Safeguarding is not a once-a-year exercise. For Day Nurseries, Pre-schools and Out of School clubs, staff suitability should be monitored continuously, not simply checked at safer recruitment or through an annual declaration.

Older forms often focus mainly on criminal convictions or changes to DBS status. Current safeguarding expectations are far wider. Providers should also consider professional conduct, allegations, low-level concerns, health or medication that may affect safe working, changes to childcare disqualification status, and any other matter that could reasonably affect a person’s suitability to work with children.

Under the EYFS Supervision Meetings must take place. These meetings provide an important opportunity to revisit these issues more frequently than the annual declaration form.

The EYFS expects supervision to support staff, promote effective practice and provide opportunities to discuss sensitive safeguarding matters. A well-designed supervision record should therefore include prompts about suitability, professional boundaries, wellbeing, safeguarding confidence and any concerns about children or adults.

Staff must also understand that they should report relevant changes immediately. They should never wait for the next annual declaration or scheduled supervision meeting.

Updating these documents can help create a more open and positive safeguarding culture. Staff are more likely to speak up when questions are clear, proportionate and non-judgemental. A “yes” answer should not automatically lead to suspension or dismissal. It should prompt a confidential, fair and risk-based review.

From 1 September 2026, providers should ensure their forms reflect the latest EYFS safeguarding expectations and reinforce that suitability is an ongoing responsibility. Strong documentation will not replace good leadership, but it will support safer decision-making, clearer accountability and better protection for children.

If you’d like a copy of our latest Self Declaration Form* you can find one here. * Retained clients don’t pay for their forms and receive a coupon code by email for free download.