This procedure explains everyone's responsibilities under our safer recruitment policy.

It applies to the recruitment and selection of all Scripture Union England and Wales (SUEW) staff, trustees, council members and all volunteers over the age of 18 who work with, or have access to, children and young people. It sets out how we safely recruit staff and volunteers, to ensure that all individuals working with us are suitable and dedicated to maintaining a safe environment.

This procedure also sets out in ‘specific roles’ the process for the recruitment of volunteers under-18s supporting SUEW events. 

All potential SUEW employees, new Event Team Leaders, and new Team Members must complete an application form. This form will include questions on motivations for applying, details of any criminal record and of two referees. Additionally, it will explain the requirement for an Enhanced Disclosure check from the Disclosure and Barring Service for relevant roles, confirm SUEW's policy on employing people with a criminal record, and include a commitment to our safeguarding policy and procedures.

For volunteers, an application form must be submitted annually regardless of whether they are a new Team Member (one who has not previously worked on a SUEW event) or a returning Team Member.

For returning Team Members (those who have previously worked on a SUEW event)  instead of a new application form, they must check and update their original application. They must confirm if their circumstances have changed, and if so, necessary alterations must be made for their application to be considered further. 

All potential SUEW employees will be interviewed by their prospective line manager and at least one other person.

New Event Team Leader and Team Member applicants may be required to participate in a safer recruitment interview (formal or informal) with a member of the National Events Operations Team or another suitably qualified individual.

During these interviews / conversations, the following points must be addressed:

• The applicant’s previous experience working with children and young people.
• Clearly outline the responsibilities and training requirements for the role.
• Provide an opportunity for the applicant to disclose any reasons why they may not be suitable to work with children and young people. Verbally invite the applicant to declare any criminal convictions or cautions, ensuring such disclosures are handled in accordance with this procedure.

We require a minimum of two references for each new applicant to assess their character and relationships. Ideally, one reference should come from the applicant’s church leader. If there are concerns, additional references may be required.

References for Event Team Leaders and Team Members are updated every three years, unless an individual’s circumstances change significantly, or a break in service necessitates an earlier check. A break in service refers to an applicant who does not serve continuously. For example, if an individual volunteers in 2023, does not apply in 2024, but re-applies in 2025, a re-check will be needed.

When communicating with referees, we will emphasise the importance of the information being requested, provide details about the role applied for, and highlight the paramount importance of ensuring the safety of children and adults at risk of harm in all roles involving work with children.

As part of the application process, all potential staff and volunteers must declare any criminal convictions or cautions. This requirement includes, with some exceptions, disclosing convictions that are otherwise considered 'spent,' as roles involving direct work with children are exempt from section 4(ii) of the Rehabilitation of Offenders Act 1974 (Exemptions Order 1975).

In order for us to manage and process all disclosure applications SUEW;

• has a contracted agreement with a Registered Body (Atlantic Data) for all its DBS checks and to act on behalf of its mission partners.
• has a dedicated DBS Processing Team (DPT) who process all DBS checks through the online system provided by the contracted Registered Body.
• Abides by the Code of Practice established by the DBS.
• Ensures the verification of identity and processing of applications by prospective trustees is carried out by an appropriate member of the DPT.
• Ensures the verification of identity and processing of applications by prospective staff for Enhanced Disclosures is carried out by a specifically assigned member of the DPT
• Records the date, and relevant details, of all checks in our CRM system.
• Handles all the information we receive in line with our Data policy.

At SUEW we are committed to creating safer spaces across all areas of our work. Ensuring that staff and volunteers have the correct level of DBS check is a key part of that commitment.

When determining the appropriate level of DBS check, we assess the specific responsibilities of each role against the eligibility criteria provided by the Disclosure and Barring Service (DBS), including;

Child workforce guide

Adult workforce guide

Eligibility for a DBS check is based on the tasks a person performs, not their job/role title. Therefore, individuals with the same title may require different levels of DBS checks depending on the nature of their actual responsibilities. If a person’s role or duties change, the required level of DBS check must be reassessed.

The following sets out general expectations. Where a DBS check is required, this will be clearly communicated and further information provided before the application process begins.

Working with children and young people

Roles at SUEW that involve direct contact with children or young people will generally require an Enhanced DBS check with Barred List information, for both staff and volunteers. It is possible that some roles may not meet this criteria and as such, each position is assessed individually against DBS eligibility guidance. Where applicable, we will also check the DBS Update Service for individuals who are registered. 

Working with adults at risk of harm 

Work with adults at risk of harm is uncommon within SUEW and is limited to a small number of holiday events. Roles on these holidays are likely to meet the criteria for an Enhanced DBS check with Adults’ Barred List information, and this level of check will normally be required. For all other roles, eligibility is assessed individually in line with DBS guidance. Where applicable, the DBS Update Service will be used for individuals who are registered.

