Safeguarding Starts with Strong Systems

When it comes to safeguarding, there’s no such thing as being too thorough. Yet, many organisations do not have a completely robust system in place. It’s time to take a closer look at what’s slipping through the cracks and how we can all step up to ensure safety while maintaining efficiency and fairness.

Where the Gaps Lie 

Most organisations rely on the basics of reference checks, requiring candidates to submit two references and a clear Sexual Conviction Record Check (SCRC). However, challenges arise when you dig deeper into the process: 

• Reference Standards: Are referees required to be recent managers? Are they contacted at all? These questions often lack standard answers. 

• Non-Conviction Issues: What happens when criminal charges don’t result in a conviction? One recent case revealed how a staff member committed crimes that only showed after a conviction for the 1st offence, which occurred 1 year before their 2nd arrest and over a year since the arrest.. Because their SCRC came back clear due to no conviction (on-going process) they slipped through the vetting process. 

• International Background Checks: With the global nature of today’s workforce, previous records from other countries are often missed. Many countries only provide limited checks, and obtaining records from previous countries of employment can be cost-prohibitive and time-consuming. Additionally, not all nations even have reliable systems in place for such checks. 

The Cost of Being Thorough 

For provider organisations that regularly hire international staff, the cost of securing clearance checks across multiple countries can add up quickly. For example, obtaining five checks for a team of 25 staff members could cost around HK$40,000 per hiring season. This is a significant financial burden for organisations to absorb, and passing this cost onto prospective hires may deter high-quality talent from applying altogether.

What Are the Solutions? 

While challenges exist, there are steps we can take to improve safeguarding practices while balancing cost and practicality. Here are key areas to start focusing on: 

• Standardise Reference Checks 

Ensure reference checks are meaningful by requiring recent managers as referees and confirming they’re contacted. Consider implementing stricter checks on reference validity across the board. 

• Build an International Background Screening System 

Work towards collaborating with industry peers to explore feasible, uniform mechanisms for obtaining international clearance. Partnerships can reduce individual burdens and streamline the process for all. 

• Shared Responsibility 

Instead of putting the full cost of checks on the organisation or the candidate, develop shared plans. Organisations could cover part of the background checks, with the remaining amount deducted from salaries over time to ease financial pressure. 

• Ongoing Monitoring 

Invest in systems or create policies for continuous monitoring that flag concerns during employment. This ensures potential issues are picked up as they arise, not after they escalate. 

• External Vetting

Having an external organisation performing the checks and/or overseeing the process and ensuring that every ‘i’ is dotted and every ‘t’ is crossed, and that no favouritism takes place. 

Why It Matters 

Taking proactive steps may require an initial investment of time and resources, but it ultimately protects everyone involved—from employees to clients and beyond. We owe it to our team and clients to uphold strong safeguarding standards, creating safer, more supportive environments. 

What do you think is the best way forward for safeguarding and background checks? We’d love to hear your ideas and suggestions. 

Together, we can work towards a practical, effective solution that prioritises the safety and well-being of all.