What CQC expects in a care worker's staff file
The eight items Schedule 3 lists for every person employed, in plain English, with a checklist you can work through.
Checked against the sources on 11 October 2026 · 6 min read
Regulation 19 of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 requires that the people you employ are fit and proper, and that the information in Schedule 3 is available for each of them. In England, CQC checks this at inspection. It applies to everyone employed in the regulated activity, including agency and bank staff.
The eight items, in plain English
Proof of identity
Including a recent photograph.
Criminal record certificate
Where the role requires one, a copy of the certificate, with barred list information where applicable.
Enhanced check details
Where an enhanced check is required, a copy of the enhanced certificate with any suitability information about children or vulnerable adults.
Conduct in previous care roles
Satisfactory evidence of conduct in previous employment in health or social care, or with children or vulnerable adults: in practice, references.
Why previous care roles ended
Verification, so far as reasonably practicable, of why any previous employment working with children or vulnerable adults ended.
Relevant qualifications
Documentary evidence of qualifications relevant to the role, where it's reasonably practicable to obtain.
Full employment history
With a satisfactory written explanation of any gaps.
Health information
Satisfactory information about any physical or mental health conditions relevant to the person's ability to do the job, after reasonable adjustments.
Right to work isn't one of the eight, but you must check it under immigration law before anyone starts, and keep the evidence: see our right to work guide.
Keeping files inspection-ready
- Complete the file before the person starts work, not after.
- Keep one record per person, so nothing lives only in an email thread.
- Track the items that change over time (DBS rechecks, right to work follow-ups, training) with dates and reminders.
- Be able to show any one employee's complete file within minutes.
Staff file checklist
- Photo ID
- DBS certificate (enhanced with adults' barred list, where the role requires it)
- References from previous care employers, verified
- Reasons for leaving previous care roles
- Qualifications relevant to the role
- Full employment history, gaps explained in writing
- Health information relevant to the role
- Right to work check and evidence
This guide is general information, not legal advice. The regulation and CQC's own guidance are the authority; see the sources below.