Doc 1 – Recruitment sample document
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SAFE RECRUITMENT PROCEDURES FOR VOLUNTEERS WORKING WITH YOUNG PEOPLE OR VULNERABLE ADULTS IN REGULATED POSITIONS IN
Bowling relies heavily on the time and commitment freely given by volunteers, and without this the opportunities for young people or vulnerable adults to participate would not exist. The procedures outlined below will be adopted by INSERT ‘Club/Organisation’ for its own purpose and must be followed by clubs for whom Irish Women’s Indoor Bowling Association (IWIBA) acts as the governing body.
INSERT ‘Club/Organisation’ will ensure good recruitment procedures by:
• Defining the volunteer role the individual is applying for.
• Insisting that a person applying for any post of responsibility within the INSERT ‘Club/Organisation’ complete the relevant sports application forms (see attached).
• Obtaining 2 references in writing, (the request for references will only be sought for preferred applicants)
• Ensuring that the individual working with young people or vulnerable adults completes and signs the Access NI Disclosure Certificate Application Form that gives permission to enable IWIBA to request an Access NI check (proof of identity MUST be provided). Contact your Association or IWIBA Safeguarding Officer for further information.
The Management committee will ratify appointments by:
• Assessing the individual’s experience of working with young people or vulnerable adults and knowledge of safeguarding issues.
• Assess their commitment to promoting good practice.
• Assess their ability to communicate with young people or vulnerable adults (i.e. be approachable). One-way of doing this is to consult young people or vulnerable adults or ask questions to examine how a person would respond to a particular scenario e.g. are they authoritarian or too relaxed in their approach.
The individual and the IWIBA will receive information from Access NI. It will be scrutinised in the first instance by the IWIBA Safeguarding Officer appointed by IWIBA. The appropriate committee will decide whether a disclosure is relevant or contrary to IWIBA standards, INSERT ‘Club/Organisation’ will be advised of decision.
For further detailed information on Access NI please visit http://www.accessni.gov.uk
Recruitment/Vetting Process for IWIBA/Association or Clubs
Guidance from AccessNI is that Umbrella organisations (e.g. NI Sports Forum) should not make recruitment decisions for the clubs/organisations they assist with Disclosures. This does not mean that they cannot be involved in these recruitment decisions, either by:
• Supporting the club/organisation in making decisions by advising them on how to assess any potential risks arising from information returned directly to the club via the IWIBA, or
• Insisting that all those involved in Bowls even at club/organisation level are appointed via safe recruitment procedures that are managed by the IWIBA. The decision about who to recruit can remain with the club but the IWIBA would have the final say over who should not represent Bowls and would be able to insist that a particular person does not volunteer in the sport. This would also mean that the IWIBA might decide that an individual can volunteer in the sport but when the club receives the information they may set a higher threshold and not recruit them.
• Information returned to the IWIBA from AccessNI should be returned to the club via the IWIBA. The individual applicant will also receive a copy of the Disclosure Certificate directly from AccessNI. The club/organisation must destroy the Disclosure Certificate once a recruitment decision has been made, but the individual is advised to retain their copy.
A club/organisation identifies certain positions within their club/organisation either paid or voluntary, which they believe meet the criteria for an individual to undergo an enhanced level check. Examples of this could be;
• A coach who works with young people or vulnerable adults,
• A driver who regularly transports young people or vulnerable adults,
• A volunteer who, though not a coach, takes some responsibility for the safety of young people or vulnerable adults during training events or tournaments
• Those who travel to away trips, matches, particularly overnights
This list is only an example and is not exhaustive. For further information see http://www.nidirect.gov.uk/regulated-activity-with-vulnerable-groups
If the Safeguarding Officer is the individual that is required to undergo an enhanced level check by AccessNI, they must forward the necessary documentation to the IWIBA Safeguarding Officer.
The Club/Organisation Safeguarding Officer requests copies of the AccessNI Disclosure Certificate Application Form and their own club/organisation specific recruitment form (sample in Appendix 1, section 1), which must include a self declaration section (Appendix 1 section 2) and section for obtaining references (sample in Appendix 2). These can be obtained from the IWIBA Safeguarding Officer or downloaded from the IWIBA website (http://www.irishwomensindoorbowlingassociation.co.uk). These forms can be photocopied.
