Forms templates

To record accidents, injuries and first-aid treatment involving children in early years provision, together with parent or carer notification and the notification outcome.

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Record written consent for an educational visit where written consent is required, including visits for nursery-age children and visits for older children that require a higher level of risk assessment or take place outside normal school hours.

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Record reported estate risks, their location and impact, immediate controls, responsible ownership, required actions, escalation, completion and verification.

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Record legionella precautions, monitoring and management activity, responsible persons, findings and corrective actions for the school's water systems.

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Record the appointment of the manager responsible for legionella control arrangements, including the basis of the appointment, authority, responsibilities, and competence or support arrangements.

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Record the identity of lifting equipment, the date and outcome of a thorough examination, identified defects, immediate restrictions, notifications, and remedial-action status where the school uses or controls lifting equipment subject to thorough examination.

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Record checks before new machinery or other work equipment is put into use, including conformity documentation, instructions, manufacturer details, obvious defects, guards, intended-use risk assessment, and acceptance or rejection actions.

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Record a simple visual check of new portable electrical equipment before first use, including any defects and actions taken.

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Record checks made before new work equipment is put into use, including conformity marking, manufacturer details, Declaration of Conformity, English instructions, obvious defects and corrective action or rejection.

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Record, where applicable, competent-person examinations of power presses used for working on cold metal, including examination dates, safeguard inspections and tests, defects, restrictions, remedial actions and completion details.

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Record the incident circumstances, affected person, work-activity connection, reporting decision, responsible person, reporting date and HSE notification reference or confirmation where applicable.

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Record the circumstances of a potentially work-related incident, assess whether a RIDDOR category may apply, document worker incapacitation, record the reporting decision and responsibility, and retain notification and record references. Use this form when the school is assessing an incident for recording or possible RIDDOR reporting, including incidents involving agency workers or other non-employees where reporting or premises-control responsibilities may apply.

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Record an unexplained or unexpected absence, follow-up attempts, the reason established, the initial Code N entry, the corrected attendance code, the five-school-day deadline and any required amendment to Code O.

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Record admission-register additions, removals and changes, effective attendance dates, address and parent details, deletion grounds, destination information, local-authority submission dates, receipt evidence and follow-up actions.

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Record admission-register additions, removals and changes, including attendance dates, pupil and parent details, address changes, applicable deletion reason, destination information, local-authority return details and follow-up.

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Record the individual arrangements required to manage a pupil’s allergy, including triggers, prescribed emergency medication, prevention and response instructions, responsible staff, communication arrangements and review information.

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To record a serious allergy incident or near miss occurring in the school, including the circumstances, response, contributing factors, immediate actions, lessons learned and follow-up actions.

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Record the appointment of the person responsible for taking charge of first-aid arrangements where the school's first-aid needs assessment identifies that a designated first aider is not required.

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To record the appointment and arrangements for the person responsible for taking charge of first-aid arrangements where the school's first-aid-needs assessment indicates that a first-aider is unnecessary.

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Record planned asbestos removal, encapsulation and associated building-condition works, estimated costs, relevant capital-funding considerations, applications and decisions.

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Record the discovery of unexpected asbestos or suspect material during school-controlled maintenance, construction, refurbishment or demolition work; document immediate controls, stop-work action, reassessment, revised work controls, contractor information and authorisation to restart.

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Record an asbestos incident, possible fibre release, affected people, assessment against RIDDOR conditions, reporting decision, submission reference and associated investigation actions.

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Record an assessment of an asbestos incident that may have resulted in the release of asbestos fibres, the applicable RIDDOR decision, any HSE submission and reference or confirmation, incident facts, and associated investigation actions.

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Record non-compliance with an attendance contract, the explanation sought and received, review activity, amended terms, warnings or termination correspondence, alternative-intervention decisions, reasons and follow-up actions.

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Record the individual attendance case, family circumstances, support considered or provided, safeguarding considerations, intervention options assessed, selected decision, reasons, approvals and follow-up actions.

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Record attendance barriers, discussions with the pupil and parents, relevant young-carer, health or SEND information, support and reasonable adjustments, referrals or partner liaison, phased-return arrangements where used, review outcomes and further actions.

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Record concerns relating to children missing education or unexpected and unexplained absence, including enquiries made, information shared, actions taken, referrals, safeguarding decisions, responsible persons and follow-up outcomes.

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Record a suspected or confirmed children-missing-education case or unexpected absence, including the trigger, condition status, contacts, reasonable enquiries, information and evidence considered, local-authority communication, referral and closure decisions, deletion safeguards and follow-up ownership.