Where roles work with both children and adults at risk, applicants may require an Enhanced DBS check that includes both the Child and Adult Barred Lists; this will be determined on a role by role basis in line with DBS eligibility guidance.

Trustees

All prospective Trustees of SUEW must apply for an Enhanced DBS check (without Barred List) prior to appointment.  If a Trustee applies to volunteer at a SUEW event, they may be required to apply for an Enhanced DBS check with Barred List information, depending on their role and if they meet the eligibility criteria.

Council Members

Due to the advisory nature of their role, Council Members do not typically meet the eligibility criteria to apply for an Enhanced DBS check. However, a Basic DBS check is generally recommended. If a Council Member applies to volunteer at a SUEW event, they may become eligible for an Enhanced DBS check (with or without barred list) depending on the nature of their involvement.

Other staff and volunteer roles

Not all roles at SUEW are eligible for Enhanced DBS checks. However, to support SUEW’s commitment to safeguarding, transparency and accountability, a Basic DBS check is required for all staff, volunteers and key advisors, unless the role is eligible for a higher-level check. 

Other roles

SUEW collaborates with various churches and organisations that share a similar mission across diverse contexts. See safeguarding policy for more information on how these are managed safely and the appropriate checks needed. 

See 'Specific considerations' for guidance on other common roles that require careful consideration.

Continuing checks

For roles that require DBS check, a re-check is conducted every three years, or sooner if there is a significant change in an individual’s role, responsibilities, or personal circumstances, or there is a break in service. A break in service refers to an applicant who does not serve continuously. For example, if an individual volunteered in 2024, did not apply in 2025, but re-applies in 2026, a re-check will be needed. 

All criminal record disclosure checks must be satisfactorily completed before confirming any position (staff, volunteer or trustee) and before an individual can continue in their role following a re-check.

All staff and volunteers must promptly inform the Person Responsible of any new convictions, cautions, or workplace investigations.The definition of 'Person Responsible' can be found in our safer recruitment policy but dependent on the role, the Person Responsible is typically one of the following; HR or Line Manager (staff appointments), Head of Mission Event Operations (national volunteer appointments), Regional Mission Team Leader (local volunteer appointments).

Important note: The DBS offers Welsh-language services, including application forms and customer support, to ensure accessibility for Welsh speakers. More information can be found on the DBS website (click here)

Applicants from overseas or those who have lived in England and Wales for a short period may not qualify for a DBS Disclosure check. We will make every effort to use available measures according to the comparative methods in their home country (overseas check).

To ensure the safe recruitment of staff and volunteers from overseas, we commit to the following:

• If an applicant has lived in the UK for 6 months or more, an Enhanced Disclosure check will be required, in addition to an overseas check.
• If an applicant has lived outside the UK for 12 months or more within the last 5 years, an overseas check will be conducted in the relevant country or countries.
• If there is any doubt about the availability of a thorough check, the application is likely to be refused.

Having information on a disclosure certificate (such as criminal convictions, cautions, cases pending, reprimands or bindovers) does not necessarily mean that an application for employment or volunteering will be rejected. SUEW adheres to our policy on  ‘Employing People with a Criminal Record’, available upon request from [email protected] 

Each case is considered on its merits; however, convictions or cautions in the following categories will generally exclude an applicant from positions involving work with children and adults at risk of harm:

• Any form of abuse involving children and adults at risk of harm
• Any types of serious violence
• Recent offences involving misuse of substances such as drugs or alcohol.

If a DBS Enhanced Disclosure contains relevant information, advice on how to proceed is sought from one of three named managers (Head of Mission Event Operations, Operational Safeguarding Lead, Safeguarding Manager).

Information recorded on the DBS Enhanced Disclosure is shared only with those directly involved in the specific recruitment decision and only if it is likely to affect the decision, ensuring compliance with SUEW’s policy on ‘Employing People with a Criminal Record’ for staff positions.

If additional information is received from a police force, the procedure outlined in the communications is followed. This information is not shared with the applicant or anyone else, except those involved in making the recruitment decision, and only if the police letter does not prohibit sharing it.

In certain circumstances, we may need to share why an application was refused or a role withdrawn to meet our legal obligations.

Incorrect information?

If an applicant believes the information on their certificate is incorrect, they must contact the DBS to challenge it. SUEW's decisions will be based on the information provided unless the DBS informs us that it is incorrect.

