Safer Recruitment for Childcare Settings

Safer recruitment is your first line of defence in safeguarding children. Every person who works in your childcare setting — including staff, volunteers, students, and committee members — must be properly vetted before they have unsupervised access to children.

This guide covers the end-to-end safer recruitment process specific to childcare settings. For general DBS guidance, see the DBS checks for employers guide.

The safer recruitment process

Safer Recruitment for Childcare Settings

Safeguarding in job adverts: Include commitment to safeguarding in all job adverts and descriptions. State that Enhanced DBS check is required
Application forms: Use application forms (not CVs alone) to capture full employment history and identify gaps
References: Obtain two references including most recent employer. References must be sought before interview and verified before the person starts work
Interview questions: Include safeguarding scenarios in interviews. Ask about motivation for working with children, understanding of safeguarding, and how they would handle concerns
Identity verification: Verify identity documents (passport or birth certificate plus photo ID). Check right to work in the UK
DBS checks: Enhanced DBS with children's barred list check for all staff, volunteers, and committee members with unsupervised access to children. Check must be completed before starting
Overseas checks: For staff who have lived abroad, obtain a certificate of good conduct or equivalent criminal record check from each country lived in for 6+ months
Gaps in employment: Explore any gaps in employment history during interview. Record explanations on file
Single central record: Maintain a single central record showing DBS check dates, references, identity checks, qualifications, and right to work for all staff
Ongoing suitability: Regular supervision, annual declaration of ongoing suitability, DBS Update Service checks, and monitoring of staff behaviour

DBS checks for childcare

Childcare workers are in "regulated activity" with children, which means Enhanced DBS with children's barred list check is mandatory:

DBS Checks for Childcare Workers

Enhanced DBS requirements, costs, and process for childcare sector

Type required: Enhanced DBS check with barred list check
Cost: £49.50 (2026/27)
Processing time: Average 14 days (80% completed within 14 days)
Validity: No expiry, but employers should request recent checks (within 3 months typically)
Update Service subscription: £16 per year (allows employers to check status online)
Portability: DBS certificate belongs to applicant and can be shown to multiple employers
Who needs a check: All staff, volunteers, and household members (for childminders) in regular contact with children

Apply through an umbrella body: Individuals cannot apply directly for enhanced DBS. Apply through your employer, Ofsted, or a registered umbrella body. Cost varies (typically £49.50-£70 including admin fees).
Subscribe to the Update Service: Within 30 days of receiving your certificate, subscribe to the DBS Update Service (£16/year). This allows future employers to check your status online instantly.
Share certificate with employer: The DBS certificate is sent to you, not the employer. You must share it with your employer. Keep a copy for your records.

DBS check application

DBS Check Costs and Timescales for Childcare

Enhanced DBS check: £52.20
Enhanced DBS with barred lists (required for childcare): £59.40
Volunteer DBS check: Free
DBS Update Service annual fee: £16 per year
Standard processing time: 14 days average
Complex case processing: Up to 8 weeks
Update Service registration window: Within 30 days of certificate issue
Recommended recheck interval: Every 3 years
Certificate expiry: No formal expiry (but regular rechecks required)

Disqualification checks

In addition to DBS checks, you must verify that staff are not disqualified from childcare work:

Disqualification from Childcare Work

Legal basis: Childcare Act 2006 s.75 and Childcare (Disqualification) Regulations 2018
Who can be disqualified: Any person included on the DBS children's barred list, cautioned or convicted of specified offences against children, or subject to certain court orders
Specified offences: Offences against children, sexual offences, violent offences resulting in certain sentences, offences listed in Schedule 1 of the Childcare (Disqualification) Regulations 2018
Disqualification by association: Removed for most settings from August 2018. Still applies to home-based providers (childminders) — anyone living or working in the household must not be disqualified
Waiver process: Apply to Ofsted for a waiver. Ofsted may grant permission for a disqualified person to work in childcare if satisfied they do not pose a risk to children
Staff declaration requirement: All staff must sign a declaration confirming they are not disqualified from working with children before starting employment
Ongoing duty: Staff must inform the provider of any changes to their status (new convictions, cautions, or court orders) throughout employment
Penalty for non-compliance: Employing a disqualified person is a criminal offence under s.76 Childcare Act 2006 — up to 2 years imprisonment or unlimited fine

Ongoing suitability monitoring

Safer recruitment does not end at appointment. You must maintain ongoing vigilance:

DBS Update Service: Encourage staff to subscribe (GBP 13/year). Allows you to check status annually without a full new application
Annual declarations: Ask all staff to sign an annual declaration confirming no changes to their criminal record or suitability
Supervision: Regular supervision provides opportunity to identify concerns about staff behaviour
Whistleblowing: Have a clear whistleblowing policy so staff can raise concerns about colleagues

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Guvnor

Safer Recruitment for Childcare Settings

The safer recruitment process

DBS checks for childcare

Disqualification checks

Ongoing suitability monitoring

Compliance Assistant

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The safer recruitment process

DBS checks for childcare

Disqualification checks

Ongoing suitability monitoring

Related guides in DBS Checks

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