Single Central Record - Early Years Suitable People
Ofsted require all providers to show they have kept a record of DBS/CRB checks. “The employer (where there is one) must show Ofsted that there are robust recruitment and employment practices in place, including details of a DBS check on staff members”.
The Statutory Framework for The Early Years Foundation Stage (EYFS 2014) states– pg 18
3.12. Providers other than childminders must record information about staff qualifications and the identity checks and vetting processes that have been completed (including the criminal records disclosure reference number, the date a disclosure was obtained and details of who obtained it). For childminders the relevant information will be kept by Ofsted or the agency with which the childminder is registered.
Ofsted Inspectors will review provider’s records to check that the required checks have been completed. A single Central Record (SCR) will provide this evidence.
The Early Years Setting must have a SCR which covers the following people:-
· All staff (including supply staff) who work at the setting, this means those providing education and care to children;
· All others who work in regular contact with children in the setting, including student and volunteers; and
· For committee run playgroups, all members of the committee as the registered body.
Below is a suggested proforma for recording checks (from Safeguarding Children and Safer Recruitment 2007 (chapter 4) updated by (Keeping Children Safe in Education 2014).
Identity / Qualifications / Barred List Check / DBS / Childcare DisqualificationRequirements / Right to work in UK / Overseas Checks
Name / Address / DOB / Evidence & Date / Required?
Y/N / Evidence & Date / Check
Evidenced / Check Evidenced & Date / Check Evidenced & Date / Check Evidenced & Date / Check Evidenced & Date
To populate the Single Central Record (SCR), the following information should be recorded in each column:
There is a single central record in place which clearly states:
· Identity checks have been carried out, by whom and when (actually recording what evidence was seen, this would need to record “driving license” or “passport” etc.)
· CRB or DBS checks (include Barred list where relevant) have been done and risk assessed for those in a regulated activity.
· Providers other than childminders must obtain an enhanced criminal records disclosure in respect of every person aged 16 and over who: works directly with children; lives on the premises on which the childcare is provided; and/or works on the premises on which the childcare is provided (unless they do not work on the part of the premises where the childcare takes place, or do not work there at times when children are present).
The requirement for a criminal records check will be deemed to have been met in respect of all people living or working in childcare settings, whose suitability was checked by Ofsted or their local authority before October 2005.
· Governor run preschool settings - Volunteers and School Governors have been CRB/DBS checked if their role within the setting/school falls under the new DBS definition of a Regulated Activity (Sep 2012) i.e. they have regular and unsupervised responsibility for children. If not, they are continually supervised and the decision not to DBS is recorded on the Single Central Record.
· qualifications required for the post are listed, evidence has been seen (including what evidence), by whom and when.
· evidence of permission to work in the UK and suitability for those who are not Nationals of the European Economic Area (EEA) has been checked, by whom and when
· If someone is an EU National but has lived/worked overseas, checks should be carried out for this period.
· Staff from other settings/schools/agencies who are regular visitors with unsupervised responsibility for children (Regulated Activity) should be included on the SCR
· Childcare Disqualification Requirements (see below and contact Gloucester Business Adviser briefing sheet) Email: - .
Childminders
EYFS Requirements pg 18:
· Ofsted or the agency with which the childminder is registered is responsible for checking the suitability of childminders and of persons living or working on a childminder’s premises, including obtaining enhanced criminal records checks and barred list checks.
· Providers other than childminders must record information about staff qualifications and the identity checks and vetting processes that have been completed (including the criminal records disclosure reference number, the date a disclosure was obtained and details of who obtained it). For childminders the relevant information will be kept by Ofsted or the agency with which the childminder is registered.
Disqualification Requirements
(All registered providers and employees in registered settings)
· A registered provider or a childcare worker may be disqualified from registration. In the event of the disqualification of a registered provider, the provider must not continue as an early years provider – nor be directly concerned in the management of such provision. Where a person is disqualified, the provider must not employ that person in connection with early years provision. Where an employer becomes aware of relevant information that may lead to disqualification of an employee, the provider must take appropriate action to ensure the safety of children.
· A registered provider or a childcare worker may also be disqualified because they live in the same household as another person who is disqualified, or because they live in the same household where a disqualified person is employed.
· Providers must tell staff that they are expected to disclose any convictions, cautions, court orders, reprimands and warnings that may affect their suitability to work with children (whether received before or during their employment at the setting). Providers must not allow people, whose suitability has not been checked, including through a criminal records check, to have unsupervised contact with children being cared for.
Childminders
· A provider must notify Ofsted or the agency with which the childminder is registered of any significant event which is likely to affect the suitability of any person who is in regular contact with children on the premises where childcare is provided. The disqualification of an employee could be an instance of a significant event. If a registered person or childcare worker is disqualified they may, in some circumstances, be able to obtain a ‘waiver’ from Ofsted.
· The provider must give Ofsted or the childminder agency with which they are registered, the following information about themselves or about any person who lives in the same household as the registered provider or who is employed in the household: details of any order, determination, conviction, or other ground for disqualification from registration under regulations made under section 75 of the Childcare Act 2006; the date of the order, determination or conviction, or the date when the other ground for disqualification arose; the body or court which made the order, determination or conviction, and the sentence (if any) imposed; and a certified copy of the relevant order (in relation to an order or conviction).
· The information must be provided to Ofsted or the childminder agency with which they are registered as soon as reasonably practicable, but at the latest within 14 days of the date the provider became aware of the information or ought reasonably to have become aware of it if they had made reasonable enquiries.
Disclosure and Barring Service
Providers must also meet their responsibilities under the Safeguarding Vulnerable Groups Act 2006, which includes a duty to make a referral to the Disclosure and Barring Service where a member of staff is dismissed (or would have been, had the person not left the setting first) because they have harmed a child or put a child at risk of harm.
In respect of agency workers and contractors, settings/schools should seek written confirmation that the agency/contractor has checked whether any relevant individual has been disqualified from working with children. Please see www.gscb.org.uk/handbook for further information and model disclosure forms.
Right to work in the UK is where someone is a non EU national (i.e American/Australian) they would require a visa to work in the UK. If anyone in requires a work permit then it is a good idea to include the expiry date of the permit on the SCR.
External companies like supply agencies should provide you with something in writing to indicate all relevant checks have been carried out (check this includes right to work and overseas checks and (prohibition checks for teachers). Settings still need to ID check as they would any other member of staff.
Drivers of vehicles only for children now falls under a regulated activity and the setting/school must ensure that drivers are DBS checked and that all other relevant checks have been carried out and ID checks when the bus arrives so they know that the driver is DBS checked.
When a person leaves employment at the setting take them of the SCR and put them on a leavers page. This information is generally kept for 6 months.
Overseas checks must be carried out on individuals who have lived or worked outside the UK (this includes UK citizens). Settings, schools and colleges must make any further checks they think appropriate so that any relevant events that occurred outside the UK can be considered. Advice on criminal record information which may be obtained from overseas police forces can be found at https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants
Georgina Summers – January 2015 (K Jones Early Years Adviser Revised February 15)