What is a single central record?

The single central record lets a school show, in one place, that every member of staff has been properly checked. Under Keeping children safe in education (KCSIE), it must cover all staff, including agency and third-party supply staff even if they only work for one day. For independent schools, it must also cover members of the proprietor body, and those in management roles need a section 128 check.

For each person, the record must show whether the required checks were carried out and the date each check was completed or certificate obtained. For supply staff, it must show that written confirmation of checks was received from the agency. You can add other useful details, such as safeguarding training dates or who carried out each check. The record can be kept on paper or electronically, and a person’s details should be removed once they no longer work there.

England and Wales

The single central record is a requirement for schools in England. The Welsh Government’s Keeping learners safe guidance sets its own expectations for safer recruitment, and practitioners in Wales must also be registered with the Education Workforce Council. Many Welsh settings keep a similar central record as good practice.

Why it matters for your setting

• Inspectors routinely check the single central record, and gaps are treated seriously.
• A clear record makes it easy to spot missing or out-of-date checks.
• Commissioners placing pupils with you may ask for confirmation of staff checks.

How PupilDB helps

PupilDB keeps each staff member’s DBS number and date, references, TRN, EWC number and safeguarding and first-aid certificates on their record, giving you the information you need for your single central record in one place.