School safeguarding records

When a child moves to a new school, the old school must send the child's safeguarding record within five days of getting confirmation that the child is enrolled at the new school (according to KCSIE 2022). The new school should notify the old school as soon as the child registers there. To make this process easier, ask for details of the child's previous school on the application forms.

All safeguarding files should be sent as quickly as possible because even minor concerns can help identify important safety issues in the new school.

To streamline this process, use a central email address that only trained Designated Safeguarding Leads can access. Keep track of the information received and ensure all emails are sent securely.

The old school should keep a record of the information they sent, the date it was sent, the date the new school acknowledged receiving it, and who acknowledged it. The new school should also keep a record of the file they received, the date they got it, who received it, and where it is stored. Schools that use safeguarding software (like CPOMS or My Concern) should note the date they sent and received the safeguarding record.

If the new school hasn't confirmed they received the file within five days, follow up with them.

You can request an example of a central safeguarding transfer record by emailing [email protected].

Deliver or collect records in person, with signed confirmation for tracking purposes. Do not use parents to courier files.

Do not send safeguarding records by standard post. If necessary, use recorded guaranteed delivery or a reputable and secure courier to a pre-informed named Designated Safeguarding Lead, and notify the receiving school by email.

Send electronic records to a named contact or DSL mailbox via secure encrypted email or another secure method. The acceptable use of technology policy and procedures should cover the use of email for sending safeguarding information. The school-to-school system can also securely share safeguarding records.

Keep safeguarding files separate from general records. Only senior staff and DSLs should access these files. Secure electronic files with passwords and store paper files in a locked cabinet. Document who holds keys and has access.

The last known school is responsible for retaining the pupil's record. Keep safeguarding files separate and limit access to specific staff. Store child protection records until the child turns 25. Retain SEN and other support service records for 31 years. Clearly state this in school policies.