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Safer recruitment checks by role

Pick a role to see the checks Keeping children safe in education 2026 says your school must or should do, then print the checklist.

  • KCSIE 2026, Part threeThe version in force from 1 September 2026, with paragraph numbers. Checked 20 October 2026.
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Find the checks for a role

“Must” is a legal requirement. “Should” is what KCSIE expects unless there’s a good reason not to. We use KCSIE’s own word for each check.

Will they work in early years or wraparound care?

Teacher: 8 must, 3 should, 3 not required.

  1. ShouldSelf-declaration at shortlisting

    Shortlisted candidates should be asked to complete a self-declaration of their criminal record or information that would make them unsuitable to work with children, such as being barred, prohibited from teaching or subject to a section 128 direction. Ask only after shortlisting, not on the application form.

    KCSIE 2026 Part three, paragraphs 296 to 299Not part of the single central record.

  2. ShouldOnline search

    As part of shortlisting, schools should consider carrying out an online search on shortlisted candidates, and should tell them that online searches may be done.

    KCSIE 2026 Part three, paragraph 301Not part of the single central record.

  3. ShouldReferences, before interview

    Schools should obtain references before interview where possible, so concerns can be explored with the referee and the candidate. Don’t accept open references or rely on the candidate to get them. The reference should come from the current employer, from a senior person, and you should always verify it with the referee.

    KCSIE 2026 Part three, paragraphs 302 and 303Not part of the single central record.

  4. MustIdentity

    Verify the candidate’s identity, including being aware of name changes. Best practice is to check the name on their birth certificate where available.

    KCSIE 2026 Part three, paragraph 313Must be on the single central record with the date (paragraph 350).

  5. MustEnhanced DBS check with children’s barred list

    Obtain (via the applicant) an enhanced DBS check including children’s barred list information, because the role is regulated activity. It must be obtained before, or as soon as practicable after, appointment, and the applicant must show you the original certificate. If you use the DBS Update Service, you still need to see the original certificate and must get the person’s consent first (paragraphs 328 to 330). If they left a post in a school or college in England no more than three months ago, a new enhanced DBS check isn’t required, but you should consider whether to request one (paragraphs 314 to 316).

    KCSIE 2026 Part three, paragraphs 313, 318, 321 and 322Must be on the single central record: requested or certificate provided, with the date (paragraph 350).

  6. MustSeparate children’s barred list check

    Only if they will start work in regulated activity before the DBS certificate arrives: obtain a separate children’s barred list check first, carry out all other checks and make sure they are appropriately supervised.

    KCSIE 2026 Part three, paragraphs 313, 326, 327 and 340Must be on the single central record with the date, where one was done (paragraph 350).

  7. MustProhibition from teaching

    All schools must make sure that anyone employed to carry out teaching work is not subject to a prohibition order or interim prohibition order, or a current sanction or restriction imposed by the GTCE before 2012. Use the DfE’s Check a teacher’s record (paragraph 340).

    KCSIE 2026 Part three, paragraphs 313 and 332 to 334Must be on the single central record with the date (paragraph 350).

  8. Not requiredSection 128 direction

    Only required in an academy, free school or independent school when the person takes up a management position. Whether a role counts as management depends on the facts, not the job title (paragraph 336).

    KCSIE 2026 Part three, paragraphs 313 and 335 to 339Recorded on the single central record only where it’s required.

  9. Not requiredOverseas checks

    Only needed if the person has lived or worked outside the UK.

    KCSIE 2026 Part three, paragraphs 313 and 359The single central record has a column for overseas checks (paragraph 350). Mark it as not needed.

  10. Not requiredChildcare disqualification

    Only for staff working in early years provision (including reception) or in wraparound care for children up to 8, or managing it.

    KCSIE 2026 Part three, paragraphs 342 to 346Not part of the single central record.

  11. MustMental and physical fitness

    Verify the candidate’s mental and physical fitness to carry out their work responsibilities. You can ask relevant questions about disability and health to establish whether they can do the specific role.

    KCSIE 2026 Part three, paragraph 313Not part of the single central record.

  12. MustRight to work in the UK

    Verify the person’s right to work in the UK, including EU nationals. If you’re not sure whether someone needs permission, follow the advice on GOV.UK.

    KCSIE 2026 Part three, paragraph 313Must be on the single central record with the date (paragraph 350).

  13. MustQualifications

    Verify professional qualifications as appropriate. Use the DfE’s Check a teacher’s record to verify qualified teacher status (QTS) and completion of induction or probation.

    KCSIE 2026 Part three, paragraph 313Must be on the single central record, where required, with the date (paragraph 350).

  14. MustSingle central record entry

    Schools must keep a single central record covering all staff. For each person it must show whether each check was done and the date. Remove them when they leave (paragraph 351).

    KCSIE 2026 Part three, paragraphs 347 to 350This is the record itself.

