What Ofsted Really Looks for in Staff Identification and Safeguarding

Table of Contents

• How Ofsted Views Safeguarding in Inspections

• Why Safer Recruitment Matters to Ofsted

• What Ofsted Insepctors Expect from Staff Identification Checks

• The Single Central Record: Ofsted’s Go-To Document

• How to Build a Strong School Safeguarding Culture

• Common Pitfalls Ofsted Spots – and How to Avoid Them

• Official Sources and Useful Links for Ofsted Safeguarding and Staff Checks

• Frequently Asked Questions About Ofsted, Staff Identification and Safeguarding

If you run a school, nursery or any other setting that works with children in the UK, safeguarding sits right at the heart of what you do. Ofsted inspections place a strong emphasis on this because keeping children safe is simply non-negotiable. But what exactly do inspectors look at when it comes to staff identification and broader safeguarding practices?

This guide explains it all for you. It draws on the current rules, including the renewed Education Inspection Framework that came into effect from November 2025 and the latest Keeping Children Safe in Education (KCSIE) guidance from September 2025. The idea is to help you feel more prepared and confident in your processes – whether you're getting ready for an inspection or simply checking that everything is up to scratch.

Published: January 2026

How Ofsted Views Safeguarding in Inspections

Safeguarding runs through every part of an Ofsted inspection. It is not just one box to tick – it affects how inspectors see the whole setting.

From November 2025, the renewed Education Inspection Framework gives safeguarding its own separate judgement: either ‘met’ or ‘not met’. This stands alone from the other areas, such as curriculum, inclusion or leadership.

If safeguarding is judged ‘not met’, it has serious consequences. Your setting could face monitoring visits or be placed in a category of concern.

Inspectors do not expect everything to be perfect. What they want is clear evidence that you meet the statutory requirements and have created an open, positive culture where children’s welfare always comes first.

What makes safeguarding ‘effective’ in Ofsted’s eyes?

Ofsted looks for arrangements that work well in practice, not just on paper. This means:

• Leaders and staff stay alert to risks, with an attitude of ‘it could happen here’.

• Everyone knows how to spot signs of harm and feels supported to raise concerns without fear.

• Decisions about safeguarding are transparent, recorded properly, and open to challenge when needed.

• The setting works well with other agencies, sharing information promptly to get children the help they need.

• Safer recruitment checks are thorough, and records (like the Single Central Record) are accurate and up to date.

How do inspectors gather evidence?

During an inspection, inspectors build a picture in several ways. Here are the main ones:

• Talking to people. They chat with staff at all levels to check if training has stuck and if everyone understands their role. Inspectors also speak to children (in an age-appropriate way) and parents to find out if they feel safe and know who to turn to with worries. These conversations often reveal how confident people feel about speaking up.

• Checking records and policies. Inspectors review your safeguarding policies, training logs, incident records and referral history. They want to see that policies are current, based on the latest Keeping Children Safe in Education (KCSIE) guidance from September 2025, and actually followed day to day.

• Watching daily life. They observe routines, such as how visitors sign in, how staff supervise children, and how transitions (like pick-up times) are managed. This helps them judge if safety measures are embedded in everything you do.

The key question inspectors ask themselves is simple: are your safeguarding arrangements effective at keeping children safe? For example, do staff recognise potential signs of abuse or neglect and know exactly what to do next? Do children feel listened to if they share a concern?

In the sections ahead, we will dig deeper into specific areas Ofsted scrutinises, starting with safer recruitment and staff identification checks. Understanding these expectations can help you feel more prepared, whether an inspection is coming soon or you just want to review your current practice.

Why Safer Recruitment Matters to Ofsted

Safer recruitment is where strong safeguarding begins. It’s all about making sure that anyone joining your school, nursery or children’s setting is suitable to work with children. Ofsted inspectors pay close attention to this area because mistakes here can put children directly at risk.

