Annexure J. Central record
The EYFS states: Providers must record information about staff qualifications and the identity checks, vetting processes and references that have been completed (including the criminal records check reference number, the date a check was obtained and details of who at the setting obtained it).
See section above for other checks which must be recorded.
Copies of DBS certificates and records of criminal information disclosed by the candidate are covered by UK GDPR/DPA 2018 Article 10. To help with the requirements of the Data Protection Act 2018, when a provider chooses to retain a copy, there should be a valid reason for doing so and it should not be kept for longer than six months. When the information is destroyed a provider may keep a record of the fact that vetting was carried out, the result and the recruitment decision taken if they choose to. Providers do not have to keep copies of DBS certificates, in order to fulfil the duty of maintaining the single central record.
For agency staff, settings should also include whether written confirmation that the employment business supplying the member of agency staff has carried out the relevant checks and obtained the appropriate certificates, whether any enhanced DBS check certificate has been provided in respect of the member of agency staff, and the date that confirmation was received.
Committee member’s identity and vetting checks should also be recorded.
Governance is not a regulated activity and so they do not need a barred list check unless, in addition to their governance duties, they also engage in regulated activity.