Free safer recruitment evidence checklist

Use the template

Build the evidence record

Choose the law and guidance for the role's nation and sector first. Tick an item only when the underlying evidence and decision are held in your approved system.

Set the role's contextRecord the UK nation, sector and setting that govern the appointmentRecord the guidance or regulatory version used and its effective dateDefine the role, duties, contact with children or adults and any regulated activityAgree role criteria and a panel with the knowledge and conflicts process required by the setting

Review the application and historyUse a complete application history rather than a CV alone where sector guidance requires itExplore relevant gaps, overlaps, inconsistencies and reasons for leavingRecord how interview evidence maps to the role criteriaGive the applicant a fair opportunity to explain relevant discrepancies or disclosed information

Complete the lawful checksVerify identity through the route required for each checkComplete the current Home Office right-to-work process and retain the required evidenceRequest, receive and review references in line with the setting's guidanceVerify qualifications and professional registration required for the roleUse DBS in England and Wales, PVG in Scotland or AccessNI in Northern Ireland as applicableConfirm the criminal-record level and any barred-list route are lawful and eligible for this roleConsider overseas history and any sector-specific check the UK route cannot cover

Resolve concerns and decideReconcile identity, history, reference and qualification discrepancies before appointmentRecord a proportionate risk decision rather than treating a certificate with no disclosed information as proof of suitabilityName the decision-maker, evidence considered, reasons and any conditionsEscalate unresolved safeguarding, eligibility or legal questions to the appropriate specialist

Close the appointment and follow throughConfirm offer conditions and which must be complete before work startsSet supervision or restricted duties for any lawful, documented outstanding conditionComplete role-specific safeguarding induction and policy acknowledgementUpdate the sector record or register required for the settingApply the approved retention and access rules to evidence and disclosure informationSchedule professional-registration, right-to-work or scheme follow-up where it is requiredRecord ongoing referral, barring or fitness duties that apply after appointment

Ticks stay in this browser session and are not sent or saved.

Make it yours

Use the right checks in three steps

Define the setting, complete only the checks the role earns and keep the reasoning behind the final appointment.

1
Start with role and setting
Nation, sector, duties and regulated activity determine the guidance, records and criminal-record route. Do not start with a generic DBS requirement.
2
Check and reconcile
Bring identity, work history, references, qualifications, right to work and the lawful disclosure together. Investigate material differences fairly.
3
Record the decision and follow-up
Keep the evidence, reasons, conditions, induction and ongoing duties required by the setting, with proportionate access and retention.

Check before you use it

The checklist names the correct UK nation, sector and current guidance version
Every check is tied to the role's duties, legal eligibility or sector requirement
The right-to-work route uses the current Home Office employer guidance
Disclosure information is one part of a wider suitability decision
Offer conditions, supervision, induction and unresolved follow-up have named owners
The sector record, retention period, access and ongoing referral duties are documented

One checklist cannot define every safer appointment

Requirements differ by role, sector and UK nation. A clear criminal-record certificate does not prove suitability, and a higher-level check cannot be requested merely because it feels safer. Use the current guidance for the setting and take safeguarding or legal advice where the decision is uncertain.

Questions

Questions about safer recruitment

Guidance behind this template

DfE: Keeping Children Safe in EducationFor schools and colleges in England: use the 2025 version through 31 August 2026 and the 2026 version from 1 September 2026.DBS: checks guidance for employersCheck role eligibility, certificate handling and the employer's wider decision in England and Wales.CQC: Regulation 19Check recruitment, evidence, registration and ongoing fitness duties for regulated care providers in England.Home Office: right-to-work checksUse the current employer guide for the check route and retained evidence.mygov.scot: PVG schemeCheck regulated roles, PVG membership and organisational duties in Scotland.nidirect: AccessNI information for employersCheck the appropriate AccessNI route and employer responsibilities in Northern Ireland.

What is safer recruitment?

It is the end-to-end process for defining a role, assessing the applicant, completing lawful checks, resolving concerns, making and recording a suitability decision, and meeting induction and ongoing duties for the setting.

Does every role need a DBS check?

No. A basic check can be available more widely, but Standard, Enhanced and barred-list checks depend on legal eligibility and the role's duties. Scotland uses Disclosure Scotland and PVG, while Northern Ireland uses AccessNI.

Does a clear criminal-record check prove someone is suitable?

No. A certificate is one source at one point in time and may not cover overseas history. The employer still needs to consider identity, role evidence, history, references, qualifications, discrepancies and the setting's requirements.

Which disclosure service applies in each UK nation?

DBS operates the criminal-record check route for England and Wales. Disclosure Scotland runs disclosure services and the PVG scheme in Scotland. AccessNI handles checks in Northern Ireland. Eligibility and terminology differ, so use the relevant service's current guidance.

When does Keeping Children Safe in Education 2026 apply?

For schools and colleges in England, KCSIE 2025 remains in force through 31 August 2026. KCSIE 2026 comes into force on 1 September 2026. Record the version used for each recruitment decision.

Should candidate or disclosure data be entered on this page?

No. Tick the checklist only to plan or confirm that evidence is held in your approved system. The page does not persist candidate data, and the downloaded file contains checklist labels and completion state only.

Does HollyHR carry out DBS, PVG, AccessNI or right-to-work checks?

No. HollyHR can record evidence and decisions after you use the appropriate official or provider route. The employer remains responsible for eligibility, the underlying check, the suitability decision and safeguarding duties.

Safer recruitment evidence checklist

Build the evidence record

Use the right checks in three steps

Start with role and setting

Check and reconcile

Record the decision and follow-up

Check before you use it

One checklist cannot define every safer appointment

Keep evidence and onboarding actions together

Questions about safer recruitment

Useful next steps

Start free with up to 10 active employees.