 2 texts over 12 days |
| Email replies | Lost in a shared inbox | Captured and forwarded to you |
| Evidence | Printouts in a folder | Signed PDF with full audit trail |
Safer recruitment in education questions
More in the full FAQs.
What is safer recruitment in education?
It is the recruitment process schools and colleges in England follow to deter and identify people unsuitable to work with children, set out in Part three of the Department for Education's Keeping children safe in education. It covers everything from the advert to the checks before someone starts. Our safer recruitment checklist lists each stage.
Can a member of staff start before all checks are back?
Offers should be conditional until the checks are complete. KCSIE allows someone to start in regulated activity before the DBS certificate arrives in limited cases, with a separate barred list check, every other check done and supervision. This is not allowed in EYFS settings.
Do references go on the single central record?
They are not a statutory column, but schools can record extra information if they wish. Keep the reference on the personnel file. See our single central record guide.
Do volunteers need pre-employment checks?
Under KCSIE 2026, volunteers who teach, train, instruct or supervise children frequently or overnight are in regulated activity and need an enhanced DBS check with barred list information. Other volunteers need a written risk assessment. See our KCSIE 2026 guide.
What is the three-month rule?
If someone has worked in a school in England in a post that brought them regularly into contact with children, and that post ended no more than three months before the new appointment, a new enhanced DBS certificate is not required. KCSIE asks schools to consider requesting one anyway, and every other check still applies.
Which checks does RefAssure do?
References and employment history, with signed candidate consent, automatic chasing and a PDF audit trail. DBS, barred list, prohibition, section 128, right to work and qualification checks are run through the official services.
Related guides
References back before the start date.
Your first reference is free. RefAssure chases every referee for you.