DBS Check and Staff Certification Policy

1. Introduction

At The Portrait Co., the safety and well-being of children are our top priorities. As part of our commitment to safeguarding, all employees who will be working on school premises undergo an enhanced DBS (Disclosure and Barring Service) check before being permitted to interact with students. This policy outlines the procedure for conducting these checks, how we hold and manage certificates, and how we ensure compliance with safeguarding laws and best practices.

2. Purpose of the Policy

This policy aims to:

  • Ensure that all staff who visit schools to provide photography services are appropriately vetted.

  • Define the process for obtaining and verifying enhanced DBS checks.

  • Outline how certificates are stored and maintained to ensure ongoing compliance with safeguarding requirements.

  • Maintain transparency and accountability in the safeguarding practices of The Portrait Co..

3. Legal Framework

The Portrait Co. is committed to complying with the following laws and regulations:

  • Children Act 1989 & 2004

  • The Protection of Freedoms Act 2012

  • Safeguarding Vulnerable Groups Act 2006

  • Disclosure and Barring Service (DBS) guidelines and procedures

4. DBS Check Requirements

In line with UK law and best safeguarding practices:

  • All staff members of The Portrait Co. who will visit schools and have direct or indirect contact with children are required to undergo an enhanced DBS check.

  • This includes photographers, administrative staff, and any other personnel who may be on-site during photography sessions.

  • An enhanced DBS check includes a check against both the adult and children’s barred lists to ensure individuals are not prohibited from working with children.

5. Process for Obtaining DBS Checks

The following steps are taken to ensure that all staff are appropriately vetted:

  1. Application: Every employee who will work on school sites must submit a DBS application through The Portrait Co.’s registered DBS umbrella body.

  2. Verification: The identity of the applicant will be verified in accordance with DBS guidelines before submission.

  3. DBS Check: The DBS check will be processed, and the company will receive either a DBS certificate or notification of the outcome.

  4. Review: The company will review the DBS certificate to ensure there are no concerns that would prevent the individual from working with children.

  5. Notification: The individual will be notified of the DBS result, and the company will retain a copy of the certificate in accordance with data protection guidelines.

6. Storing and Managing DBS Certificates

  • Record Keeping: All DBS certificates will be stored securely and confidentially, in accordance with the company’s data protection and privacy policies. Certificates will be stored in a locked, password-protected system or a physical locked cabinet.

  • Access Control: Only authorized personnel, such as the HR manager or company director, will have access to the stored DBS certificates.

  • Verification for Each Visit: Before any employee visits a school site, their DBS certificate will be verified to ensure it is up to date and valid. Schools may request sight of the DBS certificate directly from The Portrait Co. prior to a visit.

  • Regular Renewal: All DBS certificates will be reviewed annually to ensure continued compliance. Employees will be required to submit to a new DBS check every three years (or sooner, if required by changes in safeguarding guidelines or school requirements).

7. Responsibility for Monitoring Compliance

  • HR Team: The HR team is responsible for ensuring that DBS checks are completed for all relevant staff members, and that records are updated regularly.

  • Staff Members: Each staff member is required to inform The Portrait Co. immediately if they are subject to any changes in their criminal background that may affect their eligibility to work with children. This includes any charges, arrests, or convictions that may result in disqualification from working with children.

  • School Liaison: The Portrait Co. will coordinate with schools to ensure that all necessary checks are completed before staff visit any school site.

8. Exceptions and Handling of Criminal Convictions

  • If a DBS check reveals a conviction, caution, reprimand, or warning, The Portrait Co. will undertake a risk assessment to determine whether the individual should be allowed to work with children.

  • The Portrait Co. will follow all relevant policies and safeguarding protocols in handling cases involving potential safeguarding risks, ensuring that decisions are made in the best interest of the students.

9. Safeguarding Training

  • In addition to the enhanced DBS checks, all staff are required to complete safeguarding training, which will be refreshed annually. This training ensures that staff are aware of current child protection laws, how to recognize potential signs of abuse, and how to report concerns appropriately.

  • All staff must be familiar with the school’s own safeguarding policies and procedures, and adhere to them when on school premises.

10. Policy Review and Updates

This policy will be reviewed annually to ensure it remains compliant with all safeguarding laws and best practices. Any updates or changes in legislation will be incorporated into this policy as soon as they become available. All staff will be notified of updates and required to acknowledge receipt and understanding of any revised policies.

Conclusion

The DBS Check and Staff Certification Policy ensures that The Portrait Co. adheres to all necessary safeguarding laws, prioritizing the protection of children and providing reassurance to schools, parents, and guardians. By conducting enhanced DBS checks and maintaining thorough records, The Portrait Co. demonstrates its commitment to safeguarding best practices and the security of all children with whom it works.

This policy will be reviewed regularly, and all staff will be trained and kept informed of their safeguarding responsibilities.