What to Include in a Safeguarding Log
Complete guide to safeguarding record keeping. Essential information to include, best practices for documentation, and how to maintain KCSIE-compliant logs.
Essential Elements of a Safeguarding Log
Every safeguarding log must contain specific information to be effective and compliant
📋 Basic Information
Student Details:
- • Full name and date of birth
- • Year group and class
- • Home address and contact details
- • Parent/carer information
- • Any special educational needs
- • Previous safeguarding history
Incident Details:
- • Date and time of incident/concern
- • Location where incident occurred
- • People present or involved
- • Type of concern or allegation
- • Immediate risk assessment
- • Urgency level classification
📝 Detailed Description
What to Include:
Factual Account
Objective description of what was observed, heard, or reported
Direct Quotes
Exact words used by the child or others involved
Physical Evidence
Description of any visible injuries, marks, or physical signs
Behavioral Changes
Any changes in behavior, mood, or presentation
What to Avoid:
Personal Opinions
Avoid subjective interpretations or assumptions
Leading Questions
Don't record responses to leading or suggestive questions
Speculation
Avoid guessing about causes or making assumptions
Hearsay
Clearly distinguish between direct observation and reported information
⚡ Actions Taken
Immediate Actions:
- • First aid provided (if applicable)
- • Child made safe and comfortable
- • DSL informed immediately
- • Emergency services contacted
- • Parents/carers notified
- • Other agencies contacted
Follow-up Actions:
- • Referrals made to external agencies
- • Risk assessments completed
- • Safety plans implemented
- • Additional support arranged
- • Monitoring arrangements put in place
- • Review meetings scheduled
Documentation:
- • Who was informed and when
- • Reference numbers for referrals
- • Copies of forms completed
- • Photographs taken (if appropriate)
- • Witness statements collected
- • Professional advice sought
Record Keeping Standards
Best practices for maintaining high-quality, compliant safeguarding records
Timeliness
Records must be made as soon as possible after the incident or concern arises.
- • Within 24 hours maximum
- • Ideally within 2-4 hours
- • Note any delays and reasons
Accuracy
Information must be factual, precise, and based on direct observation or reliable sources.
- • Use exact quotes where possible
- • Distinguish fact from opinion
- • Verify information when possible
Objectivity
Records should be impartial and free from personal bias or interpretation.
- • Stick to observable facts
- • Avoid emotional language
- • Separate observations from conclusions
Security
Safeguarding records must be stored securely with appropriate access controls.
- • Encrypted digital storage
- • Role-based access controls
- • Audit trails for all access
Completeness
All relevant information must be included to provide a full picture of the situation.
- • Include all relevant details
- • Document all actions taken
- • Record all communications
Clarity
Records must be clear, legible, and understandable to other professionals.
- • Use clear, simple language
- • Avoid jargon and abbreviations
- • Structure information logically
Chronological Recording
Building a comprehensive timeline of events and interventions
📅 Timeline Structure
Each Entry Should Include:
Date and Time
Precise timestamp of when the event occurred or was recorded
Author Details
Name, role, and contact information of the person making the record
Event Description
Clear, factual account of what happened or was observed
Actions Taken
Specific steps taken in response to the event or concern
Types of Entries:
- • Initial concern or disclosure
- • Observations and monitoring notes
- • Conversations with child or family
- • Multi-agency meetings and decisions
- • Referrals and external communications
- • Risk assessments and safety plans
- • Review meetings and outcomes
- • Case closure or transfer
⚠️ Common Mistakes to Avoid
Recording Errors:
Delayed Recording
Waiting too long to make records, leading to forgotten details
Incomplete Information
Missing key details like dates, times, or people involved
Subjective Language
Using opinions, assumptions, or emotional language
Security Issues:
Inadequate Storage
Storing records in unsecured locations or systems
Unauthorized Access
Allowing inappropriate people to view sensitive records
Poor Version Control
Multiple versions of records without clear audit trails
Automated, Compliant Logging
How Pupil Protect ensures perfect safeguarding records every time
🤖 Smart Templates
AI-powered forms that guide you through recording all essential information, ensuring nothing is missed.
⏰ Automatic Timestamps
Every entry automatically timestamped and attributed, creating perfect audit trails.
📊 Chronological Timeline
Automatic chronological ordering with visual timeline showing the complete case history.
Perfect Records Every Time
Perfect Safeguarding Records
Never worry about incomplete or non-compliant records again. Automated systems ensure every log meets KCSIE standards.