On our previous compliance information article we listed as one of the top 10 items that we found issues with on audit was the standard of application forms.  

Within the HTE TWS III audit criteria it states the requirement is “ a fully completed application from (that meets with Good Industry Practice) signed and dated by the Temporary Worker.”  

In the compliance specifications it states that references need to be detailed within the application process:

The number of references may differ for each applicant at the Participating Authority’s request, depending on how many periods of employment/training they may have had in the last three (3) years prior to making their application, although in all instances there must be a minimum of two (2) references covering the three (3) year period including the most recent employer/assignment, as appropriate within the initial application form process.

One of our findings on audit, was that the references listed in the application form did not always match the references in the CV nor, the references that were on file.  If this is the case then the reason why they do not match needs to be documented to explain.

What is Good Industry Practice?

The NHS Employers Check Standards state:

2.3 Information to be sought

2.3.1   The NHS application form should require individuals to outline their full employment and/or training history. It should also require them to explain any gaps between periods of employment and training. Any unexplained gaps or discrepancies in employment or training history should be explored during the interview process.  

These snippets of information standalone do not really help us in defining what is good industry practice when trying to create an application form that encompasses all the information that we need to gather.

The biggest failing we found was that many agencies use online portals where temporary workers can complete their form online with electronic signatures that are not authenticated.  We know from experience that some auditors will not accept this.  If an electronic signature is used there should be a certified authentication such as Adobe or Signable for example.

The Purpose of an Application Form

Application forms are essential tools used across various sectors, including education, employment, and services. They serve multiple purposes, each contributing to a streamlined process for both applicants and organisations. Here’s a closer look at their key functions:

1. Information Gathering

Application forms collect vital information from applicants. This can include personal details, qualifications, experiences, and specific requirements relevant to the application. By standardising the information collected, organisations can ensure they have all necessary data to make informed decisions.

2. Assessment and Evaluation

Forms allow organisations to assess candidates systematically. For instance, in job applications, forms often include questions that help evaluate a candidate’s skills and fit for the role. This structured approach aids in comparing applicants fairly and efficiently.

3. Streamlining Processes

By using application forms, organisations can streamline their processes. Instead of conducting interviews or discussions for every applicant, forms provide a preliminary filter. This saves time and resources, allowing organisations to focus on the most promising candidates with the relevant skill set for the jobs.

4. Legal and Compliance Requirements

In many cases, application forms help organisations comply with legal standards. For example, they may include sections that ensure equal opportunity and non-discrimination, protecting both the organization and the applicants. You can also add all the declarations that are needed from the candidate giving permission/consent for the organisation for example, to conduct NMC/GMC/HCPC checks, DBS update service checks, rehabilitation of offenders declaration etc.

5. Record Keeping

Application forms serve as official records of applicants. This documentation can be crucial for future reference, whether for hiring decisions, admissions, or service provision. It helps maintain transparency and accountability within the organisation.

6. Facilitating Communication

Forms often include sections for applicants to express their questions or concerns. This facilitates communication between the applicant and the organisation, ensuring that any uncertainties can be addressed promptly.

7. Enhancing User Experience

Well-designed application forms can enhance the user experience. Clear instructions, logical layouts, and user-friendly formats make it easier for applicants to provide the necessary information, leading to a more positive interaction with the organisation.

In summary, application forms are more than just a collection of questions; they are a vital component of the application process that benefits both applicants and organisations. By gathering essential information, facilitating assessments, and ensuring compliance, they play a crucial role in various sectors. Whether you’re applying for a job, a school, or a service, understanding the purpose of application forms can help you navigate the process more effectively.

Emergency Contact and Next of Kin Details:

Including emergency contact and next of kin details on an application form serves several important purposes:

1. Safety and Well-being

In case of an emergency, having immediate access to a contact person can be crucial. This ensures that if an applicant experiences a medical issue or any other urgent situation, the organisation can quickly reach someone who can provide assistance or make decisions on their behalf.

2. Communication

Next of kin details facilitate communication in situations where the applicant may be unable to communicate themselves. This is particularly important in workplaces or educational settings where safety protocols are in place.

3. Legal and Compliance Reasons

Organisations may have legal obligations to maintain records of emergency contacts, especially in environments where risks are higher, such as in healthcare or industrial settings. This helps ensure compliance with safety regulations.

4. Support Network

Knowing who to contact can provide peace of mind for both the applicant and the organization. It establishes a support network that can be vital in emergencies, fostering a sense of security within the environment.

5. Personalisation of Care

In contexts like healthcare or education, having next of kin information allows organisations to tailor their responses based on the applicant’s personal circumstances, ensuring that care and support are aligned with individual needs.

Conclusion

Overall, including emergency contact and next of kin details is a proactive measure that enhances safety, communication, and support within any organisation. It reflects a commitment to the well-being of individuals and helps create a secure environment.  

ACI were once involved in helping an organisation redesign their application form.  The form that they were using only had next of kin details on it and no further details such as emergency contact details if next of kin not available.  What happened to cause this was a nurse had gone on duty to A & E and she suffered a cardiac arrest.  The agency were contacted by the hospital to ask them to contact the nurse’s emergency contact as the nurse was unconscious and unable to provide them with vital information.  The next of kin was her Aunt who lived in Nigeria and was a very elderly lady who did not speak English, when, in reality her emergency contact was her partner who she lived with.  The police were involved in the situation and searched through the belongings of the nurse and eventually found the emergency contact.  This also demonstrates that good practice would be an update form annually to ensure all details are correct.

This is what Skills for Care say about best practice:

Taken from Skills for Care Website

Application forms – best practice  

The application form should match the level of the role.  

Use the job description and person specification to work out what information is required on the application form.  

What should they ask?  

The application form should ask people to demonstrate how they meet the requirements of the job. This ensures that employers are focussed on the job, rather than the protected characteristics of individuals which can lead to discrimination.  

Disabled candidates should be offered the opportunity of any reasonable adjustments to the application process to enable them to apply for the role.  

Only information that is relevant for the job should be requested on the application form. This should focus on:  

• information about the applicant – name, contact details, current employment status  
• skills and knowledge – qualifications and education, skills relevant to the role  
• experience – previous work experience and explanations of gaps  
• values – personal qualities, attributes, values and behaviours relevant to the role.  

Avoid asking questions on an application form about any of the following:  

• age, race, gender, religion, belief, sexual orientation, disability  
• marital status  
• children and childcare arrangements  
• health record.  

Other information  

• Use a separate monitoring form to gather personal information about candidates which may be useful for monitoring purposes. This should be sent with the application form but kept in a sealed envelope and not seen by the shortlisting or interviewing panels. www.skillsforcare.org.uk/valuesandbehaviours  
• Allow people to give information on experiences from outside of paid work. These can help people whose protected characteristics have influenced their work history, to show they have gained skills in other ways.  
• Where an organisation has a clear set of organisational values, get the candidate to give examples of how they share the values of the organisation under the qualities section of the application form.  

Example application forms

ACAS have two example application forms on their website for employers which comply with the best practice guidance above: www.acas.org.uk

Further guidance Chartered Institute of Personnel and Development (CIPD): www.cipd.co.uk

Equality and Human Rights Commission: www.equalityhumanrights.com

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If you require any assistance with developing an application form or, if you wish us to critique your current application form please do not hesitate to contact us.