Free template · pupilprotect.co.uk/toolsChild protection file transfer checklist
School: ______________________________Confidential: child protection record. Keep this checklist on the child’s child protection file.
For the DSL or a deputy when a pupil with a child protection file leaves. The file should reach the new school or college as soon as possible, and within 5 days for an in-year move or within the first 5 days of a new term (KCSIE 2026, paragraph 150).
| Pupil’s full name | Date of birth | ||
|---|---|---|---|
| Date the pupil left the roll | Type of moveIn-yearNew term | ||
| New school or college | Deadline to send the file | ||
| New school’s DSL (name, phone, email) | |||
1. Before you send it
| Check | Done | Date | By whom, and notes |
|---|---|---|---|
| The child protection file is up to date, including the chronology.KCSIE 2026, Annex B | Done | ||
| A clear, structured summary is written: current safeguarding concerns, relevant context and any ongoing support needs.KCSIE 2026, Annex B | Done | ||
| The summary separates current concerns from historic information, and gives past issues their context.KCSIE 2026, Annex B | Done | ||
| Considered whether to share other information before the child leaves, for example if they have had a social worker, receive Channel support, or there are concerns about serious violence or weapons.KCSIE 2026, paragraphs 151 and 152 | Done | ||
| Spoken to the new school’s DSL, where there are issues or concerns.KCSIE 2026, paragraph 152 and Annex B | Done | ||
| If other agencies are involved, considered who else needs to know about the move.Information sharing duty guidance, paragraph 15 | Done |
2. Sending it
| Check | Done | Date | By whom, and notes |
|---|---|---|---|
| Sent separately from the main pupil file and the common transfer file.KCSIE 2026, paragraph 150 | Done | ||
| Sent securely. Method: ______________________ (for example a secure electronic transfer, or handed over DSL to DSL)KCSIE 2026, paragraph 150 | Done | ||
| Sent to a named DSL or deputy at the new school, by the deadline.KCSIE 2026, paragraph 150 | Done | ||
| Asked for confirmation of receipt.KCSIE 2026, paragraph 150 | Done |
3. After sending it
| Check | Done | Date | By whom, and notes |
|---|---|---|---|
| Confirmation of receipt received, and kept on file. From: ______________________KCSIE 2026, paragraph 150 | Done | ||
| If no confirmation arrives, chased the new school’s DSL (date and how).Good practice | Done | ||
| A record kept of what was sent, how, when and to whom.KCSIE 2026, paragraph 74 | Done | ||
| Decided whether to keep a copy. If kept: stored securely, with a review date in line with your retention schedule.IRMS Information Management Toolkit for Schools | Done |
4. If you don’t know where the pupil has gone
| Check | Done | Date | By whom, and notes |
|---|---|---|---|
| Followed the local authority’s children missing education procedures, and worked with it on reasonable enquiries.KCSIE 2026, paragraph 221; Children missing education guidance | Done | ||
| Told the local authority when the pupil’s name was removed from the admission register.KCSIE 2026, paragraph 223 | Done | ||
| Where there are safeguarding concerns, told children’s social care, and the child’s social worker if they have one, without delay.KCSIE 2026, paragraphs 219 and 221 | Done | ||
| If the pupil is being home educated, followed the local authority’s elective home education procedures.KCSIE 2026, paragraphs 222 to 225 | Done | ||
| Kept the file securely until the new school is known, then sent it.KCSIE 2026, Annex B | Done |
5. If you are the receiving school
| Check | Done | Date | By whom, and notes |
|---|---|---|---|
| A trained member of staff has reviewed the file, so key risks and needs are understood.KCSIE 2026, Annex B | Done | ||
| Asked the old school for clarification if anything is unclear or incomplete.KCSIE 2026, Annex B | Done | ||
| Key staff such as the SENCO know what they need to; the DSL has decided what else to share, and when.KCSIE 2026, paragraph 150 and Annex B | Done | ||
| If the pupil has carried, threatened with or used a weapon, a risk assessment and safety and support plan are in place before they arrive.KCSIE 2026, paragraph 152 | Done | ||
| Confirmed receipt to the old school.KCSIE 2026, paragraph 150 | Done |
Sign-off
| DSL or deputy (name) | Signature | ||
|---|---|---|---|
| Date completed | Retention review date for any copy kept |
Based on Keeping children safe in education 2026 (DfE, statutory guidance, in force from 1 September 2026), paragraphs 150 to 152, 221 to 225 and Annex B; the Children missing education guidance; and the IRMS Information Management Toolkit for Schools. Checked 20 October 2026. Free template from Pupil Protect: pupilprotect.co.uk/tools. Guidance, not legal advice.