Latest revision: June 2025
1. POLICY STATEMENT
We believe that anyone who participates and connects with us is entitled to feel safe, at ease, respected, and welcome. To support that belief, this policy is designed to ensure that we have appropriate procedures in place so that all individuals engaged in our activities who might be deemed to be in a position of trust are suitable to work with children and vulnerable adults.
Safer recruitment is just one strand of safeguarding and promoting the welfare of children and vulnerable adults within Ex Cathedra. It should be read in conjunction with the other documents on our website.
This policy does not form part of any contract of/for employment and it may be amended at any time. We may vary elements, such as any time limits, as appropriate in any case.
2. WHO IS COVERED BY THIS POLICY
People come to Ex Cathedra from a variety of pathways, including recommendations and shadowing, as well as auditions and formal applications. Before anyone can work (paid or unpaid) with us for the first time they must go through our safer recruitment process.
We recognise that all our musicians may be deemed by children and vulnerable adults to be in a position of trust. This policy therefore applies to all job applicants, employees, trustees, self-employed musicians and volunteers (including amateur singers). It will be applied fairly and consistently to meet our duties and responsibilities in relation to safeguarding, by carrying out suitable and appropriate checks. Ex Cathedra is proud of its strong relationships with individual contractors, freelancers and volunteer musicians.
The exact processes that we have
identified as appropriate are set out in the sections below.
3. WHY THIS IS IMPORTANT, NECESSARY & PROPORTIONATE
Statutory guidance Working Together to Safeguard Children (DfE 2018, updated December 2020, July 2022, and December 2023) states that organisations providing services to children and / or their parents / carers, should have in place a number of arrangements as part of their duty to safeguard and promote the welfare of children.
In relation to safer recruitment, these arrangements include:
- a culture of listening to children and taking account of their wishes and feelings,
- safe recruitment practices for individuals whom the organisation will permit to work regularly with children,
- appropriate supervision and support for staff, including undertaking safeguarding training (including a mandatory induction),
- clear policies for dealing with allegations against people who work with children and young people (see our Allegations Management Policy).
The duty to safeguard and promote the welfare of children is stated in the Children Act 1989. In addition, many children’s service providers must comply with the Children Act 2004, particularly section 11 which includes ensuring that unsuitable people are not employed (including freelancers and volunteers) to work with children. The Care Act 2014 also requires organisations that work with vulnerable adults to have appropriate safeguarding measures in place to ensure that unsuitable people are not employed (including freelancers and volunteers) to work with vulnerable adults.
4. HOW WE WILL MANAGE THIS RESPONSIBILITY – OUR SAFER RECRUITMENT PROCEDURES
Ex Cathedra will apply robust selection and appointment processes to anybody who is working or volunteering in a role which gives them access to children or vulnerable adults. Given the extensive work we do with children and young people, including in performance, we have developed appropriate processes that include everyone involved in Ex Cathedra.
Anyone who is seeking to work with Ex Cathedra, whether in a paid or unpaid capacity, must be provided with the opportunity to self-disclose relevant information relating to non-protected convictions and/or cautions.
As a guiding principle, Ex Cathedra does not make any distinction in its approach between those activities which involve children and young people, and those which do not. There are several reasons for this, including to enable flexibility and fluidity of planning – e.g. children, young people and vulnerable adults may be invited at short notice to take part in performances and workshops, give pre-concert presentations etc.
A comprehensive list of convictions/cautions that are not protected, can be found at:
We will carefully consider the need to conduct a criminal records check, now known as a Disclosure and Barring Service (DBS) check, for each role, with the following options available:
- Basic – contains details of convictions and conditional cautions considered to be unspent under the terms of the Rehabilitation of Offenders Act 1974.
- Standard – shows filtered convictions, cautions, warnings, and reprimands that are held on the police national computer.
- Enhanced – shows everything that the standard check does, plus some additional discretional information.
- Enhanced With Barred List Check – shows everything that the Enhanced check does plus an additional check of the appropriate “barred list” for the work being done.
Ex Cathedra will refer to the DBS eligibility tool when making its determinations: https://www.gov.uk/find-out-dbs-check
Where an individual’s role includes ‘regulated activity’ (for more information on regulated activity, see https://www.gov.uk/government/publications/dbs-guidance-leaflets), we will require as a minimum an Enhanced DBS check, as well as the Safer Recruitment Declaration.
For all non-regulated activity roles, including freelance and volunteer performers, we will require the Safer Recruitment Declaration.
If an individual’s role is not deemed to be ‘regulated activity’ but Ex Cathedra believes that the role offers an opportunity for them to build up a relationship of trust, power or influence with a child or vulnerable adult, it may determine that a minimum of a Basic check is also required. Ex Cathedra recognises the limitations to the information contained within such checks.