The latest Keeping Children Safe in Education (KCSIE) guidance from September 2025 spells out the steps every setting must take when hiring staff, volunteers or contractors who will have contact with children. Inspectors check that you follow these rules consistently – not just for new people, but for everyone who works or volunteers in your setting.

Core checks Ofsted expects to see

Ofsted wants evidence that you carry out thorough, lawful checks every time. Here are the main ones inspectors focus on:

• Verifying identity and right to work. You need to see original documents (like a passport or birth certificate) to confirm who the person is and that they can legally work in the UK. This stops anyone using a false identity from slipping through. Inspectors often ask to see how you record these checks and keep copies securely.

• Checking qualifications. For teaching roles or specific jobs, you must confirm the person holds the qualifications they claim. This might mean seeing original certificates and checking with the awarding body if needed. It ensures staff are properly skilled to look after and teach children.

• Taking up references and exploring employment history. You should always get at least two references, ideally from recent employers, and follow up any gaps or concerns in someone’s work history. References help spot patterns or issues that might not show up elsewhere. Inspectors look for evidence that you ask open questions about suitability to work with children.

• DBS checks (Disclosure and Barring Service). An enhanced DBS check with barred list information is required for anyone in regulated activity. For others, it depends on the role. You also need to see the actual certificate (though you don’t keep it long-term). Inspectors check dates and that checks are renewed where needed.

• Prohibition and section 128 checks. Teachers must not be prohibited from teaching, and certain managers need a section 128 direction check to confirm they’re not barred from management roles. These are quick online checks but vital.

• Overseas checks where relevant. If someone has lived or worked abroad, you must do extra checks, like certificates of good conduct from other countries, where possible. This closes potential gaps for people new to the UK.

Beyond new starters: supply staff, volunteers and contractors

Inspectors don’t just look at your permanent team. They check how you handle anyone else who comes into contact with children.

• Supply or agency staff. You must get written confirmation from the agency that they’ve carried out all the required checks. This includes seeing evidence of DBS checks and asking about any recent changes. Keeping this on file shows you’ve done your part.

• Volunteers and visitors. Regular volunteers need similar checks to staff. For one-off visitors, risk-assess the situation – supervised visitors might not need a DBS, but you still verify identity and supervise them properly.

• Off-site or alternative provision. If children attend activities elsewhere, like alternative education providers, get written assurance that safer recruitment checks have been done there too. Recent guidance emphasises this to avoid gaps when children are away from your main site.

What inspectors really look for

It’s not enough to have policies – inspectors want to see them in action. They might:

• Review your Single Central Record (more on this in the next section) to spot any missing or out-of-date checks.

• Talk to staff about the recruitment process and whether training covers safer practices.

• Check that at least one person on every interview panel has safer recruitment training.

Getting safer recruitment right builds trust with parents and staff. It also gives inspectors confidence that your setting takes safeguarding seriously from the very start.

In the next section, we’ll look closely at staff identification checks – one of the building blocks inspectors scrutinise most.

What Ofsted Inspectors Expect from Staff Identification Checks

Staff identification checks might seem straightforward, but they form a vital part of safer recruitment. Ofsted inspectors examine them carefully because confirming someone’s true identity helps prevent unsuitable people from working with children.

The current Keeping Children Safe in Education (KCSIE) guidance, updated in September 2025, sets out the rules every school, nursery or children’s setting must follow. Inspectors want to see that these checks happen properly and on time – ideally before anyone starts work.

Key steps inspectors look for in identity verification

Ofsted expects thorough checks using reliable documents. Here’s what typically needs to happen:

• Seeing original documents in person. You must ask to see original proof of identity, such as a current passport, UK driving licence (photo card), or birth certificate. This allows you to confirm the person matches the photo and details. Digital copies or scans aren’t enough on their own – originals help spot any attempts to use false identities.

• Cross-checking for consistency. Compare the details on the documents with the candidate’s application form. Do the name, date of birth and address all match up? Any differences need explaining and resolving before an offer is made. This step catches inconsistencies early.