Printable checklist

A guide to KCSIE 2026, not legal advice. Your local authority, trust or school policy may add checks. If you run a college, a 16 to 19 academy or an independent training provider, some rules differ: see the footnotes in Part three.

Print or save the checklist

Add a name and date if you like. They only go onto the printout. Choose “Save as PDF” in the print window for a PDF.

To print, use your browser’s Print command (Ctrl+P, or Cmd+P on a Mac).

Pupil ProtectFree tool · pupilprotect.co.uk/tools

Safer recruitment checklist

Teacher
NamePost
SchoolDate
Done✓Check (KCSIE 2026 Part three paragraph)KCSIE saysDate doneChecked by
Self-declaration at shortlistingparagraphs 296 to 299 Should
Online searchparagraph 301 Should
References, before interviewparagraphs 302 and 303 Should
Identityparagraph 313 · on the SCR Must
Enhanced DBS check with children’s barred listparagraphs 313, 318, 321 and 322 · on the SCR Must
Separate children’s barred list checkparagraphs 313, 326, 327 and 340 · on the SCR Must
Prohibition from teachingparagraphs 313 and 332 to 334 · on the SCR Must
Mental and physical fitnessparagraph 313 Must
Right to work in the UKparagraph 313 · on the SCR Must
Qualificationsparagraph 313 · on the SCR Must
Single central record entryparagraphs 347 to 350 · on the SCR Must

“Must” is a legal requirement; “should” is what KCSIE expects unless there is good reason not to. Your local authority, trust or school policy may add checks.

Signed: Date:

From Keeping children safe in education 2026 (in force from 1 September 2026), Part three. Guidance only, not legal advice. Checked 20 October 2026. Free from pupilprotect.co.uk/tools/safer-recruitment-checks

The rules

From Part three of Keeping children safe in education 2026, “Safer recruitment”, the statutory guidance for schools in England.

Checks for everyone the school appoints (paragraph 313)
All schools must verify identity, obtain an enhanced DBS check (with children’s barred list information for regulated activity), obtain a separate barred list check if someone starts in regulated activity before the certificate arrives, verify mental and physical fitness, verify the right to work in the UK, make further checks on anyone who has lived or worked outside the UK, and verify professional qualifications as appropriate. Offers should be conditional until these are done.
Prohibition from teaching (paragraphs 313 and 332 to 334)
All schools must make sure that anyone employed to carry out teaching work is not subject to a prohibition order, an interim prohibition order, or a current GTCE sanction. Teaching work means planning, preparing and delivering lessons, and assessing and reporting on pupils’ progress. Use the DfE’s Check a teacher’s record, which also verifies QTS and induction.
Section 128 (paragraphs 313, 335 to 339 and 393)
Academies, free schools and independent schools must check that anyone taking a management position, including trustees, members and governors with management responsibilities, isn’t subject to a section 128 direction. Maintained schools should check governors, because a direction also disqualifies someone from being a maintained school governor. A direction shows on an enhanced DBS check with barred list information if “child workforce independent schools” is given as the position; otherwise check GOV.UK.
Barred list: only for regulated activity (paragraphs 317 to 320)
Most school staff are in regulated activity and need an enhanced DBS check with children’s barred list information. Staff and contractors with regular contact who aren’t in regulated activity need an enhanced check without the barred list. Barred list information must not be requested for anyone not in regulated activity.
Volunteers and the 2026 change (paragraphs 383 to 390)
The Crime and Policing Act 2026 removed the “supervision exemption”. A volunteer who teaches, trains, instructs or supervises children on more than 3 days in 30, or overnight, is now in regulated activity, supervised or not. Existing volunteers brought into regulated activity must have their barred list status checked. For other volunteers, schools should carry out and record a written risk assessment.
Overseas (paragraphs 359 to 363)
People who have lived or worked outside the UK must have the same checks as everyone else, and schools must make any further checks they think appropriate. These could include an overseas criminal records check and, for teaching posts, a letter of professional standing from the regulator in each country.
Childcare disqualification (paragraphs 313 and 342 to 346)
This still applies under KCSIE 2026. Schools providing childcare must check that staff working in early years provision, including reception, or in wraparound care for children up to 8, or managing it, are not disqualified under the Childcare Disqualification Regulations 2018.
References and online searches (paragraphs 301 to 303)
Schools should obtain references before interview where possible, and should consider an online search of shortlisted candidates, telling them it may happen.
Supply staff (paragraphs 364 to 367)
Schools must get written notification from the agency that it has done the same checks the school would, including obtaining the enhanced DBS certificate, and must get a copy of the certificate if it disclosed anything. They should check the person who arrives is the person who was checked.
The single central record (paragraphs 347 to 352)
It must cover all staff, including agency and supply staff who work even one day, and in academies the members and trustees. For each person it must show whether each check was done and the date: identity, barred list, enhanced DBS, prohibition, overseas, qualifications and right to work, plus section 128 in academies and independent schools. Checks on volunteers and governors may be recorded but don’t have to be.
Where’s Annex F?
KCSIE 2026 has three annexes (A to C) and no Annex F. The checks are all in Part three. The old regulated activity annex (Annex E in 2025) was removed, and the DBS flowchart was taken out because it was no longer accurate after the 2026 change (Annex C, summary of changes).

