Recording a safeguarding concern as a private tutor: what to write down

Why a private tutor needs a written record

A private tutor often sees a child alone or with one parent in the room, and a pupil may say something to a tutor that they have not said to anyone else. If that happens, the worst position is to have only a memory of it.

No single law gives self-employed tutors a prescribed form for this. The NSPCC describes four steps, Recognise, Respond, Report and Record, and on the last it says to record your observations and concerns, including the actions you and others have or haven't taken. A short written record made at the time is how you do that.

Keeping Children Safe in Education says it applies to all schools and colleges in England. It is not written for self-employed tutors, but if you tutor in a school, or for an agency, follow that organisation's policy and tell its safeguarding lead.

What to write down

Write it as soon as you can, in plain words, and stick to what you saw and heard. Your opinions about what it means can wait. Include:

• The date, time and place, and whether the lesson was in person or online.
• What you saw or heard, with the pupil's own words as exactly as you can recall them.
• Who else was present.
• Anything visible, described as you saw it, without examining the child or asking probing questions.
• What you did and said in response.
• Who you reported to, when, and any reference number you were given.
• Your name and signature, and the date you wrote the record.

Who to tell

GOV.UK says that if a child is at immediate risk you should call 999, and that in non-emergency cases you should contact the children's social care team at the local council. It also points to the NSPCC helpline, 0808 800 5000, for advice before or instead of making a report.

The detail varies by nation. The Scottish Government says to call 999 if a child is in immediate danger and to call the police on 101 if you think a crime has been committed, and that national child protection guidance is published for all who work with or come into contact with children. The Welsh Government says to call 999 in immediate danger and otherwise to call local social services, or 101. In Northern Ireland, check nidirect.gov.uk for the current contact route before you need it.

If you are unsure whether to speak to a parent first, take advice from the NSPCC helpline or children's social care before you do.

Keeping the record safe

A safeguarding record is sensitive personal information about a child. Keep it separate from your ordinary lesson notes, store it securely, and share it only with the people who need it to deal with the concern. Say in your privacy notice that you may need to share information to protect a child.

Decide how long you will keep records and write that down. If you are unsure, the Information Commissioner's Office can advise on data protection, and your insurer may have its own requirements.

Have the policy in place before you need it

A concern record works best alongside a short safeguarding policy that families have already seen. It tells parents how you work with children, what you will do if you are worried, and that you may have to report a concern without telling them first. Our post on safeguarding basics for private tutors covers what that policy should contain, and our guide on DBS checks for tutors covers vetting.

What a safeguarding concern record should capture

A preview of our free Safeguarding Concern Record Sheet. The complete, print-ready version is sent to you by email.

Frequently asked questions

Sources

• Report child abuse to a local council, GOV.UK
• The 4Rs of safeguarding and child protection, NSPCC Learning
• Child protection, Scottish Government
• Report suspected abuse, neglect or harm of a child or young person, Welsh Government
• Keeping children safe in education, GOV.UK