Why Early Years Providers must have a Single Central Record
A single central record is a key element of safer recruitment and safeguarding in Early Years. During an Ofsted inspection, the inspector will request to look at this. Ofsted expects early years settings to keep a single central record containing various checks related to anyone in contact with children. Therefore, it is the managers responsibility to ensure this record is kept up to date. It is highly important that early years settings can demonstrate robust recruitment and employment practices are in place
According to the Early Years Foundation Stage (EYFS 2014)
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.
Who’s job is it to complete the Single Central record;
Many childcare providers state that it is the managers responsibility to ensure the single central record is completed. Checks contributing to the single central record will be carried out during the employment process, e.g., checking of childcare qualifications, checking whether the employee is disqualified. Carrying out the actual DBS check will require the manager to check employees identification such as passport, birth certificate, marriage certificate, etc.All these checks will contribute to completing the single central record. The single central record collates all various checks on employees in one central place, allowing managers to show Ofsted during an inspection.
The Single Central Record must include the following people;
- All staff working in the setting
- All students/ volunteers
- Maintenance people
- For run committee establishments all members of the committee
What information should be recorded on a Single Central Record
- Identity- including full names, full address, date of birth, date of the check and a record of who carried out the check; person checking must record the actual evidence that was seen
- Qualifications – evidence of the relevant certificate, the date of the check and a record of who carried out the check.
- DBC checks – The DBS number issued on the DBS check is required, date of the enhanced DBS check and a record of who carried out the check should be recorded.
- Childcare disqualification checks- Managers must undertake checks on new and existing relevant staff to ensure they are not disqualified from working in childcare settings. Employees must also be asked about people living in the household as this could also affect the employee working with children. This declaration must be kept in the employee’s personal file and regularly updated. During a supervision and appraisal are an ideal time to update this form.
- Right to work in the UK – all employers must confirm that they can work in the UK.The evidence and date of these and a record of who carried out the check should be recorded.
Overseas Checks- If employees have lived abroad, DBS will not show any information relating to offences. The manager will need to obtain further checks from the relevant people. The evidence and date of these and a record of who carried out the check should be recorded.
It is also important to include any other staff/professionals that are regular visitors to the setting on the Single Central Record.