The following sections outline the processes that will be applied according to role categories. Where an individual has roles that fall into more than one category, the most stringent check required will always be undertaken.
When an existing employee, trustee, volunteer or musician moves into a role that requires a more stringent check, this must be undertaken before they commence the new role. Regular communication within the organisation will facilitate this checking process.
4.1 Employees
4.1.1 Pre-recruitment & Application Pack
Before publishing the Application Pack, the Designated Safeguarding Lead (DSL) at Ex Cathedra will be consulted to ensure that safeguarding considerations are taken into account.
The application pack should include:
(a) an overview of the organisation and where appropriate, the particular programme involved
(b) a detailed description of the work, reflecting the specific nature of the role
(c) a list of responsibilities, including the responsibility to become familiar with Ex Cathedra’s Safeguarding Policies and Procedures
(d) the duty to promote safe practice, minimise all risks of abuse and take action to report concerns and/or allegations
(e) the requirement to undertake our Safer Recruitment Declaration as set out in 4.1.5, including a DBS check where appropriate.
Advertisements will make clear, in both wording and illustration, that the positions are open to all suitably qualified candidates, regardless of age, disability, gender reassignment, marriage/civil partnership, pregnancy, maternity, race, religion or belief, sex or sexual orientation.
4.1.2 Application forms
All applicants for salaried employment will be required to complete an application form, including a full work history. Individuals providing incomplete applications will not be considered. Application forms will contain relevant questions needed for selection.
4.1.3 Shortlisting and interviews
Shortlisted candidates will be sent the Safer Recruitment Declaration form when invited to interview. See 4.1.5.
The interview process will be carried out in the following way:
(a) no assumptions will be made on the grounds of age, disability, gender reassignment, marriage/civil partnership, pregnancy, maternity, race, religion or belief, sex or sexual orientation
(b) questions will relate to the requirements of the job as established in the job description and/or the person specification
(c) where relevant, we will include questions about an applicant’s motivation and attitude to working with vulnerable groups. We will also ask if they know of any reason why they should not be working with vulnerable groups and whether there are any pending cases or matters which could affect their ability to carry out the role
(d) wherever possible interviews will be carried out face-to-face by more than one person
(e) candidates will be offered opportunity to discuss their Safer Recruitment Declaration either during the interview or at the stage of any provisional offer, affording the opportunity to provide any context and explanation in respect of any relevant convictions
(f) applicants will be assessed at the end of interviewing against pre-defined criteria.
During the interview it will be re-iterated that any provisional offer of employment will be subject to a satisfactory Safer Recruitment Declaration, and DBS where required, as advised in the Application Pack.
4.1.4 References
All employment offers are conditional upon receipt of two satisfactory professional references prior to appointment. If the past two employers are not included this will require explanation and further checks to ensure we are satisfied. References will be checked in accordance with our standard reference checking form, and will include a standard format safeguarding reference where relevant.
Referees will not be contacted without the permission of the candidate to whom they relate as indicated on their application form.
Where necessary, referees will be contacted by telephone or e-mail in order to clarify any anomalies or discrepancies. A detailed written note will be kept of such exchanges.
Where relevant to the role, referees will always be asked specific questions about:
(a) the candidate’s suitability for working with children and vulnerable adults
(b) any disciplinary warnings, including time-expired warnings, that relate to the safeguarding of children and vulnerable adults
(c) the candidate’s suitability for the post.
Should the applicant be unable to provide references within the UK, a DBS and/or barring check will be required.
4.1.5 Safer Recruitment self-declaration
If provisionally offered a role, a prospective employee will be required, as a minimum, to complete our Safer Recruitment self-declaration form, which asks if there is any reason why they should not be working with vulnerable groups or if they are required to disclose any relevant convictions.
Where an individual will be undertaking, or have responsibility for any regulated activity, they will be required to complete our Safer Recruitment self-declaration and provide a satisfactory DBS certificate, as set out below. More details regarding regulated activities are available at: https://www.gov.uk/government/publications/dbs-guidance-leaflets.
If the applicant does not wish to complete the confidential declaration or undergo a DBS check, where required, the application will not proceed further.
4.1.6 DBS checks
If the role has been deemed by the DSL to require a DBS check, we will arrange a check at the appropriate level and request the individual to register for the Update Service, unless the individual is already registered with the Update Service, in which case they must:
(a) provide us with the information to access their record online, and
(b) show the DSL or Deputy DSL the original DBS certificate relating to their registration with the Update Service.