The Club/Organisation Safeguarding officer distributes both forms and an envelope marked confidential to the individual coaches/ officers/ officials/ volunteers/ staff that will work with or manage those who work with young people or vulnerable adults. The Safeguarding officer should outline the procedure regarding accuracy and confidentiality to the individual.
Each applicant completes fully both of his or her own individual forms. The club/organisation Safeguarding officer signs a confirmation letter stating what forms of identification they have seen in relation to the applicant, (see sample form attached – Appendix 3). The club/organisation application form is copied and a copy retained by the club/organisation. The original application form, AccessNI form and form stating confirmation of sight of correct identification plus applicable fee (if required) is placed in the confidential envelope and returned to the IWIBA for the attention of the IWIBA Safeguarding Officer.
Only the IWIBA Safeguarding Officer will open the envelope and check each individual form to ensure that it is completed properly, before forwarding it to NISF (NI Sports Forum) who will forward to Access NI. (NOTE that any form that is incomplete will be returned directly to the individual applicant for correction and re-submission).
The club/organisation Safeguarding Officer will retain the copy of the club/organisation application form in a secure place and follow up on the references given. A sample of a reference application is attached – Appendix 2.
When AccessNI receive a request for an Enhanced level check AccessNI will check each individual’s details against;
• The Criminal Record Viewer – which contains the NI criminal record, and
• The Police National Computer – which contains the GB criminal record.
• Disqualification from Working with Children (DWC (NI) List)
• Disqualification from Working with Vulnerable Adults (DWVA (NI))
• List 99 held by DCSF
• DoH PoCA and PoVA lists
• Unsuitable Persons List held by DE
• Relevant Scottish Lists
• Information held by relevant Police Forces throughout the UK for any additional non-conviction material, including cases pending, which the Police consider relevant for Disclosure.
AccessNI notes any offences or relevant information that appear to be linked to an individual based on the details set out on the form submitted. Once AccessNI has completed its process the form is returned to the IWIBA Safeguarding Officer.
The IWIBA Safeguarding Officer reviews every record where there has been a Disclosure from AccessNI. Any individual Disclosure deemed relevant to the Safeguarding of young people or vulnerable adults will be anonymised and reported to the IWIBA Management Committee. The IWIBA Management Committee makes the final determination whether or not a disclosure is relevant or contrary to the IWIBA safeguarding standards. In instances where the IWIBA Management Committee is concerned about the suitability of an individual in their current role within a club based on an AccessNI Disclosure or wishes to seek clarification, the individual in question will be contacted directly and invited to a confidential meeting to assist in the decision making process.
Certificates that are returned with no information or information that is not deemed relevant to the Safeguarding of young people or vulnerable adults should be forwarded on to the contact person in the club.
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VOLUNTEER APPLICATION FORM FOR THOSE IN REGULATED POSITIONS
All information received in this form will be treated confidentially
Date of Birth:
Telephone No: Mobile No:
Previous work experience and relevant qualifications:
Have you previously been involved in voluntary work? Yes No
If yes, please give details:
Do you have any spare time hobbies, interests or specific skills that may be useful to the activities?
Do you agree to abide by the Irish Women’s Indoor Bowling Association Code of Conduct (Please see on website) Yes No
Have you completed Safeguarding Awareness Training? Yes No
If yes Organised by: When:
Do you agree to undergo specific training on the role of the (position being appointed) Yes No
Have you ever been asked to leave a sporting organisation in the past?(if you have answered yes we will contact you in confidence) Yes No
Any other relevant information?
Please supply the names of two responsible people whom we can contact and who from personal knowledge are willing to endorse your application. If you have had a previous involvement in a sports club one of these names should be that of an administrator/leader in your last club/place of involvement.
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DISCLOSURE OF CRIMINAL CONVICTIONS FOR ELIGIBLE POSITIONS
We require all coaches/volunteers in positions of responsibility for managing the safety and development of young bowlers to sign the declaration and return it marked confidential to (contact the IWIBA Safeguarding Officer to clarify who to return this form to)
Should you require further information, please contact (add in Name of IWIBA safeguarding officer).
