Single Central Record (SCR) – Frequently Asked Questions
About this FAQ
This FAQ provides clear, practical guidance on the Single Central Record (SCR) — a statutory safeguarding requirement for all schools and colleges in England. It outlines what must be recorded, clarifies common misconceptions, and explains how to stay compliant with legal and data protection duties.
The content is informed by:
The statutory guidance in Keeping Children Safe in Education (KCSIE) 2024, available at:
Frequently asked questions from the Department for Education’s SCR Webinar (February 2023), available at:
- Zen’s experience supporting schools and trusts in managing and maintaining accurate SCRs across a wide range of settings
It is designed to support designated safeguarding leads (DSLs), school administrators, and trust central teams in confidently managing their SCRs.
1. Do supply staff need to be recorded on the SCR?
Yes. KCSIE 2024 paragraph 275 states that agency and third-party supply staff must be included, even if they work for only one day.
Supply staff should appear on the SCR only when they are actively working, not before or after.
2. How often should DBS checks be renewed?
There is no statutory requirement to routinely recheck DBS certificates.
You only need to obtain a new DBS if:
- The staff member changes role and is now working in regulated activity
- There has been a break in service of 12 weeks or more
- There are concerns about the individual’s suitability
Note: Many schools follow a three-year refresh cycle as good practice, but this is optional. Schools may also use the DBS Update Service to check ongoing status (KCSIE 2024, paragraph 235).
3. Can we accept a DBS check from another school?
Yes, if the person has worked in a school or college within the last three months (KCSIE 2024 paragraphs 233–234).
Schools may still choose to carry out a new check if appropriate (paragraph 235).
4. Can we keep a copy of a DBS certificate?
Not required. KCSIE 2024 paragraph 276 states schools do not need to retain DBS certificates to meet SCR requirements.
If you do choose to keep one:
- You must have a valid reason
- It must be stored securely
- It must be deleted within six months, in line with GDPR and the Data Protection Act 2018
5. What documents can we legally store about staff?
Under GDPR, schools can store:
- The fact that a check was completed
- The date it was seen
- The outcome
- The name of the person who completed the check
Avoid storing:
- Full copies of certificates (unless justified and deleted within six months)
- Sensitive personal data unless strictly necessary
All data must be secure, proportionate, and time-limited.
6. What date should be recorded for a DBS check?
KCSIE 2024 paragraph 273 confirms the SCR must include the date the DBS certificate was obtained, meaning the date it was reviewed by the school.
You can also record the issue date and who carried out the check, though this is not mandatory.
7. Do I need to fill in gaps on the SCR for long-serving staff?
No. You do not need to retrospectively meet today’s requirements.
However, the SCR should include confirmation that all checks required at the time of appointment were completed and be up to date (DfE FAQ, p.2).
8. Do I need to record who completed each check?
Not required, but it is considered best practice to include the name of the person who conducted the check. This supports accountability and inspection preparation (KCSIE 2024 paragraph 273).
9. Do we need to record online checks on the SCR?
No. KCSIE 2024 paragraph 221 recommends online checks (e.g. digital screening of shortlisted candidates), but schools are not required to record this on the SCR.
You may keep a separate note if preferred.
10. Are Section 128 checks required? Should they be on the SCR?
Yes, if applicable.
- For independent schools, academies, and free schools, Section 128 checks are mandatory for leadership and management roles and must be recorded on the SCR (KCSIE 2024 paragraph 271).
- For maintained schools, Section 128 checks are only required where individuals are governors or in specific management roles. Recording is optional unless they are also staff members.
11. Who needs a prohibition from teaching check?
Anyone employed to carry out teaching work must have a prohibition check to ensure they are not subject to a ban issued by the Secretary of State (KCSIE 2024 paragraph 253).
12. Who needs a Right to Work check?
All staff.
Schools must verify that each person has the legal right to work in the UK before employment begins (KCSIE 2024 paragraph 232).
13. Are contractors included on the SCR?
No. There is no requirement to include contractors on the SCR (KCSIE 2024 paragraphs 290–295).
However, schools must:
- Confirm the contractor is appropriately vetted
- Keep records separately
- Ensure they are supervised if not fully checked
14. Do third-party club staff or external coaches need to be on the SCR?
No. If they are not employed by the school and are delivering services outside of school hours (e.g. after-school clubs), they do not need to be included on the SCR.
Safeguarding responsibilities remain, and separate guidance applies (Keeping children safe during community activities, DfE 2020).
15. Are overseas checks required? How far back should we go?
KCSIE 2024 does not set a specific time threshold for when overseas checks are needed.
It is up to the school to determine this, based on:
- Duration of time spent abroad
- Risk profile of the role
- Availability of records
Further guidance: Criminal records checks for overseas applicants – GOV.UK
16. Are volunteers and governors included on the SCR?
- Volunteers: Include on the SCR if they are in regulated activity
- Governors: Only record on the SCR if they are also members of staff or if checks (e.g. Section 128) have been conducted and you wish to record them voluntarily (KCSIE 2024 paragraphs 305–312; Governance Handbook)