Academy trust chair suitability checks: guidance for applicants
Updated 17 December 2021
Applies to England
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This publication is available at https://www.gov.uk/government/publications/academy-trust-chair-suitability-checks/academy-trust-chair-suitability-checks-guidance-for-applicants
1. Record your appointment as chair of trustees on GIAS
Your academy trust must add your details to the Get information about schools (GIAS) service within 14 days of your appointment.
You can read guidance on how to provide governance information for all trust governance roles.
You can also watch a video of how to update your details on GIAS.
2. Apply for a suitability check
Download and complete the application. We will use the information you provide to process your application.
Academy trust chair suitability check: application form
(MS Word Document, 74.5KB)
2.1 Documents required to support your application
Using the DBS document list, you must provide:
- one document from Group 1: Primary identity documents
- two further documents from Group 1, Group 2a: Trusted government documents or Group 2b: Financial and social history documents.
One of the documents must show your current address. We will accept scanned copies or clear photographs.
2.2 Your right to work in the United Kingdom
You must send us a scanned copy or clear photograph of the document which verifies your right to work in the UK, for example a valid British passport.
If you do not have a British passport you can check which types of document give someone the right to work in the UK.
2.3 If you have lived outside of the United Kingdom
If you have lived outside of the United Kingdom for a cumulative period of more than 12 months in the last 10 years you must provide a criminal record certificate, or certificate of good character, from the country you lived in. The embassy of the country you lived in should be able to assist you with this.
If you were born overseas and have become a British citizen, this requirement only applies to periods spent abroad since obtaining your citizenship.
Advice on how to obtain an overseas criminal record check is available.
3. Send your application form and supporting documents to DfE
When submitting your application please include:
- your completed application form
- copies of your identity documents
- a copy of your passport, or proof of your right to work in the UK
- if you have lived outside the UK for more than 12 months, a criminal record certificate or certificate of good character
Use the Galaxkey secure file transfer system to send us your documents.
You must complete the Galaxkey form in a single session. An example of the form is shown below:
| Field | Description |
|---|---|
| Sender name | Your full name (including any middle names) |
| Sender email | Your own email address |
| Recipient name | Regions Group business support team |
| Recipient email | dbs.assurance@education.gov.uk |
| Subject | Suitability check: your name |
| Message | Enter a brief covering note to explain which documents you are sending us and for what purpose. For instance: “I am sending you a copy of my visa, demonstrating my right to work in the UK” |
| Attachments | Attach up to 10 documents. The Galaxkey form explains the acceptable file types |
| Captcha | You must enter the numbers shown correctly. |
For additional security you need to verify your email address each time you use the service. You will receive an email containing a verification code within a minute of submitting the form. If you do not receive an email, please check your junk mail folder and that the details entered on your form are correct.
Enter the code provided in the email into the verification code field on the Galaxkey form, and use the ‘submit’ button to send us your documents. You will then see a message on the Galaxkey form confirming that the documents have been sent.
If you need support contact the Galaxkey helpline on 0333 150 6660 (extension 3) or email Galaxkey support.
3.1 What happens next
We will arrange an appointment to conduct an identity check - virtually on Microsoft Teams - using the dates and times you provided on your application form. Following the identity check we will share the information from your application form with Verifile.
Verifle will carry out an enhanced Disclosure and Barring Service (DBS) check.
3.2 The enhanced DBS check
The new enhanced DBS check will be carried out regardless of checks previously performed by other organisations or how recently these took place.
If there is anything which will appear on your enhanced DBS check, you should request an appointment with an DfE caseworker to discuss this by emailing the Regions Group business support team.
You can find more information on the Rehabilitation of Offenders Act 1974, and how it relates to our role in Keeping Children Safe in Education (2021, 193).
You will receive an email from Verifile explaining how the enhanced DBS check will be completed.
Verifile will carry out:
- an enhanced DBS check
- a barred list check if your role includes regulated activity with children
The cost for these checks is not passed on to you or your academy trust.
Information about Verifile and how to use the Verifile service is available on the company’s website.
3.3 Finally
We will write to you to confirm the outcome of your suitability check. If we need any additional information we will let you know.
If you need to contact us please email the Regions Group business support team.