Child Protection Record Keeping for Schools Guidance
Record keeping is an essential part of child protection in schools; it is vital that it is done
accurately as soon after the event as possible and managed carefully and securely.
1. Evidence has played an important part in inspections and legislation requires the
maintenance of certain statutory records - you have to evidence what you say.
Increasingly when managing complaints from parents/carers, accurate and timed
records are invaluable.
2. You will forget – every aspect of the incident or concern might be crystal clear at the
time but you can’t guarantee this will be the same in a few days.
All records should be objective and accurate, be clear about names, dates, places etc and
also distinguish between fact and opinion, hearsay and direct information. Child Protection
files should be in a separate locked cabinet and you should have a clear policy on the
removal of files and by whom which could include:
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Files marked ‘do not remove’ or ‘restricted access’ – be clear who the restrictions
apply to and who specifically is exempt
A specified staff member being informed if files are taken to a meeting and the file
returned to them
A log is kept of those removing files with the reason why, the destination and a
signed date taken and returned
Confidentiality – while staff may need the general contextual information to support
a child’s welfare, private and individual circumstances should only be discussed
with the Designated Safeguarding Lead, who will inform others on a ‘need to know’
basis
Files should be regularly reviewed by another member of the Senior
Management Team to ensure an independent overview to identify numbers
and any patterns of concerns, and that these have been followed up.
All child protection concerns should be included in the child protection file (including those
where a decision has been made not to refer to make a formal referral to Somerset
Direct/First Response Social Work Team. Schools will need to decide where to store
information that falls below the child protection threshold such as information gathered as
part of an Early Help Assessment such as:
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Discussions with parents/carers
Lack of engagement with parents
Concerns regarding hygiene, clothing
Poor punctuality
Absence from school/fixed term exclusions
Children Protection Record Keeping for Schools, October 2015
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Under stimulation/poor concentration/underachieving
Frequent absence/health concerns/missed appointments
Concerns about diet
Poor peer relationships
Low self-esteem leading
Bullying.
If you make a referral to Somerset Direct/First Response complete a Common Request for
Involvement Form (CRIF) online. If you feel it is a urgent safeguarding issue, make a
referral by telephone to Somerset Direct on 03001232224 and make a log your
contacts, giving dates, who you spoke to, the times and content of conversations;
this will help you track the progress of a referral and provide essential information if a
complaint is subsequently received or a case review held.
Remember that informal notes can be requested as evidence and whatever you write
should be done objectively and with professionalism.
Transfer of information
When a child moves to another educational establishment, all child protection records
should be sent to the receiving Designated Safeguarding Lead (DSL), separate from their
general records and marked as strictly confidential; this should be done within 15
working days and you should obtain written confirmation of receipt of these
records. They do not form part of the pupil’s educational record and are not required to
be disclosed to parents/carers. Any requests from parents/carers’ solicitors to have child
protection records disclosed to them should be passed to the county solicitor/ your legal
advisers.
Summary
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Hold files separately, securely and confidentially
Note every child protection concern without delay and detail significant incidents on
the front-sheet chronology; these must be regularly reviewed
Keep copies on file of all relevant referral forms, conference reports, strategy
minutes etc.
Keep on file informal child protection information including dated notes of contacts,
telephone conversations with parents/carers and other agencies
All staff must be aware of the need to make an immediate and accurate record of
concerns – using the child’s own words where possible; this should be passed to
the Designated Safeguarding Lead (DSL) without delay
The DSL should refer child protection concerns to Somerset Direct/First Response
without delay and if unsure it is child protection, discuss the situation with the social
work team at First Response. Agree who will inform the parent/carer if this ‘in
principle’ discussion progresses to a referral and the parent or carer is
unaware of your contact with Children’s Social Care
It is recommended that a student’s records are kept for 10 years after they leave
compulsory education.
Children Protection Record Keeping for Schools, October 2015
Model Child Protection folder for schools
Use one file per child even if there are other children in the same family/extended family
who need CP folders. Suggest all CP files are in the same identifying colour.
Remember that child protection/safeguarding files must be kept separate from the main
pupil records and securely stored, with access limited to specific staff.
Suggested file dividers: (scroll down for examples)
1. The chronology must always be kept at the front of the file (and not buried
by other paperwork)
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Running records
Common Request for Involvement Form
Template for child protection reports and core groups
Emails and correspondence
Strategy notes and CP conference minutes
Other forms (e.g. Cause for Concern reporting forms/racial incident reporting
forms)
8. Guidance notes for transfer of school CP records
Children Protection Record Keeping for Schools, October 2015
Front of file cover
Strictly confidential
Child Protection/safeguarding file for:
Full Name …….……………………………………………………………………
Class/Year …………………………………………………………………………..
School (address and tel.no) ……………………………………………………….
