Pre-employment Screening Policy

Pre-employment Screening PolicyS&M carries out documentary checks on their employees/contractors. Thoseresponsible for carrying out documentary checks within our organisation have hadthe necessary training.S&M ensures it carries out due diligence and encourages suppliers and subcontractors to stipulate in their contracts that the right to work checks must beconducted on workers.S&M requires every contractor to hold a valid CSCS card and these are checkedthrough CITB card checker. Contractors cannot be paid unless they have a UTRNumber and a valid National Insurance number.All our data obtained from our checks is filed and stored.Should our checks show that we may suspect a person of being an illegal workerS&M will contact the Home Office Immigration Enforcement hotline on 0300 1237000: www.gov.uk/report-immigration-crimePre-employment screening is part of S&M selection process. All offers ofemployment with S&M must be made on a conditional basis, subject to preemployment screening. For most appointments, S&M will carry out pre-employmentscreening. However, where S&M are not involved in the recruitment process (e.g.casual and relief staff) the recruiting manager will be responsible for the screeningprocess. The purpose of screening is to confirm that a candidate is suitable for thejob that s/he has been offered.

Right to Work in the United KingdomS&M are required to establish that candidates have a legal right to work in theUK.The information that follows explains the actions that must be taken and thedocuments that must be produced.It is a criminal offence to employ someone who has no right to work in the UnitedKingdom, or no right to do the work that S&M is offering.Definition of 'employer' for the purposes of the legislationAn 'employer' is defined as a person who employs an individual under a contract ofemployment. This can be a contract of service or apprenticeship, whether orallyagreed or in writing.Checking DocumentsAll those who have been offered employment with S&M must be asked to produceappropriate original documents as evidence of their right to work in the UK,Checking and copying certain original documents provides: Verification of the identity of the candidate, and Protects S&M and service users from the risks inherent in employing an illegalworker.The documents that the candidate needs to provide will depend on a candidate'sindividual circumstances.The candidate must provide proof of National Insurance Number and:List A - one document from this list which will demonstrate that the individual hasunlimited right to work in the UKOrList B – one document from this list, which will demonstrate a right to work for aspecified period only. Please note that there is a legal duty to recheck the individual’scircumstances every 12 months.When checking documents, reasonable steps must be taken to confirm that thecandidate is the rightful holder of any documents that s/he presents. Also checkwhether there are limitations on the work that the employee is allowed to do, whichmay preclude him /her from doing the type of work that is being offered.Reasonable steps include checking: Any photographs and the date of birth are consistent with the appearance ofthe candidate

Documentation (e.g. passport) has not expired Any United Kingdom Government stamps or endorsements to establishwhether the candidate is allowed to do the type of work being offered The document is water marked For quality paper (most passports are expensive items made with qualitypaper)If in any doubt about the passport, ID card or other documentation consult HumanResources, Recruitment Centre or contact the UK Border’s Agency Employers’Helpline. The employers’ helpline number is 0845 010 6677.If the candidate presents a document in one name and another document in adifferent name, the candidate must provide a further document to explain the reasonfor this. This could be a marriage certificate, divorce document, deed poll, adoptioncertificate or statutory declaration.Where a document that the candidate provides is a passport, take a copy of: The front cover and all of the pages which give the candidate’s personaldetails. In particular, copy the page with the photograph and the page whichshows his or her signature; and any appropriate page containing a United Kingdom Government stamp orendorsement that states that the candidate can undertake the type of workthat is being offered.Nationals from the European Economic AreaSubject to their providing requisite original documents as listed in either List A or ListB, nationals from many European Economic Area (EEA) countries can enter and workin the United Kingdom without any restrictions. These countries currently are:Austria, Belgium, Cyprus, Denmark, Finland, France, Germany, Greece, Iceland, Ireland,Italy, Liechtenstein, Luxembourg, Malta, Netherlands, Norway, Portugal, Spain,Sweden, Switzerland, United Kingdom.However, the Government has set up a Worker Registration Scheme to monitor theparticipation in the UK labour market of workers from eight of the ten countries thatjoined the EEA on 1 May 2004. When an individual from one of these countries startsworks it is the employer’s responsibility to ensure that s/he registers with the HomeOffice unless s/he is exempt. The list below currently refers:Czech Republic, Estonia, Hungary, Latvia, Lithuania, Poland, Slovakia, Slovenia –referred to by the Home Office as A8 countriesIf the employee claims that s/he is exempt for whatever reason, e.g. because s/he haslegally been working in this country for at least 12 months, s/he must produceevidence of this.

