Everything you need on background checks for schools and the education sector

Do schools do background checks?

This is a really easy answer, yes.

Most schools (if not all), conduct background checks on individuals who work in an educational environment. This includes teachers, administrative staff, support personnel, and sometimes even volunteers.

The specific policies and procedures for background checks for schools can vary depending on the school, school district, or educational institution. However, background checks are often carried out to ensure the safety and well-being of students and to maintain the integrity of the educational environment.

Background checks for schools are generally a standard practice, and they help schools make informed decisions about hiring and retaining employees, ultimately contributing to the overall security and quality of the learning experience for students.

What background checks do schools use and educational settings use?

Background checks are a fundamental aspect of the education sector's hiring process, and as mentioned above, ensures the safety and well-being of students while upholding the integrity of educational institutions. In a profession as vital as teaching, where individuals interact closely with children and young adults, the need for thorough screening is vital. The education background check plays a crucial role in safeguarding educational environments:

Criminal history check

A criminal history check is a crucial background check in the education sector and involves examining an individual's criminal record to ensure that they do not have any convictions that may pose a risk to students or the school community. It is essential for safeguarding the well-being of students and maintaining a safe learning environment. Schools and educational institutions typically require employees to undergo this check as part of their hiring process to uphold high safety standards.

Child abuse registry check

A child abuse registry check is an integral component of background screening in education and is designed to identify individuals with a history of child abuse or neglect. Schools and other educational organisations conduct this check to prevent the hiring of potential threats to children, and ensuring that staff and volunteers have a clean record in this regard is paramount to protecting the welfare of students.

Sex offender registry check

The sex offender registry check is the process of searching for an individual's name in sex offender registries to ascertain if they have any prior convictions related to sexual offenses. Schools and educational institutions use this check to maintain a secure environment and minimise risks associated with sexual predators.

Education and credential verification

Education and credential verification is an essential part of ensuring the qualifications and competence of educators. This background check involves confirming an individual's educational history, including degrees, certifications, and licenses, and is vital for schools to validate that their staff members possess the necessary qualifications to teach and work in specific roles.

Employment history verification

Employment history verification is a process through which educational institutions confirm an individual's work history and past job performance. This check ensures that candidates have the experience and skills they claim, providing schools with a more accurate picture of their potential employees' suitability for the job.

Reference checks

Education reference checks involve contacting an applicant's provided references to gather insights about their character, work ethic, and suitability for the role. In the education sector, reference checks help schools obtain information from previous employers, supervisors, or colleagues to assess a candidate's qualifications and reliability.

Drug screening

Drug screening is a background check used to test applicants for the presence of illegal substances. This is particularly important in the education sector, as schools want to ensure their staff members are drug-free to maintain a safe and responsible work environment.

Identity verification

Identity verification is a fundamental background check that confirms an individual's identity, typically by checking documents such as driver's licenses, social security cards, or passports. It helps schools verify the authenticity of the candidate's identity and ensure they are who they claim to be.

Social media checks

In today’s world, the presence of social media checks is imperative to understand what a candidate is posting online. Although still an emerging background check, employers review an applicant's online presence on social media platforms, which can help assess the candidate's behaviour and whether it aligns with the school's values and expectations.

Depending on the role that needs to be filled, there are many types of background checks within the educational sector that can be conducted, and by making sure you are thorough in your approach, risks and issues can be identified so the wrong candidate isn’t hired. It's important to tailor these checks to the specific roles within the education organisation, whether they are teachers, administrators, support staff, or volunteers. Additionally, adherence to legal regulations and privacy considerations is paramount during the screening process.

What about DBS checks for schools?

You may be wondering why Disclosure and Barring Service (DBS) checks, formerly known as Criminal Records Bureau (CRB) checks wasn’t mentioned in the list above. DBS checks sit within criminal history checks and in the UK, are a vital component of safeguarding children and ensuring the safety and security of educational settings. For schools, these checks are a non-negotiable requirement when hiring new staff members or volunteers who will have regular contact with children and young people. The DBS check is a comprehensive background screening process that provides valuable information about an individual's criminal history, including any convictions, cautions, reprimands, or warnings.

The importance of DBS checks for schools is so important. They serve as a protective measure to prevent individuals with unsuitable criminal records, particularly those involving offenses against children or vulnerable adults, from gaining access to educational environments. The level of DBS check required depends on the nature of the role within the school, with basic, standard and enhanced DBS checks for schools available.

Also, DBS checks are an essential tool in maintaining the integrity and reputation of educational institutions. They not only protect students but also build trust within the school community, giving parents and guardians confidence that their children are in a safe and secure environment. The thoroughness of DBS checks ensures that the right individuals are selected for positions within the school, ultimately contributing to the nurturing and positive educational experience of the students. While DBS checks may be just one aspect of a broader background screening process, they are unquestionably one of the most critical in the context of schools and their commitment to safeguarding.

How long does a DBS check take for schools?

Regardless of industry, DBS checks take the same amount of time and the answer is, there is no set timeframe. There is some variation in the amount of time a DBS check can take, based on what level of check is requested, in addition to some other factors.

To find out more, check out our article Everything you need to know about DBS checks: Basic vs Standard vs Enhanced.

How long is a DBS check valid for in schools and how often should DBS checks be renewed in schools?

