Self-declaration form

As well as criminal convictions and cautions, the Self-declaration form can ask applicants to supply other information that may not have led to a criminal record, but that may be relevant to the role they have applied for e.g. disciplinary action taken by a former employer relating to safeguarding or childcare concerns.

The purpose of a Self-declaration form is to provide an opportunity for honesty. Either a candidate will state that there is nothing that would make them unsuitable for the role or they can give a transparent account of any relevant information that might be shown on subsequent checks.

Using a Self-declaration form

It is important to use a Self-declaration form appropriately. Information given on the Self-declaration form cannot be used to make decisions about somebody’s ability to fulfil a role; this is discriminatory and discourages those with unrelated offences from applying for roles.

Knowing what’s on this form might prejudice you against someone unfairly and, if they're unsuccessful at interview, you don’t need to know this confidential information about them.

We recommend that a Self-declaration form is given separately to the application form either in a sealed envelope or sent digitally to a different email address to the one used for recruitment.

Shortlisting and interviews should take place without reading this form. If someone is successful at interview, then this form can be read prior to completing other checks and turning down other candidates (if applicable).

If, after interview, a candidate is not considered suitable for a role this form should be shredded or deleted unopened as you don’t have the right to know this information about someone you aren’t going to appoint.

A Self-declaration form will:

• Save time in the recruitment process by having an early view of things that may discount someone from being recruited.
• Enable discussion in borderline situations.
• Allow the interviewers to ask questions that are relevant about an applicant’s background/experience.
• Help to match the information given by the applicant with the returned disclosure document.
• Act as a measure of the honesty and openness of the applicant, which may be taken into account in coming to a recruitment decision.