Within one month of the employee starting work, S&M must: Issue confirmation of employment in writing (letter or employment contract) Take a copy of the registration application and retain this until the HomeOffice notifies S&M that the employee has been registered Once the registration certificate has been received, retain a copy of it.Romania and BulgariaIt is important to note that candidates from Romania and Bulgaria (referred to by theHome Office as A2 countries) are required to obtain authorisation from the HomeOffice before they start work. This entails the prospective employer obtaining a workpermit and the candidate obtaining an Accession Worker Card.If the candidate claims that s/he is exempt for whatever reason, e.g. because s/he haslegally been working in this country for at least 12 months, s/he must produceevidence of this.The above may be subject to change as employment of A8 and A2 nationals comesunder regular Government review. Consequently, when offering employment to A8and A2 nationals, the latest position should be checked on the website referred tobelow.www.ukba.homeoffice.gov.ukWith effect from 27 November 2008 work permits are replaced by Certificates ofSponsorship, except for Romanian and Bulgarian nationals, as explained above.Migrant workers will still need to apply to the Home Office for leave to enter andremain in the UK, but their applications will need to be supported by a Certificate ofSponsorship.

Pre-employment Screening PolicyDocumentary EvidenceIn accordance with the Immigration, Asylum and Nationality Act 2006 S&M’s Policy it is anS&M audit requirement that all candidates who are offered employment produce:A document issued by a previous employer, Inland Revenue, the Department for Work andPensions' Job Centre Plus, the Employment Service, the Training and Employment Agency(Northern Ireland) or the Northern Ireland Social Security Agency, which contains theNational Insurance number of the person named in the document. The document mustshow a permanent National Insurance number, rather than a temporary one. A temporarynumber is a National Insurance number beginning with TN, or ending with a letter between Eand Z. Please note that a card or certificate issued by the Inland Revenue under theConstruction Industry Scheme is not acceptable. The overwhelming number of jobapplicants who do not possess passports but are able to work here will already have beengiven a National Insurance Number the Department for Work and Pensions' Jobcentre Plus.A person can apply for a National Insurance Number at their local Jobcentre Plus office.And (in accordance with legislation):List A1. A valid passport showing that the holder, or a person named in the passport as the childof the holder, is a British citizen or a citizen of the UK and Colonies having the right ofabode in the UK.2. A valid passport or national identity card showing that the holder, or a person named inthe passport as the child of the holder, is a national of the European Economic Area(EEA1) or Switzerland.3. A residence permit, registration certificate or document certifying or indicatingpermanent residence, issued by the Home Office or the Border & Immigration Agency toa national of an EEA country or Switzerland.4. A permanent residence card issued by the Home Office or the Border & ImmigrationAgency to the family member of a national of an EEA country or Switzerland.5. A Biometric Immigration Document issued by the Border & Immigration Agency to theholder that indicates that the person named in it is allowed to stay indefinitely in the UKor has no time limit on his or her stay in the UK.1Austria, Belgium, Bulgaria**, Cyprus, Denmark, Finland, France, Germany, Greece, Iceland, Ireland, Italy,Liechtenstein, Luxembourg, Malta, Netherlands, Norway, Portugal, Rumania**, Spain, Sweden, Switzerland,United Kingdom, Czech Republic*, Estonia*, Hungary*, Latvia*, Lithuania*, Poland*, Slovakia*, Slovenia*.Please note that any successful applicant taking up employment from any of the countries marked *, will be requiredto register their employment with the Home Office as soon as they begin working, within one month of startingwork at the latest, and give the Council a copy of the registration application.Romania & Bulgaria** – applicants must have permission to work before starting workt: 0208 469 4000w: smcleaningsupport.co.uk524/7 Helpdesk:0800 644 6169e: headoffice@smcleaningsupport.co.uk13 -15 High Street, St Mary’s Cray, Orpington, Kent BR5 3NL