MarshaD Posted June 20, 2014 Share Posted June 20, 2014 Hi For staff I have: Application form Interview notes Refs DBS Driving licence / passport / birth certificate Contract Health questionnaire Do I need to keep copies of qualification certificates on staff files or just a record to say that I have seen them? Be grateful for advice. Quote Link to comment Share on other sites More sharing options...
Guest Posted June 20, 2014 Share Posted June 20, 2014 I think Ofsted want to see a copy of staff qualifications. This is what we have been led to believe (and I have read on some Ofsted reports) We have photocopies of all qualifications in staff files and all certificates of training. Each staff member keeps an updated list of courses at the front with dates on so it easy to see and keep track of, in date order. Quote Link to comment Share on other sites More sharing options...
Panders Posted June 20, 2014 Share Posted June 20, 2014 Same as Jazzy Quote Link to comment Share on other sites More sharing options...
MarshaD Posted June 20, 2014 Author Share Posted June 20, 2014 Thanks. Quote Link to comment Share on other sites More sharing options...
Mouseketeer Posted June 20, 2014 Share Posted June 20, 2014 I don't have passport, birth cert or driving licence ? 1 Quote Link to comment Share on other sites More sharing options...
finleysmaid Posted June 20, 2014 Share Posted June 20, 2014 I don't have passport, birth cert or driving licence ? im not sure we are allowed to keep these ...i think it is against the data protection rules but don't have a copy so cant check..??? Quote Link to comment Share on other sites More sharing options...
Panders Posted June 20, 2014 Share Posted June 20, 2014 I don't think you need copies of their identity papers etc., you would already have verified those for the old Crbs and now their DBS I just note on their job applicatIons that this has been done. 1 Quote Link to comment Share on other sites More sharing options...
Thumper Posted June 20, 2014 Share Posted June 20, 2014 We are not allowed to keep copies of drivers licence, passport, birth cert due to data protection but you have to state what you've seen them and the person who's checked them must sign to confirm they were checked.... This was an OFSTED inspectors advice, hope it helps Quote Link to comment Share on other sites More sharing options...
Fredbear Posted June 20, 2014 Share Posted June 20, 2014 No they are most definitely not yours to take copies of, however you can take the certificate ref no etc, much the same as the DBS. They remain the property of the said person. Think this is in breach of data protection . We do take copies of any training certificates for any inspection or audit. Now your making me question should I actually do that either, will have to check on this. So many regulations and dos and don'ts. Quote Link to comment Share on other sites More sharing options...
finleysmaid Posted June 20, 2014 Share Posted June 20, 2014 ok went and did a bit of a check consensus seems to be take down details but not to photocopy (you need to have verified that they are able to work in the uk) we keep staff training certificates as we have paid for them...but when they leave they take with them. All our local schools take copies of birth certificates but i dont think this is truly legal! also it is a huge security undertaking to keep these things! 3 Quote Link to comment Share on other sites More sharing options...
JJA Posted June 23, 2014 Share Posted June 23, 2014 We were Ofsted-ed last August and they really liked the fact we took photocopies of the ID we used for DBS checks! Quote Link to comment Share on other sites More sharing options...
MarshaD Posted June 23, 2014 Author Share Posted June 23, 2014 Was just thinking I had it sorted until FFL's post! Quote Link to comment Share on other sites More sharing options...
Fredbear Posted June 23, 2014 Share Posted June 23, 2014 But it clearly states on the government website as a verifier be "shown" originals, it nowhere states to take copies of. I for one would not be happy for anybody to have duplicates of my official personal documents. 1 Quote Link to comment Share on other sites More sharing options...
woodlands1997 Posted June 23, 2014 Share Posted June 23, 2014 With the capita DBS you have to verifier then scan and email the documents which I also think is highly dodgy really! We only keep copy of driving licence if they are driving for work x Quote Link to comment Share on other sites More sharing options...
MarshaD Posted June 24, 2014 Author Share Posted June 24, 2014 Thanks everyone. M Quote Link to comment Share on other sites More sharing options...
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