• Recording the checks properly. Take secure copies of the documents (following data protection rules) and note the date you saw the originals. These records go on the person’s personnel file and feed into your Single Central Record. Inspectors often review these to confirm checks were completed at the right stage.

• Combining with right to work checks. Identity verification ties in closely with confirming someone can legally work in the UK. Use the government’s list of acceptable documents for this too. For non-UK nationals, extra steps like checking visas or share codes might apply.

Special cases: overseas staff or non-standard documents

Not everyone has typical UK documents, so settings need to adapt while staying thorough.

• Extra checks for those who’ve lived abroad. If a candidate has worked or lived outside the UK, obtain certificates of good conduct from relevant countries where possible. This closes gaps that might exist in UK-based checks. Recent guidance reinforces robust verification here.

• Alternative documents if needed. A birth certificate combined with another official document (like a marriage certificate for name changes) can work. The key is building a clear picture of who the person is.

• Risk assessments for urgent starts. In rare cases, someone might need to start before all checks are complete (for example, under close supervision). You must carry out a risk assessment and bar them from unsupervised contact with children until checks finish. Inspectors scrutinise these situations closely.

How inspectors check this in practice

Inspectors go beyond paperwork. They build a full picture during the visit.

• Reviewing the Single Central Record. This is often the first place they look for gaps in identity checks or dates that don’t add up.

• Talking to staff. They might ask recent recruits if they recall showing original documents and how the process felt.

• Spot-checking files. Inspectors select a sample of personnel files to verify records match what’s on the central record.

Why put so much emphasis on this? In rare but serious past cases, false identities have allowed access to children. Getting identity checks right reduces that risk and shows Ofsted your setting takes safer recruitment seriously.

Next, we’ll look at the Single Central Record – the main document inspectors use to see all your checks at a glance.

The Single Central Record: Ofsted’s Go-To Document

The Single Central Record – usually known as the SCR – brings together all the key safeguarding and recruitment checks for everyone who works or volunteers in your setting. It covers staff, governors, regular volunteers, and contractors who have contact with children.

For maintained schools, academies and many other settings, keeping an SCR is a legal requirement under the latest Keeping Children Safe in Education (KCSIE) guidance from September 2025. Even if your nursery or early years provision doesn’t have to maintain one by law, Ofsted inspectors still expect you to have an organised way of showing that checks have been done properly.

Inspectors almost always ask to see the SCR right at the start of a visit. It gives them a quick overview of your safer recruitment practices. Gaps, missing dates or incomplete entries can raise immediate concerns and affect the safeguarding judgement.

What Ofsted expects to see on the SCR

KCSIE sets out the minimum information that must be recorded. Inspectors check that your SCR includes these details clearly and accurately for everyone it applies to.

• Identity checks. Confirmation that original documents were seen, with the date recorded. This ties back to verifying who the person really is.

• Right to work in the UK. Dates when these checks were completed, especially important for non-UK nationals.

• Qualification checks. For roles that require specific qualifications (like teaching or early years credentials), evidence that these were verified.

• DBS checks. The date the check was done, the certificate number and whether it included barred list information where needed. Inspectors look for renewals if your policy requires them.

• Prohibition from teaching or management checks. For teachers, confirmation of no prohibition order. For leaders in some settings, a section 128 check to ensure they’re not barred from management.

• References. Dates when references were received and any follow-up on concerns.

• Overseas checks. Where someone has lived or worked abroad, details of any additional certificates of good conduct or equivalent.

• Childcare disqualification checks. If applicable (for example, in early years), confirmation these were carried out.

Who needs to be included?

Not everyone who walks through the door goes on the SCR, but inspectors check you’ve got the balance right.

• All staff and regular volunteers. Anyone in regulated activity or with unsupervised contact must have full entries.

• Governors and trustees. Checks like DBS (if they visit unsupervised) and section 128 where relevant.

• Supply, agency or peripatetic staff. Evidence that the agency completed checks, plus your own confirmation for key items like identity.

• Contractors. Only those with regular child contact – one-off visitors are handled through your visitor procedures instead.

