Know which checks each role needs
Different roles need different checks. Build a checklist per role so consultants are never guessing. Typical items include identity, right to work, qualifications, references and the criminal records checks required for the role.
Keep evidence ready to share
Schools may ask for written confirmation that checks have been carried out. Keep the evidence in one place, dated and attributed, so you can respond quickly and consistently.
Watch expiry and renewal dates
Some items need renewing or re-checking. Track the dates and warn the team well before anything lapses.
Make compliance a booking rule
The simplest safeguard is to make compliance a condition of booking. If a required item is missing or expired, the person cannot be booked until it is resolved.
Common gaps found in audits
- References not followed up or not recorded
- Checks completed but the evidence cannot be found quickly
- Expiry dates not tracked
- Different consultants applying different standards
A consistent checklist per role, with evidence attached to each item, closes most of these gaps.
Assign clear ownership
Decide who in the agency is responsible for compliance, who approves each item and who can override a booking block, if anyone. Keep that list short and documented.
Review regularly
Run a regular review of a sample of candidate files. Check that every required item is present, dated and approved. Treat gaps as process issues to fix, not one-off mistakes.
Communicate with schools
Agree with each school how you will confirm checks and what evidence they need. Responding quickly and consistently builds trust and makes you the agency schools call first.
How ComplyTrackr helps
ComplyTrackr groups checks into packages by role, tracks approval and expiry, and works with Orchestrate to block bookings until every required item is in place.