Vetting and Safeguarding Policy

Vetting and Safeguarding

When candidates register with TimePlan Education, we undertake a number of relevant checks and capture documentation in line with REC's code of practice.

It’s a rigorous process, but we make it stress-free for both schools and candidates by employing capable and experienced safeguarding teams who pride themselves on gathering the necessary forms and paperwork efficiently. Once in a school our teachers and support staff are regularly monitored, and their performance can be assessed by our own staff, who are qualified teachers, headteachers and Ofsted inspectors.

Regular inspections as part of REC audited education (previously known as the DfE quality mark) have shown TimePlan Education to be 100% compliant in all aspects of vetting and safeguarding.

We send you confirmation of the vetting and safeguarding checks undertaken for each teacher or support staff before we send them to your school along with photo ID for additional security. These security steps satisfy the Ofsted requirements for safer recruitment and child protection.

To meet safeguarding standards, we are required to successfully complete the following checks:

Face-to-face interview:

All candidates are required to register face-to-face with an experienced recruitment consultant.

During this meeting the compliance team and recruitment consultant will complete and verify the documentation the candidate is required to produce at interview so that we can complete their registration against safeguarding requirements.


The candidate will be asked to provide the contact details of a minimum of two professional referees (using the referees’ professional email addresses only). One of these references must be from their current or most recent employer. Our policy is that we only accept references from members of the senior management team (SMT), or references that have been verified by a member of the SMT.

Identification check:

We are required to confirm the candidate’s identity against a document that contains their photograph, such as: a valid passport, a biometric residence permit (UK) or a current driving licence (UK).

Barred list check:

The DfE has removed the rights to complete online Barred List checks from all agencies (as of April 2021).

Accordingly, Barred List checks are completed as part of a DBS Enhanced Disclosure check. These checks are run annually for new DBS certificates initiated by TimePlan Education, or every six months for DBS Update Service checks.

Prohibition and sanction checks:

  • We also undertake prohibition and sanctions checks for all candidates.
  • We also check against teachers who have failed induction or probation.
  • Checks for teachers support staff and others prohibited from the profession.
  • Section 128 barring directions (list containing the names of individuals who have been barred from taking part in the management of any independent schools [including academies and free schools] under the terms of a direction made by the secretary of state)
  • GTCE sanction checks.

Disclosure and barring service (DBS) check:

This can be via a DBS update service check should the candidate’s DBS certificate be registered with the update service. For the update service check, we are required to see the candidate’s original DBS certificate and gain signed consent to carry out the check.

Alternatively, we can request a new DBS for the candidate via our online DBS application service.

Date of birth check:

We check against the candidate’s passport, driving licence, birth certificate (UK only), or a valid national identity card (EU).

Change of name check:

We check against marriage certificates/civil partnership certificate, divorce papers or deed poll certificates.

Proof of address check:

We are required to confirm the candidate’s home address via one or more of the following documents:

  • A utility bill (electricity, gas, or water), a landline phone bill, bank or building society or credit card statement. These must be less than three months old at time of registration (mobile phone bills are not acceptable)
  •  A current council tax statement, mortgage statement, financial statement i.e. pensions or endowment, P45 or P60 statement. These must have been issued within the last 12 months.

Qualifications check:

The candidate’s qualifications are checked against the issuing institution or NCTL; or, for overseas candidates, with the relevant institution or governing body.

National college for teacher and leadership (NCTL) check:

We check the candidate’s teaching status with the NCTL. This check is for all UK teachers and overseas trained teachers who have been awarded QTS in the UK. It allows us to check the candidate’s teaching status online during their registration using their seven digit teacher number.

Overseas police check (if applicable):

Overseas police checks are carried out for all teachers from overseas or those who have lived or worked overseas for a period of six months or more within the last five years, or as required by our client’s guidance.

Right to work check:

We check against the candidate’s passport and visa (if applicable) so that we are able to confirm the candidate’s right to work in the UK.

Medical fitness to work: 

This is a required medical declaration completed by all candidates.

Disqualification check:

This is a required check for all candidates who are applying to work within the age-range criteria set out for this check.

Ongoing update checks:

While the candidate is working with TimePlan Education, we commit to regular update checks of the following:

  • Their DBS, via the DBS update service every six months; or,
  • An annual renewal of their TimePlan Education DBS should their DBS certificate not be registered with the DBS update service
  • Barred list checks every six months
  • NCTL check, annually
  • Visa checks.

Schools now have a legal duty under safeguarding children and safer recruitment in education’ to ensure that any staff they engage, including agency staff, have been properly vetted. 

At TimePlan Education we make this easy for schools. Before we send a TimePlan Education teacher or support staff to your school you will receive a photo ID security email giving the individual’s details and the vetting checks that we have carried out. These can be kept to fulfil OFSTED requirements on child protection.

REC audited education ensures that agencies are carrying out the highest standard of safeguarding and vetting checks when recruiting education professionals. The audit goes way beyond just compliance, requiring agencies like TimePlan Education to demonstrate that they operate best practice in areas such as customer service, staff development, diversity and client management.

TimePlan Education passed a rigorous inspection by the Recruitment and Employment Confederation (REC) in order to achieve the prestigious REC audited education status. Receiving this status demonstrates that TimePlan Education continues to remain vigorous and meticulous in its compliance checks of education professionals ensuring the safety of pupils in schools throughout the UK.

The REC scheme provides successful recruitment agencies with an accreditation that is recognised by teaching unions, local authorities and schools. It enables both schools and candidates teachers to feel confident in using TimePlan Education.

TimePlan Education is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.

This post is exempt from the Rehabilitation of offenders act (1974) and is subject to a successful enhanced disclosure and barring service (DBS) check and two satisfactory professional references.

TimePlan Education takes the vetting process seriously and will not consider any teacher or member of support staff for a position unless they have met all of the criteria.

For any questions about the vetting and safeguarding process contact your local TimePlan Education office.

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