safeguarding record keeping in school and education settings a … · 2019-03-20 · good record...

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DSL Recording Guide Jan 2015

Safeguarding Record Keeping in

School and Education Settings

A guide for Designated Safeguarding Leads

http://www.safeguardingchildreninstockport.org.uk/default.asp

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Introduction

These guidelines are for staff with Designated Safeguarding Lead responsibility (DSL) to assist them in establishing and maintaining record keeping systems that support effective safeguarding practice. They have been produced to support staff in this role; they take account of recommendations made in a number of Serious Case Reviews (SCRs) undertaken nationally and also from learning from local reviews.

This document is issued as a guide only; full attention must be paid to the guidance and agreements in place in your own setting in relation to recording, storing and sharing information.

Serious Case Reviews have identified that records of concerns and/or actions taken in schools relating to safeguarding concerns have frequently either not been made or that record keeping systems have not been adequately co-ordinated and organised. Safeguarding and promoting the welfare of children is a whole school task. Ensuring that all staff – teaching and non-teaching - know when and how to record concerns for a child’s welfare, however small or apparently insignificant, is an essential part of the DSL’s role.

Good record keeping will assist the DSL in meeting their key responsibility to respond appropriately to welfare concerns for children and young people.

Good record keeping is also an important part of a school’s accountability to children, young people and their families.

Records should be factually accurate, relevant, up to date and auditable. They should support monitoring, risk-assessment and planning for children, and should enable informed and timely referrals to be made when necessary.

Establishing a standard recording process

The use of a standard ‘note of concern’ form for all staff - irrespective of their role in school – and an accompanying ‘guide for staff’ to assist in the completion of the form is strongly recommended.

The form and a’ guide for staff’ should be easily accessible to all staff and, depending on the size and type of school, should be available across the range of settings within the school (for example, the staff room, the school office, DSL’s office and pastoral care staff offices).

It may be helpful to use a whole staff meeting to introduce the form to staff. Ideally, this should be in the context of a safeguarding training / safeguarding raising awareness session. This will provide an opportunity to remind staff of their safeguarding responsibilities and the expectations on them to report and record concerns.

Meetings can also be a useful forum for clarifying what the DSL would view as a concern.

Schools employ a range of staff who hold specific pastoral care responsibilities and who may have their own systems for recording their on-going work with children and their families. It is important that the DSL is aware of these systems and establishes rigorous processes for sharing information, as appropriate.

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In some cases it may be appropriate for pastoral care staff to provide copies of their records for inclusion in children’s child protection files.

Pastoral care staff should be aware of the need to complete the school’s ‘note of concern’ form in all cases where specific incidents or events arise.

In recording, staff should be guided to be mindful of the possibility that the information they record may be shared with others at some stage and of the possibility that, in exceptional cases, their records may become evidence in court proceedings. It is therefore essential that Head Teachers and DSLs ensure that appropriate processes are in place and that staff members are supervised appropriately in carrying out the school’s record keeping arrangements.

It is helpful to staff if Head Teachers/ DSLs inform them of how they will respond to concerns that are recorded/ reported.

Additionally, staff should feel empowered and confident generally to seek clarification from the Headteacher/DSL on such matters as why concerns have not been reported to the statutory agencies.

School staff should also be aware that in line with guidance issued in ‘Keeping Children Safe in Education’ (2014), that they can make a referral Children’s services if they feel it is required.

What is a “cause for concern”?

Concerns may arise around one or more of the following areas:

The child’s behaviour

The child has a physical injury

The child makes a disclosure or allegation

The child’s physical presentation

Information from or observation/behaviour on the part of a parent

What should be recorded?

When using the ‘note of concern’ form, it should be ensured that:

The form is dated and signed and the author’s details are legible. Names should be clearly printed if the signature is not clear.

The incident / event / observation of concern is described clearly and concisely.

The account is written using straightforward language, and fact and opinion are differentiated.

If recording a disclosure, the child’s own words are recorded and any questions that the child may have been asked are included

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Physical marks and injuries are recorded on a body map, where appropriate. This should include reference to size, colour and shape where necessary.

Any action that has been taken by the person completing the first part of the form is included. The Head Teacher/ DSL must then fully complete the second part, sign and date it separately.

Recording and responding to staff concerns

When a note of concern form is passed to the Designated Safeguarding Lead, they must check it is sufficiently detailed and has been dated and signed by the staff member who has reported the concern.