Practical ways to keep your SCR strong

A good SCR isn’t just about compliance – it shows inspectors your setting is organised and proactive about safety.

• Make someone responsible. Often the business manager or designated safeguarding lead owns updates, but senior leaders should review it regularly. This helps prevent oversights during busy periods.

• Update it promptly. Add new people as soon as checks are complete, and remove leavers straight away. Many settings check the whole record termly to spot anything out of date.

• Handle pending checks carefully. If something is delayed (which should be rare), record a risk assessment explaining how the person is supervised until it’s done.

• Choose a secure format. Paper or digital both work, as long as it’s protected and easy to access. Digital systems can make auditing quicker and reduce errors.

• Audit it often. A termly review catches expired checks or missing details early. It also prepares you if inspectors sample individual files to match against the SCR.

When the SCR is clear, accurate and up to date, it reassures inspectors that safer recruitment is taken seriously. It also makes life easier for your team.

How to Build a Strong School Safeguarding Culture

Checks and records matter a lot, but Ofsted inspectors also look at the overall picture. They want to see an open culture where safeguarding is truly everyone’s responsibility and children’s welfare comes first.

Under the current Education Inspection Framework (in place since November 2025), safeguarding is judged separately as either ‘met’ or ‘not met’. This stands out clearly on the report card. Inspectors focus on whether your arrangements are effective in practice and create a positive environment where concerns can be raised freely.

What does a strong safeguarding culture look like?

Ofsted expects more than just policies – they want to see these elements working day to day.

• Regular and effective staff training. All staff should complete up-to-date training, including reading Part 1 of Keeping Children Safe in Education (KCSIE) from September 2025. Training needs to help everyone recognise signs of harm and know exactly how to report concerns. Inspectors often check if refresher sessions happen annually and if new staff get induction training straight away.

• Children feeling safe and supported. Pupils should know who they can talk to if something worries them. This might come through lessons on relationships, online safety or personal development. Inspectors speak directly to children to hear if they feel listened to and understand how to stay safe, including online.

• An open approach to concerns. Leaders need to encourage staff to report even low-level worries without fear of blame. This includes concerns about a colleague’s behaviour. A good culture means these are recorded, discussed and acted on promptly, showing everyone that speaking up is valued.

• Focus on current risks. The latest KCSIE guidance highlights areas like online harms (now including misinformation and conspiracy theories), sexual harassment or abuse between peers, and extra vulnerabilities for children with special educational needs and disabilities (SEND). Inspectors check if your approach stays alert to these evolving issues.

How inspectors test your culture

During a visit, inspectors gather evidence in practical ways to see if the culture is real.

• Conversations with staff. They ask questions like: “What would you do if you noticed a low-level concern about a colleague?” or “How confident do you feel raising a safeguarding issue?” These chats reveal if training translates into confidence.

• Talking to children and parents. Age-appropriate discussions help inspectors understand if children know how to report worries and feel safe doing so. Parents might share if they feel informed and able to raise concerns.

• Looking at records of concerns. Inspectors review how low-level issues are handled – are they logged, patterns spotted, and actions taken? This shows a proactive, transparent approach.

A strong safeguarding culture reassures parents that their children are protected. It also helps staff feel supported and gives inspectors evidence that your setting prioritises safety above all.

Common Pitfalls Ofsted Spots – and How to Avoid Them

Even the best-run schools and nurseries can fall foul of small oversights in safeguarding. Ofsted inspectors see the same issues cropping up time and again, and these can quickly affect the safeguarding judgement. Knowing what they often flag helps you spot problems before they do.

Frequent issues inspectors raise

Inspectors don’t expect perfection, but certain gaps stand out during visits. Here are some of the most common ones:

• Out-of-date or incomplete staff training records. Many settings forget to record when staff last completed annual safeguarding updates or read the latest Part 1 of KCSIE. New starters sometimes miss induction training, or records don’t show that everyone – including cleaners, catering staff and volunteers – has covered the basics. This leaves inspectors questioning whether the whole team stays alert.

