This is a statement of the DBS Policy of Form the Future. The Community Interest Company will follow good practice and this statement is designed to clarify certain areas and set areas
The overall DBS policy of Form the Future rests with the Board of Directors, with day to day supervision being given by Michaela Eschbach one of the two Executive Directors.
1.1 Definition: DBS stands for Disclosure and Barring Service, a government procedure by which adults working with children or vulnerable people have their records checked to ensure they don’t pose any threat.
1.2 There are legal guidelines as to who needs to be checked and how frequently. This policy will set out how Form the Future is complying with these guidelines.
1.3 There are also guidelines on using and retaining personal data. This policy sets out how Form the Future will do this.
2. General DBS Regulations
2.1 Form the Future will DBS check every member of staff that is attending school events or is dealing with student data. Staff that are not required to do either of these will not be DBS checked.
2.2 Volunteers will only be DBS checked if they are participating in the Form the Future Mentoring programme or are dealing with students on a long term one to one relationship. Long term is defined to be either more than 4 hours in any one month or on a regular basis. Regular is defined as bi-weekly or monthly for more than 3 consecutive months. (source?)
2.3 Form the Future will update DBS checks of staff or current volunteers three years after date of last issue. Staff or volunteer have to be still actively engaged with Form the Future’s young people facing programme at the point of DBS renewal.
2.4 Form the Future uses a provider, Cambridge Student Community Action, to process the DBS checks required. Yet Form the Future has the right to change to a direct service with the DBS Service when they pass the volume threshold of 100 checks a year.
2.5 DBS Checks will be undertaken by the dedicated DBS Administrator Sean Callow of Form the Future or the responsible director.
3. DBS by Group
3.1 Staff and Directors
3.1.1 We carry out an Enhanced DBS check on every member of staff and all directors working directly with young people or handling young people’s data.
3.1.2 Form the Future has the right decide if a conviction listed on the DBS check is putting young people “at risk”. The decision will be made by the companies executive directors. In case of doubt it will be brought to the board of directors for the final decision.
3.1.3 Non-Executive Directors
No DBS check is required. Any data shared with the board of Directors concerning young people will be anonymised.
3.2 Volunteer DBS
3.2.1 All volunteers participating in Form the Future’s Mentoring programme or having regular contact with an individual young person through an activity organised by Form the Future will be enhanced DBS checked.
3.2.2 DBS checks have to be completed prior to the start of work with a young person.
3.2.3 DBS checks have to show no listing on the barred list of the individual in question. In cases of listing, Form the Future will consult the relevant school to determine if the person is suitable to work with a young person. The name of the person will not be released to the school. If the incident reported on the DBS form is considered “unsuitable”, the volunteer will not be accepted on the programme.
3.2.4 Participation in Form the Future’s Work Experience programme does not require a DBS check. This decision is based on guidance provided by the Health & Safety Executive that treats young people as members of staff of the host company and does not require DBS checks.
3.2.5 Participation in Form the Future’s events programme does not require a DBS check as there will always be a member of school staff or Form the Future present.
4. Use and storage of personal data
DBS records will be kept so that Form the Future C.I.C can:
(a) Meet its legal and other obligations, e.g. common law.
(b) Enable Form the Future to meet the child protection and safeguarding obligations and requirements of funders and schools.
4.1 DBS numbers and issue dates of all volunteers and members of staff will be held electronically. Form the Future has the right to share the information only with schools where staff or volunteers are actively engaged.
4.2 No copies of personal data relating to the checks nor a copy of the DBS form itself will be retained by the company. The only exception to this could be the staff identification data (copy of passport) we are required by law to retain on file for all employees.