This document describes the mandatory safer recruitment checks that every Tutor Associate must complete before delivering any session on behalf of Ember Learning Ltd (trading as Ember Tutors). The process applies regardless of employment status and is aligned to Keeping Children Safe in Education (DfE, 2025).
1. Legal Framework
The process reflects obligations under Keeping Children Safe in Education 2025, the Safeguarding Vulnerable Groups Act 2006, the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, the Children and Families Act 2014, Section 19 of the Education Act 1996, and Working Together to Safeguard Children 2023.
2. Pre-Application Checks
Before any application proceeds, the Company confirms a genuine engagement need exists, that the role constitutes regulated activity with children, and that all advertising states the position is subject to an enhanced DBS check with barred list check.
3. Identity, Qualifications, and Employment History
Original identity documents (photo ID, proof of address, and right to work) are verified in person or via live video call. Relevant qualifications are confirmed. A full five-year employment history is reviewed, with written explanations required for any gap exceeding one month. Unexplained gaps or patterns of concern may prevent the application from proceeding.
4. References
Two written references are obtained directly from named referees before any work begins. At least one must be from the most recent employer or engagement involving work with children. References from family or personal acquaintances are not accepted. At least one referee is contacted by telephone, and any safeguarding concern raised in a reference is escalated to the DSL immediately.
5. Enhanced DBS Check with Barred List
Every Tutor Associate must hold a satisfactory enhanced DBS check with children's barred list check before delivering any session. The Company may accept a DBS Update Service check where the original certificate meets the required level. No exceptions are made. Disclosure of a criminal record does not automatically disqualify an applicant; the DSL is consulted where relevant information is disclosed. DBS checks are renewed at least every three years.
6. Safeguarding Training
Mandatory safeguarding training must be completed and evidenced before the first session. Training covers recognition and reporting of child abuse, online safety, and the Company's safeguarding procedures. Annual renewal is required.
7. Pre-Start Sign-Off
A formal pre-start checklist covering all the above stages must be completed and signed off by a Company director before the Associate delivers any session. The checklist includes: identity verification, employment history review, both references, qualifications, DBS result, safeguarding training evidence, signed Tutor Associate Agreement, and platform onboarding.
8. Self-Employed Status
Self-employed status does not remove any obligation under this process. All Tutor Associates are treated as individuals engaged in regulated activity with children. The Company retains the responsibility to refer to the DBS if an Associate is dismissed or resigns in circumstances involving harm or risk of harm to a child.
9. Records and Review
Recruitment records are stored securely with access limited to the DSL, Deputy DSL, and Company directors. Records are retained for the duration of the engagement plus six years. This process is reviewed annually and following any update to KCSIE or relevant statutory guidance.
The full process document is available on request. Contact hello@embertutors.co.uk.