School pre-employment checks — the complete KCSIE checklist
Every check required under KCSIE before a member of staff joins a school — what each check covers, when it should happen, and how to document it for your Single Central Record. Including how RefAssure automates the most complex part: references.
School pre-employment checks required under KCSIE
Every check required before a member of staff in regulated activity takes up post. All must be recorded on the Single Central Record.
Enhanced DBS Check — with children's barred list Mandatory
An Enhanced Disclosure and Barring Service check including a check of the children's barred list must be completed before the candidate starts. For staff in regulated activity, the barred list check is mandatory.
Identity verification Mandatory
Schools must verify the identity of every candidate — checking original documents such as passport or birth certificate alongside photographic ID. This must be done in person before appointment.
Right to work in the UK Mandatory
Every employer must check that the candidate has the right to work in the UK before they start. Original documents must be checked and copies retained.
Employment references — at least two, in writing Mandatory — RefAssure
At least two written references must be obtained directly from referees before the candidate takes up post. References must include a safeguarding suitability question and be obtained with the candidate's prior written consent. RefAssure automates this entirely.
Qualifications verification Where applicable
Where the role requires specific qualifications — QTS for teachers, relevant degrees, or professional registrations — schools must verify these directly rather than accepting candidate-supplied documents.
Prohibition from teaching check Teachers only
For teachers, schools must check the National College for Teaching and Leadership's register to confirm the candidate is not prohibited from teaching. Prohibition orders are permanent and disqualify a person from teaching.
Medical fitness Mandatory
Schools must ensure that candidates are medically fit for the role. This is typically confirmed through a health declaration or occupational health assessment before appointment.
Overseas checks Where applicable
Where a candidate has lived or worked outside the UK for three months or more in the past five years, additional overseas checks must be carried out — including a certificate of good conduct from the relevant country.
Section 128 check Leadership roles
Governors, trustees, and those in management positions at independent schools must be checked against the section 128 direction — which bars individuals from management roles in independent schools.
Teacher registration check Where applicable
For teachers working in Wales, a check with the Education Workforce Council is required. For those working with the Independent Schools Inspectorate, additional registration checks may apply.
All checks must be recorded on the Single Central Record with a date of completion. Supporting documentation must be retained and available for inspection.
The right timing for school pre-employment checks
KCSIE specifies when each check should be carried out. References come first — before interview where possible.
References
- Initiate at application or shortlisting stage
- KCSIE recommends before interview where possible
- Candidate consent collected first — automatically with RefAssure
- Must be complete before candidate starts
- RefAssure delivers in 1–3 days with automated chasing
Identity, Right to Work & Qualifications
- Identity documents checked in person — at interview or offer stage
- Right to work documents checked before start
- Qualification certificates verified where required
- Prohibition from teaching register checked at conditional offer
- Health declaration completed
DBS & All Outstanding Checks
- Enhanced DBS with barred list applied for after conditional offer
- Typically takes 2–8 weeks — apply early
- Overseas checks where applicable
- Section 128 check for leadership roles
- All checks complete and SCR updated before day one
Why references are the most complex school pre-employment check
Of all the KCSIE pre-employment checks, references are the most complex to carry out correctly — and the most frequently inadequate at inspection. The DBS check is a straightforward application process. Identity and right to work checks follow a clear document verification process. But references require schools to: obtain the candidate's written consent, contact referees directly, ask the right questions including the mandatory safeguarding suitability question, chase non-responders, and compile written documentation for the Single Central Record.
Most schools still handle references manually — a process that takes 45 to 90 minutes of HR admin per reference, produces inconsistent evidence, and frequently results in telephone references or missing safeguarding questions. RefAssure automates the entire reference process — from candidate consent to PDF report — in a 2-minute setup per candidate. The result is KCSIE-compliant, written, documented references that arrive in 1 to 3 days rather than 1 to 2 weeks.
What makes a KCSIE-compliant school reference
School pre-employment checks — the complete guide
KCSIE sets out a comprehensive framework of pre-employment checks for school staff. Understanding what each check covers, when it should be completed, and how to document it — both on the Single Central Record and in supporting files — is essential for school leaders and business managers responsible for safer recruitment.
Which staff need pre-employment checks?
KCSIE pre-employment checks apply to all staff in regulated activity with children. This includes all teaching staff, teaching assistants, SEN support staff, cover supervisors, lunchtime supervisors, sports coaches and certain volunteers. The key test is whether the role involves regular, direct contact with children — not the job title. Schools sometimes make the mistake of applying rigorous checks to teachers but less thorough checks to support staff. KCSIE requires the same standard for all staff in regulated activity.
What happens if a pre-employment check raises a concern?
If any pre-employment check raises a concern — a DBS disclosure, a reference that mentions safeguarding concerns, or gaps in employment history — the school should not proceed without exploring it further. For reference concerns, this typically means contacting the referee to discuss the matter and exploring it with the candidate at interview. For DBS disclosures, the school must carry out a risk assessment. All decisions and the reasons for them should be documented.
Can a candidate start before all checks are complete?
KCSIE requires all checks to be complete before a candidate takes up post. There is one limited exception: in urgent circumstances, a candidate may start before the DBS check is returned — but only if a risk assessment has been completed, the candidate is appropriately supervised, and the barred list has been checked. References must still be complete before the candidate starts — there is no exception for references.
School pre-employment checks — questions answered
Under KCSIE, schools must carry out: an enhanced DBS check with children's barred list, identity verification, right to work check, at least two written references obtained directly from referees, qualifications verification where required, prohibition from teaching register check for teachers, medical fitness confirmation, and overseas checks where applicable. All must be completed before the candidate starts and recorded on the Single Central Record.
References should be initiated as early as possible — ideally before interview — so concerns can be explored with the candidate. Identity and right to work checks happen at interview or offer stage. DBS checks are applied for after a conditional offer is made. All checks must be complete before the candidate takes up post.
The SCR must record: enhanced DBS (with barred list), identity verification, right to work, prohibition from teaching register check, references, qualifications where required, and overseas checks where applicable. Each entry should show the date completed. Supporting documentation must be held separately and available for inspection.
KCSIE checks apply to all staff in regulated activity with children — teachers, teaching assistants, SEN support, cover supervisors, lunchtime supervisors and certain volunteers. The test is whether the role involves regular direct contact with children, not the job title.
KCSIE requires all checks to be complete before a candidate starts. There is a limited exception for DBS checks in urgent circumstances — but only with a risk assessment and appropriate supervision. References must always be complete before a candidate takes up post, with no exception.
RefAssure automates the entire reference process: collecting written candidate consent, sending requests directly to referees, chasing automatically with 5 emails and 2 SMS reminders, and generating a KCSIE-compliant PDF report with a full audit trail. The same process every time, for every candidate, from 99p per reference.
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