Safeguarding students in schools and colleges is a top priority. To achieve this, institutions must comply with safeguarding regulations, which include creating a safe environment, identifying students at risk, and taking protective measures.
In England and Wales, schools are required by the Department for Education (DfE) to maintain a Single Central Record (SCR) as part of their safeguarding obligations. This article lays out what exactly the SCR is, why it is important and how HR software can help HR teams at schools remain compliant with safeguarding laws.
What is the Single Central Record (SCR)?
The Single Central Record (SCR), also known as the single central register, is a key document that schools and academies must maintain. It provides a complete record of the pre-employment checks conducted on staff members. These checks are vital to determine whether an individual is suitable to work with children. Sometimes, the checks may indicate that a person is legally restricted from working with children or teaching.
The Department for Education outlines specific checks that schools must carry out, including:
- Verifying the candidate’s identity
- Conducting an enhanced Disclosure and Barring Service (DBS) check
- Checking the children’s barred list if the individual starts working with children before their DBS clearance is completed
- Ensuring the candidate is fit, both mentally and physically, for the role
- Confirming the individual’s right to work in the UK, including extra checks for those who have lived or worked abroad
- Verifying relevant professional qualifications
Modern HR software platforms can during onboarding make identify and background checks automatically for all new hires.
What Should Be Included in the SCR?
The SCR must document all pre-appointment checks for everyone employed by the school, including trainee teachers, agency staff, and temporary workers—even if they are employed for just a single day. Once an employee leaves the school, their information should be removed from the SCR.
The following checks need to be recorded in the SCR:
- Identity verification
- Children’s barred list check
- Enhanced DBS check
- Teaching prohibition check
- Additional checks for those who have worked or lived outside the UK
- Verification of professional qualifications
- Right-to-work confirmation
The SCR can be kept electronically or as a physical document, and if a staff member holds multiple roles, they only need to be listed once, with the role involving the most responsibility for children noted.
Why is the SCR Important for Schools?
Schools are responsible for safeguarding children from harm and abuse, and the SCR is a critical tool in ensuring this. All staff members who interact with students play a part in safeguarding, and the SCR is an official record confirming that required checks have been completed.
During Ofsted inspections, the SCR is reviewed to assess the effectiveness of school leadership and management. Non-compliance with SCR regulations can negatively affect the school’s inspection rating, potentially leading to a judgment of “inadequate” for safeguarding and leadership.
How HR Software Helps with Safeguarding Compliance
Maintaining accurate and up-to-date records is essential for schools. HR software designed for schools can assist by making record-keeping more efficient. These systems can store information on background checks, training, and other safeguarding details.
For instance, platforms like Zelt offer tools specifically for schools, helping them manage SCRs by organizing data such as right-to-work checks, DBS clearances, and employment history. Zelt also partners with background-checking services like Experian to ensure that schools meet all legal obligations during the hiring process.
Besides safeguarding, HR software can also help manage tasks like staff absences and other administrative duties.
Conclusion
Keeping an accurate SCR is vital for student safety and legal compliance. With the right HR tools, schools can streamline this process and ensure all safeguarding requirements are met efficiently.
Please note, this is for informational purposes only. For official guidance, refer to the government’s safeguarding regulations.
Frequently asked questions
What is the single central record in HR?
The single central record holds details about your employees, including their qualifications, criminal backgrounds, and members of any related committees. It plays a vital role in safeguarding children in early childhood settings and ensuring secure hiring practices.
What must be on a SCR?
The SCR must confirm that an identity check, as outlined in GPG 45 via GOV.UK, has been completed. It must also show that a standalone children’s barred list check and an enhanced DBS check have been carried out.
What does Ofsted check on the single central record?
Ofsted checks that the single central record (SCR) includes necessary pre-employment details such as identity verification, criminal record checks, qualifications, and right to work for all staff, volunteers, and committee members. They ensure it complies with safeguarding regulations and supports safe recruitment in educational settings.
Who should have access to the single central record?
Every school is required to maintain an SCR to demonstrate that they have completed the required pre-appointment checks for staff and governors. While there is no set format, it must be available for inspectors to review. General privacy requirements such as the UK GDPR have to be respected.
What can trigger an Ofsted inspection?
The factors in a risk assessment that may lead to a Section 5 inspection include: Data from the DfE, Parental feedback, Complaints submitted to Ofsted, Safeguarding issues or significant concerns about welfare.