Governors' role in monitoring the single central record
Learn what belongs on your school's single central record (SCR), your role in monitoring its compliance with safeguarding requirements and when you should – and shouldn't – check the SCR yourself.
- Your job is to make sure the SCR is being monitored – not check it yourself
- Questions to ask your school leaders to make sure they're monitoring the SCR
- When it's appropriate for a governor to check the SCR
- What should be on the SCR
- Storing the SCR
- Inspectors will ask to see your school's SCR early on in an inspection
Your job is to make sure the SCR is being monitored – not check it yourself
The single central record (SCR) is the central record of the safeguarding checks that have been carried out on all staff and other relevant people.
We get a lot of questions about how to monitor it, and we know that many governing boards assign a governor – usually the governor with responsibility for safeguarding – to regularly check the SCR themselves to make sure it complies with the requirements under Keeping Children Safe in Education (KCSIE).
But there's a difference between a school leader's role in monitoring the SCR and that of a governor:
- School leaders: carry out the operational task of physically checking the SCR and making sure all of the relevant boxes are complete and that the document as a whole is up to date
- Governors: are responsible for the strategic task of monitoring that school leaders are keeping up with their statutory duties. They do this by asking the right questions about how complete the record is, how frequently it's reviewed and how it's stored
We know you're concerned about how to evidence your own compliance if you don't check the SCR yourself. Matthew Purves, the previous deputy director of schools for Ofsted, released this message to address the confusion:
Questions to ask your school leaders to make sure they're monitoring the SCR
- How and where do we store the SCR? Is it secure?
- How often do you check the SCR?
- When was the last time you checked the SCR?
- Have you checked the information recorded on the SCR for errors?
- Are all new staff recorded?
- Are all relevant fields on the register completed for each listed person?
If you’re not satisfied with the answers your school leaders give you, dig down to find out what's preventing full compliance and what you as a governing board can do to make sure your school gets compliant as soon as possible.
When it's appropriate for a governor to check the SCR
The Department for Education confirmed to us that it would be reasonable for a governor to check the SCR personally where they've identified that safeguarding procedures are not being complied with.
For example, if:
- As a board, you're concerned that your school isn't complying with safer recruitment requirements or monitoring the SCR closely enough, or
- The results of an Ofsted inspection or other internal audit identifies SCR compliance as an issue
In this case, it might be appropriate to appoint a governor to check the SCR. If you're asked to do this, this checklist will help you check compliance:
What should be on the SCR
As explained above, you shouldn’t ordinarily need to check the SCR yourself. But it’s still worth being aware of what’s on it, so you can feel more informed and confident when discussing it with your school leaders.
Your SCR must record information for:
- All staff who work at the school, including teacher trainees on salaried routes and agency and third-party supply staff, even if they work for one day
- For colleges, details of staff, including agency and supply staff providing education to children under the age of 18
- For independent schools, academies and free schools, all members of the proprietor body (i.e. the members and trustees of the trust in academies and free schools)
An individual's details should be removed from the SCR once they no longer work at the school or college.
Where applicable, schools must record:
- Identity checks
- Standalone children's barred list checks
- Enhanced DBS checks
- Prohibition from teaching checks (for those carrying out teaching work)
- Section 128 checks for those in management positions in an independent school or academy. Maintained school governors should also have this check, as a section 128 direction will disqualify them from being a governor
- Further checks on people who've lived or worked outside the UK. These could include:
- Criminal record checks
- Obtaining a letter of professional standing from the professional regulating authority in the country where the applicant has worked, confirming it has not imposed sanctions or restrictions on the individual, or is aware of any reason why they might be unsuitable
- Checks of professional qualifications (for example, qualified teacher status)
- Checks to establish individuals' right to work in the UK
In respect of these checks, the SCR must record:
- Whether each check has been carried out, or a certificate obtained
- The date on which each check was carried out, or the certificate obtained
For supply staff, schools must:
Before the individual starts work at the school:
- Get written notification from the agency or a third party that they’ve carried out the relevant checks on the individual – this includes a children's barred list check, where it’s required
- Get a copy of the enhanced DBS certificate from the agency where the check disclosed any "matter or information" or "any information was provided to the employment business"
Schools should also check that the person who turns up to work is the same person on whom the checks were done.
Schools must record:
- Whether they have written confirmation that the employment business supplying the member of supply staff has carried out the relevant checks and obtained the appropriate certificates
- The date that confirmation was received (independent schools, academies, free schools and non-maintained special schools should also include the date on which any certificate was obtained
- Whether details of any enhanced DBS check certificate have been provided
Multi-academy trusts (MATs)
MATs must maintain the single central record containing the information for every academy in the MAT. MATs aren't required to have separate SCRs for each of their schools. However, if your MAT maintains 1 SCR that covers all schools, information should be recorded in such a way that details for each individual school can be provided or accessed separately and easily (for example, to show inspectors).
If the schools in your MAT do have separate SCRs, checks on members and trustees should be recorded on each of these.
You must also record whether a person's position involves 'relevant activity', which means regularly caring for, training, supervising or being solely in charge of persons aged under 18.
Schools are free to record the following, but there's no requirement to:
- Who carried out the checks
- Individuals' job titles (this is because it gives an indication of their involvement with pupils and which checks they would need)
- Childcare disqualification checks (where applicable)
- Safeguarding and safer recruitment training dates
- Any checks carried out on volunteers (including maintained school governors and local governors in trusts), but we recommend your school still record these checks
- Details of fee-funded trainees (you should get written confirmation from the teacher training provider that they have carried out the required checks and that the provider considers them suitable to work with children)
Storing the SCR
The SCR may be kept in paper or electronic form.
Copies of documents
Schools don't have to keep copies of DBS certificates in order to fulfil the duty of maintaining the SCR.
Where a school chooses to retain a copy of the DBS certificate, it shouldn't be retained for longer than 6 months.
They should keep a copy of the other documents used to verify the successful candidate’s identity, right to work and required qualifications for the personnel file.
Inspectors will ask to see your school's SCR early on in an inspection
They'll expect it to be complete and meet statutory requirements.
If there's a minor administrative error on an SCR, such as the absence of a date, that can be easily rectified before the final team meeting, the school will be given a chance to resolve the issue.
Ofsted defines ‘administrative errors’ as:
- Failure to record 1 or 2 dates
- Individual entries that are illegible
- 1 or 2 omissions where it is clear that the information is already held by the school or college, but that the school or college has failed to transfer the information over in full to the SCR
This is set out in Ofsted guidance on inspecting safeguarding.
Our associate expert Gulshan Kayembe helped us with the checklist. Gulshan is an independent consultant who has experience of inspecting schools. As a consultant, she provides mentoring for senior leaders and has worked as an external adviser on headteachers’ performance management.
Updated article and checklist to reflect Keeping Children Safe in Education 2022, which specifies that the single central record (SCR) must indicate if a standalone children's barred list check was completed and a certificate obtained (previously it was just a ‘barred list check’).
We updated this article to reflect the latest version of Keeping Children Safe in Education, which clarified some guidance on the single central record (SCR):
- All staff must be added to the SCR, even if they only work at your school for a day
- Details of an individual should be removed from the SCR once they no longer work at your school
- Although you're not required to, you may still want to record details of fee-funded trainees on the SCR