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Safeguarding and Welfare Requirement: Information and Records

Providers must maintain records and obtain and share information to ensure the safe and efficient management of the setting, and to help ensure the needs of all children are met.

BCC – The Ark Preschool and Daycare




10.8 Transfer of records to school


Policy statement


We recognise that children sometimes move to another early years setting before they go on to school, although many will leave our setting to enter a nursery or reception class.


We prepare children for these transitions and involve parents and the receiving setting or school in this process. We prepare records about a child’s development and learning in the Early Years Foundation Stage in our setting; in order to enable smooth transitions, we share appropriate information with the receiving setting or school at transfer.


Confidential records are shared where there have been child protection concerns according to the process required by our Local Safeguarding Children Board.


The procedure guides this process and determines what information we can and cannot share with a receiving school or setting.




Transfer of development records for a child moving to another early years setting or school

  • Using the Development Matters in the Early Years Foundation Stage guidance and our assessment of children's development and learning, the key person will prepare a summary of achievements in the seven areas of learning and development.

  • The record refers to:

    • any additional language spoken by the child and his or her progress in both languages;

    • any additional needs that have been identified or addressed by the setting;

    • any special needs or disability, whether a CAF was raised, information regarding Special Educational Needs, Support plans, information regarding EHCP, Risk assessments, behaviour records. 

  • The record contains a summary by the key person. 

  • The document may be accompanied by other evidence, such as photos or drawings that the child has made.

  • When a child transfers to a school, most local authorities provide an assessment summary format or a transition record, which we will follow as applicable.


Transfer of confidential information

  • The receiving school or setting will need to have a record of any safeguarding or child protection concerns that were raised in the setting and what was done about them.

  • A summary of the concerns will be made to send to the receiving setting or school, along with the date of the last professional meeting or case conference. Some Local Safeguarding Children Boards will stipulate the forms to be used and provide these.

  • Where a CAF has been raised in respect of any welfare concerns, the name and contact details of the lead professional will be passed on to the receiving setting or school.

  • Where there has been a s47 investigation regarding a child protection concern, the name and contact details of the child’s social worker will be passed on to the receiving setting or school – regardless of the outcome of the investigation.

  • This information is posted or taken to the school or setting, addressed to the setting or school’s designated person for child protection and marked as 'confidential’.


Legal framework


  • General Data Protection Regulations (2018)

  • Freedom of Information Act (2000)

  • Human Rights Act (1998)

  • Children Act (2004)


Further guidance


  • What to do if You're Worried a Child is Being Abused (HMG 2015)

  • Information Sharing: Guidance for Practitioners and Managers (DCSF 2018)


This policy was adopted at a meeting of BCC – The Ark Preschool & Daycare

Held on |April 2024

Date to be reviewed April 2025


Signed on behalf of the provider

Name of signatory Arzu Subasi

Role of signatory (e.g. chair, director or owner) Manager

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