A. Intake and regular professional development training should be provided to all staff roles with access to children, including non-teaching staff, volunteers, after school supervisors, and security guards. Parents and caregivers should be offered training or information in conjunction with publicizing your school child protection policy and Code of Conduct, and be introduced to student safeguarding curriculum by grade level. School heads, child protection designates or team members, and designated school board members need additional training.

This ICMEC Staff Child Safeguarding and Protection slide template can be adapted and used for school-based trainings. View the phases of implementation in Your Child Protection Training Plan. Your staff training should include: a review of your policies and procedures including reporting obligations; definitions of abuse and neglect; familiarization with offender patterns including grooming; identification of vulnerable students; signs and symptoms of abuse; handling disclosure appropriately; reporting procedures for violations of school policy and codes of conduct; and trauma-informed care of abuse victims. Training should address cultural considerations of host country, local reporting laws and obligations, and the strong emotions that these topics can evoke.

Induction training and annual professional development training may be in-person group training, in-person individual training, web-based self-paced or group training, or may combine elements of these with written resources and online or in person discussion. Course should be scenario-based with decision-making practice. Staff should be given an opportunity to address their concerns and other strong emotions in a supportive environment. For more information on the contents of comprehensive child protection training see the Training Checklist.

A. The single central record (SCR) of child protection concerns contains date & time of incident/disclosure, date & time of report, name and role of person concern reported to and contact details, name & role of person making report and contact details, names of all involved including witnesses to an event, what was said and done and by whom (in child’s own words if from disclosure), and any actions taken to address the concern.  These may include mandatory reporting, safety plans, referral, disciplinary action, corroboration, supervision or policy changes, risk assessments, etc.  Accountability for disciplinary or supervisory actions, and/or follow up triggers should be indicated.  Any justification for not reporting to parents and local authorities should be clearly documented. 

The record is started as soon as any concern arises, however small, whether formally reported to staff or not, and includes anonymous allegations.  It may be legally required that this record be retained beyond a child’s enrollment and/or an employee’s employment for a specific period of time.  In the absence of legal guidance, it’s best to do the most the law allows rather than the least the law requires.  If local privacy restrictions are rigorous, be aware of exceptions for child protection information, such as in EU GDPR legislation. Your policy for retaining substantiated child protection allegations in student and employee files may be determined by local statutory guidance, your insurer, or your inspection or accreditation agency.

These confidential records should be accessible only by those with a need to know (sign out tracked and password protected). The child protection log is kept separate from personnel files, cross-referenced or linked in child’s file and staff personnel file, where applicable.  If an allegation is deemed malicious, the record should be deleted and supporting material destroyed. Confidential records or devices should be backed up and kept in a fireproof file cabinet. Destruction should be handled appropriately. For purposes of oversight, child protection concerns should be reported at least annually to Board representative by demographic, type, outcomes, response including outside referrals, and policy changes related to abuse prevention. See more guidance on the Board’s role in safeguarding here.

A forensic interviewer says, “Always assume your records may be needed for evidence, no matter how small the initial concern or disclosure.  Inference should be clearly stated as such and the report should be signed and dated. Any additions or corrections should be added, rather than changed, and signed and dated.”

A. Per accreditation standards and the ITFCP allegation protocol, anonymous reports should be taken seriously and result in a transparent and confidential inquiry. Safety surveys such as the sample provided in the ICMEC Environmental Audit should be the last part of your prevention program implemented. School response policies and protocols must be in place with trained staff before you implement surveys or anonymous reporting systems. Inadequate preparation or response can silence victims and escalate harm. See more guidance on anonymous reporting here.