School safeguarding records

The whole file should be transferred to the new school. Copies do not need to be kept. Schools can request a copy of the safeguarding record back up to the transfer date if there's a legitimate reason, like legal proceedings or a safeguarding review.

For end-of-year transitions, prioritize transferring files with major safeguarding issues first. Consider meeting with the new school for at-risk students who might need immediate support or have trouble transitioning. Provide briefings for children with a social worker.

Schools must send all safeguarding files as quickly as possible because even minor concerns can help identify major issues.

Once the safeguarding file is transferred, the new school is responsible for updating it. Transfer all child protection records throughout a child's education until they turn 18 or longer if needed. The original school must transfer these records because the new school might not know about existing child protection concerns otherwise.

Schools should always ensure they are meeting principle A of GDPR –lawfulness, fairness and transparency.

The last known school should keep the safeguarding file until:

• they are notified that the student is enrolled in a new school
• the child turns 25 years old.

Schools must follow local and national procedures for elective home education (EHE) and child missing education (CME). They should inform the Local Authority if a child leaves school. If the child has a social worker, they must also be notified.

When a child returns to education, the Local Authority should inform the new school about the previous school so the safeguarding record can be transferred. Schools should promptly identify the previous school to request the file.

The existing school must maintain the safeguarding record. The new school should receive a copy and report all safeguarding concerns to the existing school within 24 hours. Both schools' Designated Safeguarding Leads (DSLs) should collaborate to decide the required response to any concern.

The existing school should keep the safeguarding record and update it regularly in communication with unregistered or out-of-school provisions. The school must share enough information to safeguard the child adequately. Schools should have protocols for procuring off-site and unregistered provisions and support the child's effective transition.

Unregistered provisions must report all safeguarding concerns to the existing school within 24 hours. The DSLs should discuss the required response, with the existing school's DSL responsible for decisions.

Schools should follow Principle A of GDPR, ensuring the transfer of files is lawful, fair, and transparent, decided on a case-by-case basis. The Information Commissioner's Office offers a tool to determine lawfulness.

The school or college should retain the safeguarding file. Notify the Local Authority if the child is in care, has an EHCP, or if contacted by the Local Authority or Children's Trust.

School to DfE registered post-16 education

The existing school should transfer the whole safeguarding file to a DfE registered Post-16 institution and not retain a copy. For students aged 18 in year 13, transfer the file with the pupil's consent. Share any concerns about the pupil posing a safeguarding risk to others. Northamptonshire colleges prefer electronic files but accept paper files if necessary.

Post-16 to post-16 education (DfE registered)

If the pupil moves colleges during years 12 or 13, transfer the full safeguarding file to the new college.

Post-16 to higher education

Only transfer safeguarding records to universities or higher education institutions for pupils aged 18 and over with the pupil's consent. Schools should include this in their policy and seek consent appropriately.

Education to employment

Do not transfer safeguarding records to employers. The last known school or college should retain the safeguarding file.