Introduction

Your Way Inc, provides a safe and supportive environment for children and families. To ensure the safety and well-being of those we serve, we are committed to conducting thorough vetting of all employees, volunteers, and partners. This policy outlines the principles and procedures for vetting individuals who work with or on behalf of our organization.

Policy Statement

Your Way Inc, is committed to ensuring that all individuals who work with children and families are properly vetted to confirm their suitability for their roles. This includes conducting background checks, verifying qualifications, and assessing the individual’s commitment to the organization’s values and mission.

This policy ensures that Your Way Inc. maintains a high standard of safety and integrity in its operations, protecting the children and families we serve by thoroughly vetting all individuals involved with our organization.

Scope

This policy applies to all prospective and current employees, volunteers, contractors, and partners of Your Way Inc. It covers all positions that involve working directly with children, families, or sensitive information.

Objectives

• To protect the safety and well-being of children and families served by Your Way Inc.
• To ensure that all individuals associated with the organization are suitably qualified, trustworthy, and committed to our values.
• To comply with all relevant legal and regulatory requirements regarding background checks and vetting processes.

Vetting Procedures

1. Initial Application and Screening:

1. • All applicants for positions at Your Way Inc. must complete an application form providing personal details, employment history, references, and a declaration of any criminal convictions.
   • Applications will be reviewed to ensure completeness and assess initial suitability for the role.

2. Interviews:

1. • Shortlisted candidates will be invited to attend an interview conducted by at least two representatives of Your Way Inc.
   • Interviews will include questions designed to assess the candidate’s experience, skills, and suitability for working with children and families.

3. Background Checks:

1. • Criminal Record Checks: All candidates for positions involving direct contact with children or access to sensitive information must undergo a criminal record check. This includes checks through relevant national or local agencies.
   • Reference Checks: A minimum of two professional references will be contacted to verify the candidate’s employment history and suitability for the role.
   • Qualification Verification: Relevant qualifications and certifications will be verified with the issuing institutions.

4. Additional Vetting for High-Risk Roles:

1. • For roles that involve significant responsibility or access to sensitive information, additional vetting procedures may be implemented, such as credit checks or psychological assessments.

5. Onboarding and Training:

1. • Successful candidates must complete a comprehensive onboarding program, including training on child protection, safeguarding, and the policies and procedures of Your Way Inc.
   • Ongoing training and development opportunities will be provided to ensure staff and volunteers remain aware of best practices in their roles.

6. Continuous Monitoring and Re-Vetting:

1. • Regular reviews and re-vetting will be conducted for all employees and volunteers, particularly those in high-risk positions, to ensure ongoing suitability for their roles.
   • Any changes in an individual’s circumstances that may affect their suitability must be reported immediately to the Executive Director or designated safeguarding officer.

Safeguarding and Child Protection

1. Safeguarding Training:
   • All staff and volunteers must complete mandatory safeguarding training as part of their induction and receive regular refresher training.
2. Reporting Concerns:
   • Clear procedures must be in place for reporting any concerns about the behaviour or suitability of individuals working with children and families. These concerns must be addressed promptly and appropriately.

Data Protection and Confidentiality

1. Data Protection Compliance:
   • All vetting information will be collected, processed, and stored in accordance with data protection laws and Your Way Inc.’s privacy policy.
2. Confidentiality:
   • Vetting information will be treated as confidential and only accessible to those with a legitimate need to know.

Appeals and Grievances

1. Right to Appeal:
   • Candidates who are not selected due to the results of the vetting process have the right to appeal the decision. Appeals must be submitted in writing within 14 days of the notification of the decision.
2. Grievance Procedure:
   • Any individual who feels they have been unfairly treated during the vetting process can raise a grievance through the formal grievance procedure of Your Way Inc.

Review and Updates

This policy will be reviewed annually and updated as necessary to reflect changes in legislation, best practices, and organizational needs.