Online Safeguarding Reporting Tools
3 questions that can help you improve the way you use electronic systems
Everyone working in safeguarding understands the importance of keeping accurate record, and digital systems, such as CPOMS and My Concern, are a valuable resource for recording and reporting concerns. However, they are only as good as the data that is recorded. Anyone with any responsibility for safeguarding could have access to these tools but as DSL, you have to consider the strategic overview of the systems and take the lead on ensuring all use them in the same way and maximise their value.
Here are some questions you should be asking yourself in terms of how you, and other staff, use them:
1. Are staff recording incidents objectively, using fact-based information, and ensuring the details can be clearly understood?
One issue that we often see when completing a safeguarding review is that staff use initials to record details of other pupils or staff involved. This may be effective in the short term, but in 5 years’ time would a third party, e.g. the Police, be able to ascertain exactly what has happened? Online systems are secure and use two factor authentication, so staff do not need to use initials for confidentiality purposes. Also, some systems can anonymise names if needed, but they cannot do the same with initials. Should staff be using the linked pupils’ systems instead? Or are they actually linking pupils when it is not appropriate?
2. Are staff who are not part of the safeguarding team using the categorisation tabs on these systems?
If they are, and they have not had thorough training, it may be that the macro data these systems can produce for you is not accurate. Have you got too may categories? Do these categories fit what you would like to report to SLT, governors, Trusts etc? Consider consolidating your categories and ensuring all who use them work to consistent guidelines.
3. Are you closing concerns once all relevant actions have been taken?
Do you have systems in place to ensure the close monitoring of cases, and do your protocols ensure that actions relating to a specific incident are recorded as actions, rather than as entirely new concerns? This will help you to maintain an accurate overview of all aspects of each concern.
Taking action
We would always recommend that DSLs put some time aside periodically to strategically review recording and reporting so that you can promptly address any arising issues. Make sure that new staff know your processes and correct any misunderstandings early to ensure that habits don’t become established. Going forward, we would recommend that you quality assure records of concerns on a regular basis to maintain good standards and make further improvements.
Further guidance
If you require further guidance on setting up procedures, reviewing your recording and reporting systems, or training staff to use them effectively, we can help. Get in touch if you think you could benefit from this kind of support.