Every role at a glance

Using the most common answers for each role. Use the checker above for the detail.

Teacher

Must: Identity; Enhanced DBS check with children’s barred list; Separate children’s barred list check; Prohibition from teaching; Mental and physical fitness; Right to work in the UK; Qualifications; Single central record entry.

Should: Self-declaration at shortlisting; Online search; References, before interview.

Teaching assistant or support staff

Must: Identity; Enhanced DBS check with children’s barred list; Separate children’s barred list check; Mental and physical fitness; Right to work in the UK; Qualifications; Single central record entry.

Should: Self-declaration at shortlisting; Online search; References, before interview.

Cover supervisor

Must: Identity; Enhanced DBS check with children’s barred list; Separate children’s barred list check; Mental and physical fitness; Right to work in the UK; Qualifications; Single central record entry.

Should: Self-declaration at shortlisting; Online search; References, before interview.

Supply staff (from an agency)

Must: Written notification from the agency; Children’s barred list check, by the agency; Copy of the DBS certificate, if anything was disclosed; Single central record entry.

Should: Identity on arrival.

Governor, trustee or trust member

Must: Enhanced DBS check.

Should: Section 128 direction.

Volunteer

Must: Enhanced DBS check with children’s barred list; Separate barred list check, if they start before the certificate.

Should: Never unsupervised without checks.

Contractor

Must: none set by KCSIE.

Should: Safeguarding requirements in the contract; Enhanced DBS check with children’s barred list; Self-employed contractors; Identity on arrival; Never unsupervised without checks.

Early years or wraparound childcare staff

Must: Identity; Enhanced DBS check with children’s barred list; Childcare disqualification; Mental and physical fitness; Right to work in the UK; Qualifications; Single central record entry.

Should: Self-declaration at shortlisting; Online search; References, before interview.

Someone who has lived or worked overseas

Must: Identity; Enhanced DBS check with children’s barred list; Separate children’s barred list check; Prohibition from teaching; Overseas checks and letters of professional standing; Mental and physical fitness; Right to work in the UK; Qualifications; Single central record entry.

Should: Self-declaration at shortlisting; Online search; References, before interview.

Headteacher or management role

Must: Identity; Enhanced DBS check with children’s barred list; Separate children’s barred list check; Prohibition from teaching; Mental and physical fitness; Right to work in the UK; Qualifications; Single central record entry.

Should: Self-declaration at shortlisting; Online search; References, before interview.

Sources, checked 20 October 2026:

Safer recruitment questions

Do teaching assistants need a prohibition from teaching check?

Only if they will carry out teaching work. KCSIE 2026 paragraph 313 says all schools must check that anyone employed to carry out teaching work is not subject to a prohibition order. Teaching work means planning and preparing lessons, delivering them, and assessing and reporting on pupils’ progress. A teaching assistant who only supports a teacher isn’t covered, but many schools check anyway, and the single central record still has a prohibition column for every member of staff.

What DBS check does a school governor need?

An enhanced DBS check, without the children’s barred list unless they also do regulated activity, because governance isn’t regulated activity (KCSIE 2026 paragraphs 391 and 392). Academy trusts must require enhanced DBS checks on members, trustees and members of local governing bodies and committees (paragraphs 403 and 404). Associate members of maintained school governing bodies don’t need one unless they also do regulated activity (paragraph 394).

Who needs a section 128 check?

In academies, free schools and independent schools: anyone taking up a management position, such as heads, deputies and assistant heads, plus trustees, members and governors with management responsibilities (paragraphs 313, 335, 336, 401 and 404). Maintained schools should also check governors, because a section 128 direction disqualifies someone from being a maintained school governor (paragraph 393).

Do volunteers need a DBS check under KCSIE 2026?

Since 1 September 2026, a volunteer who teaches, trains, instructs or supervises children on more than 3 days in 30, or overnight, is in regulated activity even if supervised. They need an enhanced DBS check with children’s barred list information (paragraphs 313 and 383). Existing volunteers brought into regulated activity by the change must have their barred list status checked (paragraph 385). For other volunteers, schools should do a written risk assessment to decide what checks are needed (paragraph 388).

What overseas checks does KCSIE 2026 require?

Anyone who has lived or worked outside the UK must have the same checks as other staff, including an enhanced DBS check even if they have never been to the UK. Schools must also make any further checks they think appropriate, such as an overseas criminal records check and, for teaching posts, a letter of professional standing from the regulator in each country (paragraph 359). If these aren’t available, schools should use other ways to check suitability or a risk assessment (paragraph 360).

Keep the single central record as you go

Pupil Protect Staff keeps your single central record. Each person gets the checks their role needs, with the date each was done and who did it, and DBS renewals are flagged under your own renewal policy.

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