If the individual is coming from overseas or has spent time overseas, we may consider asking the applicant to obtain additional evidence of good character from the appropriate national authorities.
4.1.7 Blemished self-declaration or DBS check
Where a self-declaration form or DBS certificate is blemished in respect of a safeguarding matter, this will be referred to the Designated Safeguarding Lead who will take advice as appropriate, including from the Trustee with a responsibility for Safeguarding. A risk assessment may be completed, which could lead to a decision being made by the safeguarding sub-committee of the trustees. Members of the sub-committee will be asked to declare any conflict of interest and recuse themselves, if necessary.
4.1.8 Other checks
Any job offer will also be subject to the following checks as per standard HR practice:
(a) proof of applicants’ identity via photographic ID
(b) evidence of relevant qualifications
(c) proof of right to work in the UK.
4.1.9 Induction, training & probation
All new staff will be subject to a probationary period as set out in their contract (which may be extended where necessary) to assess the individual’s suitability for the role.
All staff will undergo a formal induction, which will cover the organisation’s Safeguarding and other relevant policies and procedures. Training needs will be established as part of the induction and refreshed on an ongoing basis.
Whilst completing their Safer Recruitment self-declaration, they will also be required to tick a box to confirm they have read and understood these documents.
Employees also have a set reading list on our HR portal as part of their induction, which includes a declaration of ‘required reading’. They must also tick these boxes to confirm they have read these documents.
4.2 Trustee & volunteer administration roles
4.2.1 Pre-recruitment
Before commencing any recruitment activity, the Designated Safeguarding Lead (DSL) at Ex Cathedra will be consulted to ensure that safeguarding considerations are taken into account.
4.2.2 Advertising
When advertising is used to recruit trustees and other volunteer administrative roles, the following information will be reflected:
(a) an overview of the organisation and where appropriate, the particular programme involved
(b) a detailed description of the work, reflecting the specific nature of the role
(c) a list of responsibilities, including the responsibility to become familiar with Ex Cathedra’s Safeguarding Policies and Procedures
(d) the duty to promote safe practice, minimise all risks of abuse and take action to report concerns and/or allegations
(e) the requirement to undertake our Safer Recruitment Declaration as set out in 4.2.4, including a DBS check where appropriate.
Advertisements will make clear, in both wording and illustration, that the vacancies are open to all suitably qualified candidates, regardless of age, disability, gender reassignment, marriage/civil partnership, pregnancy, maternity, race, religion or belief, sex or sexual orientation.
4.2.3 Shortlisting and interviews
Shortlisted candidates will be sent the Safer Recruitment Declaration form when invited to any interview. See 4.2.4.
Any interview process will be carried out in the following way:
(a) no assumptions will be made on the grounds of age, disability, gender reassignment, marriage/civil partnership, pregnancy, maternity, race, religion or belief, sex or sexual orientation
(b) questions will relate to the requirements of the job as established in the job description and/or the person specification
(c) where relevant, we will include questions about an applicant’s motivation and attitude to working with vulnerable groups. We will also ask if they know of any reason why they should not be working with vulnerable groups and whether there are any pending cases or matters which could affect their ability to carry out the role
(d) wherever possible interviews will be carried out face-to-face by more than one person
(e) candidates will be offered opportunity to discuss their Safer Recruitment Declaration either during the interview or at the stage of any provisional offer, affording the opportunity to provide any context and explanation in respect of any relevant convictions
(f) candidates will be assessed at the end of interviewing against pre-defined criteria.
4.2.4 Safer Recruitment self-declaration
If provisionally offered a role, a prospective trustee/volunteer will be required, as a minimum, to complete our Safer Recruitment self-declaration form, which asks if there is any reason why they should not be working with vulnerable groups or if they are required to disclose any relevant convictions.
Where an individual will be undertaking, or have responsibility for any regulated activity, they will be required to complete our Safer Recruitment Declaration and provide a satisfactory DBS certificate, as set out below. More details regarding regulated activities is available at: https://www.gov.uk/government/publications/dbs-guidance-leaflets.
If the prospective trustee/volunteer does not wish to complete the Safer Recruitment self-declaration or undergo a DBS check, where required, the application will not proceed further.
4.2.5 DBS checks
If the role has been deemed by the DSL to require a DBS check, we will arrange a check at the appropriate level and request the individual to register for the Update Service, unless the individual is already registered with the Update Service, in which case they must:
(a) provide us with the information to access their record online, and
(b) show the DSL or Deputy DSL the original DBS certificate relating to their registration with the Update Service.
If the individual is coming from overseas or has spent time overseas, we may consider asking the applicant to obtain additional evidence of good character from the appropriate national authorities.
