Staff Recruitment and Appointment Policy

SCHOOL AIMS:

• To ensure all staff employed at Discovery Bay International School are suitable and safe to be working with children.
• To ensure a consistent, non-discriminatory approach to staff recruitment.
• To ensure all staff are aware of their responsibilities with regards to safer recruitment, induction and monitoring of all staff.

RATIONALE:

The strength and success of teaching and learning with our students at Discovery Bay International School (DBIS) is dependent on the quality of our whole staff team. It is essential that we have a rigorous approach to recruitment and appointment of new staff which includes a thorough and comprehensive screening process for all new and existing staff. This policy seeks to ensure all staff employed at Discovery Bay International School are suitable and safe to be working with children and to ensure a consistent, non-discriminatory approach to staff recruitment

PURPOSES:

1. A clear and consistently applied system for staff recruitment and appointment.
2. To ensure a rigorous process of staff recruitment and appointment.
3. To ensure safeguarding and protection of all children in our school.
4. To ensure that our school sources and appoints the highest quality candidates for all positions.

LEGISLATION AND GUIDANCE

This policy is based on the UK Department for Education’s (DFE) statutory guidance Keeping Children Safe in Education (2024) and Working Together to Safeguard Children (2023).

This policy is also based on the following legistlation:

The Children Act (1989) and the (2004 amendment) which provides a framework for the care and protection of children.

This policy also meets the requirements for the Statutory Framework for the Early Years Foundation Stage which is relevant to recruitment within our EYFS phase of the school.

This policy has been developed according to advice and guidance from The Safeguarding Alliance Limited and complies with the guidance and legislation from the Hong Kong Government regarding multi agency working.

KEY RESPONSIBILITIES

THE RECRUITMENT PROCESS

To ensure the school recruits suitable staff, it is imperative that all those involved in the recruitment and employment of staff who work either directly or indirectly with children have received appropriate safer recruitment training.

The following steps are in place during our recruitment, selection and induction process to ensure commitment to safeguarding and the promotion of the welfare of our children.

Advertising

When advertising, the school will make clear:

• Its commitment to safeguarding and promoting the welfare of children
• That thorough background checks will be carried out
• A clear description of the position and responsibilities included in the role

The process of recruitment is also aided by the school’s membership of CIS, FOBISIA, Search Associates and recruitment agencies. All these organisations may be used to advertise available teaching positions and the school may participate in recruitment fairs throughout the year either in Hong Kong or internationally.

Adverts will include the following information:

• Job Title
• Visa requirements
• Outline of essential requirements
• Closing date
• Expected interview dates
• Application form
• Link to safer recruitment policy
• Adverts will specify that applicants must complete the school’s application form and include an up to date CV and covering letter in order to be considered for the advertised position
• The school will not consider applications unless the official application form has been completed in its entirety
• The application form requires candidates to complete a self-declaration form relating to criminal convictions and suitability to work with children

Shortlisting

The shortlisting process will involve at least two people who are senior members of staff for the department or phase of the advertised position. A shortlisting criteria will be agreed and used to shortlist candidates based on their suitability for the role.

The short listing process will include:

• Consideration of any inconsistencies and look for gaps in employment and reasons given
• Consideration given to any transferable risk that candidates may present to children based on their lifestyle or disclosures in their application
• Exploration of any potential concerns relating to the application
• A full online search of the candidate including social media profiles and handles
• The references of candidates may be contacted as part of the shortlisting process (see references section regarding the references that must be provided for teaching and non-teaching staff). The school reserves the right to request further references in order to satisfy suitability for working at DBIS and with children
• Where possible, DBIS will observe all shortlisted candidates’ teaching in action, this may take the form of an observation conducted at DBIS, an observation conducted in the candidate’s current school or a teaching video submitted prior to interview.

Reference and Employment History Checks

We reserve the right to obtain references prior to interviewing candidates. Any concerns raised will be explored further with referees and discussed with the candidate during the interview.

