2. Scope and Purpose of the Policy
3. Roles and Responsibilities
4. Recruitment and Selection Procedure
5. Offer of Employment
6. Online Tutor Profile
7. Induction and Training
8. Quality Assurance of Recruitment Campaigns
9. Monitoring and Review
MyTutorWeb Ltd (MTW) was founded to offer life-changing tuition for all. Our site was developed with the aim to make sure that lessons take place in a safe environment and this is reflected in a number of key built-in features.
We are committed to ensuring the highest possible standard of personal safety, wellbeing and safeguarding of each student and tutor using MTW.
This policy and the supporting procedures seek to ensure that MTW undertakes its responsibilities with regarding to safer recruitment. This policy establishes a framework to support all those involved in the recruitment of staff and tutors and clarifies the organisation’s expectations.
- Scope and Purpose of the Policy
The aim of this policy is to help deter, reject or identify people who might abuse children or are otherwise unsuited to working with them by having appropriate procedures for appointing tutors. This policy and supporting procedures are reflective of current legislation and guidance, in particular Keeping Children Safe in Education 2020.
Safeguarding is everyone’s business – MTW is committed to safeguarding and promoting the welfare of children and young people and expects all Directors, staff and tutors to share this commitment.
MTW will ensure that good governance and quality standards are maintained within the organisation and establish clear policies and procedures based on legislation and guidance. We will apply robust risk management processes for the identification of situations which may require the organisation to make professional judgements to protect students from harm.
Whilst seeking to provide a working environment in which all tutors are treated equally, MTW also recognises its responsibility to prevent those that are considered as unsuitable from gaining operating on their site and therefore access to work with children.
The aims of the MTW safer recruitment policy and procedures are as follows:
- to ensure that the best possible people are recruited on the basis of their merits, abilities and suitability for the position
- to ensure that all applicants are considered equally and consistently
- to ensure that no applicant is treated unfairly on any grounds including race, colour, nationality, ethnic or national origin, religion or religious belief, sex or sexual orientation, marital or civil partner status, disability or age
- to incorporate recommendations and guidance including any guidance published by the Disclosure and Barring Service (DBS)
- to ensure that MTW meets its commitment to safeguarding and promoting the welfare of tutors and children by carrying out all necessary checks
Employees involved in the recruitment and selection of tutors are responsible for familiarising themselves with and complying with the provisions of this policy and procedures.
MTW has a principle of open competition in its approach to recruitment and will seek to recruit the best applicants as tutors. The recruitment and selection process should make sure that the identification of the person best suited to the role of tutor at MTW based on the applicant’s abilities, qualifications, experience and merit as measured against the job description and person specification.
The recruitment and selection of tutors will be done in a professional, timely and responsive manner and taking into account current legislation, and relevant safeguarding guidance.
If a member of staff involved in the recruitment process has a close personal or familial relationship with an applicant, they must declare it as soon as they are aware of the individual’s application and avoid any involvement in the recruitment and selection decision-making process.
MTW aims to operate this policy and procedure consistently and thoroughly while gathering, collating, analysing and evaluating information from and about applicants applying for job vacancies at MTW.
It should be noted that whilst MTW take action to ensure a fair and robust approach to the recruitment of its tutors, they are and will remain self-employed. The tutors and MTW are independent contractors, and no agency, partnership, joint venture, employer-employee, or franchisor-franchisee relationship is intended or created, and neither shall have any authority to bind the other in any way.
- Roles and Responsibilities
It is the responsibility of the Managing Directors to:
- Make sure MTW has effective policies and procedures in place for recruitment of all tutors in accordance with guidance and legal requirements, and
- Monitor the organisation’s compliance with them.
It is the responsibility of the Senior Management Team involved in recruitment to:
- Make sure that MTW operates safe recruitment procedures and makes sure all appropriate checks are carried out on all tutors who operate through MTW platform
- To monitor compliance with this policy and supporting procedures
- Promote the safeguarding and welfare of children at every stage of the recruitment procedure.