…………………………………………………………………………………………
………………………………………………………………………………………….
Legal framework:
Working Together to Safeguard Children March 2015
 Never delay emergency action to protect a child from harm
 Always record in writing concerns about a child’s welfare, including
whether or not further action is taken
 Always record in writing discussions about a child’s welfare in the
child’s file; at the close of a discussion, always reach a clear and
explicit recorded agreement about who will be taking what action or that
no further action will be taken and why.
Keeping Children Safe in Education July 2015
 Be able to keep detailed, accurate, secure written records of concerns
and referrals
 Where children leave the school or college ensure their child protection
file is transferred to the new school or college as soon as possible,.
This should be transferred separately from the main pupil file, ensuring
secure transit and confirmation of receipt should be obtained.
Children Protection Record Keeping for Schools, October 2015
Chronology for ……………………………………………School
Child protection files
(This should always be kept at the front of all CP documentation on each child’s
individual file)
Child’s name ………………………………………………………………………………………
Name of siblings in this or other schools ………………………………………………………
(include all last name and cross reference any CP information)
Date of Birth ……………………………………………………………………………………….
School Identifying number ……………………………………………………………………
Chronological Incidents: (number each separate sheet used)
Date
Brief Details
Source
Action
Outcome
(if known)
Date chronology last reviewed on …………………………………………………………………..
Reviewed by………………………………………………………………………………………………….
Print name of reviewer & position of responsibility (e.g. SLT member)
…………………………………………………………………………………………………………………
Children Protection Record Keeping for Schools, October 2015
Running record
Page no.
Name of child (print) ………………………………………………………………………………..
Date of birth …………………………………
Year/class …………………………………..
Summary of issue:
Evaluation of information:
Action taken (update front sheet chronology as appropriate)
Outcome
Record completed by (print) ………………………………………………………………………………………..
Signed…………………………………………………………………………... Date…………………………….
Children Protection Record Keeping for Schools, October 2015
CAUSE FOR CONCERN REPORTING FORM
This form is to be completed on all occasions, at the time of observation, when
there is cause for concern in relation to the welfare of a child and given to your
Designated Safeguarding Lead.
Name of School:
Details of the staff member reporting concerns
Full Name:
Post Held:
Details of pupil(s)
Full Name:
Date of Birth:
Home Address:
Post Code:
Name of Parent:
Do these concerns relate to a specific incident?
If YES complete Section A
If NO complete Section B
Section A
Date and Time of Incident:
Place of Incident:
Date this form completed:
Form completed by (please print):
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……………………………………………………………….
Brief, factual account of circumstances of incident, to include any precipitating
factors and injuries sustained (if applicable)
Children Protection Record Keeping for Schools, October 2015
Name(s) of potential witnesses
Section B
Details of concern (specific or cumulative?), professional opinion, nature of concern
and actions taken
Any other relevant information
Signed:
Discussed with Designated Safeguarding Lead
Date:
YES / NO
Agreed:
Form passed to Designated Safeguarding Lead:
Date:
Children Protection Record Keeping for Schools, October 2015
YES / NO
For the attention of Designated Safeguarding Lead and Head Teacher
Strategy Meeting with Children's Social Care/Police:
Date:
Basis of Decision/Further Action Agreed (if any)
Children Protection Record Keeping for Schools, October 2015
YES / NO
BODYMAP
(This should be completed at time of observation)
Names for Child:
Date of Birth:
Name of Worker:
School:
Date and time of observation:
Children Protection Record Keeping for Schools, October 2015
Name of Child:
Date of observation:
FRONT
BACK
RIGHT
LEFT
Children Protection Record Keeping for Schools, October 2015
R
L
BACK
L
R
PALM
Name of Child:
Date of Observation:
Children Protection Record Keeping for Schools, October 2015
Name of Child:
R
Date of observation:
TOP
L
R
R
BOTTOM
L
INNER
R
L
OUTER
Children Protection Record Keeping for Schools, October 2015
L
Guidance for the transfer of child protection records
When a pupil transfers to another school (including a Pupil Referral Unit, Academy or
other Learning Centre) the Designated Safeguarding Lead (DSL) should inform the
receiving school as soon as possible in person or by telephone that child protection
records exist. The original CP records must be passed on either by hand or sent recorded
delivery, separate from the child’s main school file. Care must be taken to ensure
confidentiality is maintained and the transfer process is as safe as possible.
If the records are posted, they should be copied and these copies retained until there has
been confirmation in writing that the originals have arrived at the new school. They can
then be shredded.
Whether child protection files are passed on by hand or posted, there should be written
evidence of the transfer (such as a form signed and dated by the member of staff at the
receiving school – see Appendix A). This receipt should be retained by the originating
school for 6 years, in line with Records Management Society guidance.
