Academy trust chair suitability checks: guidance for applicants
Updated 1 July 2025
Applies to England
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This publication is available at https://www.gov.uk/government/publications/academy-trust-chair-suitability-checks/academy-trust-chair-suitability-checks-guidance-for-applicants
1. Record your appointment on GIAS
Your academy trust must record your appointment as chair of trustees and add your details to the Get information about schools (GIAS) service within 14 days of your appointment.
You can read guidance on how to provide governance information for all trust governance roles.
You can also watch a video of how to update your details on GIAS.
2. Apply for a suitability check
The suitability check involves the Department for Education (DfE) confirming your identity. When filling in the form, you should first choose option 1.
Option 1: Digital identity check: This option is quicker and uses technology and your current passport and drivers licence (you need both documents).
Option 2: Manual identity check: Only use this option if you cannot provide the documents required for option 1. It’s a longer process, involving an online Microsoft Teams identity call and additional identity documents.
For both options, we use Verifile to conduct the enhanced DBS check.
2.1 Documents required to support your application
If using option 1:
- a copy of the completed application form, Academy trust chair suitability check: application form (MS Word Document, 62.3KB)
If using option 2:
- a copy of the completed application form, Academy trust chair suitability check: application form (MS Word Document, 62.3KB)
- scanned copies or photographs of all documents you have listed in the application, clearly showing all details and any images
- 1 document from Group 1: Primary identity documents
- 2 further documents from any of:
- alternative proof of your right to work in the UK, if required
- a criminal record certificate or certificate of good character, if you have lived outside the UK for more than 12 months (refer to the guidance on criminal records checks for overseas applicants)
One of the documents must show your current address.
3. Submit your application
Send your application form and supporting documents, if required, via the Galaxkey secure file transfer system.
You must complete the Galaxkey form in a single session.
An example of the form is shown here:
| Field | Description |
|---|---|
| Sender name | Your full name (including any middle names) |
| Sender email | Your own email address |
| Recipient name | Regions Group business support team |
| Recipient email | dbs.assurance@education.gov.uk |
| Subject | Suitability check: your name |
| Message | Enter a brief covering note to explain which documents you are sending us and for what purpose. For instance: “I am sending you a copy of my visa, demonstrating my right to work in the UK” |
| Attachments | Attach up to 10 documents. The Galaxkey form explains the acceptable file types |
| Captcha | You must enter the numbers shown correctly |
For additional security, you need to verify your email address each time you use the service. You will receive an email containing a verification code within a minute of submitting the form. If you do not receive an email, check your junk mail folder and that the details entered on your form are correct.
Enter the code provided in the email into the verification code field on the Galaxkey form, and use the ‘submit’ button to send us your documents. You will then see a message on the Galaxkey form confirming that the documents have been sent.
If you need help, contact Galaxkey on 0333 150 6660 (extension 3), or email Galaxkey support.
3.1 After submission
We will raise an order with Verifile using information from your application form. Verifile will contact you to explain how you complete the digital identity check and enhanced Disclosure and Barring Service (DBS) check.
3.2 Enhanced DBS check
The enhanced DBS check will be carried out regardless of checks previously performed by other organisations, or how recently these took place.
If there is anything which might appear on your enhanced DBS check, you should request an appointment with a DfE caseworker to discuss this by emailing the Regions Group business support team.
You can find more information on the Rehabilitation of Offenders Act 1974, and how it relates to our role in Keeping Children Safe in Education.
You will receive an email from Verifile explaining how the enhanced DBS check will be completed.
Verifile will carry out:
- an enhanced DBS check
- a barred list check if your role includes regulated activity with children
The cost for these checks is not passed on to you or your academy trust.
Information about Verifile and how to use the Verifile service is available on the company’s website.
4. Wait for the outcome
We will write to you to confirm the outcome of your suitability check. If we need any additional information, we will contact you.
If you need to contact us, email the Regions Group business support team.