- Recruitment and Selection Procedures
To provide equality of opportunity, MTW will advertise the opportunity to become a tutor to as wide a field of applicants as possible. Normally this will involvean external advertisement using a range of media including Facebook and Google.
MTW works in partnership with around 75 UK universities and advertises opportunities to work as a tutor through each university’s communication channels. Every tutor recruited is either currently studying at or has graduated from university within three years.
All advertisements and campaigns in the universities will make clear MTW’s commitment to safeguarding and promoting the welfare of children. The following statement will be included in all job advertisements:
Safeguarding is everyone’s business – MyTutor is committed to safeguarding and promoting the welfare of children and young people and expects all staff and tutors to share this commitment.
All documentation relating to applicants will be treated confidentially in accordance with the Data Protection Act 2018 and the General Data Protection Regulation 2018.
University students and graduates will be directed to our website where they can register their interest in becoming an online tutor. This online form allows us to capture essential information and quickly sift out those expressions of interest that meet our minimum educational requirements for online tutoring positions.
The minimum educational requirements for tutors are:
- The title of the university course they are studying and the date it concludes, OR
- The university course from which they graduated together with the date of their graduation (maximum of 3 years prior to application) and grade awarded
- Their GCSE and A-Level grades (or equivalent e.g. IBs) with a minimum of one A/A* or 7/8/9 in a core subject at GCSE level (Core subjects being Maths, English Language, English Literature, the Sciences).
- These requirements will be reviewed regularly and updated if any changes are made.
In accordance with safer recruitment practices applicants for online tutoring are subject to a number of other employment checks.
Where an expression of interest for online tutoring does not meet the minimum educational requirements, together with verification of their eligibility to work in the UK an email is automatically generated within 24 hours to notify them. Their expression of interest will not be taken forward.
It is unlawful for MTW to employ anyone who is barred from working with children. It is a criminal offence for any person who is barred from working with children to apply for a position at MTW.
All applicants will be made aware that providing false information is an offence and could result in the application being rejected or the tutor removed from the platform if the applicant has been selected, and referral to the police and/or the DBS.
Knowledge, Skills, Experience and Abilities
Those applying to become an online tutor will be provided with an overview of the role, which will outline the knowledge, skills, experience and abilities required.
The interview process will explore the applicant’s ability to carry out the duties as stated in the role description. It will allow the interviewer to explore any anomalies or gaps that have been identified in order to satisfy themselves that the chosen applicant can meet the safeguarding criteria.
Any information in regard to past disciplinary action or allegations, cautions or convictions will be discussed and considered in the circumstance of the individual case during the interview process, if it has been disclosed on the application form.
Interviews are conducted by an experienced tutor or one of the MTW Tutor Operations Team and will have completed the required training prior to interviewing.
Interviews are carried out in hourly slots and last for 15 minutes, with the interviewer following a script to make sure there is consistency across all interviews.
For each section of the interview there is a tick box which can be ticked. Interviewers are prompted when and when not to tick these boxes in response to the answers the candidate gives.
At the end of the interview based on the number boxes ticked the applicant will be offered a tutoring position subject to satisfactory completion of the pre-work checks or they will be notified they have been unsuccessful.
The applicant will log into their account before an interview then hit the “Launch” button. The interview is held in our lesson space
- Agreement for Online Tutoring
In accordance with legislation and guidance, the organisation carries out a number of checks in respect of all tutors, prior to offering them a contract.
If it is decided to contract with an applicant following the formal interview, any such offer will be conditional on the following:
- Proof of Right to Work in the UK (including proof of identity)
- Verification of qualifications
- A university email as a form reference
- DBS and Barred list Checks where appropriate
- Overseas Criminal Record Checks, where appropriate
- The signing of the Online Tutoring standard terms and conditions
Verifying of qualifications
The MTW Tutor Operations Team must examine qualification certificates relevant to the role for those tutors who graduated in the last 3 years, to verify that candidates hold the essential qualifications required for the job. For those tutors currently enrolled in university their course acceptance will be used to verify that candidates hold the essential qualifications required for the job.
MTW requires all applicants to provide details of a university email address as a form of reference.
