The single central record (SCR) is one of the first things Ofsted inspectors ask for. It is a complete record of the safer recruitment checks carried out for every person who works in your setting, and its accuracy is a direct reflection of your safeguarding culture. Getting it right should be a priority for every AP leader.
Despite its importance, the SCR is one of the most commonly cited areas of weakness in Ofsted safeguarding judgements. Most problems are not the result of checks not being done, but of records not being kept properly, checks being difficult to locate, or the SCR not covering everyone it should.
Who Must Be on the SCR?
KCSIE is explicit about who the SCR must include. The requirement covers all staff employed to work at the school or setting, including those employed by a third party such as an agency or contractor, where they work regularly with children. It also covers all volunteers who work regularly with children in regulated activity.
In AP settings, this means the SCR must include:
- All permanent and fixed-term employed staff
- Regular supply and agency staff (with appropriate check verification)
- Volunteers who work with pupils on a regular basis
- Governors and trustees in governance roles (for Section 128 checks)
- Contractors who regularly work unsupervised with pupils
One common error is maintaining the SCR only for directly employed staff. If agency staff or regular volunteers are not included, the record is incomplete and will be flagged.
What Checks Must Be Recorded?
For each person on the SCR, the following checks must be recorded where applicable:
- Identity verified (date)
- Barred list check completed (date) — where person is in regulated activity
- Enhanced DBS check certificate received (date and certificate number)
- DBS Update Service checked (date) — where applicable
- Prohibition from teaching check completed (date)
- Section 128 check (date) — for those in governance or management roles
- Right to work in the UK verified (date and document type)
- Overseas criminal records check (date) — where applicable
- References received (number and date)
- Qualifications verified (date) — where a professional qualification is required for the role
Recording Dates, Not Just Completion
A common weakness in SCR management is recording checks as simply "done" rather than recording the specific date. KCSIE requires dates, not just status. Inspectors look for the date each check was completed, not just confirmation that it has been. This matters because the sequence of checks relative to a person's start date is significant — a DBS certificate that post-dates the start of employment is a concern that needs to be addressed.
Checks Before vs After Starting Work
KCSIE is clear that the majority of required checks must be completed before a person begins work. The DBS check, identity verification, barred list check and prohibition check should all be done prior to the start date in almost all circumstances.
There is a provision that allows a person to start in certain circumstances where the DBS certificate has not yet been received, provided a barred list check has been completed and appropriate supervision arrangements are in place. This provision should be used carefully and documented thoroughly on the SCR.
Agency and Supply Staff
For staff sourced through agencies, the agency has a legal obligation to carry out checks before placing a person in a school. However, KCSIE is clear that the school or AP setting must obtain written confirmation from the agency that the required checks have been completed before the person begins work. This confirmation must be recorded on the SCR.
You cannot simply accept an agency's verbal assurance. Written confirmation, with the name of the agency and the date it was received, must be on the record.
Keeping the SCR Up to Date
The SCR is a live document, not a one-time exercise. When staff leave, their records should be retained but marked as lapsed. When new checks are completed for existing staff, the record must be updated. When right-to-work documents are due for renewal, those renewals must be tracked and recorded.
Digital systems that generate alerts when checks are approaching expiry and allow updates to be logged with timestamps are substantially more reliable than manual reviews. The question is not whether your SCR is accurate today, but whether it will still be accurate in six months without active monitoring.
Preparing for an Ofsted Inspection
Inspectors will typically ask to see the SCR within the first few hours of an inspection. Being able to produce a clean, complete and easily navigable record immediately is far less stressful than searching through filing systems under time pressure.
Before any inspection, conduct your own SCR audit. Check that every required person is included, that every required check is recorded with a date, and that any anomalies are documented with a clear explanation. An unexplained gap is more concerning than a gap that has been identified, investigated and appropriately managed.