4.2.6 Blemished self-declaration or DBS check
Where a self-declaration form or DBS certificate is blemished in respect of a safeguarding matter, this will be referred to the Designated Safeguarding Lead who will take advice as appropriate, including from the Trustee with a responsibility for Safeguarding. A risk assessment may be completed, which could lead to a decision being made by the safeguarding sub-committee of the trustees. Members of the sub-committee will be asked to declare any conflict of interest and recuse themselves, if necessary.
4.2.7 Other checks
Any trustees appointed to Ex Cathedra will be required to provide proof of identity, in line with those documents required by DBS, unless already provided for the purposes of securing a DBS certificate.
4.2.8 Induction & probation
All new trustees and volunteers will undergo an induction, which will cover the organisation’s Safeguarding and other relevant policies and procedures, including the Code of Conduct.
Whilst completing their Safer Recruitment self-declaration, they will also be required to tick a box to confirm they have read and understood these documents.
Appropriate training for trustees will be identified and provided on an ongoing basis.
4.3 Freelance and voluntary roles engaged in regulated activities
4.3.1 Advertising
When advertising is used to recruit freelancers or volunteers to work in roles engaged in regulated activities (this will normally be animateurs engaged to deliver certain Education & Participation projects), the following information will be reflected:
(a) an overview of the organisation and where appropriate, the particular project involved
(b) a detailed description of the work, reflecting the specific nature of the role
(c) a list of responsibilities, including the responsibility to become familiar with Ex Cathedra’s Safeguarding Policies and Procedures
(d) the duty to promote safe practice, minimise all risks of abuse and take action to report concerns and/or allegations
(e) the requirement to undertake our Safer Recruitment Declaration as set out in 4.3.2, and to undergo an appropriate DBS check.
Advertisements will make clear, in both wording and illustration, that the positions are open to all suitably qualified candidates, regardless of age, disability, gender reassignment, marriage/civil partnership, pregnancy, maternity, race, religion or belief, sex or sexual orientation.
Not all freelancers and volunteers work with us as a result of advertisement. Recommendations are a key route.
4.3.2 Safer Recruitment self-declaration
Before working for us for the first time, any freelancer or volunteer engaged to undertake any work that includes Regulated Activity must complete our Safer Recruitment self-declaration and provide a satisfactory DBS certificate, as set out below. More details regarding regulated activities is available at: https://www.gov.uk/government/publications/dbs-guidance-leaflets.
If the prospective freelancer/volunteer does not wish to complete the Safer Recruitment self-declaration and undergo a DBS check, we will not proceed with the engagement and they will not be paid for any provisional dates offered.
4.3.4 DBS checks
We will arrange a check at the appropriate level and request the individual to register for the Update Service, unless the individual is already registered with the Update Service, in which case they must:
(a) provide us with the information to access their record online, and
(b) show the DSL or Deputy DSL the original DBS certificate relating to their registration with the Update Service.
If the individual is coming from overseas or has spent time overseas, we may consider asking the applicant to obtain additional evidence of good character from the appropriate national authorities.
4.3.5 Blemished self-declaration or DBS check
Where a self-declaration form or DBS certificate is blemished in respect of a safeguarding matter, this will be referred to the Designated Safeguarding Lead who will take advice as appropriate, including from the Trustee with a responsibility for Safeguarding. A risk assessment may be completed, which could lead to a decision being made by the safeguarding sub-committee of the trustees. Members of the sub-committee will be asked to declare any conflict of interest and recuse themselves, if necessary.
4.3.6 Induction & probation
All freelancers/volunteers engaged in this work will undergo an induction, which will cover the organisation’s Safeguarding and other relevant policies and procedures, including the Code of Conduct.
Whilst completing their Safer Recruitment self-declaration form, they will also be required to tick a box to confirm they have read and understood these documents.
Appropriate additional training will be identified and provided as required.
4.3.7 Other checks
Before working with us for the first time, all freelancers/volunteers will be required to complete our basic information gathering form. This will provide us with key operational data, such as contact details, bank details for payments etc. As part of this process, freelance and volunteer musicians will be required to provide proof of identity in line with the identity documents that would be acceptable as DBS proof of identity.
Work offers made to freelancers will include the following checks:
(a) proof of applicants’ right to work in the UK
(b) Unique Tax Reference (UTR) number to enable us to make payment of invoices received.
The information required under 4.3.7 will be requested on separate forms from the Safer Recruitment self-declaration. The Safer Recruitment self-declaration will only be visible to those people outlined under 5.1 below.
