Vetting Process

Our Vetting Process

When candidates register with TimePlan Education, we undertake a number of sector relevant checks and capture documentation which allows us to ensure that they are compliant to work in our client schools, nurseries, and colleges. 

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 effectively.  

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 a trained 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. If the candidate’s most recent employer is outside education, then we source two further references from the education institutions they attended and related to the role they are applying for.

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: 

We check against current and any previous surnames, or variations of. For instance, if the candidate has a double-barrelled name, the full name and its component parts will be checked via the teachers’ pensions online checking system.

Prohibition and sanction checks: 

This includes: 

  • Prohibition and sanctions’ checks for all candidates. 
  • Checks 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 obtain 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 certificate/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:  

  • Utility bill (electricity, gas, or water) 
  • A landline phone bill, bank or building society or credit card statement, - any of 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, or P45 or P60 statement. These documents 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 Qualified Teacher Status (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’re 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 
  • An annual NCTL check 
  • Visa checks.

TimePlan Education Group Ltd is committed to safeguarding in education and to ensuring that all the relevant checks are completed on each and every candidate registering with us.

TimePlan Education Group Ltd will also conform with guidelines set out by client schools, requirements of preferred supplier lists (PSLs), and local authority requirements, should the requirements of the aforementioned be different to our standard operating procedure outlined above.

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