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Record the identification of a child missing education case, the circumstances and evidence considered, joint enquiries with the local authority, actions taken without delay, communications, welfare and safeguarding considerations, referrals, decisions, closure and any agreed cessation of further action.

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To record a safeguarding concern involving a child who may be or is missing education, the urgency of consideration, designated safeguarding lead involvement, referral decisions, rationale, immediate actions, and handover or outcome.

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Record a possible children-missing-education or unexplained-absence case, GIAP searches and results, relevant worker details, notifications, register-deletion communications, safeguarding actions and follow-up outcomes.

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Record an accident or injury involving a child in early years provision, any first-aid treatment provided, and parent or carer notification.

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Record visit information, participant details, parental or carer communications, and written consent where it is required for the educational visit.

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Record the evaluation of a completed educational visit from planning through delivery, including incidents, accidents, near-misses, lessons learned, actions and responsibility for follow-up.

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Provide an accessible record for reporting building and external-area risks, documenting the issue, controls, ownership, actions, escalation, completion and evidence of closure.

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Record a suspension or permanent exclusion, consecutive school days, alternative-provision arrangements, commissioning details, attendance at the provision, the applicable attendance code or Code D, and follow-up responsibilities.

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Record due-diligence checks for an external organisation providing an educational-visit activity to a maintained or academy school in England.

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Record the circumstances and dates relevant to entering a pupil on the admission register, including the agreed or notified attendance date, the date and time of entry, evidence of first attendance where no date was agreed or notified, and any invalid registration requiring prompt deletion.

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Record incidents attended by first-aid staff or an appointed person, including the incident details, first aid given, immediate outcome, and the person dealing with the incident.

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Record the findings and rationale of a school's first-aid needs assessment, including decisions about equipment, facilities, personnel and any first-aid room, where the school chooses to document the assessment outcome.

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Record the agreed starting date, absence trigger, contact attempts, outcomes, information obtained, local-authority notification, welfare or safeguarding considerations and follow-up ownership for a pupil who fails to attend as expected.

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Record changes to a school food business, start-up checks, additional hazards, impacts on hygiene and food-safety practices, revised controls, staff communications and actions required before or after implementation.

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Record changes to food-safety management arrangements or food processes, the staff affected, briefing or training delivered, responsible communicator, and any follow-up competence action.

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Record food-safety diary entries, including relevant daily or operational checks, findings, corrective actions and completion information, for schools with food operations using the SFBB diary or an equivalent food-safety record.

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Record a case involving a child considered to be missing education and, where applicable, GIAP searches or search logs, identifiers used, search dates, results, custom-list status, resulting contacts or safeguarding actions, and follow-up decisions.

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Record the departure of a Gypsy, Roma or Traveller pupil who leaves a maintained or academy primary or secondary school in England without an identified destination school, including destination checks, local-authority notification, transition circumstances and continuity-of-education follow-up actions.

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To record health-surveillance outputs, worker-raised concerns, occupational-health feedback, preventive actions, referrals, changes to controls, and related training or educational reinforcement while avoiding unnecessary confidential health information.

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Record health-surveillance feedback, worker-raised concerns, further preventive actions, responsible owners, completion status and any resulting reinforcement of training or education.

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Record an in-year application, receipt date, applicant communications, decision and reasons, written notification, local-authority notification, fair-access allocation or referral, behavioural grounds, and any School Attendance Order naming consultation or agreement.

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Record an in-year admission application, its receipt, assessment, decision, written notification, local-authority notification where relevant, and any fair access or behavioural-refusal considerations.

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Record lifting-equipment identity, safe-working-load information, declarations of conformity, test certificates, thorough-examination reports, examination due dates, defects, corrective actions and evidence that unsafe or overdue equipment was removed from use.

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Record the pre-use examination of lifting equipment that is newly acquired, assembled, installed or relocated, including its identity, location, assembly or installation details, competent person, examination result, defects and authorisation or refusal to use.

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Maintain a controlled register of lifting equipment and lifting accessories, including thorough-examination and inspection records and, where held, Declarations of Conformity, with controls for retention, access, written copies and protection against unauthorised alteration.

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To record lifting equipment identity and markings, examination and inspection information, defect notifications, restrictions, repairs, corrective actions, and the controlled location of retained information where applicable.

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A controlled record for schools in England to document lifting-equipment identity, examination and inspection reports, competent persons or contractors, defects, corrective actions, maintenance or repairs, and record-retention arrangements where the school manages lifting equipment or associated reports and defect information.

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Controlled record for each LOLER thorough-examination report, including examination dates, defects, Schedule 1 information, serious-defect escalation and relevant enforcing-authority submissions.