• Gaps in the Single Central Record (SCR). Missing dates for DBS checks, identity verification or right-to-work confirmation are red flags. Volunteers or supply staff are sometimes overlooked entirely. Inspectors often find entries added late or not updated when someone leaves, making the record look unreliable.

• Poor handling of concerns and low-level issues. Some settings don’t log every worry properly, or records lack detail about what was done next. Follow-up actions might be missing, or patterns across several small concerns aren’t spotted. This can suggest concerns aren’t taken seriously enough.

• Weak site security and visitor management. Doors left propped open, unsigned visitor badges, or no challenge to strangers on site all raise concerns. Inspectors walk around and notice if routines for signing in visitors or supervising contractors aren’t followed consistently.

• Inconsistent checks for agency or alternative provision staff. Settings sometimes accept verbal assurance from agencies instead of getting written confirmation of checks. When children attend off-site activities, gaps in safer recruitment evidence can appear.

Practical steps to steer clear of these problems

The good news is that most pitfalls are easy to fix with a bit of planning and routine checks.

• Build regular reviews into your calendar. Set reminders for termly SCR audits, annual training renewals and policy updates. Many settings add these to the senior leadership meeting agenda so nothing slips through during busy periods.

• Use simple checklists for every new starter. Create a standard form that covers identity, qualifications, references, DBS and prohibition checks. Tick them off as you go and file the completed list. This makes it harder to miss steps and gives inspectors clear evidence of your process.

• Keep clear, chronological records of concerns. Use a secure system (digital or paper) to log every worry, however small. Include what was discussed, actions taken and outcomes. Train staff to write factual notes straight away. Regular reviews by the designated safeguarding lead help spot emerging patterns early.

• Tighten day-to-day security routines. Brief all staff on challenging unfamiliar adults and keeping doors secure. Display visitor procedures clearly at reception and check the single sign-in system works smoothly. A quick daily walk-round can catch propped doors or forgotten badges.

• Get written confirmation from agencies and providers. Always ask for evidence of checks in writing before supply staff or contractors start. Keep these letters or emails on file and reference them in your SCR.

If inspectors do spot something imperfect, stay calm and show you’re on top of it. Explain what went wrong, what you’ve already done to put it right, and your plan to stop it happening again. Inspectors appreciate honesty and evidence of improvement far more than they do flawless paperwork that hides real issues.

Official Sources and Useful Links for Ofsted Safeguarding and Staff Checks

Here are the key official UK government sources referenced in this guide. These are the main documents Ofsted inspectors rely on when evaluating staff identification, safer recruitment and safeguarding practices (correct as of January 2026).

Core Guidance Documents

• Keeping Children Safe in Education (KCSIE) – September 2025 statutory guidance

The main document every setting must follow for safeguarding and safer recruitment.

website: gov.uk/government/publications/keeping-children-safe-in-education--2

• Education Inspection Framework (renewed November 2025)

Sets out how Ofsted inspects settings, including the separate safeguarding judgement.

website: gov.uk/government/publications/education-inspection-framework

• Inspecting safeguarding in early years, education and skills settings

Ofsted’s detailed guidance on how safeguarding (including recruitment checks) is judged.

website: gov.uk/government/publications/inspecting-safeguarding-in-early-years-education-and-skills

Safer Recruitment and Specific Checks

• Disclosure and Barring Service (DBS) checks

Information on eligibility, applications and the update service.

website: gov.uk/government/organisations/disclosure-and-barring-service

• Right to work checks – list of acceptable documents

Official guidance and document lists for verifying identity and right to work.

website: gov.uk/government/publications/right-to-work-checks-employers-guide

• Prohibition from teaching checks

Free online system for employers to check prohibition orders.

website: gov.uk/guidance/teacher-status-checks-information-for-employers

• Section 128 directions (prohibition from management)

How to check if someone is barred from school management roles.

website: gov.uk/government/publications/section-128-directions

Additional Helpful Resources

• Ofsted school inspection handbook and myth-busting section

Includes clarifications on the Single Central Record and common misconceptions.

website: gov.uk/government/publications/school-inspection-handbook-eif/myth-busting

• Working together to safeguard children (current 2023 version, still applicable)

Inter-agency guidance that supports KCSIE.

website: gov.uk/government/publications/working-together-to-safeguard-children--2

These are the authoritative GOV.UK pages. Bookmark them and check for any new updates from time to time. Reading the full KCSIE document alongside this guide will give you the clearest picture of current expectations.

