How to Manage Staff Background Checks

In this guide we’ll look at how you can manage Staff Background Checks through the Staff Profile. The Background Checks is split into 7 sections:

• Previous Employer
• Right to Work
• Background Check
• Passport Information
• DBS Evidence
• Qualification Checks
• Address Check
• Photo ID Check

Access: The minimum permissions required to access Background Check can be found in the Framework module from within Config > Setup > Roles and Permissions.

See Also: How to Locate Items in the Staff Profile

Note: Throughout this guide, any fields marked with an asterisk (*) are mandatory and must be completed.

To access Background Check first go to the Staff List Page.

Select the Staff Member you would like to update by clicking on them once so they highlight in blue, then click View.

This will open the Staff Profile, select Background Check from the left hand side.

Previous Employer

The Previous Employer panel will display any Previous Employers that have been added to the system. You can Add a Previous Employer by clicking the + button in the top right hand corner.

Note: you can only have 1 previous employer listed at a time, so if you already have a Previous Employer listed clicking the plus button will allow you to Edit the existing Previous Employer.

Select the Role Prior to Joining from the dropdown and enter the Previous Employer Name in the box.

Once you’re happy click Save.

You also have the option to add the Previous Employer Address by clicking the Previous Employer Address tab at the top of the pop-up.

Enter the required information and once you’re happy click Save.

The information in the Previous Employer panel will then update to reflect your changes.

Right to Work

The Right to Work panel will display the Right to Work status of the Staff Member.

To add Right to Work information click the + button in the top right hand corner.

In the Document Provision tab you can choose whether you are completing a Manual Document Check or an Online Check Using a Share Code.

If you select a Manual Document Check you will be prompted to select which documents you have received in each of several categories. You can expand the categories using the dropdown arrows on the right, and select the documents you have received using the tick boxes.

If you select Online Check using a Share Code you will be prompted to add the share code and select which options are applicable from the tick boxes and radial buttons below.

There is no Save button on the Document Provision tab, so once you’ve completed in the Document Provision section, move over to the Documentation Check tab to complete the entry.

Enter all the required information and once you’re happy click Save and the Right To Work information will be added to the panel.

You can Edit or Delete the Right to Work status by hovering over the entry and using the Bin and Pencil icon on the far right hand side

Background Check

The Background Check panel will display any Background Checks that have been completed. You can Add a new Background Check using the + button in the top right hand corner.

This will open the Add/Edit Background Check pop-up.

Enter the required information and click Save. The information will then be displayed in the Background Check panel, you can Edit or Delete an entry by hovering over it and using the Pencil or Bin icon on the far right hand side.

Passport Information

The Passport Information panel allows you to add information about Passports, Visa Details and Visa Extensions. Click the + button in the top right hand corner to select which item to add.

In each panel add the required information and click Save.

Passports Panel

Visa Details Panel

Visa Extensions Panel

DBS Evidence

The DBS Evidence panel displays all recorded DBS Evidence. You can record new Evidence by clicking the + button in the top right hand corner.

This will open the Add/Edit DBS Evidence pop-up.

Scroll down the list and find the type of DBS Evidence you wish to record, select the Staff Member who received the DBS Evidence from the dropdown and enter the date the evidence was received in the Date field.

Once you’ve added all the required DBS Evidence, scroll down to the bottom and click Save.

You also have the option to add details of the Evidence Route in the Evidence Route tab.

You can expand the groups using the dropdowns on the right hand side and use the tick boxes to mark which peices of Evidence have been provided.

Once you are happy, click Save. The DBS Evidence will then be displayed in the panel.

You can Edit or Delete any of the DBS Evidence entries by hovering over them and selecting either the Bin or Pencil icon.

Qualification Checks

The Qualification Checks panel allows you to record various details about the Staff Members Teacher Status as well as other specific Qualifications. Double click on any part of the top half of the panel to open the pop-up.

In the Professional Details tab you can record details such as their Teacher Status, Teacher number and QTS Achieved. To record QTS, enter the date they achieved this in the QTS Achieved field and the route to achieving this in QTS Route. To record HLTA Status, tick the Higher Level Teaching Asst Status box at the bottom of the page, then record the date it was achieved in the HLTA Date field.

You have a drop down to select Special School Teacher Qualification and Special Education Qualification Category. If the Staff Member has completed NPQH you can record the date that it was completed by clicking the calendar in the NPQH Completed field and selecting the date they completed the course.

Once you’re happy click Save. Next, move to the Qualification Checks tab at the top of the screen.

For any Qualification Checks that have been completed, select the name of the Staff Member who completed the check from the dropdown and then select the date that the check was completed in the date field.

Once you’re happy click Save and the information will be displayed in the panel.

To Edit this information double click in the top half of the panel again to open the Add/Edit Qualification Checks panel again.

Address Check

The Address Check Panel will display the details of any Address Check that has taken place. If the Address Check has not yet been completed click the + button in the top right hand corner.

In the Add/Edit Address Check screen, first select the Address that the checks have been provided for in the dropdown at the top. Next, expand each of the groups by clicking on them, then use the tick boxes to mark which peices of evidence have been provided. Select the Staff Member who completed the check from the Evidences by dropdown, and the date that the check was completed in the Date field. Once the check has been completed tick the Proof of Address Checked box.

Once you’re happy click Save and the information will appear in the Address Check Panel.

Photo ID Check

The Photo ID Check panel will display any Photo ID Checks that have been completed. To add an ID Check click the + button in the top right hand corner.

On the Add/Edit Photo ID Check page, use the tick boxes to record what Photo ID evidence has been checked, use the Evidence By dropdown to select the name of the Staff Member who completed the check and in the Evidence Date select the date the check took place. If the check has been confirmed tick the Check confirmed box. Once you’re happy click Save.

The detail of the Photo ID check will then be displayed in the Photo ID Check panel.