Last updated August 2023
Additional, role-related pre-employment checks are required for some roles at the University. These can include Occupational Health Service assessments, criminal record checks, or other external agency checks. Researchers who need to work within the NHS may also need a Research Passport.
The University’s Personnel Security Policy requires that checks should be proportionate and appropriate for the duties and the environment of the post and that a risk-based approach should be followed, which would include considering alternative risk mitigations measures which may be more effective than external checks.
Planning stage - risk assessment and mitigation
When planning a recruitment departments should consider whether any additional checks will be required. Where these are indicated, departments should carry out a risk assessment and consider whether there are any possible mitigating measures which would reduce/minimise the risks and thereby remove the need for the checks. A standard risk assessment approach measuring seriousness and likelihood of risk can be useful. The employee's job description, working circumstances and environment should be considered. For example, will the postholder carry out close and unsupervised work with vulnerable groups? If so, can the role be adjusted so that supervision is available and the work is no longer ‘regulated activity’? Where the work is in sensitive areas are there CCTV or other physical security measures which reduce the risk? Are the activities key to the role or could they be reframed?
If additional checks are still required, the guidance in this section should be followed.
However, any additional checks should always be undertaken in the context of wider pre-employment checks and it should be recognised that such checks only indicate possible reasons not to employ - they do not positively indicate suitability for employment.
Before checks are started
In all cases where additional checks are to be carried out the applicant concerned must be:
- advised in advance that screening is being carried out (the checks must also be stated in the job description at the time of advertising the post)
- given the reason for screening
- advised of the eventual outcome (and given the right to respond to adverse findings).
Any supporting documentation provided by candidates must be original and should be validated as far as is practicable. The Disclosure and Barring Service website has guidance on checking documentation such as passports, driving licences, birth certificates and potential indicators of fraud.
After carrying out checks
Should a check indicate anything adverse about the candidate's employability, departments should contact their HR Business Partner for advice before liaising with the individual.
What types of checks are available?