Safeguarding First: The Critical Importance of Timely Information Sharing in In-Year School Transfers
Timely and effective safeguarding during in-year transfers is a critical responsibility for all schools. When a pupil moves setting outside of the usual transition periods, there is an increased risk that vital safeguarding or pastoral information may not be shared quickly enough. This can leave gaps in understanding a child’s needs and, in the worst cases, place them at risk of harm. For this reason, clear processes and a strong safeguarding culture are essential.
According to Keeping Children Safe in Education 2025 (KCSIE 2025), schools must ensure that child protection files are transferred securely and promptly when a pupil moves. The guidance emphasises that the receiving school should have access to relevant information as soon as possible to enable appropriate support to be put in place. Best practice is to ensure that safeguarding and pastoral records are shared within five days of the pupil starting at their new school, ideally sooner where there are known risks or ongoing concerns.
The importance of this timely transfer cannot be overstated. Safeguarding information often includes details of previous concerns, family context, external agency involvement, and any protective actions already in place. Without this, the receiving school may not recognise early warning signs or may unknowingly duplicate or contradict existing support plans. A delay in sharing information can disrupt continuity of care and undermine efforts to keep the child safe.
To support effective information sharing, schools should adopt secure and robust methods. Confidential records should always be sent using password-protected documents or secure file transfer systems. Passwords should be communicated separately to reduce the risk of unauthorised access. It is also good practice to clearly label safeguarding files and confirm receipt with the receiving school to ensure nothing has been missed.
However, written records alone are not always sufficient. In cases where there are complex safeguarding concerns or sensitive contextual information, direct communication is essential. Designated Safeguarding Leads (DSLs) should make proactive contact with their counterparts in the receiving school. A professional conversation can provide clarity, context, and nuance that may not be fully captured in documentation. Speaking directly also allows for questions, ensuring that the receiving DSL fully understands the child’s background and current level of need.
Timeliness remains key throughout this process. Delays whether due to administrative oversight, uncertainty about what to share, or competing priorities must be avoided. Safeguarding is everyone’s responsibility, and systems should be in place to prioritise the immediate transfer of child protection information as soon as a move is confirmed. Schools should regularly review their procedures to ensure they align with statutory guidance and reflect best practice.
Ultimately, all actions must be guided by a single principle: putting the child or young person’s best interests first. Effective safeguarding during in-year transfers is not simply about compliance; it is about ensuring continuity, protection, and support at a time that can be unsettling for the child. By acting swiftly, communicating clearly, and handling information securely, schools can play a vital role in maintaining safety and promoting wellbeing during periods of transition.
