Policy on the recruitment and employment of ex-offenders

The University of Sheffield is committed to being an Equal Opportunity employer and this policy aims to ensure that ex-offenders receive fair treatment throughout their experience of recruitment and employment within our organisation.

1. As one of the major employers in the City of Sheffield, we recognise our social responsibilities and our position within the local community. We appreciate the important role that continuity of employment can play in the rehabilitation process of ex-offenders when matched with appropriate posts. A criminal record will not be an automatic bar to employment at the University. The specific details of each ex-offender’s case will be considered on an individual basis. In each instance we will review their ability to meet the skills and experience requirements of the post and assess the impact of their criminal record upon the needs of the post.

2. To assist us in this assessment, all applicants will be requested to provide details of unspent criminal records that are not protected at initial application stage. In line with the Rehabilitation of Offenders Act 1974, details of spent convictions will only be requested from applicants for posts which are considered exempt from the Act due to the responsibilities of the role, predominantly posts which include working with children, vulnerable adults and financial management. We will at all times exercise extra vigilance and diligence when recruiting to these posts and will undertake relevant criminal conviction checks as part of our recruitment/employment action when appropriate. Where details of spent convictions are required, they will be obtained in conjunction with the applicant/member of staff via the Disclosure and Barring Service (DBS). As a DBS Registered Body, the University will adhere to the DBS Code of Practice at all times and, as required by the DBS, a copy of the Policy on the Recruitment and Employment of Ex-offenders will be made available to all applicants/staff who undergo a criminal records (Disclosure and Barring Service) check.

3. A list of posts that routinely require pre-employment Disclosure and Barring Service checks, as approved by the Human Resources Management Committee, will be held centrally by Human Resources. Where Disclosure and Barring Service checks are required for applicants/staff they will be undertaken by Human Resources only. All information received as part of this process will be treated as highly confidential and in line with the University’s Policy regarding the Security, Storage and Retention of Applicant/Staff Criminal Records Information, as required by the DBS.

4. Once in employment, staff should inform their line managers, and/or Human Resources, in confidence, of any changes to their circumstances which affects their criminal record status, in order that the impact upon their suitability to undertake their role may be reviewed.