These records are kept as the event happens, not retrofitted afterwards.
| Document | What it captures | Updated by |
|---|---|---|
| Sign-In / Sign-Out Register | Every participant’s arrival and departure time, who dropped off, who collected | ESL or delegate |
| Volunteer Attendance Register | Every volunteer’s arrival and departure time | ESL |
| Visitor Log | Anyone on site not a registered participant or volunteer — name, time in, time out, reason, who they saw | ESL |
| Headcount Log (residentials and large events) | Timestamped headcounts at scheduled checkpoints + transitions | ESL |
| Incident Log | Open and accessible from start of event; every incident logged in real time (or within the hour) — accident, near-miss, conflict, behaviour, safeguarding concern | ESL or first aider |
| Medication Administration Log | Any medication given to a young person (not self-administered): time, what, dose, who administered, witness | First aider |
| Day Debrief Notes (multi-day events) | End-of-day leader meeting notes, headcounts cross-checked, plan for next day | ESL |
| Saved Online Chat (online events) | Saved at end of session, reviewed within 48 hours | ESL |
| Camera/Recording Log (where applicable) | What was recorded, when, by whom, retention plan | ESL |
Sign-in / sign-out specifics
- Recorded at the door as people arrive and leave — not after the fact
- Each entry: name, time, who collected (for under-18s)
- For recurring programmes, can be a printed list with tick + time stamps
- For residentials, more granular: arrival, each off-site/on-site movement, departure
- Late arrivals and early departures captured as exceptions
- For under-18s, collector name verified against authorised collectors on consent form; ID checked if unknown
- Register kept as a record (3 years per retention schedule)
Logging “who was there with DBS” and “without DBS”
- The Volunteer Attendance Register lists every adult on site
- For each, status against the DBS Log is checked at sign-in (e.g. tick if cleared for the role)
- Adults present without valid DBS for the role they’re doing: must be either (a) reassigned to a non-regulated-activity role with full supervision, or (b) escorted off the regulated-activity area. They cannot be left alone with under-18s under any circumstance, even briefly.
- This includes parents/family members helping out, last-minute volunteers, visiting speakers — all logged, all assigned a role consistent with their DBS status
- The Visitor Log captures non-DBS-cleared adults who are on site briefly (e.g. a parent dropping off a forgotten item, a delivery driver) — they should not be in spaces with unaccompanied young people