Where an individual is subscribed to the Update Service and provides consent, SUEW may carry out a status check on their existing Standard or Enhanced DBS certificate. This enables us to confirm whether the certificate remains current and valid for the role being applied for. Before conducting a check, we will verify that the certificate:

• Belongs to the individual
• Is genuine and original
• Matches the required workforce category (e.g. child and/or adult workforce)
• Includes the appropriate level of check and Barred List information, if applicable

We will only use the Update Service where the role is eligible for a DBS check under current legislation. If the certificate does not meet the requirements for the role, a new DBS application will be required. 

If the online disclosure check reveals information about cautions, convictions, reprimands, warnings, or other relevant information, the procedure for handling disclosure information will be followed.

All DBS checks registered with the Update Service will re-checked every three years in accordance with this procedure. See ‘What check do I need?’.

As part of our safer recruitment practices, we may conduct online searches for volunteers and/or shortlisted candidates, including publicly available social media content. This is in line with guidance from Keeping Children Safe in Education (KCSIE) and helps us identify any information that may raise safeguarding concerns or question an individual’s suitability to work with children, young people, or adults at risk of harm. Any findings will be considered fairly, transparently, and in accordance with data protection principles.

Applicants are appointed or excluded from service at the discretion of the Person Responsible (see definition in safer recruitment policy) and, where appropriate, in consultation with other parts of the SUEW movement and adhering to relevant policies.

Accepted

Subject to the requirements in this procedure being met and deemed satisfactory, an offer of employment may be made/confirmed, or a volunteer place confirmed.

All successful applicants are subject to probation, with appropriate support and induction.

For SUEW staff we provide specific and general induction, followed by an initial six-month work review and ongoing reviews for all who work with children and adults at risk of harm.

For Team Members on holidays, events or missions, probation periods may not be suitable. We recognise that Team Members have varying levels of experience working with children and young people. Therefore, the Event Leader will communicate an agreed set of safety guidelines and expectations for team behaviour prior to the event. Each event will have a designated individual, appropriately trained to serve as the Designated Safeguarding Officer (DSO). All Team Members will receive safeguarding training prior to the event. 

Refusal or withdrawal



Those who do not meet our safer recruitment requirements will not be able to volunteer or work with SUEW. There is no right to appeal; however, a complaint can be made if it is felt that such a decision was inappropriate (see complaints policy).

Some forms of physical, emotional or mental illness may make an applicant unsuitable for the role they have applied for. Where it is necessary to withdraw an individual's application from the process, the Person Responsible (see definition in safer recruitment policy) will communicate this directly with the applicant. 

Leaders are responsible for the safety and well-being of visitors, including SU staff. In some instances, it may not be necessary for an individual to complete the entire safer recruitment process to attend an SU event. However, careful consideration must still be given to ensure the safety of the children and young people in our care. Below are some common roles that require specific consideration:



Contractors

When hiring contractors for an event, it is essential to make suitable enquiries to ensure their suitability for working near children and young people. 



Non-residential events

If a Team Member under 18 needs accommodation for an SUEW event, the Event Leader must contact Head of Mission Event Operations to enable a risk assessment to be carried out and to assess the suitability of any Hosts.

Overnight stays

Any person aged over 18 staying on site for more than 24 hours or overnight must complete our safer recruitment process as set out in this procedure.

Support Team

The Keeping Children Safe in Education 2023 guidance defines regulated activity as any role that involves contact with children. Therefore, all support roles are now considered Regulated Activity, and an Enhanced Disclosure check is required for anyone volunteering in these roles.

Visitors

Ad-hoc day volunteers (e.g., parents, visitors, guest speakers) are never to be given unsupervised responsibility for children and must sign a visitor's register. Where an individual aged over 18 is staying on-site overnight (see above).

Volunteers under 18

Individuals under 18 who support an event team for a SUEW holiday or mission must:

• Register through our Holidays and Events team.
• Complete an application form and provide at least one character reference. Preferred references are from church leaders, but for those without relevant experience, character references from teachers or similar individuals are acceptable.
• Obtain parental consent for their involvement.

Appropriate safeguarding training will be provided. No volunteer under 18 will have unsupervised responsibility for any child, young person or activity. Careful consideration should be given to the volunteer’s date of birth as on their 18th birthday, this safer recruitment procedure will apply in full. 

For prospective SUEW employees, failure to complete the safer recruitment process may lead to delays in starting employment or the withdrawal of an employment offer.

For volunteer applicants, failure to complete any part of the safer recruitment process will result in their application being rejected, meaning that they are unable to volunteer with SUEW (Keeping Children Safe in Education, 2023).

If a volunteer applicant repeatedly fails to satisfy all requirements of our safer recruitment process at any stage, the Head of Mission Event Operations reserves the right to deny future applications.