The following references are required:

Teaching Positions

A minimum of three references

1. Referee 1 must be the Headteacher of the candidate’s current or most recent school.

2. Referee 2 must be the candidate’s direct line manager from their current or most recent school.

3. Referee 3 must be a professional who has overseen the candidate’s work in a position held in the last six years.

If the candidate has been employed in the same school for over six years, the third reference must be the Headteacher for their previous school.

The school will seek further references that cover all the schools a candidate has worked in for at least the last five years. Further references may be requested in order for DBIS to be sure of the candidate’s suitability for the position and working with children.

Education Assistant Positions

A minimum of two references

1. Referee 1 must be from a person who has held a supervisory position to the candidate in their current or most recent employment.

2. Referee 2 must be a professional who has overseen the candidate’s work in a position held in the last six years.

In the event that a candidate has not held previous employment or cannot provide the contact details for a previous employer, the shortlisting committee must agree with the Principal and Designated Safeguarding Lead of suitable, alternative references that satisfy providing information relating to the candidate’s suitability to work with children.

General and Administrative Staff

1. Referee 1 must be from a person who has held a supervisory position to the candidate in their current or most recent employment.

2. Referee 2 must be a professional who has overseen the candidate’s work in a position held in the last six years.

In the event that a candidate has not held previous employment or cannot provide the contact details for a previous employer, the shortlisting committee must agree with the Principal and Designated Safeguarding Lead of suitable, alternative references that satisfy providing information relating to the candidate’s suitability to work with children.

When seeking references, DBIS will:

• Not accept open references
• Liaise directly with references and verify their identity, job title and any information contained in the references
• Where the referee is school-based, DBIS will ask the Principal / Head of School to confirm if there have been any disciplinary investigations
• Resolve any concerns before the candidate is appointed

Interview and Selection

Short-listed candidates will be invited to an interview which will either take place online using a platform that allows face to face communication or in person. Interviews will always be undertaken by at least two members of staff.

The interview committee will:

• Consist of at least two staff members who hold senior positions for the department or phase of the advertised position.
• Be the same for the duration of the interview process unless agreed by the Principal
• Take notes about the candidate and sign and date the interview notes.
• At least one member of the interview committee will have completed the NSPCC Safer Recruitment Training within the last two years as a minimum requirement.
• Agree on the areas of enquiry to ask all candidates. Specific questions may be asked to candidates in order to ensure a full understanding of their suitability for the role.
• Ensure candidates are asked questions linked to safeguarding and child protection that are specifically relevant to the role that has been applied for.

Depending on the position and process, candidates may be invited to more than one face to face interview as part of the selection process. In all cases of face to face interviews, there will always be two members of staff conducting the interview process.

Shortlisted candidates who have been interviewed will be contacted formally in writing to advise that they have been unsuccessful in their application.

PRE-EMPLOYMENT CHECKS AND VETTING

New Staff

DBIS engages the services of eeVoices, a leading pre-employment background-checking organisation based in Hong Kong. In liaison with the school’s Human Resources (HR) team, eeVoices will conduct criminal checks on all applicants for all countries they have worked in throughout the last ten years prior to an offer of employment at DBIS. The organisation will also conduct a background criminal check on all existing staff every five years thereafter.

All offers of appointment are subject to satisfactory completion of mandatory pre-employment checks.

Additional pre-employment checks will be carried out by the school’s HR team:

• Verification of the authenticity of all qualifications and training certificates (teachers will also undergo a qualifications assessment and application for teacher registration in Hong Kong conducted by the Education Bureau of Hong Kong).
• Checks for countries which have prohibition lists for teachers.
• Check that the candidate’s name on their passport matches that on their birth certificate. If it does not, the school will conduct further investigation to ensure it is satisfied with the applicant’s true identity.

Existing Staff

Existing staff are required to comply with the Hong Kong Government’s legal requirements for working with children. All staff are required to complete the Sexual Conviction Record Check every eighteen months. It is the responsibility of individual staff members to ensure their record remains in date and that an appointment is made in ample time to complete the renewal process. HR will remind staff that their SCRC will expire within three months and ensure records are kept up to date for all staff members.

In the event that a staff member is employed before the SCRC appointment, a risk assessment will be completed and signed by the DSL which specifies how the staff member will be supervised and not be in a position to be working alone at any time with children in the school.

