24 Single Central Record Procedure

Purpose

This procedure keeps a single central record, known as the SCR, showing the safer recruitment checks completed for each adult who works with pupils. Its purpose is to make sure no adult has unsupervised contact with pupils before the required checks are in place.

Who it covers

Every member of staff, trustee, contractor and volunteer who has contact with pupils, or access to pupil records or recordings, whether the engagement is employed, self-employed or voluntary and whether it is ongoing or short-term.

What the record holds

• identity verification;
• qualification verification, where qualifications are relevant to the role;
• employment history and references obtained and considered;
• criminal records and DBS checks where required, with the certificate number, date and level;
• overseas criminal record checks or a prohibition or prohibition-analogue check, where relevant to the person's history;
• children's barred list check where the role involves regulated activity;
• self-declaration of relevant matters;
• the date the person first had contact with pupils, and any restriction applied;
• the safer recruitment and safeguarding training completed.

When checks must be complete

The checks required for a role are completed, or a documented safe alternative is in place with supervision, before the person has any unsupervised contact with pupils. Where a check is pending, the restriction and its review date are recorded.

Maintenance and access

• The Principal, or a named member of the office team, maintains the record.
• Access is restricted to those who need it for their role; the record is held securely and not shared more widely than necessary.
• The trustees may inspect the record as part of their oversight of safeguarding.
• Entries are updated when a check is completed, when a role changes, and at least annually for anyone whose checks may need repeating.

Retention

Records held in the SCR are kept for the periods set out in the school's Records Management and Retention Policy, and longer where a safeguarding or legal matter requires it.

Review

This procedure is reviewed at least once a year and whenever safer recruitment guidance changes.