Ensuring that all staff in an early years setting are suitable to work with children is a fundamental safeguarding requirement. It protects children from harm and helps maintain a safe and professional environment. UK legislation sets out strict guidelines on the recruitment and monitoring of staff suitability, including Disclosure and Barring Service (DBS) checks and ongoing assessments.

Key Legal Requirements

Early years providers must follow the Statutory Framework for the Early Years Foundation Stage (EYFS), which outlines suitability checks, including:

• Enhanced DBS Checks – Required for all staff working with children. This must be completed before employment begins.

• Barred List Checks – To ensure individuals are not prohibited from working with children.

• Identity and Right to Work Checks – To confirm the person is legally allowed to work in the UK.

• References and Employment History – At least two references should be checked, and gaps in employment must be explained.

• Disqualification by Association – Staff must confirm they are not living with someone barred from working with children.

• Health Declaration – To ensure the individual is physically and mentally fit for the role.

Maintaining Records for Compliance

To demonstrate compliance and protect both children and staff, thorough records must be kept. Key documentation includes:

• Single Central Record (SCR) – A mandatory record of all DBS checks, references, and qualifications for all staff, volunteers, and regular visitors.

• DBS Update Service – Settings should encourage staff to register for this service to allow ongoing status checks.

• Staff Suitability Declaration Forms – These should be signed and updated regularly to confirm no changes in circumstances.

• Supervision and Appraisals – Regular meetings should be documented to discuss staff suitability and any emerging concerns.

Ongoing Suitability Monitoring

Suitability is not just about pre-employment checks. It requires continuous monitoring to ensure staff remain fit for their roles. Best practices include:

• Regular Suitability Declarations – Staff should confirm their ongoing suitability at least annually.

• Observations and Supervision – Managers should monitor interactions with children and address any concerns.

• Whistleblowing Policies – Staff must feel confident to report concerns about colleagues.

• Training and Professional Development – Keeping staff up to date with safeguarding policies and expectations.

By ensuring robust recruitment checks and maintaining clear, up-to-date records, early years settings can safeguard children effectively, comply with UK legislation, and create a safe, professional environment for both children and staff.