If a body map has been completed or there are any other documents referred to in the record, these should be attached and, where appropriate, dated and signed also.

It is important that the DSL makes a record of the action s/he takes in response to every concern form passed to him/her. This includes the decision to do nothing and the reasons why.

The level of detail the DSL records will depend on the nature and seriousness of the concern but may include:

Requests to staff to monitoring specific aspects of the child’s presentation, behaviour, attendance, etc. and how and when this is to be fed back to the DSL;

Discussions and telephone calls (with colleagues, parents and children / young people and other agencies or services);

Professional consultations;

Letters sent and received (emails should be treated as letters);

Referral forms (both for external and education-based services).

Either of the pro-forma included in this document could be used for the Designated Person’s record.

When and how to start safeguarding / child protection records

Once a note of concern has been passed to the DSL and s/he has made a record of the action s/he has taken in response to this, the document(s) must be stored in a separate child protection / safeguarding filing system. This is regardless of whether formal child protection procedures have been initiated.

For some children, this single record will be the only concern held for them over their time in school. For others, over time, further information/concerns will be shared.

An effective method for storing single or infrequent records of concerns is to file these by family name in alphabetically divided ring binder files. This system is particularly recommended for primary schools since it can assist at the end of the academic year with meeting the school’s responsibility to

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transfer records when children leave the school. It may be helpful for larger / busier schools to use a separate file for each Year Group.

A stand-alone file for a child must be started when:

Concerns for the child, and consequently records of these and actions in school, are increasing;

The child is subject to a team around the child (TAC) or team around the family (TAF)process;

The child has been referred to Children’s Social Care;

The school have been made aware of the involvement of Children’s Social Care with the child/ family and are contributing to multi agency assessments.

Where concerns relate to more than one child from the same family at a school, a separate file for each child should be created. Common records (e.g. child protection conference minutes) should be duplicated for each child’s file as appropriate.

When an individual file is started, it is helpful to use the front sheet to enable key information to be easily accessed. (See Appendix A)

It is also recommended that a pupil’s general school record is marked in some way to indicate the presence of a separate confidential file. This will prevent the file being overlooked when the records are transferred.

What records should be included in a child’s safeguarding file?

All note of concern forms;

Records of discussions, telephone calls and meetings (e.g. with internal colleagues, other agencies or services, parents and children / young people);

Professional consultations;

Letters sent and received;

Referral forms (both for external and education-based services);

Minutes of meetings (separate copies for each child as appropriate);

Formal plans linked to the child (e.g. Child Protection Plan).

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Chronologies

The importance of understanding concerns for a child in the context of history, time-lines and other known information is significant. Chronologies are key to this and it is important that the chronology is completed regularly as a case progresses.

A chronology should list specific and significant incidents, events and actions taken in relation to the child and (where appropriate) his/her family, with a brief explanation or cross-reference to the relevant record within the child’s file.

A chronology should be stored at the front of a child’s safeguarding file directly after the front sheet. Storage of records

Child protection records must be kept separate from all other records in the school relating to an individual pupil.

They should be stored in a locked cabinet, preferably within the Designated Safeguarding Lead’s office. Only those staff with direct safeguarding and child protection responsibility for pupils should have access.

In the absence of the Designated Safeguarding Lead, schools and establishments must ensure that there are adequate arrangements in place to address safeguarding and child protection issues. It is recommended that there is a designated deputy DSL in every establishment. The school’s Leadership Team must know the arrangements for access to safeguarding and child protection files. This should form part of the school’s general child protection policy in respect of how concerns for children are managed.

Sharing information Where there is a concern that a child is at risk of significant harm, all information held by a school may be shared with Children’s Social Care and police and health professionals as appropriate. Section 47 of the Children Act 1989 empowers all agencies to share information in these circumstances. If in doubt you should always refer to the

protocol in your organisation to gain clarity or speak to someone in authority to obtain permission.

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 DSL should inform the receiving school as soon as possible in person or by telephone

that child protection (CP) records exist. The original CP records must be passed on either by hand

(preferable) from one DSL to the receiving DSL.

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If distance is an issue then the file could be sent by recorded delivery, separate from the child’s main

school file once it has been established that the child has arrived at the receiving school. 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 (e-mail from an organisation account is acceptable) 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

(receipt) of the transfer (such as a form or slip of paper 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.

