Policy:
Bright World Guardianships Ltd is committed to safeguarding and promoting the welfare of children and young people at all times while they are under our care.
Bright World Guardianships adhere to the principles of the statutory ‘Safer Recruitment’ guidance for schools, and the National Society for the Prevention of Cruelty to Children (NSPCC) ‘Safer Recruitment’ advice.
Bright World Guardianships follow the Association for the Education and Guardianship of International Students (AEGIS) as part of an on-going accreditation process. This is to ensure our students receive them highest standards of host family and care while under our guardianship.
Bright World Guardianships is aware of additional sources of advice and guidance for the standards required for host family recruitment including Safeguarding in Schools (Andrew Hall, Specialist Safeguarding Consultant), the British Council (Host family guidelines and Codes of Practice), and the Department for Education Boarding Schools National minimum standards .
This policy is supported by the latest Department for Education ‘Keeping Children Safe in Education . Bright World have a rigorous process for recruiting host families in accordance with the principles of ‘Safer Recruitment’. This is from point of advertisement to post induction, with on-going monitoring and safeguarding reviews.
The Safer Recruitment policy aims to help to deter, reject, or identify people who might abuse children, or are otherwise unsuited to work with them. At every stage of the process, Bright World Guardianships commitment to safeguarding and promoting the welfare of children is highlighted. The Bright World Guardianships mission statement serves as the Safer Recruitment Policy Statement: Bright World is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment.” The statement is included as appropriate in publicity materials, advertisements, recruitment websites, candidate information packs, job specifications and induction training.
Planning and Advertising
1. The selection process is organised in advance so that the Accommodation and Local Coordinator Manager, Host Family Recruitment Manager and Local Coordinator know which responsibilities they have to fulfil.
2. The host family advertisement (which includes our mission statement, specific reference to safeguarding and suitability to work with children) is circulated in accordance with host family targets in areas of need via online advertising agents such as Google PPC campaigns and print publications to identify the suitable host family candidates in appropriate areas.
Application Form and Application Pack
4. The host family responds to the advertisement by completing an online enquiry form to www.brightworld.co.uk and http://portal.brightworld.co.uk/forms/HFEnquiry. Applicants must be over 25 years of age and be suitable to work with children.
5. On receipt of the enquiry form the host family applicant is sent log in details to the online application form which obtains relevant details for the role. The form requires the applicant to confirm that they are not disqualified from working with children, or subject to any sanctions imposed by a regulatory body and has no convictions, cautions or bind overs, or has attached details of their record in a sealed envelope marked ‘Confidential’ and sent to Head Office for review.
6. Instructions on the form include explanatory notes about completing the form, links to the job description and person specification, Bright World Guardianships Safeguarding and Child Protection Policy and a statement of the terms and conditions relating to the post.
7. The Application Form outlines the requirement for the applicants (including members of the host family aged 16 and over and other temporary resident) to complete an enhanced Disclosure and Barring Service check. The applicant will be required to provide evidence (i.e. original documents) of their identification to the Local Coordinator during the initial inspection for verification. Or instructions and documents that are acceptable for a digital ID check for the DBS if this is done ahead of the initial inspection.
8. Enhanced DBS checks are required for all members of the host family aged 16 and over and other temporary resident. Enhanced DBS checks are not required for non-Bright World students being hosted by the family i.e. under 18 and at a boarding school or language school. Enhanced DBS checks will be required for a student who is over 18 and staying with the host family or other lodgers.
The Job Description and Person Specification
9. Our Job Description for host families is in the Host Family Handbook and makes sure applicants understand our process and policy for Safer Recruitment by offering guidance and confirmation that the main duties and responsibilities are outlined. This will include the responsibility for safeguarding the students that the host family is responsible for.
Scrutinising and short listing
10. When the application form is submitted, the Host Family Recruitment Manager and Host Family Recruitment Assistant scrutinise the form to ensure they are fully and properly completed, are in the right host family area for the students and are suitable for the initial inspection and interview stage.
11. All candidates are assessed equally against the criteria contained in the person specification without exception or variation and without unlawful discrimination.
References
12. For the host and hostess in the host family references are requested (prior to interview). This is to obtain objective and factual information to support appointment decisions. As a minimum, one personal and one professional reference must be obtained for each host and hostess, or one professional reference for each host and hostess with one joint personal reference. The host family must provide written permission to confirm these references can be sought.
13. When the application form is submitted the applicant must nominate referees who they have known in a professional and personal capacity, with the personal referee having known the applicant for a minimum of two years. When the details are submitted online, a reference is automatically sent directly to these referees with a unique login which allows them to fill in and submit a reference form.
14. Referees are asked to comment on work, professional competence and personal qualities. Referees are asked to comment on the applicant’s suitability to work with children, to outline any concerns about the applicant with children or any disciplinary details.
