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Chesswood Junior School

Chesswood Junior School

Employee and Volunteer Information

Introduction - ALL Employed and voluntary roles

This page enables all adults directly employed or associated (including volunteers, agency staff and contractors) to share essential personnel information enabling the school to fulfil its safeguarding, equality, emergency and organisational requirements. The further guidance section at the bottom of the page provides information on first language, ethnicity, UK and international qualifications and right to work in the UK.

The form to be completed by all employees, student teacher and work experience placements or volunteers over 16 may be found in the Personnel Details section below. The form must be completed before the start of employment, placement or voluntary work on site. 

Personnel Details

There are two forms available. The first is immediately below, the initial personnel information form. This form is used to provide all key information when  adults is employed or is associated with Chesswood Junior School (approimately 15 minute completion time). The second form, Personnel Information - updating information ONLY, should only be used to adjust specific fields, depending on the adjustments it should take less than 5 minutes to update.

Initial Personnel Information Form

Please complete the information requested in the form below. You will receive a copy of the information shared at the end of the process. Without a completed form volunteering, employment direct, agency or by contractors cannot start.

Before you start

The vast majority of the form may be completed with information that adults typically know from memory. However, there are questions that require specific information for identity check; safeguarding purposes; emergency contacts; employment qualifications or to confirm a right to work in the UK. 

The following guide will help reduce the time taken to complete the form. It is expected completion will take 10-15 minutes to complete.

  • Identity - Driving License and number or Passport and number; it is possible to use other forms of formal photo ID but one of driving license or passport is preferable - we will ask to see the document as part of identity and safeguarding checks
  • Emergency Contacts - select a next of kin and we will need a contact number
  • Safeguarding - working or volunteering in school typically requires an enhanced DBS check and child barred list checks. You will need a DBS certificate and number. It is possible that we will be able to transfer a DBS certificate depending on the authorising body. Typically, we will need a new enhanced DBS check. You may complete the form ahead of receiving the DBS number - this may be shared before starting but after the form has been submitted
    • For a full list of DBS documents accepted, please use this LINK
  • Right to work - typically UK residents will share the national insurance number - again we will ask to see the card. If you are not a UK national then please follow the link in PROVE YOUR RIGHT TO WORK TO AN EMPLOYER. This will ensure you and we can employ confidently.
  • Employment Qualifications - all teachers employed to teach must share their DFE number before teaching. However, we ask all staff employed to include their DFE number if they are a qualified teacher. This can be helpful in emergency situations. If the post applied for required specific qualifications the qualification name; awarding body and date of the qualification  will be required e.g. degree; 
  • Vehicle details - there are not sufficient parking spaces for all staff however we collect vehicle information from all employees direct and agency; volunteers and governors just in case there car is on the school site. We need the registration, manufacturer, model and colour.

Please complete the form below or follow this LINK to open on a smaller device such as a mobile phone

Updating Personnel Information

You should only use this form if you have previously completed the full personnel information form or you have been associated with Chesswood Junior School before 1st October 2021. 

This version of the form is to be used only to update information for the school records. Aside from the first name, last name  and date of birth there are no required questions to complete. Simply go to the question that you need to provide NEW or UPDATED information. For Example; Salutation and surname may change following a marriage; contact details may change if moving address; a new health issue may have arisen or hopefully no longer exists. It is important that all employees and others associated with Chesswood proactively update the information as soon as possible after it changes - this ensures the safeguarding, employment, emergency and equality expectations may be met. 
You may see some sections that you did not complete initially, it is unlikely that you will need to complete them now, however all restrictions have been removed to ensure you can update information as quickly and efficiently as possible.

IT Acceptable USE Policy



IT Acceptable USE Policy

The document opposite sets out the expectations of all adults (including any work experience students 12+) for access to the school IT system including any access to the school WiFi.

Please click on the image opposite to open the document or follow this LINK.


Acceptable IT Use Form

Complete the form below or when using a small device follow this LINK or use the QR code 

Further Guidance



Regulated Activity

The document opposite determines the checks school leaders will undertake to meet safeguarding and employment regulations that apply to English maintained schools.

Please click on the image opposite to open the document or follow this LINK.


Ethnicity Codes

Ethnicity is a term is used to categorise groups of people according to their cultural expression and identification. Commonalities such as racial, national, tribal, religious, linguistic, or cultural origin may be used to describe someone's ethnicity

The document opposite includes the UK Government list of ethnicities. If born in one of the home nations then enter either:

White British; White English; White Scottish; White Welsh; White Northern Irish

If you choose not to share ethnicity then enter "Refused"

For all other ethnic Origins please select from list opposite entering the approved extended category on the personnel form.

Click on the image opposite to open the document or follow this LINK.

First Language Codes

First language is broadly defined as a the first language  a person has learned from birth or within the critical period, or that a person speaks the best. ... By contrast, a second language is any language that one speaks other than one's first language.

The document opposite includes the UK Government list of languages. If first language is English including British sign language then enter English in the personnel form. 

If you choose not to share first language then enter "Refused"

Click on the image opposite to open the document or follow this LINK.

UK and International Qualification Levels

Most qualifications have a difficulty level. The higher the level, the more difficult the qualification is.

If you need to know the level of a qualification, you can:

Qualifications at the same level sometimes cover different amounts of the same subject.

ExampleAS levels and A levels are both level 3, but you study AS levels over 1 year and A levels over 2 years. So you learn more about the subject at A level.

Click on the image opposite to open the document or follow this LINK.


Teacher Regulation Agency - QTS Qualification Confirmation

This portal provides teachers with access to their records held on the Database of Qualified Teachers (DQT). The DQT is maintained by the Teaching Regulation Agency (TRA) which is an executive agency of the Department for Education (DfE). For the purpose of data protection legislation, the DfE is the data controller for data held and processed within the DQT.

As a teacher, access to this portal enables you to:

  • view your teacher record
  • obtain electronic copies of your Qualified Teacher Status (QTS), Early Years Teacher Status and/or induction certificates
  • obtain electronic copies of relevant leadership qualification certificates
  • update your personal details
  • download a letter confirming your teacher qualifications
  • input your employment details

Right to Work in the UK

Share details of your right to work in the UK, including:

  • the types of job you’re allowed to do
  • how long you can work in the UK for

You’ll need one of the following:

  • your biometric residence permit number
  • your biometric residence card number
  • your passport or national identity card

Click on the image opposite to open the document or follow this LINK.

Definition of Disability under the Equality Act 2010


We want to ensure that we are an inclusive community and employer. As such we ask to be made aware of any disability or potential disability (impairment). The definition for qualification under the Equality act my be found by clicking the image opposite or following this LINK.

Keeping Children Safe in Education

This guidance applies to all schools and colleges and is for:

  • headteachers, teachers and staff
  • governing bodies, proprietors and management committees

It sets out the legal duties you must follow to safeguard and promote the welfare of children and young people under the age of 18 in schools and colleges.

All school and college staff should read part 1 of this guidance. Part 1 of the guidance is also available as a standalone document.

‘Regulated activity in relation to children: scope’ describes work that a barred person must not do.

We have also published guidance on disqualification under the Childcare Act 2006.

Statutory guidance sets out what schools must do to comply with the law. You should follow the guidance unless you have a good reason not to.

To find out more about what a school must do to safeguard children please click the image below or follow this LINK.