Record keeping

233. All concerns will be recorded first hand by the person raising the concern, using the relevant paper or electronic recording system used by visitors, staff and supply staff. Concerns will be passed onto the DSL or a Deputy DSL in a timely manner. DSLs will record in writing any discussions and decisions made, and the reasons for those decisions, Information will be kept confidential and stored securely. We will keep concerns and referrals in a separate child protection file for each child.

234. Records should include:

• a clear and comprehensive summary of the concern;
• details of how the concern was followed up and resolved; and
• a note of any action taken, decisions reached and the outcome.  

235. If in doubt about recording requirements, visitors, staff and supply staff will discuss with DSL (or a deputy).

236. Anyone who has a safeguarding concern should follow these recording principles:

• record the date, time, place and context of the concern, recording facts and who you shared them with;
• record where you spoke with the child or parent and personal safety details, such as ‘I discussed the incident with the child in the Headteacher’s office with the door open’ or justify if it were closed, but naming those who you told this to be the case. If alone, reason that rationale stating ‘the child stated they would only confide in me if I was alone’;
• if it is observation of bruising or an injury try to record detail, e.g. ‘right arm, above elbow’, ‘bruise approximately 5cm in diameter noticed on back of lower right leg’;
• note the non-verbal behaviour and the key words in the language used by the child or parent (try not to translate into ‘proper terms’ ensuring that you use the child or parent’s own words). Body language should be noted and support any record of disclosure; and
• it is important to retain on file signed original handwritten notes and pass them on to the DSL (or deputy) who may ask you to complete a written referral to children’s social care.

237. We adopt guidance from TWSP Workbook for Designated Safeguarding Leads and Governors/Committee Members/Trustees/Proprietors with responsibility for safeguarding, incorporating: Advice note on Child Protection record keeping.

All other staff have access to CPOMS, which is an electronically maintained recording system called Child Protection Online Management System (CPOMS). The CPOMS system is a totally secure system of record keeping which enables us to quickly encapsulate a child journey with us. If concerns have been logged by staff via this process it should not be presumed that this is an instant notification that has been seen immediately. Therefore, in all cases, staff should also report concerns verbally to the DSL (or deputy) as soon as their concern arises. Where possible, reporting concerns should be done before recording, allowing the DSL or Deputies to act in a timely way.

The DSL and deputies record all concerns on CPOMS.

Concerns are stored chronologically in an electronic safeguarding file for that child.

238. Visitors, staff and supply staff note down concerns on a Cause for Concern form available from reception. The visitor or supply member of staff should inform the DSL (or a deputy) as soon as their concern arises. Once completed, they should hand the Cause for Concern form to the DSL (or a deputy). All Cause for Concern forms will be uploaded directly to CPOMS to help to maintain a first-hand record.

239. This school has adopted an electronically maintained recording system called Child Protection Online Management System (CPOMS). The CPOMS system is a totally secure system of record keeping which enables us to quickly encapsulate a child journey with us.

240. The DSL and deputies record all concerns on CPOMS. We will ensure that a restricted number of staff will have full access to this system as named key holders. If concerns have been logged by staff via this process it should not be presumed that this is an instant notification that has been seen immediately. If appropriate the issue should not assume anything and a verbal conversation should also take place if needed for clarification.

241. Concerns are stored chronologically in an electronical file for that child.