How can a multi-academy trust standardise references?
One account for the whole trust, the same questions in every school, and signed reference evidence ready when an inspector asks.
How should a multi-academy trust handle reference checking?
A multi-academy trust should use one reference process across every academy: the same safeguarding questions, the same consent step and the same record of when each reference was requested and returned. With RefAssure, the trust shares one account and one pool of credits, school HR leads all log in, and every reference comes back as a signed PDF.
Where trusts drift apart.
Academies that joined a trust at different times often bring their own forms and habits with them.
Different forms
Each school uses its own reference form, so the safeguarding questions vary from site to site.
Phone references
Some schools still take verbal references, which leave little to show an inspector later.
Late references
References chased by busy office staff arrive after interview, or after the start date.
Scattered evidence
Reference records sit in different inboxes and filing cabinets across the trust.
One account, every academy.
Give each school's HR or office lead their own login. Everyone draws on the same credits and the same templates.
- Unlimited team members, no per-user fee
- Up to 10 templates, so the trust can keep one core template plus role variants
- Upload the trust's existing form as a PDF or Word file to build the template
- Every candidate, referee and reminder visible in one list
What KCSIE says about trusts
The Department for Education's Keeping children safe in education guidance says a multi-academy trust must keep a single central record of the checks carried out in each academy. There is no requirement for a separate record per academy, but the information must be recorded so that details for each academy can be given separately, and without delay, to anyone entitled to inspect it, including inspectors.
References are not one of the statutory single central record checks, but KCSIE's Part three reference rules apply in every academy: references before interview where possible, no open references, a reference from the current employer, and concerns resolved before appointment. A shared template is the simplest way to ask every referee the same things. The trust board also has its own checks to run, including enhanced DBS checks for members, trustees and local governing body members, and section 128 checks. See our section 128 guide.
Rolling it out across the trust.
Agree the questions
Set the core safeguarding questions centrally, with your trust safeguarding lead.
Build the template
Create it in RefAssure, or upload your current trust form and check what it builds.
Invite school leads
Add each academy's HR or office lead to the account. Credits are shared.
Send and file
Schools send requests in two minutes. Signed PDFs go on each personnel file.
MAT reference questions
More in the full FAQs.
Can each academy have its own login?
Yes. RefAssure includes unlimited team members at no extra cost, and they share the account's credits. Credits never expire, so a quiet term does not waste anything.
Can we keep the reference form our trust already uses?
Yes. Upload it as a PDF or Word (.docx) file and RefAssure turns it into a template in about 20 seconds. You check it before using it. Older .doc files need saving as PDF or .docx first.
Does a MAT need one single central record or one per academy?
KCSIE says the trust must keep a record of checks in each academy, but does not require a separate record per academy, provided each academy's details can be produced separately and without delay. See our single central record guide.
How does trust-wide pricing work?
There is no subscription. Buy credits from 10 for £9.99 up to 250 for £200 (80p each), with no VAT added and no contract. The first reference is free. See pricing.
Does RefAssure connect to our HR system?
No, RefAssure does not integrate with HR or recruitment systems. You download each signed PDF and save it to the personnel file or HR system you already use.
Related guides
One trust, one reference standard.
Your first reference is free. Invite your school leads and start sending today.