Single central record
It is NOT a requirement of the EYFS for childminders to have a ‘single central record’ if they work with staff but it is useful to see what the record contains and to use it as a guide when taking on new staff members.
The single central record is linked to safeguarding and ensures employers adhere to the statutory responsibilities to check all staff (including volunteers) who work with or are closely associated with children, taking proportionate decisions on whether to ask for any extra checks beyond what is required by the EYFS, ‘Staffing Regulations’ (2009) and the ‘Inspecting Safeguarding in early years’ handbook (updated 2016) from Ofsted - and by ensuring all staff and any volunteers are appropriately supervised.
Note - the EYFS states in requirement 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.'
The single central record should include the following information –
· Date each of the checks was carried out (including any update / review dates)
· Name of the person who carried out the check
· Name and address.
· Date of birth.
· References – from previous employers or, for example, school (in the case of school leavers).
· Identity checks – the check should confirm name, address and date of birth and should include a photograph of the employee eg photocopy of photo card driving licence or passport and a recent household utility bill.
· Qualifications – photocopies of relevant professional certificates - qualifications checker here.
· Evidence of right to work in the UK - more information from the Govt about what documents to accept here.
· Enhanced Ofsted DBS.
Note – there is no statutory requirement in the EYFS or elsewhere to update police, CRB or early DBS checks (the ones not linked to the update service) to the new DBS checks linked to the update service. However, a DBS linked to the update service is required to complete the online EY2 form for a new employee.
If an employee has lived in another country, ‘good conduct’ certificates will be required. If these are provided in a different language to English they will need to be professionally translated before submission to Ofsted.
· Ofsted EY2 completed by the assistant / volunteer on the Government Gateway website here.
· Ofsted suitability letter – received after the EY2 has been processed.
· Disqualification by association check - more information in this blog.
· Regular declarations that there are no changes to suitability and disqualification by association
The purpose of the single central record is to deter, reject or identify people who might abuse children. The information in the record will help you make safer recruitment decisions and should be used in addition to all other safer recruitment pre-appointment checks such as an application form and face-to-face interviews.
My e-book 48 'Assistants' from my Knutsford Childminding website includes more information about working with assistants.
Sarah | Knutsford Childminding