NAME OF APPLICANT: _________________________________________________
HOME ADDRESS: _____________________________________________________
CONTACT TELEPHONE NUMBER:____________________________
Please read this information carefully.
Statement of non-discrimination
The Irish Women’s Indoor Bowling Association (IWIBA) is committed to equal opportunity for all applicants including those with criminal convictions. Information about criminal convictions is requested to assist the selection process and will be taken into account only when the conviction is considered relevant to the role. Any disclosure will be seen in the context of the criteria for the role, the nature of the offence and the responsibility for the care of existing clients\volunteers and employees.
Advice to Applicants
You have applied for a role which falls within the definition of an “excepted” position as provided by the Rehabilitation of Offenders (Exceptions) Order (NI) 1979: therefore ALL convictions including SPENT convictions MUST be disclosed. The disclosure of a criminal record or other information will not debar you from completing the course successfully unless the IWIBA considers that the conviction renders you unsuitable. In making this decision the IWIBA will consider the nature of the offence, how long ago it was committed and what age you were at the time and other factors which may be relevant. This information will be verified through an appropriate Access NI Enhanced Disclosure check. If you have received a formal caution or are currently facing prosecution for a criminal offence you should also bring this to our attention given the “excepted” nature of the role.
Please complete this form as accurately as possible, place it in an envelope marked “Confidential” and return it to the IWIBA Safeguarding Officer. An arrangement will be made with you to discuss any clarification if required. The IWIBA Safeguarding Officer can be contacted at (see IWIBA website for details) should you wish to speak with her regarding your disclosure.
Thank you for your co-operation.
Have you ever been convicted of a criminal offence, been the subject of a caution, been barred by the Disclosure and Barring Service (formally the Independent Safeguarding Authority) which would prevent you from working with children and/or vulnerable adults or the subject of an investigation alleging that you were the perpetrator of adult or child abuse?
If so, please state below the nature, date(s) and sentence of the offence(s), date prevented from working in this area or allegations ______________________________________________________ ______________________________________________________
Please provide any other information you feel may be of relevance such as:
• the circumstances of the offence/incident
• a comment on the sentence received
• any relevant developments in your situation since then
• whether or not you feel the conviction has relevance to this post. ____________________________________________________________________________________________________________
Please continue on a separate page if necessary.
(If you require further information on what information to disclose please contact NIACRO Helpline
Tel: 028 90 320157)
I declare that any answers are complete and correct to the best of my knowledge and I will inform the IWIBA Safeguarding Officer of any future convictions or charges relevant to my role. I give my consent for an Access NI Enhanced check to take place and for this information to be shared
where appropriate as part of the IWIBA risk assessment process.
FOR OFFICIAL USE ONLY:
Date application received:
Date of interview: Interviewed by: 1.2.
References received and are satisfactory: Yes No
Access NI check completed and returned(if appropriate): Yes No
Proof of applicants identification received: Yes No
Group 1 ________________________________________
Group 2a or Group 2b ______________________________
Print Name Position in Organisation
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(SAMPLE LETTER FOR CLUB/ASSOCIATION TO USE)
CONFIDENTIAL REFERENCE FORM
The following person __________________________________ has expressed an interest in working for INSERT ‘Club/Organisation’.
If you are happy to complete this reference, any information will be treated with due confidentiality and in accordance with relevant legislation and guidance. Information will only be shared with the person conducting the assessment of the candidate’s suitability for the post, if he/she is offered the position in question. We would appreciate you being extremely candid, open and honest in your evaluation of this person.
1. How long have you know this person?
2. In what capacity?
3. What attributes does this person have that would make them suited to this work?
4. Please rate this person on the following – please tick one box for each statement:
Poor Average Good V Good Excellent
Can motivate others
This post involves substantial access to children. As an organisation committed to the welfare and protection of children, we are anxious to know if you have any reason at all to be concerned about this applicant being in contact with children and young people.
If you have answered YES we will contact you in confidence.
