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Safer recruitment policy.
How we make sure everyone who works with students on our behalf is safe and suitable. Effective November 2026. Next review October 2027.
1. Policy statement and scope
BFC Travel Management (“BFC”) will only allow people who are safe and suitable to work with young people. Safer recruitment is our first line of defence in safeguarding, and it supports our Safeguarding Policy.
This policy applies to everyone who will have contact with students, or access to their personal data, on BFC’s behalf:
- employees, permanent or temporary;
- freelancers and contractors, including tour leaders and trip coordinators;
- guides, instructors and other people supplied by partners;
- volunteers.
We follow the safer recruitment principles in Keeping Children Safe in Education (Department for Education, England) as our benchmark, and apply them in every country where we work, subject to local law.
Every job advert, role description and contract states: “BFC Travel Management is committed to safeguarding and promoting the welfare of young people. All roles involving contact with students are subject to satisfactory references and criminal record checks.”
2. Recruitment process
- Role description. Every role has a written description and person specification, including its safeguarding responsibilities and the level of contact with students.
- Advertising. Adverts include our safeguarding statement and say which checks will be carried out.
- Application. Candidates complete our application form; a CV alone is not accepted. The form asks for a full employment history, the names of two referees and a self-declaration of any criminal record or safeguarding concerns.
- Shortlisting. At least two people review applications. Gaps in employment, unexplained changes of job and inconsistencies are noted and explored at interview.
- Interview. At least one interviewer has completed safer recruitment training. Interviews are face to face or by video and include questions on attitudes to young people, boundaries and how the candidate would respond to a safeguarding concern.
- Conditional offer. Any offer is conditional on all the pre-appointment checks in section 3. No one works with students until those checks are complete.
3. Pre-appointment checks
The following checks are completed and recorded before anyone has contact with students.
| Check | Applies to | Detail |
|---|---|---|
| Identity | Everyone | Original photo ID, checked and copied |
| Right to work | Employees and freelancers | Checked under the law of the country of work |
| Enhanced DBS check with barred list | UK-based roles with contact with students | Renewed every 3 years, or via the DBS Update Service |
| Overseas criminal record check | Anyone who has lived or worked abroad for 3 months or more in the last 5 years, and staff based outside the UK | Certificate of good conduct from each relevant country, or the nearest equivalent |
| Two references | Everyone | One from the most recent employer; obtained before appointment, verified by phone, and asking specifically about suitability to work with young people |
| Employment history | Everyone | Gaps over 3 months explained in writing |
| Qualifications and certificates | Where the role requires them | First aid, guiding licences, activity instructor qualifications |
| Health and fitness | Tour leaders and activity roles | Self-declaration of fitness for the role |
| Safeguarding self-declaration | Everyone | Signed declaration of any convictions, cautions or concerns |
If a check reveals information of concern, the DSL decides whether the person may be appointed, taking account of the nature of the information and the role. The decision and reasons are recorded.
4. Freelancers, overseas staff and supplier staff
Freelancers. Most of our team work on a freelance basis. They go through the same process and checks as employees before their first trip, and sign our code of conduct and this policy.
Staff based outside the UK. Where a UK DBS check is not available, we obtain a criminal record certificate from the country of residence and from any country where the person has lived for 3 months or more in the last 5 years. Where no such certificate exists, we take extra references and record the steps taken.
Supplier and partner staff. Guides, instructors and drivers supplied by partners must have been checked by their employer. Before contracting, we obtain written confirmation from the supplier that:
- the staff assigned to our groups have been vetted under local law;
- they have received safeguarding guidance;
- they will follow our code of conduct while working with students.
Where supplier staff have not been vetted, they must not be left alone with students and must be supervised by a vetted BFC or school adult at all times.
5. Records, induction and ongoing checks
Single central record. We keep one secure record of every person covered by this policy, showing each check, the date it was done and who carried it out. Access is limited to the DSL and Deputy DSL. Copies of documents are kept only as long as needed and in line with data protection law.
Induction. Before their first trip, everyone receives and signs:
- the Safeguarding Policy and code of conduct;
- this Safer Recruitment Policy;
- the emergency and incident procedures, including how to use Ildána for check-ins and incident logging.
They also complete Level 1 safeguarding training.
Ongoing suitability. Everyone must tell the DSL straight away about any arrest, caution, conviction or other change that could affect their suitability. DBS and overseas checks are renewed every 3 years. Concerns raised during a trip are handled under the Safeguarding Policy.
Training. At least one person on every hiring panel holds current safer recruitment training, refreshed every 3 years.
Review. This policy is reviewed every year and whenever guidance changes. Next review: October 2027.
Approved by the Founder and Director, BFC Travel Management, 30 October 2026.