“We were worried about how easy a booking and admin system would be for our admin staff and parents to use. What we found is that Kids Club HQ is an easy to use parent-led system that saves us lots of time. The support team are excellent and respond quickly to our requests.”
Sam Boulter
Lady Jane grey Primary School

Cut the admin, stop the stress.

See how your club could run smoothly with Kids Club HQ.


The Office for Standards in Education, Children’s Services and Skills (Ofsted) ensures that any individual involved in the care or education of children in England meets rigorous suitability standards. These measures, known as suitability checks, are an integral part of the Ofsted registration process and continue throughout an establishment’s operation. This article delves into the specifics of these checks, their importance, and how to navigate them

Understanding Ofsted Suitability Checks

Suitability checks are a critical safeguarding measure designed to protect children and ensure that only properly trained individuals are involved in their care. These checks involve a series of background and identity checks on those directly involved in child care, including managers, staff, and volunteers, as well as those who live or work on the premises where child care is provided.

Components of a Suitability Check

The primary components of an Ofsted suitability check include:

  1. Disclosure and Barring Service (DBS) Check: This criminal record check is designed to prevent unsuitable people from working with vulnerable groups, including children. A DBS check will reveal any convictions, cautions, warnings, or reprimands an individual has received.

  2. Identity Check: Ofsted verifies the identity of all individuals connected to a childcare provider. This involves checking photographic ID and proof of address.

  3. Health Declaration: All applicants at your club must complete a health declaration form. This ensures they are physically and mentally fit to care for children.

  4. References and Employment History: Ofsted reviews an applicant’s employment history and may request references to verify their experience, character, and suitability for working with children.

Importance of Suitability Checks

These checks are essential for maintaining the safety and well-being of children. They ensure that those who pose a potential risk to children are barred from working or having contact with children in a professional capacity. Beyond the clear safeguarding benefits, suitability checks also inspire confidence among parents and guardians, knowing that their children are in the care of vetted and suitable individuals.

Managing the Process of Suitability Checks

For out of school clubs, managing the process of suitability checks involves several key steps:

  1. Understanding the Requirements: Before starting the registration process with Ofsted, providers should familiarise themselves with all the requirements of a suitability check.

  2. Collecting Necessary Information: Gather all the information needed for a DBS check, identity check, and health declaration for each person involved in the childcare provision.

  3. Maintaining Up-to-Date Records: It’s essential to keep records of all checks up-to-date and readily available for Ofsted inspections. This can be easily stored in automated admin software like Kids Club HQ, wherein you have easy access to past and ongoing records.

  4. Ensuring Ongoing Compliance: Even after registration, providers should conduct regular checks to ensure ongoing compliance with Ofsted requirements.

Ofsted suitability checks form a critical part of the safeguarding landscape in childcare in England. They are designed to protect children, reassure parents, and ensure the highest standards in those providing childcare services. Understanding and complying with these checks is both a legal obligation and a vital step toward building a safe, secure, and trusted childcare environment.