15. References which are submitted online are reviewed to ensure we have obtained independent professional and character references that answer specific questions. This helps to assess an applicant’s suitability to work with children and following up any concerns. We verify references by telephone where possible.
16. Bright World Guardianships does not accept references which are provided by the applicant, or open references and testimonials i.e. “To whom it may concern”. This reduces the risk of making an appointment decision on a forged reference.
17. Where (due to operational need) a reference is secured over the telephone in the first instance a record must be made of the telephone reference in IBOS. Following this initial record, the reference must be obtained in writing as soon as practicable to provide a record of the information obtained from the referee.
20. Any offer of employment will always be conditional on the receipt of satisfactory references.
21. References should always be obtained in writing and telephone contact made to verify the reference where possible.
22. ID Checks – we ask the Main Carer in the Household to provide proof of Eligiblity to Work in the UK by providing a UK passport or Settlement Letter.
23. We ask the main carer in the household to complete our online Host Family Training programme prior to hosting students for us.
Bright World Staff and Enhanced Disclosure and Barring Service (DBS) Checks
Bright World conducts an enhanced DBS checks for their head office staff, Local Coordinators and host families (who are classed as volunteers). This DBS check along with registration to the Disclosure and Barring Service Update Service is a fundamental requirement of becoming and remaining one of these staff members for Bright World.
The enhanced DBS check includes a check of the Police National Computer Records (PNC) plus other information held by the police that is considered relevant by the police force.
Bright World does not conduct its own checks for our suppliers though does require sight of an original and valid enhanced DBS certificate before we utilise their service. Details of these checks are recorded securely on IBOS. The database is only accessible by accredited Head Office staff members with a username and password and information is protected by Bright World Guardianships compliance with the Act (1998).
24 Bright World collects the following information about staff members (i.e. Head Office staff, Local Coordinators, host families) in the following ways:
Staff members are asked to submit an application form for an enhanced DBS certificate. For host families this includes every member of your household who is aged 16 years and over. This application will be made to the DBS (Disclosure and Barring Service) via an online disclosure system. The DBS helps employers make ‘Safer Recruitment’ decisions and prevents unsuitable people from working with vulnerable groups including children. The DBS replaces the Criminal Records bureau (CRB) and Independent Safeguarding Authority (ISA).
- On receipt of an application, UCheck will require the applicant to provide personal details. UCheck provide a range of vetting and screening services for employers and employees including the administrative process for DBS checks.
- For host family applications to UCheck, a Bright World representative will inspect their original documents to confirm identity. Once the Bright World representative has sighted and verified the documents, the details of these identification sources will be logged onto UCheck. In some circumstances when this is not possible they will be asked to fill out a paper form to collect these details.
- Bright World will ask applicants whether they have already subscribed to the DBS Update Service and if the answer is yes, then Bright World will request they provide their Update Service ID. The Disclosure and Barring Service Update Service allows applicants and employers to conduct future checks to be carried out to confirm that no new information has been added to the certificate since the date of issue. This allows for portability of a certificate across employers.
25 Bright World needs this information so that they can conduct an enhanced criminal record for their prospective staff members and suppliers. Bright World use UCheck to facilitate this process as they provide a quick and reliable service that is an alternative to the standard paper forms therefore allowing us to complete an application at any location with internet access. This check is relevant as the applicant is seeking a role in the child workforce and will assist Bright World in making safer recruitment decisions.
Once an applicant’s DBS certificate has been received we will register them online for the DBS update service on a yearly subscription basis, allowing us to regularly re-check their certificate status online. If an applicant has already subscribed to UCheck, we will use their current update number to continue to manage their subscription.
26. UCheck are a certified umbrella body of the DBS who provide their own statement of fair processing. When an applicant supplies personal information to their site, they have legal obligations in the way they deal with your data. (https://www.UCheck.co.uk/)
Bright World Guardianships has a legal obligation to abide by the Act 2018 and as part of this, they must provide a policy for secure storage, handling, use, retention and disposal of Disclosures and Disclosure information which is outlined below:
Bright World policy for handling of DBS certificate information
• Once the email with the UCheck result has been sent to the Host Family Recruitment Manager (HFRM) and only if the result is clear, the HFRM logs on to the government update service website and signs that person up for the automatic Update Service. If the DBS check is returned with a conviction marker
• the HFRM forwards this to the Designated Safeguarding Lead (DSL) to make an informed decision as to whether the Host Family will be used. The DSL can obtain a copy of the certificate from the named person to further assess the applicant’s suitability for hosting. • Only authorised members of staff have access to our UCheck disclosure account where there are applications that are processing or completed. UCheck will automatically archive certificates 6 months after their issue date according to DBS guidelines.
