The single central record: what it must contain.
Who goes on the single central record, the checks and dates it must show, a column checklist you can use, and where reference evidence fits.
What is a single central record?
The single central record (SCR) is the register of pre-appointment checks that schools and colleges in England must keep under Keeping children safe in education. It shows whether each check was carried out and the date, for every member of staff, supply staff and, in academies, trust members and trustees. References are not a statutory column. RefAssure keeps the signed reference evidence behind it.
Who must be on the single central record?
- Schools: all staff, including teacher trainees on salaried routes, and agency and third-party supply staff, even if they work for one day.
- Colleges: staff, including agency and supply staff, providing education to under-18s.
- Independent schools: all members of the proprietor body. For academies and free schools, that means the members and trustees of the academy trust.
Fee-funded trainee teachers do not have to be recorded, though schools can choose to. A person's details should be removed once they no longer work at the school. The record can be kept on paper or electronically.
What the single central record must show
For each person, the record must show whether these checks were carried out or certificates obtained, and the date:
- identity check
- standalone children's barred list check, where one was done
- enhanced DBS check, with children's barred list check where relevant, requested or certificate provided
- prohibition from teaching check
- further checks on people who have lived or worked outside the UK
- professional qualifications check, where required
- right to work in the UK check
Independent schools, including academies and free schools, must also record section 128 checks for those in management positions. Colleges must record whether the role involves relevant activity with under-18s.
For agency and third-party supply staff, record whether you received written confirmation that the agency carried out the checks, the date you received it, and whether details of an enhanced DBS certificate were provided.
Single central record template columns.
A simple layout many schools use. Add the optional columns that help your own checks.
Person
Name, role, start date, and whether they are staff, supply, volunteer, governor or trustee.
Identity and right to work
Check done (yes or no), date, and who checked.
DBS and barred list
Certificate number, date, barred list included, and any standalone barred list check date.
Prohibition and section 128
Prohibition check date, and section 128 date for management roles where required.
Overseas and qualifications
Overseas checks done, qualifications verified, and dates.
Optional extras
Reference received date, safer recruitment training dates and checker name. Not statutory, but useful.
Where do references fit?
References are not one of the statutory single central record checks. KCSIE says schools are free to record other information they consider relevant, and many add a reference received date. Whether you record it or not, KCSIE's reference rules still apply: references before interview where possible, directly from the referee, from the current employer, with concerns resolved before the appointment is confirmed.
When an inspector asks how someone was recruited, the evidence is on the personnel file, not the SCR. A signed, dated reference with a clear audit trail answers that question quickly. Ofsted's operating guide says the lead inspector must look at the single central record as soon as possible at the start of an inspection, so it pays to keep the file behind it in order. See our guide to what Ofsted checks.
DBS certificates and retention
You do not have to keep copies of DBS certificates to maintain the SCR. If you do keep one, there should be a valid reason and it should not be kept for longer than six months. Copies of identity, right to work and qualification documents go on the personnel file. Multi-academy trusts can keep one record across the trust, as long as each academy's details can be produced separately and without delay. See our MAT reference guide.
The reference file behind your SCR.
RefAssure gives you the date each reference came back and a signed PDF to keep on the personnel file.
- Consent, requests, reminders and completion all timestamped
- Dashboard shows which candidates are still waiting on a referee
- Referees sign their answers before submitting
- Unlimited team members, so the SCR lead and HR can both see progress
Single central record questions
More in the full FAQs.
Do references need to be on the single central record?
No. They are not in the statutory list, but KCSIE lets schools record extra information they consider relevant, and many record the date references were received. The references themselves belong on the personnel file.
Do volunteers go on the single central record?
Checks on volunteers are listed by KCSIE as optional information you can record. Under KCSIE 2026, volunteers in regulated activity need an enhanced DBS check with barred list information, so many schools record those checks. See our KCSIE 2026 guide.
Do governors go on the single central record?
For academies and free schools, trust members and trustees must be on it. For maintained school governors, KCSIE lists checks on governors as optional information. Section 128 checks for maintained school governors do not have to be recorded, but can be.
Is there a single central record template?
DfE does not publish an official template. Use the columns above as a starting point, kept on paper or in a spreadsheet or HR system. Make sure every required check has a yes or no and a date.
How long do entries stay on the single central record?
KCSIE says a person's details should be removed once they no longer work at the school. Check your own retention policy for the personnel file itself.
Does RefAssure keep our single central record?
No. RefAssure collects references and employment history and gives you a signed, timestamped PDF for each one. You keep the SCR in your own system. Your first reference is free, then from 80p with no monthly fee.
Related guides
Reference evidence, ready behind the record.
Your first reference is free. RefAssure chases, collects and files it.