Electronic Child Protection Records

Electronic records must be password protected with access strictly controlled to the same standards

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 and transferred in

accordance with the guidance above.

If the pupil is removed from the roll to be electively home educated (EHE), the school should pass

the child protection file to the local authority’s EHE advisor and a receipt obtained as described

above.

If the child does not arrive at the receiving school then you should retain the child protection records until the new school is identified and then follow the process as above. The child should be referred in to the children who go missing from education process following the LA guidance.

Children who go missing from education should be referred following LA guidance. You should retain the child protection record.

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

should agree 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.

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Appendix A :key documents Where appropriate the document should be edited and the name of the school inserted for ease of reference.


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<SCHOOL NAME >

SAFEGUARDING FILE FRONT SHEET

Pupil Name: DOB:

Any other name by which child is known: Please include information as necessary

Home address: Telephone no:

Current or other address (please include details of arrangements if required)

Family members i.e. parents / carers / siblings:

Name Relationship (indicate PR if appropriate)

Address School details

Date file started: Date Closed:

Are records held in school relating to other connected children?

Contact details of other key professionals

Name Agency Address

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Name of Child: Date marks noticed:

Recorded by: Role: Report passed to:

(Please record the size, shape, location and colour of the mark if you have seen something). Do not ask a child to show you a mark.

Signed: Date:

Skin Map – used by non-medical staff to assist you in reporting your concerns.

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< Name of school inserted here >

Pupil Name DOB

Class/group Date:

Issue: Please record the details of the incident/issue you are concerned about. Include verbatim comments where possible.

Please keep the account very factual. If you are reporting a potential incident of physical abuse remember to include a body map if necessary and record clearly marks on the child.

Signed: Date: (Please continue on the back if necessary)

How did you become aware of the issue? please circle observation disclosure

Reported to:

Date and time report completed:

Outcome: Please include the outcome of discussions with parents/carers where this is appropriate

Further action; To be completed by Designated Safeguarding Lead. Please briefly describe actions to be undertaken, for example if monitoring is required, how will this be done. Continue to monitor complete CAF convene TAC refer to Children’s Social Care / Police

Signature of DSL:

Date:

SAFEGUARDING NOTE OF CONCERN


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<Name of School >

Completing a note of concern- a quick guide for all staff

Staff working with children and young people on a regular basis, are in a position to monitor their

welfare and safety. If, as a result of their contact with a child or young person, a member of staff is

concerned as to the safety and welfare of a child, they have a responsibility to pass their concerns to

the Designated Safeguarding Lead (DSL), or Deputy DSL, within their school or establishment without

delay. Any concerns must be recorded using ‘note of concern’ form in line with our safeguarding and

child protection policy. If you are unsure or unclear about completing a note of concern, please

speak to the Designated Safeguarding Lead for further information support and advice.

What is a “note of concern”?

Concerns may arise around one or more of the following areas:

The child’s behaviour

The child has a physical injury

The child makes a disclosure or allegation

The child’s physical presentation

Information from or observation/behaviour on the part of a parent

Information or concerns from other parties

If anything of any nature in respect of a child’s welfare is causing you concern you must speak to the DSL and record your concerns.

What should be recorded?

Using the ‘note of concern’ form, you should ensure that:

The form is dated and signed and your details are legible. Your name should be clearly printed if the signature is not clear.

The incident / event / observation of concern is described clearly and concisely.

The account is written using straightforward language, and fact and opinion are differentiated.

If recording a disclosure, the child’s own words are recorded and any questions that the child may have been asked are included

You have recorded physical marks and injuries on a body map, where appropriate. This should include reference to size, colour and shape where necessary.

Any action that has been taken by the person completing the first part of the form is included

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DESIGNATED SAFEGUARDING LEAD INDEX OF ACTION/CONTACTS

Pupil Name: DOB:

DATE Details Signature

< Name of School >


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DESIGNATED SAFEGUARDING LEAD DETAILED RECORD OF ACTION

Pupil name: DOB:

Date

Details

Signature:

< Name of School >


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SAFEGUARDING CHRONOLOGY OF EVENTS

Pupil Name: DOB:

Date Incident/Event Information submitted by (Print and Sign)

Information submitted to (DSL) (Print and Sign)

< Name of School >


safeguarding record keeping in school and education settings a … · 2019-03-20 · good record...

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