Governor Services

Vetting Processes For School Governors

1. Introduction

This paper outlines the process agreed in Hampshire and offers guidance to governing bodies on its implementation. It takes account of consultations with representative heads and governors held in Spring 2002.

The process has been kept as simple as possible both for potential governors and for schools whilst respecting the advice of the DfES.  Suggestions for improving the process should be sent to Angela Donnelly, Hampshire Governor Services, Hampshire County Council, Education Department, The Castle, Winchester SO23 8UG or email Angela.Donnelly@hants.gov.uk.

2. The Vetting Process

The vetting process for all new and reappointed governors consists of:

  1. A personal declaration form signed by the governor confirming that they are not disqualified under the School Government Regulations. The declaration form is part of the official application form which all potential governors should complete. Declaration forms will be supplied for re-appointed governors.

  2. An identity check.

  3. A check of List 99 which contains details of people whose employment with children or young people has been banned or restricted.

Governors undertaking voluntary activities in the school which may give them unsupervised one to one access to children should be checked via the CRB process in line with Education Personnel Services advice already issued to schools concerning `volunteers'.

New clerks to governors should be checked in line with the processes in place for other school staff.

In addition any new, reappointed or serving governor whose activities or actions provide `cause for concern' can be asked to apply for a CRB Standard Disclosure. Advice in these circumstances should be sought from Governor Services in your local education office.

3. Checks new governors

(a) Locally/school appointed governors: This would include parent governors, co-opted governors and additional co-optees (nominated by Minor Local Authorities). For all these appointments handled locally by the governing body, List 99 checks will be requested by the LEA.

  1. Individuals seeking election or co-option should be asked to complete the official HCC School Governor Application Form.

  2. The school should seek proof of identity from successful applicants and use box 8 on the above application form to record that identity has been checked.

  3. The school should complete box 8 on the application form with school name/date of appointment, type of governor and return to Governor Services at your local education office.

  4. Governor Services will request List 99 checks.

If the check reveals the governor to be disbarred their appointment will be terminated and they will be advised accordingly. Immediate notification will be sent to the Chairman of Governors, the Clerk and the Headteacher that the applicant is not eligible for appointment as a school governor.

Governors may take up their role pending the outcome of the List 99 check.

(b) Teacher and staff governors: No routine checks will be necessary for teacher or staff governors who will have been checked as part of their appointment.

(c) LEA Governors: These governors are nominated by County Councillors and appointed by the County Education Officer. List 99 checks on these governors are managed as part of the appointment process by Hampshire Governor Services staff. They are processed at the time of the nomination and before an appointment is confirmed by the LEA.

Schools should request proof of identity on the first occasion that a new LEA governor visits the school. If you are unable to confirm identity you should refer to Governor Services for further advice.

(d) Foundation Governors - Church Schools: These appointments are the responsibility of the relevant diocesan authorities. Where known current expectations are listed below.

Guildford Church of England Diocese, Portsmouth Church of England Diocese, Salisbury Church of England Diocese, Portsmouth Catholic Diocese - Schools will be notified by the Diocese of new or re-appointed Foundation Governors. Schools should verify identity on the first occasion that new governors visit the school and request a List 99 check from Hampshire Governor Services using the Personal Declaration Form. This is available on the website or may be requested from Claire Bailey - claire.e.bailey@hants.gov.uk or 01962 845846

Winchester Church of England Diocese - The Diocese will secure signed Personal Declaration Forms from new and re-appointed Foundation Governors. Schools will be asked to verify identity as part of the appointment. The Diocese will undertake List 99 checks for new and re-appointed Foundation governors.

(e) Foundation Schools: Governor Services carry out List 99 checks for governors in Foundation Schools on request. LEA governor appointments and re-appointments are processed as in b).

(f) Applicants responding to national or local recruitment initiatives: these applications come into the LEA and suitable applicants are then recommended to schools. Checks are managed once applicants are matched to schools in line with the processes outlined above.

4. Checks for re-appointed governors

In essence re-appointed governors are subject to the same processes outlined in 3 above. However instead of a full application form re-appointed governors will be asked to complete a Personal Declaration form which will be returned by the Clerk to Governor Services and a check of identity is unlikely to be necessary. Supplies of the form are available on the website or may be requested from Claire Bailey at either claire.e.bailey@hants.gov.uk or 01962 845846. List 99 checks will be requested by the County Council on receipt of the Personal Declaration Form.

5. Procedural issues and records

Using the standard forms ensures that anyone who is under consideration for a governor role is aware at the earliest opportunity that a vetting process is in place. This should deter potentially unsuitable applicants with an existing criminal record. A brief statement about the requirement for vetting will appear on any advertisements aimed at recruiting governors and in any information packs sent to applicants.

Schools need to record that List 99 checks have been requested from the County Council and that the governor's identity has been verified.

Governor Services records the date that a List 99 check has been requested from the DfES, and the date that clearance is received. Schools will only be notified in the event of a problem.

Vetting Process For School Governors

Guidance from Hampshire Governor Services

Ensure that all governors are made aware of the disqualification criteria contained in Schedule 5 of The Education (School Government) (England) Regulations 1999 and that all governors are subject to vetting before they put themselves forward for appointment/reappointment or election/re-election, as this should save embarrassment at a later date.

Use the official HCC School Governor Application Form for all new candidate details. Once the successful candidate has been determined complete section 8 of the form including the proof of identity check.

  

Identity confirmed

Unable to confirm identity

Send the completed application to Governor Services at your Local Education Office where a List 99 check will be initiated.

Refer to Governor Services for further advice.

List 99 satisfactory no action.

  

List 99 debarred HGS write to candidate confirming disqualification and notify clerk, chair of governors and headteacher that individual is ineligible to be a governor.

  

Please note:

  • Governors may take up their post pending the outcome of the List 99 check.

  • If a governor produces a Disclosure obtained as a result of their employment elsewhere the school should ensure it is either standard or enhanced. If it is, they should take a note of the reference number and date of issue of the form and forward it to HGS who will then check with the CRB that it is a genuine Disclosure. If it is a basic Disclosure or over 3 years old the candidate will be subject to a List 99 check.

  • If there is cause for concern about any governor on your governing body the CRB check is still available. You should seek advice from Governor Services in these circumstances.

  • Where governors take on roles within the school that give them unsupervised access to pupils Headteachers may exercise their discretion to request CRB checks in line with those for other volunteers in the school.