Transforming Vetting in the Education Sector with Xertilox
The Problem
The education sector faces critical challenges in vetting contractors and permanent staff while ensuring safety, compliance, and efficiency.
Emergency Subcontractor Vetting
When an emergency maintenance issue arises, schools must quickly vet subcontractors to ensure they can safely access the premises.
Manual processes are slow, often requiring hours or days to verify identity, qualifications, and safety compliance, delaying resolution.
Permanent Staff Vetting and Compliance Storage
Vetting permanent staff involves verifying identity, qualifications, and background checks (e.g. DBS) before they can start work.
Compliance documents must be securely stored and easily retrievable ahead of Ofsted inspections, but manual systems often lead to inefficiencies and data security risks.
The Xertilox Solution
Xertilox offers a real-time, digital solution to streamline vetting for both subcontractors and permanent staff, ensuring safety, compliance, and efficiency in the education sector.
Key Features
Real-Time Vetting for Subcontractors: Subcontractors use the Xertilox app to upload identity documents, qualifications, and safety certifications. Verification is conducted instantly via official sources, ensuring compliance before they access school premises.
Comprehensive Staff Vetting: Permanent staff complete their vetting process, including DBS checks, right-to-work verification, and qualification validation, through the Xertilox Wallet. All compliance proofs are securely stored and accessible for Ofsted checks or audits.
Reusable Wallet-Based Verification: Once verified, subcontractors and staff can reuse their Xertilox Wallet for future vetting needs across multiple schools or institutions.
Secure Document Storage: Compliance documents are encrypted and securely stored within the Xertilox system, ensuring easy retrieval during inspections while maintaining data security.
Emergency Response Capability: In emergencies, schools can onboard and verify subcontractors in real time, enabling them to address maintenance issues without compromising safety.
Business Impact
Key Benefits of Xertilox for the Education Sector
Subcontractor Vetting
Traditional Process
Hours to Days
Xertilox Process
Real-Time (Minutes)
Savings/Impact
90% Faster
Staff Onboarding Time
Traditional Process
Weeks
Xertilox Process
50% Reduction
Savings/Impact
Improved Efficiency
Compliance Document Retrieval
Traditional Process
Manual, Error-Prone
Xertilox Process
Centralised, Secure
Savings/Impact
Enhanced Compliance
Emergency Response Time
Traditional Process
Delayed Due to Vetting
Xertilox Process
Instant Verification
Savings/Impact
Reduced Downtime
Permanent Staff Onboarding and Ofsted Preparation
A school is preparing for an Ofsted inspection and needs to onboard new staff while ensuring compliance documents are securely stored and retrievable.
1
Staff complete their vetting process via the Xertilox Wallet, including DBS checks, proof of qualifications, and right-to-work verification.
2
Compliance documents are securely stored and accessible for Ofsted inspectors.
3
Staff onboarding is streamlined, and compliance records are organised, reducing inspection-related stress.
Outcome
Onboarding time reduced by 50%.
Compliance records are centralised and retrievable, ensuring smooth Ofsted inspections.
Conclusion
Xertilox revolutionises vetting in the education sector by enabling real-time verification for subcontractors and seamless onboarding for permanent staff. By streamlining compliance processes and providing secure document storage, Xertilox enhances safety, reduces administrative burdens, and ensures readiness for Ofsted inspections.