The Single Central Record Guide

What is NOT statutory to include on the single central record?

It is not your statutory duty to keep copies of DBS certificates. In fact, you must not keep copies for longer than six months (to comply with the Data Protection Act 2018). 

It is not your statutory duty to record details of any other checks, however you may include these if you believe it to be best practice at your institution:

  • Childcare disqualification checks
  • Safeguarding and safer recruitment training dates
  • Who carried out each check
  • Whilst it is not your statutory duty to record volunteers on your SCR, it is advised that it is best practice to do so

Here, we must stress that this does not mean it is not statutory to record these elsewhere. An example of this is recording medical checks: whilst it is not statutory to record it on the SCR, it is your statutory duty to record this elsewhere. Similarly, designated safeguarding leads must record training dates, but it is not required to be recorded on your SCR. 

SCR Tracker has the functionality to record the above information if you would like to keep all of your checks in one place. See morehere (link to Additional Checks). 

It is not statutory to include visitors on your single central record. Furthermore, you do not have the power to request DBS checks (and barred list checks), or ask to see DBS certificates for visitors. You must use your professional judgment to decide what level of supervision each visitor should have.

Childcare disqualification check

The school should be able to evidence that it has complied with the Childcare Disqualification Regulations and that staff have been asked to confirm that they are not disqualified under the regulations.

If someone is disqualified under the childcare regulations, they may not:

  • provide relevant childcare provision
  • be directly concerned in the management of such provision

Schools are prohibited from employing a disqualified person, unless the individual has been granted a waiver by Ofsted for the role they are about to undertake. An employer is committing an offence if they contravene this prohibition – unless they prove that they were unaware, and had no reasonable grounds for believing that the person they employed was disqualified.

Medical check

It is not statutory duty to include a medical check on your single central record, but it is your statutory duty to carry out this check. 

According to the guidance, it is your duty to “verify the candidate’s mental and physical fitness to carry out their work responsibilities”. 

This allows you to ask relevant questions about disability and health, in order to establish whether the applicant has the physical and/or mental capacity to satisfy the specific role. 

The primary purpose of health assessment fitness for work is to make sure that an individual is fit to perform the tasks involved effectively and without risk to their own or others’ health and safety.

It is not the intention to exclude a person from a job but to make any necessary reasonable modifications or adjustments to the job to allow the person to work efficiently and safely.

Should you choose to store this information according to your best practice policies, SCR Tracker has a separate section for storing medical check information. 

As with all of SCR Tracker’s in-built checks, you are able to turn this off in the Settings area, if you deem it best not to record on your single central record.

Reference check

It is not your statutory duty to include reference checks on your single central record, but the guidance states that you should be asking for written information about previous employment history to check that information supplied is not contradictory or incomplete.

References should always be obtained from the candidate’s current employer. Where an individual is unemployed, you must verify their most recent period of employment (and reasons for leaving should be obtained).

Any surfaced information concerning previous disciplinary action or allegations against the individual should be considered carefully when assessing the applicant’s suitability for the role. 

Should you choose to store this information according to your best practice policies, SCR Tracker has a separate section for two reference checks. As with all of SCR Tracker’s in-built checks, you are able to turn one or both off in the Settings area, if you deem it best not to record on your single central record.

Staff training

You should ensure that all staff undergo safeguarding and child protection training at induction, which should be regularly updated. 

You should also ensure that staff receive regular updates in the form of bulletins, meetings, email (etc), to ensure they have the correct skills and knowledge to safeguard children effectively.

Should you choose to store this information on SCR Tracker, you can track annual training dates, and therefore annual progress, for each staff member. This allows you to search through full lists of staff members who have, for example, completed fire safety training, prevent training, etc.

Emergency contact

In the event of an emergency regarding the staff member, this contact is used to contact first. 

It is not your statutory duty to record this on your single central record. 

Should you choose to store this information according to your best practice policies, SCR Tracker has a separate section for emergency contact. 

As with all of SCR Tracker’s in-built checks, you are able to turn this off in the Settings area, if you deem it best not to record on your single central record.

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