Frequently Asked Questions About Ofsted, Staff Identification and Safeguarding

Below are some of the most common questions asked based on the current rules from Keeping Children Safe in Education (KCSIE) 2025 and the Education Inspection Framework.

Do we need to see original documents for identity checks, or are copies enough?

You must see original documents in person to verify someone’s identity properly. This usually means a current passport, UK driving licence or birth certificate. Copies or scans alone aren’t sufficient at the initial stage because they make it harder to spot fakes. Once you’ve seen the originals, take secure copies for your records, note the date you checked them, and add this to the person’s file and the Single Central Record. Inspectors often look for evidence that this step happened before someone started work.

What goes on the Single Central Record – is there a set format?

There’s no official template – you can use a spreadsheet or secure digital system, as long as it’s easy to update and protected. The SCR must show dates for key checks like identity verification, right to work, qualifications, DBS (with certificate number where needed), prohibition checks for teachers, and references. It should cover all staff, regular volunteers, governors and supply staff (with agency confirmation). Inspectors check the SCR early on, so keep it accurate and current – many settings review it termly to catch anything missing.

Can new staff start before all checks are complete?

This should be rare and only in urgent cases. If it happens, carry out a full risk assessment first, bar the person from unsupervised contact with children, and record everything clearly on the SCR. All checks must finish as soon as possible. Inspectors scrutinise these situations closely to make sure children stayed safe. It’s far better to wait until checks are done wherever you can.

Do volunteers need the same checks as paid staff?

It depends on how often they help and what they do. Regular volunteers who have unsupervised contact with children need full checks, including an enhanced DBS with barred list. One-off or closely supervised visitors usually just need identity verification and supervision on the day. Record regular volunteers on the SCR. The key is matching the checks to the level of risk.

How do we handle supply or agency staff checks?

You must get written confirmation from the agency that they’ve completed all required checks, including DBS, identity and right to work. Keep this on file and note it on your SCR. Don’t just take their word for it verbally. If the agency can’t provide evidence, don’t use that person until they can.

What overseas checks are needed for staff who’ve lived abroad?

For anyone who’s lived or worked outside the UK, try to obtain certificates of good conduct (or equivalent) from the relevant countries, where these exist. Also carry out all standard UK checks. This helps close any gaps that UK records might miss. Recent guidance stresses being thorough here, especially for recent arrivals to the UK.

Does everyone on the interview panel need safer recruitment training?

At least one person on every panel must have up-to-date safer recruitment training. This ensures questions about suitability to work with children get asked properly. Many settings include a governor or senior leader to meet this requirement consistently.

How often should we renew DBS checks?

There’s no legal requirement to renew DBS checks routinely if the person stays subscribed to the DBS update service and you check their status regularly. However, your own policy might set a renewal period (often three years). Record any checks on the SCR and keep evidence of update service status.

What if a reference raises concerns?

Follow it up straight away – speak to the referee for more details and discuss any issues with the candidate. If concerns remain serious, you may need to withdraw the offer. Always document what you did. Inspectors look for evidence that references were taken seriously and gaps explored.

Do we need to check governors or trustees the same way?

Yes – governors who have regular unsupervised contact need DBS checks, and those in management roles need section 128 checks. Record these on the SCR. Even if contact is limited, basic identity checks are good practice.

These questions come up a lot because the rules aim to keep children safe while being practical for busy settings. If something feels unclear, check the latest KCSIE guidance or speak to your designated safeguarding lead. Getting these basics right gives inspectors confidence in your overall approach.