Editing Records of Concern

Once a record of concern has been created, safeguarding leads and deputy safeguarding leads can edit certain fields to update information, add summaries, and manage the concern’s status. This guide explains what can be edited and how to make changes effectively.

Accessing the Edit Form

You can edit a form by clicking on the edit button when viewing the concern.

What Can Be Edited

When editing an existing concern, you can modify the following fields:

Categories (Optional)

Classify the type of concern for reporting and tracking. You can select multiple categories if the concern fits more than one type.

Status

• Active - Concern is ongoing and requires monitoring
• Closed - Concern has been resolved
• No Action Required - Noted for reference only

Close Notes (Required when Status = Closed)

• Explain why the concern is being closed
• Document resolution or outcome
• Record any final actions taken
• Reference follow-up plans if needed

DSL Summary

The DSL summary helps other professionals quickly understand, and expands on the description that has been added by the staff member. It can document:

• What the main issues are
• History and context
• Current status and risk level

Adding a DSL Summary

The DSL Summary field is one of the most important editable fields. It provides professional oversight and context.

Writing a Summary Manually

What to Include:

1. Brief Overview - Key facts in 1-2 sentences
2. Previous History - Reference relevant past concerns
3. Current Assessment - Risk level, concerns, observations
4. Professional Judgment - DSL’s assessment

Using AI Summary Generation

The AI Summary Generator can automatically generate a DSL summary by analyzing current concern details, previous history, recorded actions, parent communication, and timeline of events.

The AI Summary can be generated by clicking the wand icon next to the DSL Summary field

AI Summary Benefits: The AI summary tool saves time on routine documentation while automatically including historical context in a consistent, professional format. It identifies patterns across concerns and references all relevant previous records to provide comprehensive context.

Status

The current status of the concern. The following status are available:

• Active: Concern is ongoing and requires monitoring (default for new records)
• Closed: Concern has been resolved and no further action needed
• No Action Required: Concern noted for reference, but no action needed.

Attachments

• Add supporting evidence or documentation

Parent Communication

This section helps track parent involvement and communication around safeguarding matters.

Parent Contacted Switch

Toggle this ON if you have spoken to the parent/guardian about this concern, the parent has been formally notified, or you have had any communication with the parent regarding this matter.

Leave it OFF if parents have not yet been contacted, you plan to contact them later, or the concern doesn’t require parent notification.

Contact Date & Time (Required if Parent Contacted)

• Record exactly when the contact occurred

Contact Details (Required if Parent Contacted)

Document the nature of the communication. You can also add details of why a parent wasn’t contacted

What to Include:

• Method of contact: Phone call, in-person meeting, email, video call
• Who you spoke to: Which parent/guardian
• Key points discussed: What you told them, what they said
• Their response: How they reacted, any concerns they raised
• Actions agreed: What will happen next, follow-up arrangements

Important Considerations:

• Do not contact parents if doing so could put the child at greater risk
• Consult with senior DSL or local authority if you’re unsure whether to contact parents
• For serious safeguarding concerns (e.g., allegations of abuse), you may need to contact authorities before contacting parents