The school reserves the right to conduct relevant checks on existing staff as if the individual were a new member of staff. These circumstances are when:

• There are concerns regarding an existing staff member’s suitability to work with children.
• There has been a break in service of twelve or more weeks.

The school will continually review staff’s mental and physical fitness for working with children and carrying out their work responsibilities. If the school suspects that a staff member’s mental or physical health is affecting their ability to carry out their role, a meeting will be arranged with the Principal, Head of Phase, HR Manager or Head of Business and Administration to discuss this further. A meeting will automatically be arranged if a staff member exceeds the allocated six days sick leave within a year.

DBIS will notify FOBISIA of any staff member who has been found to be unsuitable to work with children throughout their employment at the school or who has been dismissed due to unsatisfactory conduct or because it is believed they pose a risk to children.

Agency or third-party staff (including external providers for Extra-Curricular Activities ECAs)

DBIS will obtain written verification from third party providers that pre-employment checks have been completed that satisfy DBIS’s safer recruitment requirements. At a minimum, staff from third party providers will have completed the SCRC and Certificate of No Criminal Conviction (CNNC) through the Hong Kong Police Department.

Contractors

Wherever possible, work provided by contractors will be completed outside of school hours. The school will endeavour to engage with agencies that can provide SCRC and CNNC checks with staff. Where this is not possible, the Facilities Manager will ensure that contractors are aware of the child protection directives for conducting work during school time and ensure that contractors are supervised at all times when carrying out work on any of our school campuses during school hours.

The identify of all contracted staff members will be checked upon entry to the school.

Volunteers and Trainee / Student Teachers / PTSA Members

Where possible, volunteers will complete the SCRC and CNNC process with the Police Department in Hong Kong. Where this is not possible, a risk assessment will be completed and signed by the DSL which specifies how the staff member will be supervised and not be in a position to be working alone at any time with children in the school. Volunteers are not permitted to provide intimate care even when a SCRC and CNNC have been obtained.

INDUCTION PROCESS

The induction of new teaching staff will be in accordance with the DBIS Induction Policy.

Before commencing duties, all staff will undergo specific child protection training conducted either by the DSL or by HR if joining the school part way through the academic year. All staff are required to complete the following both at the commencement of their employment and on an annual basis thereafter:

• Read the DBIS Code of Conduct
• Read and understand the DBIS Child Protection Policy
• Sign the DBIS Code of Conduct Jotform

All new members of staff will be appointed a designated line manager who will monitor their probationary period, the length of which is stated on the staff member’s contract. At the end of the probationary period, the designated line manager will complete the end of probationary period form with the staff member. Line managers will notify the Principal, Head of Phase, HR Manager or Head of Business and Administration if there is cause for concern and the staff member has not met the requirements to pass the probationary period. A decision will be made whether to extend the probationary period or terminate the staff member’s contract according to the specified notice period in consultation with the School Principal.

CONTRACT RENEWAL

Class teachers are required to inform the Principal as to whether they wish to be considered for a new contract by a set date in November of each school year. The Principal will provide formal notice to any teacher who will not be offered a new contract by a set date in November of each school year.

DATA PROTECTION AND PRIVACY

All documents submitted by unsuccessful applicants shall be kept for no more than one year from the time of successful placement of a candidate and then destroyed. All documents relating to a successful candidate shall become part of the Staff Member’s personnel file and retained electronically and/or in hard copy in accordance with the School’s Data Privacy Policy.

EQUAL EMPLOYMENT OPPORTUNITIES

All aspects of the recruitment process will be compliant with the DBIS Equal Employment Opportunity Policy. Specifically, that selection is based on merit and qualifications to do the job and not on gender, race, or any other discriminatory basis.

CONCLUSION:

DBIS will take every measure possible to ensure that staff employed at the school in any capacity are suitable and safe to work with children. Discovery Bay International School will always seek to employ the very best person for the advertised position(s), noting that the quality of our school is solely dependent upon the quality of our staff.

Created: 24.05.22

Last Reviewed: 15.02.25