If the pupil is removed from the roll to be electively home educated, the school should pass
the child protection file to the local authority’s EHE advisor and a receipt obtained as
described above.
If a pupil with a child protection record leaves the school without a forwarding address and
no contact is received from a new school within 10 school days, the Designated
Safeguarding Lead should follow the Child Missing Education (CME) procedures. If there
is reason to suspect the pupil is suffering harm then the DSL should refer to Children’s
Social Care in the usual way.
Pupils who are dual registered or educated off site
Where a pupil is on roll at one school but attends another, the chronology and other
relevant information in the child protection file should be copied and passed to the DSL of
the other school (Pupil Referral Unit, Academy or other Learning Centre) at the earliest
opportunity. Because of the nature of such bespoke arrangements for individual pupils,
the two Designated Safeguarding Leads (DSLs) should agree on which one of them will
keep the chronology updated and how best to communicate to each other significant
events and issues in relation to that pupil.
Retention of Records
The school should retain the record for as long as the pupil remains in school and then
transferred as described above.
Records Management Society guidance states that when a pupil with a child protection
record reaches statutory school leaving age (or where the pupil completed 6 th form
studies), the last school attended should keep the child protection file until the pupil’s 25th
birthday. It should then be shredded (and a record kept of this having been done, date,
and why).
NB in June 2015 the Independent Inquiry into Child Sexual Abuse chaired by Lowell
Goddard, requested that all agencies, until further notice, retain everything of
potential relevance to the inquiry i.e. all paper files and digital records and all other
information however held. The Terms of Reference of the inquiry are extremely
Children Protection Record Keeping for Schools, October 2015
broad and agencies must ensure that no line of investigation is curtailed by the
premature destruction of files or records that later become required as evidence.
Storage
All child protection records are sensitive and confidential so should be kept in a secure (i.e.
locked at all times) filing cabinet, separate from other school files and accessible through
the DSL, the Deputy DSL and/or in large schools, other senior staff.
The pupils’ general school file should be marked in some way (e.g. red star) to indicate
that a child protection file exists. All staff that may need to consult a child’s school file
should be made aware of what the symbol means and to speak to the DSL as necessary if
they see this symbol and have concerns. For example, if a member of the office staff who
is looking in the main file for a parent’s contact details because of unexplained absence
might decide to report this to the DSL if they see the indicator, in case the absence is
significant.
Electronic Child Protection Records
Electronic records must be password protected with access strictly controlled in the same
way as paper records.
They should be in the same format as paper records (i.e. with well-maintained
chronologies etc.) so that they are up to date if/when printed, if necessary (e.g. for court).
Electronic files should not be transferred electronically to other schools unless/until there is
a secure system in place (such as GCSX) but should be printed in their entirety, linked
with paper documentation such as conference minutes and transferred as described in
Section 1 above. When the receipt has been returned to confirm that the file has been
received at the new school, the computer record should be deleted.
Sharing information with Further Education Colleges
A protocol has been agreed with the DSLs at FE Colleges: within 2 weeks of the start of
each academic year they will send to secondary school Designated Safeguarding Leads a
list of newly enrolled students who have previously attended the school, requesting any
relevant information. Secondary school DSLs will use their professional judgement but
should always disclose if a young person is in care/looked after, is or has been subject of a
child protection plan or is assessed as posing a risk to themselves or other students.
It is essential that information is provided to the FE College at the earliest possible
opportunity where there is a concern that a student may pose a risk to other students.
This enables the college to undertake the necessary risk assessments and ensure
subsequent support is in place so the student’s start at the college is not hampered.
Liz Bidmead
Somerset LSCB
August 2015
Children Protection Record Keeping for Schools, October 2015
Appendix A (separate sheet)
Transfer of Child Protection Records within Educational Establishments - Receipt
(Please print all information)
Name of Child ………………………………………………………………………………………
Date of Birth ………………………………………………………………………………………..
Unique reference number…………………………………………………………………………..
Name of current school ……………………………………………………………………………
Address of current school …………………………………………………………………………
Name of current Designated Safeguarding Lead (DSL) ………………………………………..
Date file exchanged by hand ……………………………………………………………….…OR
Date file posted by recorded delivery ……………………………………………………………..
Signature of current DSL …………………………………………Date …….........................
Name of receiving school/college …………………………………………………………………
Address of receiving school/college ……………………………………………………………..
Name of receiving Designated Safeguarding Lead (DSL) ………………………………
Date file received by hand ……………………………………………………………………. OR
Date received by recorded delivery ………………………………………………………………
Signature of receiving DSL ………………………………………….Date............................
Please ensure this completed form is returned to the originating school without
delay. The originating school should keep this receipt securely (see guidance
above)
Children Protection Record Keeping for Schools, October 2015