- The appointed lead for questions, concerns or complaints about the way in which Bright World conduct their criminal record checks is the Managing Director, Lana Foster, on lana@brightworld.co.uk (Refer to Complaints Policy – Operations Manual)
Interviews and initial visits
27. For applicants who are short listed, the Host Family Recruitment Manager or Administrator will ask the Local Coordinator to arrange the initial visit. The invitation for the initial visit and interview should stress that the successful candidate will need to be checked thoroughly in terms of identification and the completion of an enhanced DBS
check. This will require the candidate to provide to the Local Coordinator documentary evidence of their identity (for example current driving licence, passport, full birth
certificate, plus documents for example utility bill or financial statement that shows the candidate’s full name and address). Where a candidate has changed their name, full documentation must be provided detailing the previous name and current name.
We will conduct online searches using the applicant’s name during the shortlisting process.
28. The host family applicant is advised and given instructions on how to prepare for the identification and enhanced Disclosure and Barring Service Check during the visit. Or will have been given this previously before the visit if the are completing the digital ID check online with Ucheck.
29. During the initial visit, the Local Coordinator interviews the applicants face to face to confirm suitability for the role and suitability to work with children.
30. The Local Coordinator inspects the house, garden and car which will be used to transport students and secures photographs of the property (including individual rooms).
31. The Local Coordinator is encouraged to discuss his/her previous employment history and experience, and to note any indications that the host or hostess that may not have the health and/or physical capacity for the role, together with the applicant’s right to work in the UK where appropriate. The LC must check and verify the documents used to verify an applicant’s identity, right to work in the U.K. and/or qualifications (where appropriate), as per the instructions on UCheck.
Scope of the interview
32. The Local Coordinator should assess and evaluate the applicant’s suitability for the being a Bright World host family, their motivation for working with children and young people, and their ability to support the company agenda for safeguarding and promoting the welfare of children. There is scope on the visit form to record this detail which should be submitted to Head Office for assessment.
33. The Local Coordinator is encouraged to ask the applicants aged 16 or over in the host family if they wish to declare anything in light of the requirement for an Enhanced DBS disclosure.
34. Where references have not been returned to Head Office (via the online system) before an interview, the prospective host family can be asked at interview if there is anything they wish to declare or discuss in light of the questions that have been or will be put to his or her referees.
Conditional Offer of Appointment and DBS Checks
35. The successful applicants will be conditionally accepted pending references, proof of identification,proof of right to work in the UK (if appropriate), an enhanced DBS check.
Post Appointment: Induction
36. Newly appointed host family are provided with a Host Family Charter and Host Family Manual which contains guidance and advice for the role of host family. The Safeguarding and Child Protection Policy is also made available to the host family including the online Bright World Safeguarding Course for host families.
37. Host families have on-going support from Head Office staff and their Local Coordinator regardless of their experience of the host family role.
Post Appointment: On-going training and monitoring
38. Bright World Guardianships host families receive termly bulletins containing updates and safeguarding news. This is to ensure that guidance is regularly circulated and host families have continual access to Safeguarding Training and regular updates.
39.The host family Initial Visits, Revisits and Spot Check process provides Bright World with the infrastructure to continually monitor the quality of host family for our students. The ‘Host Family Initial Visits, Revisits and Spot Check policy and procedure’ details the checks undertaken to ensure the highest standards are afforded to our students.
40. Bright World Guardianships Care Plan Policy and Procedure provides a framework by which regular safeguarding feedback is sought from students in relation to the host family. Guardianship Care Managers review all Care Plans and should report any safeguarding concerns and incidents to the DSL Robbie Piper robbie@brightworld.co.uk, who will review and manage them in accordance with safeguarding policies and procedures.
‘Managing Incidents’ Policy and Procedure.
Post Appointment DBS checks
Where there is a permanent resident in the house who is over 16 we need to complete an enhanced DBS check. We are legally unable to carry out a DBS check for temporary residents, so in these instances, we inform our students’ parents in advance that there is a temporary resident for whom we have been unable to carry out a DBS check. Host families are informed that temporary residents must never be left alone with our students.
Where there is an overseas student staying with a UK host family via a private arrangement or through another Guardianship Organisation, an enhanced DBS check will not be required. Head Office will assess whether or not there is an opportunity to complete the DBS screening check for 16-17 year olds depending on the availability of the parents to complete the process. For other overseas students staying in the house short term, it is not feasible for us to DBS check them.
These cases should be decided on a case by case basis by the Managing Directors with agreement from other key stakeholders where appropriate.
We are committed to reviewing our policy and good practice annually.
This policy was last reviewed on: 6th April 2025
Signed: 
Lana Foster, Managing Director, DSL
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