No questions will be asked about health or medical fitness prior to any offer of employment being made.
Criminal Record Checks – DBS and Barred List Checks
The requirement for a criminal record (DBS) check will be role specific. All those employed as online tutors must have a satisfactory Enhanced DBS with Barred List Check. For further information visit the DBS website.
Applicants can apply for an Enhanced DBS check with the Childrens Barred List check via our website. We send their application on to our DBS partner Verifile.
To apply the applicant requires 3 documents:
- A passport, proof of identity
- A second proof of identity (e.g. driving licence)
- A proof of address (e.g. a bank statement)
For a full list of the documents that will be accepted click here.
Where an applicant already holds the required level of checks, these can be provided and will be subject to our eligibility criteria which is:
- It was issued within the last 4 years
- It is an enhanced level check
- It was carried out in the UK
The Disclosure and Barring Service (DBS) provide an Update Service which allows applicants to keep their DBS certificates up to date and enables employers to check a DBS certificate, with the individual’s permission. The service is for standard and enhanced DBS checks only.
Overseas Criminal Record Check
Overseas Criminal Record checks (referred to as "Good Character" checks by some countries), are required for roles that are eligible for DBS checks, where the individual has spent over three months abroad (in one country), within the last five years and they were over age 16.
The individual is responsible for applying for this check. See GOV.UK Criminal records checks for overseas applicants for information on how to apply. Overseas clearances issued before the individual came to the UK may be accepted in some circumstances.
Verification of qualifications
Where an individual is not able to produce their qualification certificate/s, the interviewer can decide to waive this requirement for all qualifications apart from those that are essential for the job.
The interviewer can seek approval from the Senior Management Team, for the individual to start work, before the qualification(s) have been verified, only if:
- Evidence of professional registration has been received;
- Alternative evidence of qualification has been explored and obtained wherever possible;
- The interviewer can demonstrate the risk is low and measures can be put in place to mitigate any risks identified;
- The interviewer agrees to obtain evidence of qualification within one month of the individual starting
The Agreement for Online Tutors constitutes a contract for the provision of services and not a contract of employment and accordingly tutors shall be fully responsible for any income tax, national insurance and social security contributions.
- Online Tutor Profile
During the recruitment process, applicants for Online Tutoring can begin to create their ‘profile’. Information will be provided to the applicant on how and when to complete this. For example, it can be started whilst they are waiting for their online interview or afterwards if preferred.
For the profile to be complete the applicant is required to provide the following:
- A photograph
- A brief ‘About you’ section
- Their availability throughout the week
- The number of hours they’d like to tutor per week
- Induction and Training
All tutors will be given induction material which will clearly identify the policies and procedures and make clear the expectations which will govern how they carry out their roles and responsibilities.
Tutors will be made aware of the systems which support safeguarding and will be provided with the following policies and procedures as a minimum:
- Safeguarding Policy and Procedures
- Whistleblowing Policy
- Code of Conduct Practices for Online Tuition Policy
MTW recognises that safer recruitment is not just about the start of a contract but should be part of a larger policy framework for all its tutors. MTW will therefore provide ongoing training and support for all our tutors.
There are mandatory induction training requirements which include:
- Introduction to MTW: Mission, who we are and what we do
- Safeguarding Children
All tutors will be directed to the ‘Academy’ page of their profile where they will be able to access all of our training content.
All tutors must fully complete tutoring basics including Safeguarding L2, passing two summary quizzes, before they will be activated ‘Live’ on our website.
- Quality Assurance of Recruitment Campaigns
The Senior Management Team will be responsible for ensuring that this policy and procedures are monitored and evaluated regularly. This will be undertaken through formal audit of recruitment campaigns. A summary report will be presented to the Managing Directors for strategic oversight and to ensure compliance with legislation and guidance.
- Monitoring and Review
MTW is committed to striving for excellence in the provision of all its services. We do this by actively reviewing the safeguarding systems in place.
The senior management team will review the safer recruitment policy and supporting procedures annually to ensure they continue to reflect legislation and guidance. Any amendments to the policy and supporting procedures will be submitted to the senior leadership team for approval.