University departments are expected to undertake certain basic pre-employment checks for all staff, and to undertake high-level checks, including Disclosure and Barring Service (DBS) checks, for individuals recruited to particularly sensitive areas.
Pre-employment checks are recorded in two separate areas of Core.
- Record right to work checks on Core: NSO New Starter Guide (819kb)
- Record other pre-employment checks on Core: PA0 Pre-Arrival Guide (617kb)
Basic level checks (for all staff)
The following information should always be obtained during the recruitment process (a summary may be downloaded from Documents):
- evidence of eligibility to work in the UK (right to work checks)
- confirmation of medical fitness as verified through the pre-employment occupational health questionnaire
- satisfactory references (including, for internal candidates, from the previous employing university department)
- evidence of the skills and experience required to undertake the duties of the post. Information may be gained from candidates' applications, interviews, referees or by use of selection exercises
- proof of qualifications (where these are necessary for the job). Candidates may provide certificates, and/or referees may confirm details of qualifications. If the qualification is unfamiliar care should be taken to verify its status independently
- details of any disciplinary proceedings which are still considered 'live'. These might include dismissal from previous employment or a formal warning which is still active
- explanations of any 'gaps' in employment. It is important to stress that skills and experience relevant to the job may be gained in many spheres other than paid work or education. However, unusual or unexplained gaps or unusual patterns of work should be thoroughly explored in the recruitment process
High level checks (HLCs)
HLCs should be carried out for those recruited to sensitive areas of work including: research using animals, work in clinical/hospital sites, work with children or vulnerable adults, work requiring access to (or knowledge of the location of) certain irradiators, pathogens and toxins, or access to sensitive financial information, valuable items or sensitive personnel information. Further information on HLCs.
HLCs may require criminal records disclosures and it is important that those responsible for the recruitment and management of staff are familiar with the University's guidance on employing individuals with criminal records. Where possession of a criminal record is the reason for an offer of employment being withdrawn, this should be discussed with Personnel Services and the individual before withdrawing the offer.
Those working in research which requires access to the NHS may require a Research Passport.