The Single Central Record Guide

Specific staff profile information

Agency and third party Supply Staff

It is your statutory duty to include on the SCR whether you have received written confirmation from the employment business that the necessary and relevant checks have been carried out. This confirmation should include whether the appropriate certificates have been obtained. 

It is your statutory duty to record what date you received this written confirmation. 

It is your statutory duty to record whether any enhanced DBS certificate check has been provided.

It is your statutory duty to check identity by verifying that the person presenting themselves for work is the same person on whom the checks have been made.

Where the position requires a barred list check, this must be obtained by the agency or third party prior to appointing the individual. 

Your checklist:

  1. Written confirmation received?
  2. Does confirmation include whether certificates obtained?
  3. If barred list required, third party must obtain prior to appointment
  4. What date written confirmation received
  5. Whether enhanced DBS certificate check provided
  6. Identity check upon arrival 

You can upload a copy of the written confirmation to the bottom of each staff profile on SCR Tracker.

Governors

Maintained school 

It is your statutory duty to check that all Governors have enhanced DBS certificates. It is the responsibility of the governing body to apply for the certificate for any of their governors who do not already have one.

It is your statutory duty to perform a Section 128 check on your Governors. Governors found subject to a section are disqualified from being a Governor.

Governance is not a regulated activity, so governors do not need a barred list check – unless, of course, they also engage in regulated activity outside their governor duties. 

Associate members (governors appointed to serve on one or more committees) are not required to have an enhanced DBS check. 

Your checklist:

  1. Check all governors have an enhanced DBS certificate
  2. Those who don’t, governing body must apply for enhanced DBS certificate for those individuals
  3. If the governor engages in regulated activity outside duties, conduct barred list check 

Governors/proprietors of independent schools, academies, free schools, alternative provision academies, non-maintained special schools

Before an individual is appointed, the Secretary of State will:

  • Carry out an enhanced DBS check, obtaining an enhanced DBS certificate including (or not including) barred list as is appropriate,
  • Confirm the individual’s identity, and
  • If the individual lives or has lived outside of the UK, carried out all of the necessary further checks as the Secretary of State considers appropriate.  

It is the chair’s statutory duty to ensure that the following are carried out before, or as soon as practicable after, any individual takes up their position:

  1. Enhanced DBS checks are undertaken for all members where this check has not previously been carried out,
  2. Identity checks are completed,
  3. A section 128 check is completed, and 
  4. If appropriate, checks for individuals who have previously lived/worked overseas, where an enhanced DBS certificate is not sufficient. 

If an academy is converting from a maintained school to an academy, and the chair of an academy trust has already been subject to a check carried out by the local authority, they will no longer need an enhanced DBS check and certificate. 

Members of the academy trust, individual charity trustees, and the chair of the board of charity trustees

In the case of an academy trust (including those established to operate a free school), it is the statutory duty of the trust to require enhanced DBS checks on such individuals. 

Where an academy trust delegates responsibilities to any delegate or committee (including a local governing body), it is the statutory duty of the trust to require DBS checks on all delegates and all members of such committees.

It is also the statutory duty of academy trusts to perform Section 128 checks on such members.

Academy trusts (including those established to operate a free school) have the same responsibilities as all independent schools in relation to requesting enhanced DBS certificates for permanent and supply staff. 

Your checklist:

  1. An enhanced DBS check for all who have not previously been checked,
  2. Identity check,
  3. A section 128 check, and 
  4. If appropriate, checks for individuals who have previously lived/worked overseas.

Sixth form college governors

If they are engaging in regulated activity, it is your statutory duty to request an enhanced DBS certificate with barred list check.  

If they are not engaging in regulated activity, you man only conduct an enhanced DBS certificate without a barred list check.

The above applies equally to volunteer governors.

Your checklist:

  1. If engaged in regulated activity, enhanced DBS with barred list
  2. If not engaged in regulated activity, optional to conduct enhanced DBS without barred list

Contractors

It is your statutory duty to ensure that any contractor (or employee of the contractor) who is to work at your school or college, has been subject to the appropriate level of DBS check. 

It is your statutory duty to require an enhanced DBS certificate (including barred list information) for contractors engaging in regulated activity.

It is your statutory duty to require an enhanced DBS check (not including barred list information) for contractors who are not engaging in regulated activity (but whose work provides them with an opportunity for regular contact with children).

It is your statutory duty to check the identity of contractors and their staff on arrival at your school or college. 

If the contractor is self-employed, you should strongly consider obtaining the DBS check (as self-employed people are not able to apply directly to the DBS on their own account).

Your checklist:

  1. If in regulated activity, require an enhanced DBS certificate including barred list information
  2. If not in regulated activity, require an enhanced DBS certificate not including barred list information
  3. Check the identity of contractors and staff on arrival

Trainees and student teachers

If the applicant is paid directly by your school or college, it is your statutory duty to ensure that all necessary checks are carried out. 

It is likely that trainee teachers will engage in regulated activity, which means you must obtain an enhanced DBS certificate including barred list information. 

Your checklist:

  1. Check all necessary checks have been carried out
  2. If in regulated activity, obtain enhanced DBS certificate including barred list

Volunteers

If you haven’t completed any checks on a volunteer, it is your statutory duty to ensure that they do not engage in regulated activity orbe left unsupervised.

Unsupervised

If an unsupervised volunteer who is new to their duties engages in regulated activity regularly, it is your statutory duty to obtain an enhanced DBS certificate including barred list information.

Existing unsupervised volunteers in regulated activity do not have to be re-checked if they have already had a DBS check including barred list information.

You may, if you have concerns about a volunteer, conduct a repeat DBS check including barred list information.

Your checklist:

  1. If new to role, obtain enhanced DBS certificate including barred list
  2. If you have concerns about existing member, conduct repeat DBS check including barred list

Supervised 

Supervised volunteers are not considered to be engaged in regulated activity, so employers are not legally permitted to request barred list information on such individuals.

You may, however, obtain an enhanced DBS certificate not including barred list information, for supervised volunteers (i.e. those who are not engaging in regulated activity).

If you choose to obtain one, you should use your professional judgement and undertake a risk assessment, in order to consider:

  • The nature of work with children
  • What you, and your institution, know as a whole about the volunteer, including formal and informal information offered by members of staff, parents, and other volunteers
  • Whether the volunteer engages in other employment or undertakes voluntary activities where referees can advise on suitability
  • Whether the role is eligible for an enhanced DBS check

If you undertake a risk assessment, you should record details of such. 

On SCR Tracker, you can choose to upload such documentation to the bottom of the volunteer’s profile.

Your checklist:

  1. If you choose to obtain enhanced DBS certificate for a supervised volunteer, then you must use judgement and do a risk assessment — but you must not do barred list check.

How do I know if the volunteer is supervised or unsupervised?

It is for your institution to determine whether a volunteer is considered supervised or unsupervised. To consider a volunteer “supervised”, the supervision must be: 

  • By a person who is in regulated activity, and
  • Regular and day to day, and
  • “reasonable in all the circumstances to ensure the protection of children.”

Existing staff members

If you have concerns about an existing staff member, it is your statutory duty to carry out all relevant checks as if the staff member was a prospective candidate.

If existing staff members change role, the new relevant checks must be carried out.

Examples of this include, but are not limited to:

  • Moving to a post with regulated activity, where you must then obtain an enhanced DBS certificate including barred list information
  • Promotions to management where Section 128 checks might then be required

Specific key differences to note:

  • For colleges, if a staff member moves from a post that did not involve the provision of education, to a new position that does, you must treat them as if they were a new candidate. All required pre-appointment checks must be carried out. 

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