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Record each LOLER thorough examination, the required report information, dangerous or potentially dangerous defects, escalation, enforcing-authority notification, equipment-use restrictions and remedial-action status.

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Record the basis for a sickness return for an eligible pupil and document the local-authority submission and available submission evidence.

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Record the transfer trigger, pupil and destination-school details, common transfer file, transmission date, delivery or receipt confirmation, and any exception, failed-transfer or follow-up action.

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Record the manual-handling task considered, any HSE risk filter or assessment tool used, the decision on whether a detailed assessment was needed, identified risks, selected controls and actions arising from the assessment.

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Record the identity and competence basis of the occupational-health professional involved, their advice or scheme-design input, the date and scope of that input, and the resulting health-surveillance arrangements. Use this record conditionally when a school establishes or revises a health-surveillance scheme and obtains input from a competent occupational-health professional.

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Optional evidence record for online-safety policies, support and reporting mechanisms, staff training, teaching and learning, and whole-school community engagement and education. It is designed for senior leaders in maintained and academy primary and secondary schools in England that choose to record this evidence; an equivalent evidence record may be used instead.

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Optional structured record for governing-board or trustee consideration of online-safety policies, support and reporting mechanisms, staff training, teaching and learning, community engagement, evidence reviewed, actions agreed and completion status.

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Record evidence, barriers, targeted support, partner involvement, re-engagement, escalation and outcomes for pupils missing 10% or more of school, with prioritised and more intensive support for pupils absent for 50% or more of school.

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Record a pupil's departure or transfer, destination-school checks, common transfer file details and transmission confirmation, local-authority notification where required, notification dates and continuity-of-education follow-up.

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Record work-related deaths, specified injuries, diagnosed specified industrial diseases, dangerous occurrences and worker incapacitation, including incident details, classification, recording and reporting decisions, report references and resulting actions.

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Record a serious allergy incident or near miss in a maintained or academy primary or secondary school in England, including the immediate response, relevant Individual Healthcare Plan and medication arrangements, investigation, learning, corrective actions, owners and completion evidence.

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Record the applicable attendance circumstance, supporting information, decision or provider notification, national attendance code, dates, additional absence classification and any resulting support or follow-up.

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Record structural inspections, visible changes in condition, issues identified, professional advice, action owners, deadlines, interim controls and evidence that remedial actions were completed or managed.

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Record the suspension or permanent-exclusion decision, relevant pupil and exclusion details, notification to the local authority, transmission method, acknowledgement where available, and any failed-notification follow-up.

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Record each suspension or permanent exclusion notified to the local authority, including pupil and exclusion details, notification timing, content, acknowledgement where available, and follow-up actions.

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Record each unexpected and unexplained absence requiring enquiry, attempts to establish the pupil’s whereabouts, information obtained, safeguarding assessment, contact with parents or carers, escalation, and any referral to children’s social care or the police.

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Record leave or continuous absence details, contact attempts, reasonable enquiries, information obtained, coordination with the School Local Authority, safeguarding or escalation decisions, and the outcome of an enquiry concerning a pupil who has not returned from leave or has a continuous period of absence.

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Record the identification, isolation, assessment, corrective work, verification and authorisation of dangerous or defective work equipment or powered gates before any return to service.

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Record work-equipment identity, maintenance and inspection arrangements, findings, defects, isolation or removal from use, corrective actions and verification before equipment is returned to service.

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Record the responsible person's assessment of whether an incident may be reportable under RIDDOR, the reporting decision, HSE notification details where applicable, incident circumstances and resulting actions.

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Record the preparation, organisation and safety arrangements for a young person's work-experience, work-based-learning, employment or apprenticeship placement hosted or arranged by a school.

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Record contact with the Youth Offending Team worker, educational needs and progress discussed, information shared, sentence-period liaison, return-to-school planning and agreed follow-up actions.

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Record lifting-equipment identities, thorough-examination dates and results, examination defects, responsible recipients, notifications to owners or lessors, and reports to the relevant enforcing authority where required.

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Serious Classroom Incident Report Form

Capture serious classroom incident details, immediate escalation, responsible contacts and follow-up actions for staff in maintained and academy primary and secondary schools in England where a serious classroom incident requires prompt reporting to the employer.

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Record and support the review and reporting workflow for work-related injuries and accidents involving staff or children in maintained and academy primary and secondary schools in England.

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Record the agreed or notified starting day, the pupil's failure to attend, contact and follow-up attempts, the reason established, any admission-register action, and resulting safeguarding or attendance follow-up.

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