Signed: ________________________ Date: ____________________
Print Name: ___________________Position: ___________________
ID Validation Form
It is standard good recruitment practice for employers to satisfy themselves as to the identity of those applying for positions. Umbrella Bodies who are assisting smaller organisations through the checking process should ensure documentary evidence is validated, and that they indicate on the application form (Part E), the checks have been made. Organisations must ensure they comply with Access NI Code of Practice Section 3.
Please Note: Three documents must be produced in the name of the applicant; one from Group 1 and two further documents from Group 1 or Group 2a or Group 2b. At least one of the documents must show the applicant’s current address.
If the applicant does not have Group 1 documentation, then the applicant must provide four documents from Group 2a and 2b.
One document must be a birth certificate issued after the time of birth.
The Club Safeguarding Officer or Responsible Club Officers should use the attached form and tick the appropriate boxes to indicate what ID has been checked. Please ensure that E8 and E9 of the Disclosure Application Form are completed. This ID Validation Form should be made available to Access NI on request.
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Name of Applicant:
Applicant’s Confirmation: ‘I agree to passing written approval to the Club and IWIBA’ (Please tick as appropriate)
ID Check By (Name of Club Safeguarding Officer/Responsible Officer):
Role in Club:
Date ID Check Carried Out:
Name of Club Safeguarding Officer (to notify on receipt of certificate):
Email Address of Club Safeguarding Officer (to notify on receipt of certificate):
Telephone No/Mobile No of Club Safeguarding Officer (to notify on receipt of certificate):
Confirmation I have seen the original ID documents as indicated on the attached sheet.
Payment Enclosed: Yes No Access NI Disclosure Form Enclosed: Yes No
(Volunteers No Charge/Paid Position Appropriate Fee as advised by NISF – Cheques payable to IWIBA)
(Please tick as appropriate)
Current driving licence photocard, Full or Provisional (UK, ROI, Isle of Man, Channel Islands or any EEA country)
Original birth certificate (UK, Isle of Man or Channel Islands) issued at time of birth
Original long form Irish birth certificate issued at time of registration of birth (ROI)
Biometric Residence Permit (UK)
Adoption Certificate (UK, Isle of Man or Channel Islands)
Current Passport (any nationality)
Marriage/Civil Partnership Certificate (UK, ROI, Isle of Man, Channel Islands)
Birth certificate issued after time of birth (UK, ROI Isle of Man or Channel Islands)
HM Forces ID card (UK)
Firearms licence (UK, Channel Islands and Isle of Man)
Electoral ID Card (Northern Ireland Only)
Current driving licence photocard (full or provisional) All countries outside the EEA
Current driving licence (full or provisional) – paper version (if issued before 1998) (UK, Isle of Man, Channel Islands, EEA)
Immigration document, visa or work permit (Issued by a country outside the EEA – valid only if the applicant is working in the country that issued the document)
All driving licences must be valid
Mortgage Statement (UK, EEA)
Financial statement, for example ISA, pension or endowment (UK)
P45 or P60 statement (UK, Channel Islands)
Land and Property Services rates demand (NI only)
Council tax statement (Great Britain, Channel Islands)
Above documents must be issued within the last 12 months
Credit card statement (UK, EEA)
Bank or Building society statement (UK, EEA)
Bank or Building society statement (Outside EEA) Branch must be in the country where the applicant lives and works
Central or local government, government agency, or local council document giving entitlement, for example from the Department for Work and Pensions, the Employment Service, HMRC (UK, Channel Islands)
Bank or building society account opening confirmation letter (UK, EEA)
Above documents must be issued within the last 3 months
EU National ID card
60+ or Senior (65+) SmartPass issued by Translink (NI)
yLink card issued by Translink (NI)
Cards carrying the PASS accreditation logo (UK, Isle of Man, Channel Islands)
Letter from a head teacher or further education college principal (UK for 16 – 19 year olds in full time education – only used in exceptional circumstances if other documents cannot be provided)
Letter of sponsorship from future employment provider or voluntary organisation (Non UK or non-EEA only for applicants residing outside UK at time of application)
Above documents must be valid at the time of checking