Pupil Protect
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Pupil Protect Staff

Every adult checked, trained and accounted for.

Staff keeps your single central record, safer recruitment, training records and concerns about adults in one place, with the sensitive parts open only to the few people who need them.

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For headteachers, HR leads, office managers and your designated safeguarding lead (DSL).

Single central record, exampleStaff
2 checks to fix before people start184 of 186 people fully checked. Last checked complete 9 Oct.
MissingElla, teaching assistantStarts 2 Nov. Overseas check: lived in Spain 2021 to 2024.Record check
MissingTrip volunteerYear 7 trip on 21 Oct. Enhanced DBS not recorded.Record check
Due 14 NovMark, teacher of PEDBS renewal under your policy. Not on the Update Service.Request renewal

Built around Keeping children safe in education, including Part three on safer recruitment and Part four on allegations against staff.

The single central record, kept as you go

Every check for every adult, with the date it was done and who did it. Anything missing or about to expire is listed first, so you fix it before it matters.

  • Every check that applies to the roleIdentity, right to work, qualifications, prohibition from teaching, section 128, enhanced DBS, barred list, the DBS Update Service and overseas checks.
  • Coming soon: order checks without leaving StaffApply for an enhanced DBS and order other checks from the person’s record, through a registered DBS umbrella body. Each one will show as waiting until the result comes back. An enhanced DBS check will cost £68 and a basic one £43, including the DBS fee, plus VAT. [Date]
  • Staff, supply, volunteers, governors and contractorsSupply and agency staff are cleared by the agency’s written confirmation, kept on file.
  • Less personal data on screenDBS certificate numbers are shown in part. Dates of birth and National Insurance numbers aren’t on the record.
  • Ready for inspectionExport the record as a PDF for a date range. The export is logged, and every change to the record keeps the earlier entry.
Ella, teaching assistant, example

Can’t start until checks are complete. Starts 2 Nov. If the DBS isn’t back, she can start only with the barred list check, a risk assessment and supervision.

IdentityChecked 3 Oct. Passport and proof of address seen.
Right to workChecked 3 Oct
Enhanced DBSApplied 3 Oct Waiting for the certificate
Barred listChecked 4 Oct, while the DBS is pending
OverseasMissing Certificate of good conduct needed
OFFICIAL-SENSITIVEExport the single central record for inspection?Once it’s downloaded it’s outside Pupil Protect’s access controls. The export is logged with your name and the time.Not included: dates of birth, NI numbers, concerns about adults or copies of documents.
CancelExport PDF

Safer recruitment, from offer to first day

Each starter has a list of what must be in place before they work with pupils. You can see at a glance who is ready, who is waiting and what is holding them up.

Leavers have a list too: return the badge and keys, and remove access to Pupil Protect at a set time. Their single central record entry is kept.

3 OctFriday

Identity and right to work checked

The office manager records what was seen and keeps only the last few characters of any document number.

Done
3 Oct

Enhanced DBS applied for

The record shows it as waiting, not missing, so nobody chases something that is already in hand.

Waiting
4 Oct

Barred list checked while the DBS is pending

If the certificate isn’t back in time, the headteacher can decide whether she starts with a risk assessment and supervision.

Done
Before2 Nov

Overseas check and induction

She lived abroad for three years, so a certificate of good conduct is needed. Safeguarding induction is booked for her first morning.

Missing

Everyone who works with your pupils, and their training

One directory of staff, supply, volunteers, governors and contractors. Staff come from your MIS. Everyone else is added by hand.

  • Training records that chase themselvesSee who has read and confirmed Keeping children safe in education this year, who is due, and when the DSL team’s Level 3 training needs refreshing.
  • Reminders in one goSelect everyone due or overdue and send a reminder. You confirm before it goes, and it’s logged.
  • Nothing sensitive in the directoryConcerns about adults are never shown here, not even whether any exist.
People, example
KCSIE read and confirmed175 of 1867 due in the next 30 days, 4 overdue
Priya, pastoral leadSingle central record completeTraining up to date
Daniel, deputy DSLSingle central record completeLevel 3 due 30 Oct
Tom, teaching assistantDBS renewal due 2 DecKCSIE not confirmed
Leon, supply teacherChecks confirmed by the agencyInducted 2 Sep
Select everyone due or overdueSend training reminder

Reports your governors can read

Completion by group, checks that are missing or expiring, training, and how long it takes to clear new starters. Share a counts-only version with governors for a set period, and stop sharing at any time.

Figures about concerns and allegations are counts only, and only case managers can see or share them.

Completion by group, example figures
GroupPeopleCompleteOutstanding
Staff141100%None
Supply and agency9100%None
Volunteers1493%1 DBS
Governors and trustees12100%None
Contractors10100%None

Shared with governors, counts only. Two governors can open it until 9 November. Stop sharing

Concerns about adults, kept apart

Low-level concerns, self-reports and allegations about staff, supply, volunteers and contractors are recorded in Staff, separately from pupil records, and only case managers can open them.

Allegation about a contractor, example
DoneReported and headteacher told28 Sep, after a pupil’s disclosure to the DSL
DoneLADO consulted28 Sep, 16:10, within one working day
DoneRemoved from site29 Sep, agreed with the employer
NowInvestigationEmployer’s investigation in progress
  • Only case managers can see themUsually the headteacher, the DSL and your HR lead. Every view is logged. Other staff see no sign that a concern exists, on any screen.
  • Low-level concerns don’t get lostWhen the same adult has two or more in six months, Staff points it out. You decide whether together they meet the harm threshold.
  • A clear test for allegationsGuidance on screen helps you tell an allegation from a low-level concern, so the LADO is contacted within one working day when it’s needed.
  • The case log keeps every stepStrategy discussions, updates to the LADO, removal from site and the outcome, recorded in order with who did what.
  • Self-reporting is simpleStaff can report their own conduct, as your policy encourages, and it’s handled the same careful way.

Works with the rest of Pupil Protect

Staff is included in every plan. Turn it on when you’re ready. It shares one sign-in and the same staff records, so nobody is typed in twice.

SafeguardA concern a pupil raises about an adult starts on their Safeguard record. The case in Staff links to it, and only you and the DSL can see the link.Shared: pupils, staff and sign-inVisitorsSupply staff, governors and contractors who sign in at reception are matched to their entry on the single central record, so reception can see their checks.Shared: checks and badgesConnectSend case updates to the LADO securely, with each one recorded in the sharing log.Shared: LADO contactsInsightTrust leads see single central record completeness and training across schools, as counts.Shared: compliance figures

See all six products

See it with your own school in mind.

A 30-minute demo shaped around your questions and how you keep your single central record today.

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