Single Central Record (SCR)

Single Central Record

All GLF schools must keep a single central record (SCR) to demonstrate that they have carried out mandatory pre-appointment checks on staff. Statutory safeguarding guidance explains that the SCR must cover:

· All staff (including supply staff and teacher trainees on salaried routes) who work at the school

· For independent schools, academies and free schools, all members of the proprietor body

· Governors are required to undergo enhanced DBS checks. Barred list checks are only required for governors who will be in 'regulated activity'.

· Where checks are carried out on volunteers, schools should record these on the SCR too.

The SCR must, in respect of staff members, include information about the following:

· Identity checks

· Barred list checks

· Enhanced DBS checks

· Prohibition from teaching checks

· Section 128 checks (for those in management positions in an independent school or academy)

· Further checks on people living or working outside the UK, including checks for restrictions or sanctions imposed by a European Economic Area (EEA) regulating authority

· Checks of professional qualifications

· Checks to establish individuals' right to work in the UK

In respect of these checks, the SCR must record:

· Whether the check has been carried out

· The date on which each check was carried out, or the certificate obtained

For supply/ employment agency staff the SCR should record:

· Whether written confirmation that the employment business supplying the member of supply staff has carried out the relevant checks and obtained the appropriate certificates.

· Whether any enhanced DBS check certificate has been provided.

· The date that confirmation was received and the date on which any certificate was obtained.

Regular (fortnightly or more) visitors to the school such as GLF central staff and staff from other schools should be recorded in the school SCR in the support staff tab.

SCR: Agency / Supply Staff

Staff supplied by an employment business / agency such as supply teachers need to be entered onto the SCR. The SCR should record:

1 Whether written notification has been received from the employment business that it has carried out the following checks, so far as relevant, and the date such confirmation was received:

a. Identity checks;

b. A barring list check;

c. Checks for a s.128 Direction;

d. Qualification checks;

e. Checks in respect of those who have worked outside the UK; and

f. Right to work checks

2. Whether an enhanced DBS certificate has been received, and the date on which it was received.

3. Whether the employment business supplied a copy of the DBS certificate to the school.

SCR: Contractors in school - what checks are needed?

Contractors carrying out 'regulated activity' will require an enhanced DBS check that includes barred list information. If someone works for a single period of four or more days in a school and has the opportunity for contact with children, this would be regulated activity,

Where contractors are carrying out temporary or occasional work in the school and the work they are doing would give them the opportunity for contact with children, an enhanced DBS check without barred list information will be appropriate.

For staff from a contractor (such as those working under an outsourced catering or cleaning contract), the requirement to carry out appropriate checks will rest with the contractor, by virtue of the contract with them. The contractor should have their own records of check carried out.

Summary_table_for_DBS_checks March 2017.doc

Checks for staff who have lived or worked overseas

KCSiE 2016 statutory guidance says that schools must 'make any further checks they think appropriate so that any relevant events that occurred outside the UK can be considered'.

These further checks should include a check for information about any teacher sanction or restriction that a European Economic Area (EEA) professional regulating authority has imposed, using the National College for Teaching and Leadership (National College) Teacher Services system. Access to the Database of Qualified Teachers (DQT) is available to employers, via the Secure Access Service

Checking criminal records overseas

DBS guidance states that employers 'can ask applicants from overseas to get a criminal records check, or ‘certificate of good character’ [also known as a 'certificate of good conduct'], from their country of origin'. It may also be possible to get such a check through the relevant embassy in the UK but the applicant must give their permission.

Further guidance on criminal record checks for overseas applicants is available on the DfE website here.

DBS Checks

New DBS ID Checking Guidelines

New DBS ID checking guidelines were introduced on 2 October 2017. These new guidelines will apply to all applications for standard or enhanced checks. The new guidelines will run in parallel with the existing guidelines from 2 October 2017 until 29 December 2017, when the existing guidelines will cease to apply.

Applicants can now apply for the DBS Update Service within 30 days of receiving their DBS certificate, it was previously 19 days.

Please ensure that if a school receives a positive certificate following a DBS application, the risk assessment fields on the online system are completed as soon as possible. The Primary Applicant Manager (PAM) must confirm that the school has seen the certificate and record whether the applicant is cleared or not cleared to work/volunteer following the completion of a risk assessment. Please contact your HR Partner if you receive any positive disclosure results to ensure the risk assessment is signed off centrally.

Work Experience and DBS Checks

The level of check that a work experience student will need depends on whether or not they are in regulated activity.

Any activity taking place in a school is regulated activity if:

  • It is carried out frequently (once a week or more often), or on four or more days in a 30-day period;
  • It is carried out by the same person;
  • The person is engaged in work for the school or in connection with the school; and
  • It gives the person the opportunity to have contact with children

Unpaid individuals are not in regulated activity where they are supervised on a day-to-day basis by another person engaging in regulated activity, even if all the above apply to the activity they are carrying out. If the work experience students will be supervised at all times by a paid member of staff when in the school, they are not in regulated activity.

This means that a barred list check cannot be carried out. A school can, if it wishes, require an enhanced DBS check for supervised students

DBS checks cannot be carried out on children under the age of 16


If students are working regularly with pupils and are not supervised, they are in regulated activity. This means that these students will need an enhanced DBS check with barred list information. An unsupervised individual's work with children is regulated activity if it takes place on more than three days in a 30-day period.

If the work experience takes place on three or fewer days in a 30-day period, it does not count as regulated activity. This means a barred list check cannot be carried out, even if the student is unsupervised. An enhanced DBS check without barred list information should therefore be carried out.

GLF Single Central Record Template

GLF Single Central Record Template vs4.xls