Date of policy: 01/09/2021

This policy will be reviewed every 12 months (as a minimum).

Review Date: 01/09/2022

  1. Introduction

Maze Recruitment Group are members of APSCo which gives a recognised badge of quality.

We recruit to the highest standards in recruitment working to APSCo’s ground-breaking benchmark designed to safeguard children and offer best practice for temporary and permanent recruitment.

As we provide services to education establishments, we understand our obligating in protecting children and vulnerable adults.

  • Scope of policy

It is our commitment to all our clients, candidates, and end users that we:

  • Are committed to safeguarding and promoting the welfare of children and vulnerable adults.
  • Have policies and processes in place that ensure candidates are recruited and selected in the most appropriate way.
  • Prevent unsuitable people from working with children and vulnerable adults.
  • Demonstrate best practice in all recruitment activity.
  • Ensure that all recruitment business staff receive appropriate training in statutory safeguarding obligations
  • Contribute to an effective partnership working between all those involved in providing safeguarding services for children Safeguarding, Recruitment and Selection.

Our guarantee is to ensure that the recruitment and vetting checks required on all candidates who work with children and vulnerable adults are adhered to. All our checks are underpinned by the statutory requirements and the Department for Education’s Keeping Children Safe in Education 2020 (KCSIE 2020) guidance on best practice. This policy applies to all Temporary Recruitment.

  • Vetting and Compliance checks

Registration Interview

  • All candidates are provided with written policies or procedures covering the recruitment process, and safeguarding activity. They can also be found on our website at
  • A full registration process is undertaken for each new candidate before being placed on assignment with a client, which shall include the candidate’s confirmation of the type of work that s/he would be willing to undertake.
  • Where the candidate has had a break of more than 12 weeks since their last assignment, we ensure all details from that previous registration remain valid and reference any gaps.
  • We undertake a face to face registration interview with every candidate prior to them being placed on assignment with a client, unless in exceptional circumstances.
  • All original documents provided by the candidate is checked for legitimacy during the registration interview.
  • The registration interview assesses the candidate’s experience to establish congruency with the candidate’s application form/CV.
  • The interview is evidenced by the completion of an interview document, signed and dated by the consultant conducting the interview and the candidate.
  • We obtain a completed application form and CV from the candidate which covers the last 10 years’ employment history, or back to compulsory education, whichever, is more recent.
  • Any gaps of 12 weeks or more in the employment history are explained in full.
  • A “Rehabilitation of Offenders” declaration is signed and dated by the candidate. This declaration will include a “yes” or “no” answer to the following question:

Do you have any, or any pending convictions, cautions, reprimands or final warnings, which would not be filtered in line with current guidance?’

  • If the candidate answers ‘yes’ to any part of this question we obtain written details pertaining to this.
  • We obtain a signed declaration from the candidate regarding their physical and health capacity to work, as required by the Education Health Standards (England) 2003 Regulations.
  • All candidates undergo a full Safeguarding Assessment prior to clearance and must pass this assessment with a minimum score of 12/14.

ID Checking

  • Photographic evidence of the candidate’s identification is obtained from an approved list provided by the Disclosure & Barring Service’s 3 route ID checking process.
  • Two proofs of the candidate’s address are obtained from an approved list provided by the Disclosure and Barring Service’s Trusted Government Document lists 2a and 2b.
  • We sight original documentation of a candidate’s right to work in the UK.
  • Where a candidate has had a former surname, we obtain original document as evidence of change of name.
  • All original documents provided by the candidate is checked for legitimacy during the registration interview.
  • All original documents provided as evidence of identification is copied (in full or all relevant pages), and the copies are validated, signed, and dated by the interviewer.
  • We obtain a minimum of one document from an approved list of National Insurance proof.
  • We sight all of the candidate’s original qualifications that are legally required for the job.
  • For teachers who have qualified since 1999 we gain evidence that the induction period has been completed satisfactorily.
  • For all qualified teachers we conduct an online check with The National College for Teaching and Leadership (“the NCTL”) to ensure that the candidate has a valid Qualified Teacher Status (QTS) qualification, that there are no active restrictions against them, and their induction status.

Disclosure and Barring

  • We either obtain a new or see an original existing Enhanced DBS certificate with a children’s barred list check for all candidates. Hard copies of the Enhanced DBS certificate are verified (with name, signature and date). Electronic checks are recorded with the date and the name of the person that undertook it. 
  • Where the Enhanced DBS certificate is not the result of a new application an Update Service check is undertaken.
  • Update Service checks are undertaken at least every 12 weeks and recorded with the date and the name of the person that undertook it.
  • Where the candidate provides a DBS certificate from a third party, we will tell the end client before placing the candidate and will immediately initiate a new Enhanced DBS check.  
  • Where a candidate has a gap of more than 12 weeks since their last assignment we will immediately initiate a new Enhanced DBS check.  
  • Where the candidate has not signed up to the Update Service the original DBS check may relied upon for 12 months, after which we initiate a new Enhanced DBS check.
  • We act appropriately on any information received relevant to a candidate’s DBS status, which comes to our attention.


  • We obtain a minimum of 2 written professional references, including the most recent assignments. These references cover at least 2 years’ worth of assignments.
  • Where an unsatisfactory reference is received, we take the appropriate action to ensure that no candidate with child protection, safeguarding, or disciplinary issues or concerns is placed on assignment.


  • Where a candidate has worked/lived overseas during the last 5 years for a period of six months or more, we obtain an overseas police check. Where an overseas police check is not possible, we apply for a Letter of Good Conduct.
  • Overseas trained candidates will provide an original UK NARIC check to us to establish their qualifications are equivalent to the UK.
  • Overseas candidates will provide evidence to us that they have applied to the National College for Teaching & Leadership (NCTL) for the award of QTS.
  • No more than 12 weeks after the candidate provides evidence of their application for QTS, the candidate will provide us with evidence of their QTS award from the NCTL.

Health & Safety

  • To help ensure that we adhere to government legislation and do all we can to help protect our candidates and school communities all candidates are required to complete a COVID Declaration form each week before they are able to be considered for work opportunities.