4.4 Professional and volunteer musicians engaged in non-regulated activities
4.4.1 Advertising
When advertising is used to recruit professional and volunteer performers, the following information will be reflected:
(a) an overview of the organisation and where appropriate
(b) a description of the role
(c) a requirement to complete our Safer Recruitment self-declaration as set out in 4.4.3.
For example: https://excathedra.co.uk/vacancies/sing-with-us/
Advertisements will make clear, in both wording and illustration, that the positions are open to all suitably qualified candidates, regardless of age, disability, gender reassignment, marriage/civil partnership, pregnancy, maternity, race, religion or belief, sex or sexual orientation.
Not all musicians work with us as a result of advertisement. Recommendations are a key route.
4.4.2 Auditions
Before working with Ex Cathedra, a professional or amateur singer will usually undergo an audition.
The auditions process will be carried out in the following way:
(a) no assumptions will be made on the grounds of age, disability, gender reassignment, marriage/civil partnership, pregnancy, maternity, race, religion or belief, sex or sexual orientation
(b) candidates will be assessed during the audition against pre-defined musical criteria.
Not all musicians will be required to audition. For example, instrumentalists are generally appointed on the basis of a strong recommendation from other instrumentalists.
4.4.3 Safer Recruitment self-declaration
Before working with us for the first time, all professional and amateur musicians will be required, as a minimum, to complete our Safer Recruitment self-declaration form, which asks if there is any reason why they should not be working with vulnerable groups or if they are required to disclose any relevant convictions.
If the musician does not wish to complete the Safer Recruitment self-declaration, their engagement with Ex Cathedra will not proceed further.
4.4.4 Blemished self-declaration or DBS check
Where a self-declaration form or DBS certificate is blemished in respect of a safeguarding matter, this will be referred to the Designated Safeguarding Lead who will take advice as appropriate, including from the Trustee with a responsibility for Safeguarding. A risk assessment may be completed, which could lead to a decision being made by the safeguarding sub-committee of the trustees. Members of the sub-committee will be asked to declare any conflict of interest and recuse themselves, if necessary.
4.4.5 Other checks
Before working with us for the first time, all professional and amateur musicians will be required to complete our basic information gathering form. This will provide us with key operational data, such as contact details, bank details for payments etc. As part of this process, freelance and volunteer musicians will be required to provide proof of identity in line with the identity documents that would be acceptable as DBS proof of identity.
Work offers made to freelancers will include the following checks:
(a) proof of applicants’ right to work in the UK
(b) Unique Tax Reference (UTR) number to enable us to make payment of invoices received.
The information required under 4.4.5 will be requested on separate forms from the Safer Recruitment self-declaration. The Safer Recruitment self-declaration will only be visible to those people outlined under 5.1 below.
4.4.6 Induction
All freelancers/volunteer musicians engaged as performers will be sent the organisation’s Safeguarding Policy and other relevant policies and procedures, including the Code of Conduct. They will be required to complete an online form to confirm they have read and understood these documents, alongside their Safer Recruitment declaration.
5. RECORDING AND RETAINING DATA
5.1 Who has access to your data
Unblemished Safer Recruitment self-declaration forms, DBS certificates, and your confirmation of having read the Safeguarding Policy and Code of Conduct will normally only be available to the Designated Safeguarding Lead (DSL), Deputy DSL and General Manager. The Designated Trustee for Safeguarding checks the database is up to date with the DSL and DDSL, and that procedures are being followed as set out here and in our Safeguarding Policy.
Data is stored in a secure online account with login access limited to these people. The DSL, DDSL and safeguarding trustee are named in our Safeguarding Policy.
In the event of a blemished self-declaration or DBS check, the Designated Trustee for Safeguarding will be consulted and may invite you to discuss the matter as part of a Risk Assessment. Depending on how this matter progresses, the Board safeguarding sub-committee may meet to discuss and reach a decision on the Risk Assessment. This would be discussed with the individual, who would have the right to withdraw from the process at any time.
Where we believe it is necessary, we will refer any matters to appropriate external safeguarding agencies, such as the local safeguarding board, as set out in our Safeguarding Policy.
5.2 Retaining your data
We will retain all records in accordance with our Privacy Policy.
6. CONTRACTED THIRD PARTIES
Where Ex Cathedra engages third party organisations to participate in work involving children or vulnerable adults, it will require the third-party organisation to make a Safer Recruitment declaration on behalf of its individual members.
This will be communicated to the third party at the outset of negotiations.
If the third party is unable or unwilling to make this declaration, the engagement will not go ahead with that party.
7. MONITORING AND REVIEW OF THE POLICY
We will regularly review the effectiveness of this policy to ensure it is achieving its stated objectives.