Single Central Record - Guidance for Schools Undergoing Inspection

This MI Sheet must be read in conjunction with MI Sheet 178/06

Appendix 12 Part 3.

Single Central Record - Guidance for Schools Undergoing Inspection
This guidance is to help schools check their procedures prior to an inspection. This is to ensure that all the necessary information about the school's recruitment and vetting checks is contained in one central record. The aim of this process is to ensure that a summary of all the checks are kept together in one place so that any gaps, or the need for updating records, can be easily checked by the school.

Inspectors will check the following:

One Single Central Record
There should be one central record with all people that have regular access to children in the school. This will mean all staff employed, including supply staff, but also governors and volunteers who work regularly in the school. For independent schools, this also includes the proprietorial body, if there is one, whether or not they have access to children.

Note that with regard to supply staff, the school will need written confirmation from the supply agency that the checks required below have been completed. The school does not need to see these except where there is information disclosed on a CRB. The school must make sure that the identity of the supply person teaching in the school is the same as that given in the information by the supply agency.

Identity
Each person's name, address, date of birth, the evidence (e.g. birth certificate, passport, driving licence combined with proof of address and some form of photographic evidence) and date of the check and a record of who carried out the check should be recorded.

Qualifications
If qualifications are legally required for the post (and for some posts are not required), the evidence of the relevant certificate obtained, the date of the check and a record of who carried out the check, should be recorded.

List 99 and CRB Checks
The evidence and date of the List 99 or enhanced CRB check and a record of who carried out the check should be recorded.

Note: CRB disclosures are required for all those providing education and who regularly care, train, supervise or have sole charge of person under the age of 18 List 99 checks must be undertaken for all staff before they begin work. They are completed as part of an CRB enhanced disclosure. A List 99 check is not required separately unless a person's enhanced CRB disclosure is outstanding at the time of starting work.

Enhanced CRB checks are now required for all staff appointed since May 2006 and for those people who have regular access to children. Staff who worked in the school before March 2002 do not require a CRB, CRB disclosures are required for all staff, except where for new staff, the person has worked in a relevant post (a similar post) within 3 months prior to the appointment. However, a List 99 check is required in this instance.

Checks on the Right to Work in the UK
Employers must confirm the right of those they employ to work in the UK. The evidence and date of these and a record of who carried out the check should be recorded.

Overseas Checks
Where individuals have lived abroad, CRB disclosures will not show any offences that may have been committed. Additional checks will need to be made such as obtaining good conduct certificates from embassies or police forces as needed. The evidence and date of these and a record of who carried out the check should be recorded.

Please note that School's are not charged for CRB checks for Voluntary workers.

For the detail about the single central record and the required checks, please see Safeguarding Children and Safer Recruitment in Education DCSF 2007.