DBS checks do not have an official expiration date, although they may need updating regularly. While the general rule is that renewal should take place every three years, there is no fixed answer, and each school will have its own policies.

The information listed on the certificate is only accurate up until the date that the check was carried out. Any updates after that will not appear unless a new DBS check is carried out.

Therefore, employers will have their own rules on how often their staff need their DBS checks to be renewed. Schools will do this to ensure they have the most accurate and up-to-date data on the employee.

Why is background screening so important in the education industry?

Although we’ve mentioned many reasons already in this article around the importance of certain checks in schools and educational settings, the importance of background screening is of paramount importance and needs to be highlighted. This process serves as a fundamental safeguarding measure for educational institutions and the students they teach. The benefits of thorough background screening in this sector are comprehensive and some of them include:

• Student safety: The primary objective of background screening in education is to ensure the safety of students. By conducting comprehensive checks on employees and volunteers, schools can identify individuals with a history of criminal behaviour, particularly those involving violence, child abuse, or sexual offenses. This proactive approach significantly reduces the risk of potential harm to students, creating a secure learning environment.
• Protection of reputation: A solid reputation is a priceless asset for educational institutions. Background screening helps schools maintain their integrity by ensuring that their staff and volunteers are fit for their roles. This, in turn, fosters trust and confidence within the school community, reassuring parents and guardians that their children are in capable and responsible hands.
• Compliance with regulations: In many regions, there are legal requirements mandating background checks for individuals working with children. Compliance with these regulations is not only necessary for the school's operation but also demonstrates a commitment to ethical and legal responsibilities.
• Quality of education: A background screening process that includes education and credential verification helps schools ensure that their staff members possess the necessary qualifications and expertise to deliver a high-quality education. This contributes to the overall academic excellence and professional development of students.
• Risk mitigation: In addition to criminal history checks, other screening components like reference checks and employment history verification aid in identifying potential red flags in an applicant's past. This proactive approach can mitigate the risk of staff turnover, misconduct, or other challenges that may disrupt the school's operations.
• Prevent liability issues: By conducting due diligence in the hiring process, schools can reduce the likelihood of liability issues. In the event of an incident, having a well-documented and thorough background screening process can provide legal protection for the institution.
• Efficient hiring: Background screening helps schools make more informed and efficient hiring decisions. Identifying the most suitable candidates reduces the risk of costly recruitment mistakes and the need for frequent turnover.

Background screening in the education sector is indispensable for maintaining a safe, reputable, and high-quality learning environment. The comprehensive checks and verifications conducted during the hiring process contribute to the well-being of students, the institution's standing, and the efficient functioning of the school community. Moreover, they align with legal requirements and ethical standards, reinforcing the commitment of educational institutions to the protection and education of future generations.

The benefits of having an automated screening solution in your education organisation

An automated screening solution, such as Access Screening, can offer significant advantages to educational settings when hiring new candidates and rescreening current employees. Here's how such a system can benefit educational institutions:

• Efficiency and speed: Automated screening solutions streamline the background check process, significantly reducing the time required for screening. This means educational institutions can onboard new employees faster, helping to fill critical roles more swiftly.
• Consistency: Automated systems follow a consistent and standardised process for all candidates, minimising the risk of human error or bias in the screening process. This consistency ensures that all candidates are evaluated against the same criteria, promoting fairness and equity.
• Enhanced accuracy: Automation minimises the chances of data entry errors, ensuring that the information gathered during background checks is accurate. Accurate information is crucial for making informed hiring decisions and maintaining a safe environment.
• Compliance and audit trail: Many automated screening solutions are designed to comply with relevant laws and regulations. They maintain a digital audit trail, which is invaluable in demonstrating compliance in the event of an audit. This is especially important in educational settings, where legal requirements for background checks are often much stricter than other industries.
• Customisation: Automated systems can be tailored to the specific needs of educational institutions. They can accommodate various types of checks, including criminal history, education verification, reference checks, and more. This flexibility allows institutions to focus on the aspects of screening most relevant to their requirements.
• Cost-effective: While there may be initial costs associated with implementing automated screening solutions, they can lead to cost savings in the long run. The reduction in administrative hours, paper-based processes, and potential legal fees resulting from a rigorous screening process can ultimately be more cost-effective.
• Notification and alerts: Automated systems can provide real-time notifications and alerts for any red flags or discrepancies discovered during the screening process. This allows institutions to take immediate action if an issue arises, enhancing safety and security.
• Scalability: Educational settings, particularly larger institutions or those experiencing periods of high turnover, can benefit from the scalability of automated solutions. These systems can efficiently handle a large volume of background checks, ensuring a consistent process even during peak hiring seasons.
• Rescreening: For current employees, automated systems can facilitate periodic rescreening. This is essential for ensuring that ongoing employees continue to meet the institution's safety and suitability standards. Regular rescreening can uncover any new developments that might disqualify an individual from working in the educational setting.
• Data security: Many automated screening solutions offer robust data security measures, protecting sensitive information throughout the screening process. This is particularly important in the education sector, where privacy and data protection are paramount concerns.

An automated screening solution can greatly streamline the hiring and rescreening processes in educational settings. It enhances efficiency, accuracy, and compliance, ultimately contributing to a safer and more secure learning environment for students while saving time and resources for the institution.