The rules that apply
Care services in Wales are regulated under the Regulation and Inspection of Social Care (Wales) Act 2016, with the day-to-day requirements set out in the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017. CIW expects providers to recruit in line with employment law, the Equality Act 2010 and best practice, and to hold specific information and documents for each person working in the service.
What you need for each member of staff
The information and documents CIW expects for people working in a regulated service include:
- Fit and proper persons. Everyone working in the service must be a fit and proper person for the role, judged on character, competence and conduct.
- Two written references. At least two written references, including one from the most recent employer where there is one.
- DBS. The appropriate level of criminal-record (DBS) check for the role.
- Identity & right to work. Confirm who the person is and that they are allowed to work in the UK.
- Full history & suitability. A full employment history with explanations for gaps, and evidence the person is suitable for the work.
The two-reference rule is the one people most often trip on: you need at least two written references, and one should come from the person’s last employer where they have one. A verbal “they were fine” is not a record.
The Responsible Individual
Welsh services also have a Responsible Individual, and CIW will want to see that the RI is competent and has the capacity to oversee the service, with an emphasis on effective management and continuous improvement. Safe recruitment is part of that oversight: the RI needs confidence that every file stands up.
How Join Care Now helps
Join Care Now tracks references, DBS, Right to Work, identity and employment history against each person, and stores it all time-stamped in one place. References are requested and chased for you, the two-reference expectation is easy to see at a glance, and the whole recruitment file is ready when CIW asks. The same platform produces the staffing and turnover records a Responsible Individual needs for quality reporting.
Join Care Now helps you stay organised and evidence safe recruitment. It supports your checks; it does not replace them, and legal responsibility for compliance stays with your organisation.
See it on your own rolesThis guide is general information, not legal or regulatory advice. Always check the current regulations and CIW’s statutory guidance for the detail that applies to your service. Running a service in England instead? Read our CQC Regulation 19 guide.