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UCL policy on Recruitment and Selection

The aim of screening is to:

• Identify the work related health risks of the proposed employment
• Advise managers on the prospective employees’ fitness for the job requirements
• Advise on the requirement for health surveillance or screening in relation to a particular job role
• Advise, where necessary, on any reasonable adjustments to the work content or environment that may be required in the light of a medical condition or a disability as defined under the Disability Discrimination Act 1995.

Routine pre-employment screening is undertaken on the following UCL staff groups:

• Technical staff, manual staff, food handlers and laboratory staff.
• Staff working with human blood, tissues or bodily fluids
• Staff working with laboratory allergens, genetically modified organisms or dangerous pathogens
• Drivers.

N.B.Staff with patient contact will also require occupational health clearance from the relevant NHS Trust to ensure compliance with the Trust's infection control policies and associated health screening procedures.

The following categories of staff are also required to complete supplementary questionnaires:

• Food handlers - Food Handler’s health questionnaire
• Staff planning to work with laboratory allergens - for a supplementary form please email ohsadmin@ucl.ac.uk

The pre-employment questionnaire form has been reviewed to take account of best practice with regard to the Disability Discrimination Act (1995) and the requirement for informed consent under Access To Medical Reports Act (1988).

Self-completed questionnaires usually provide sufficient information for advice to be given on fitness to undertake a particular role. Where insufficient information is available on the completed questionnaire, further enquiry will be made by telephone initially. However, on occasion, further assessment is required prior to employment with either the Occupational Health Nurse Adviser (OHA) or Occupational Physician (OP). Some categories of staff will also require ‘Health Interview’ at the start of employment to commence occupational health programmes specific to workplace risks, e.g. hepatitis B vaccination.

Manager’s Responsibilities

• Part 1 of the pre-employment questionnaire must be completed by the manager in all cases
• Employment offers should be conditional on satisfactory health clearance
• The Human Resource (HR) Department should be informed of the outcome of pre-employment screening
• Where a Health Interview is recommended at the start of employment, managers are responsible for ensuring that new employees have attended OHS for relevant immunisation or health surveillance within 4 weeks of starting work and before starting work with laboratory allergens.
• If pre-employment screening is recommended managers should ensure that this has been undertaken and health clearance given before commencement of employment.

Process

The line manager must complete Part I of the Pre-Employment Health Assessment Questionnaire (PEQ) before it is sent to the applicant, with instructions to return the questionnaire directly to UCL OHS along with any supplementary questionnaires for particular hazards, as indicated on the PEQ. This process must start in sufficient time to allow for health clearance before employment commences (see service standards below).

Reports

The OHS report will generally advise whether:

• The prospective employee is fit for employment;
• An appointment is required for immunisation or health surveillance at the start of employment (‘Health Interview’) or;
• A pre-employment appointment with an Occupational Physician (‘Pre-employment Medical’) or Occupational Health Adviser (Pre-employment Health assessment’) is recommended or;
• Further information is being sought from the applicant.

In addition, when appropriate, a more detailed report will advise on:

• The presence of a disability as defined by the Disability Discrimination Act 1995
• Adjustments to the workplace, tasks or environment that would allow an individual to work safely and effectively.

Service standards

The Occupational Health Adviser reviews the completed questionnaire and a report is sent to the employing manager named on the PEQ within two working days of receipt of the questionnaire.

Where further pre-employment assessment is recommended, appointments will be offered via the employing manager, within 10 working days of receipt of the questionnaire. However, every effort will be made to ensure appointments are offered prior to start date.

Where a ‘Health Interview’is recommended at the start of employment, managers are responsible for ensuring that new employees have attended the Occupational Health Service (OHS) for relevant immunisation or health surveillance within 4 weeks of starting work and before starting work with laboratory allergens.

Download Pre-Employment Health Assessment Questionnaire

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