A file note should be made at the time of the telephone conversation and

A file note should be made at the time of the

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telephone conversation and written confirmation should always be requested.86. It should be noted that for appointments in which handling cash or responsibility for valuables such as computers, stores, etc. is part of the job, UCL's insurers require that references be obtained for the previous three years and that the successful applicant may not start work until references satisfactory to the Head of Department/Section have been obtained.87. References are confidential and must be sought 'in confidence'. Any request for disclosure of references must be forwarded to the UCL Data Protection Officer. References should only be used for the purpose for which they were intended and their confidentiality must be maintained. Panel members must return all copies of any references with the application forms and their interview notes to the Chair on completion of the recruitment exercise. References must only be kept on the recruitment file and the personal file held by the Human Resources Division.88. Guidance concerning the provision of employment references is set out at Appendix Hand on the Human Resources website.Criminal record checks89. It is UCL policy to require applicants to disclose any convictions, cautions, reprimands or final warnings that are not ‘protected’ as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013) as part of their application. The amendments to the Exceptions Order 1975 (2013) provide that certain spent convictions and cautions are 'protected' and are not subject to disclosure to employers, and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found on theDisclosure and Barring Service website. However certain types of posts, particularly those that involve working with children or adults in a vulnerable positionor other positions of trust or sensitive areas, are exempt from these provisions, and in these cases all convictions, cautions, reprimands or final warning that will not be filteredin line with the current guidance must be declared. For UCL's policy on the recruitment of staff with criminal records see the DBS checks and criminal convictions procedure.90. The Disclosure and Barring Service makes decisions about who will be barred from working with children and vulnerable adults. If a manager believes that the appointee to a vacancy will be working in a 'regulated' position (see DBS checksprocedureand Working with
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Children Guidelines Appendix A)s/he will require an enhanced criminal records check before commencing employment. The Human Resources Division must be contacted prior to advertising. Applicants must be made aware early in the recruitment process that a criminal records check will be required of the appointee.
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  • Summer '19
  • UCL, Person specification

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