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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Employee DBS Reporting Policy

1. Purpose The purpose of this policy is to outline how {{org_field_name}} manages Disclosure and Barring Service (DBS) checks for all employees, agency workers, and volunteers to ensure that only fit and proper persons are employed within the care home. This policy ensures compliance with:

• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014: Regulation 19 – Fit and Proper Persons Employed
• CQC Guidance on Safe Recruitment and Employment of Staff
• The Rehabilitation of Offenders Act 1974 and the Protection of Freedoms Act 2012
• The Safeguarding Vulnerable Groups Act 2006

2. Scope This policy applies to:

• All employees, including permanent, temporary, and agency staff.
• Volunteers and contractors who work in a regulated activity within {{org_field_name}}.
• Registered Manager and Directors, who must comply with Regulation 5 – Fit and Proper Persons: Directors.
• Any external agencies supplying staff to the care home.

3. Policy Statement {{org_field_name}} is committed to safeguarding the people we support by ensuring that:

• Enhanced DBS checks are carried out for all employees before they commence work.
• DBS Update Service is used to monitor changes in employee DBS status.
• Prompt action is taken where new information arises affecting an employee’s suitability.
• Staff are informed of their duty to report any changes in their criminal record.
• We comply with the Data Protection Act 2018 and UK GDPR in handling DBS information.

4. DBS Checks – Process and Requirements

4.1 Pre-Employment Checks Before offering employment, {{org_field_name}} ensures:

1. A standard or enhanced DBS check is conducted, including checks against Children’s and Adults’ Barred Lists for eligible roles.
2. Identity verification is carried out according to DBS identity guidelines.
3. A risk assessment is completed for any disclosures received.
4. Employment is not confirmed until a satisfactory DBS check is received.

4.2 DBS Renewal and Monitoring

• All employees undergo a DBS renewal check every three years or earlier if required.
• Employees are encouraged to subscribe to the DBS Update Service, allowing continuous monitoring.
• Any alerts from the Update Service are reviewed immediately.

4.3 Employee Duty to Report All employees must inform {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} if:

• They receive a new conviction, caution, reprimand, or warning.
• They are under investigation for an offence that could affect their role.
• They become barred from working in regulated activities. Failure to disclose relevant information may lead to disciplinary action, including dismissal.

5. Handling and Managing DBS Disclosures

5.1 Positive Disclosures If a DBS check reveals convictions or cautions, the following steps are taken:

1. A risk assessment is completed considering:
   • The nature of the offence.
   • The time elapsed since the offence.
   • The relevance to the role.
   • Any patterns of offending.
   • Evidence of rehabilitation.
2. The Registered Manager and HR team decide on the next steps.
3. If necessary, an external safeguarding body or CQC is consulted.

5.2 Reporting to CQC In line with Regulation 18 – Notification of Other Incidents, CQC is notified if:

• An employee is dismissed or removed due to safeguarding concerns.
• An employee resigns during an investigation.
• There is serious misconduct that raises concerns about suitability.

6. Agency and Third-Party Workers All agency staff, contractors, and volunteers working in the care home must:

• Provide a current enhanced DBS check before starting.
• Confirm their DBS status via the Update Service (where applicable).
• Sign a declaration confirming no criminal convictions that would bar them from working in regulated activities. The Registered Manager is responsible for ensuring compliance with this requirement before engaging any external worker.

7. Storage and Confidentiality

• DBS certificates and related information are handled in line with Data Protection Act 2018 (UK GDPR).
• Only authorised personnel have access to DBS records.
• Information is kept securely and for no longer than necessary.

8. Policy Review This policy will be reviewed annually or earlier if:

• Legislation changes require updates.
• CQC guidance is updated.
• Internal audit findings suggest improvements are needed. For further information, please contact {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} at {{org_field_email}}. This policy ensures that {{org_field_name}} maintains robust safeguarding procedures, meets CQC expectations, and protects people using our service from harm.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.