Safer Recruitment Policy
1. Introduction & Purpose
Classroom365 Limited is committed to ensuring high standards in recruitment and safeguarding.
As a specialist provider of ICT support to the education sector, our recruitment process is designed to help identify and deter individuals who may be unsuitable to work in or around schools, children or young people.
We are committed to supporting safeguarding within every educational institution we serve and to aligning our recruitment practices with relevant safer recruitment expectations, including Keeping Children Safe in Education, where applicable.
2. Advertising & Recruitment Partners
Specialist Recruiters: Where recruitment partners are used, Classroom365 engages with recruiters who understand the education sector and are familiar with UK safeguarding practices.
Safeguarding Statement: All job advertisements and role specifications make clear that successful candidates will be subject to pre-employment checks, including a satisfactory Enhanced Disclosure and Barring Service check.
3. Shortlisting & References
Timing: References are sought before the interview, wherever possible, so that any discrepancies, concerns or gaps can be explored with the referee and discussed with the candidate during the selection process. KCSIE states that references should be obtained before the interview, where possible, so that concerns can be explored further.
Authenticity: References must be obtained directly from the referee. Classroom365 does not accept open testimonials or references provided directly by the candidate. This reflects KCSIE safer recruitment guidance, which says schools should not accept open references or rely on applicants to obtain their own references.
Specific Inquiries: Referees may be asked specific questions regarding the candidate’s suitability to work in the education sector, including whether there are any substantiated safeguarding concerns, disciplinary matters, or conduct issues relevant to the role.
Verification: Any anomalies, inconsistencies or concerns identified in references will be followed up by telephone or email, with written notes retained securely in the personnel file.
Online Checks: Classroom365 may conduct appropriate online searches as part of due diligence for shortlisted candidates. Candidates will be informed where online searches may form part of the recruitment process. KCSIE recommends considering online searches for shortlisted candidates and informing them that such checks may be undertaken.
4. The Selection Process
Interviews: All vacancies require an interview, which may be conducted face-to-face or via a visual electronic link. Telephone interviews may be used only for shortlisting or initial screening.
Candidate Requirements: During the interview process, candidates must:
- satisfactorily explain any gaps in employment history;
- explain any discrepancies in their application, CV or references;
- demonstrate an understanding of safeguarding and the welfare of children;
- confirm their willingness to comply with Classroom365’s safeguarding policies, conduct and school-site procedures.
5. Pre-Employment Checks
A successful appointment is contingent upon the satisfactory completion of relevant right-to-work and safer recruitment checks.
Identity & Right to Work: Classroom365 verifies the candidate’s identity and right to work in the UK before employment begins, in line with current Home Office right to work guidance.
DBS Clearance: All Classroom365 staff are required to complete an Enhanced DBS application and receive a satisfactory outcome as part of our safer recruitment process.
Where a role involves regulated activity with children and is eligible, children’s barred list information will also be obtained.
Classroom365 maintains a DBS log that is reviewed and updated in line with internal procedures, customer requirements and safeguarding expectations.
Qualifications: Original academic, professional or vocational certificates are verified when required for the role.
Overseas Checks: Where an applicant has lived or worked overseas for 6 months or more within the last 5 years, Classroom365 will request an appropriate overseas criminal record check or Certificate of Good Conduct where available and relevant.
Risk Assessment: If an overseas certificate or check is unobtainable, a formal risk assessment must be completed and signed off by a Director before appointment or before the individual is permitted to work in a school environment.
6. Induction & Ongoing Monitoring
Safeguarding Induction: All new staff receive induction covering Classroom365’s safeguarding expectations, safe working practices, professional conduct and school-site procedures.
Probationary Reviews: Regular review meetings are held during the first 3 months of employment to ensure the employee meets Classroom365’s standards of conduct, professionalism and safeguarding awareness.
Ongoing Monitoring: Safeguarding expectations, DBS status, conduct requirements and suitability for school-site work are reviewed periodically and where there is a change in role, duties or school access.
7. Records and ISO Evidence
Records supporting this policy are retained securely in line with Classroom365’s data protection and document control procedures.
Evidence may include:
- application and interview records;
- reference checks;
- right to work checks;
- DBS log entries;
- overseas check records or risk assessments;
- qualification checks;
- induction records;
- probation review notes;
- training or policy acknowledgement records.
8. Review and Approval
This policy is reviewed annually or sooner where there are significant changes to legislation, Keeping Children Safe in Education guidance, DBS guidance, customer requirements, business operations or ISO management system requirements.
This policy has been reviewed and approved by the Board of Directors of Classroom365 Limited.
Document control
Version: 4.0
Last reviewed: May 2026
Next review due: May 2027
Approved by: Board of Directors
Policy owner: Classroom365 Limited