If you manage your school's Single Central Record, QTS checks are one of the areas most likely to cause an Ofsted headache, not because they are complicated, but because they are easy to overlook, easy to confuse with other checks, and easy to record incorrectly.

This guide explains exactly what a Qualified Teacher Status check is, which staff members require one, the step-by-step process for completing it through the Teaching Regulation Agency (TRA), how to record the outcome in your Single Central Record, and how School SCR can automate the entire workflow so nothing slips through the gaps.

Key KCSIE requirement Keeping Children Safe in Education (KCSIE) requires maintained schools, academies, and free schools to verify the Qualified Teacher Status of all teachers they employ. The check must be completed before or as soon as possible after appointment and the outcome must be recorded in the Single Central Record.

1. What Is a QTS Check?

A QTS check is the process of confirming that a teacher holds Qualified Teacher Status, the professional teaching qualification awarded in England by the Teaching Regulation Agency (TRA), an executive agency of the Department for Education.

QTS is awarded to teachers who have completed an approved Initial Teacher Training (ITT) programme and met the Teachers' Standards. Without QTS, a teacher is not legally permitted to be employed as a qualified teacher in a maintained school, academy, or free school in England.

Important: A QTS check is entirely separate from a DBS check and a prohibition from teaching check. All three are different legal requirements under KCSIE. A clear DBS certificate does not confirm QTS, and QTS does not confirm the absence of a prohibition order. Each check must be completed and recorded independently.

2. Why Is QTS Verification Required?

The requirement for schools to verify QTS is set out in KCSIE and in The School Staffing (England) Regulations 2009. The underlying purpose is straightforward: schools should not employ unqualified teachers as qualified teaching staff, and the Single Central Record is the mechanism through which governors, headteachers, and Ofsted inspectors confirm compliance.

When Ofsted or ISI carry out a safeguarding deep-dive during an inspection, the inspector will ask to see the Single Central Record and will look specifically for evidence that all required pre-employment checks have been completed. A missing or improperly recorded QTS check is a compliance failure, and it will be raised in the inspection report.

The consequences of missing QTS checks include:

• A negative Ofsted safeguarding judgement as  'unmet'
• A requirement action or recommendation in the inspection report
• Potential regulatory action if the school is employing an unqualified teacher in a qualified teacher role
• Reputational damage with parents, governors, and the local authority

3. Who Needs a QTS Check?

The requirement applies to all teachers employed in state-funded schools, maintained schools, academies, and free schools. The check must be carried out for:

• Newly appointed teachers joining your school for the first time
• Supply teachers directly engaged by the school (not just sourced through an agency)
• Teachers transferring from another school, QTS should still be verified independently
• Overseas-trained teachers who have been granted Qualified Teacher Status by the TRA
• Early Career Teachers (ECTs) in their induction year
• Teachers returning to the profession after a career break

What about independent schools? Independent schools are not legally required to employ teachers with QTS under the same regulations. However, ISI inspections check whether schools follow their own stated recruitment policies. If your independent school's policy requires QTS, you should check and record it. Many ISI-inspected schools do carry out QTS checks as a matter of good practice.

Teachers Who Do Not Require a QTS Check

The following staff members are not required to hold QTS and therefore no QTS check applies:

• Teaching assistants and higher-level teaching assistants (HLTAs)
• Cover supervisors
• Support staff, administrators, technicians, and other non-teaching roles
• Instructors (non-teachers employed to deliver specialist activity such as music or PE)
• Volunteers

If in doubt, the question to ask is: is this person being employed in the role of a qualified teacher? If yes, a QTS check is required.

4. The Difference Between QTS, Prohibition, and Barred List Checks

These three checks are frequently confused. They are all required under KCSIE for teaching staff but they check entirely different things through different systems:

• QTS Check: Required before or on appointment. Record the date the check was completed in your SCR.
• Prohibition from Teaching Check: Required before employment begins. Record the date the check was completed in your SCR.
• Barred List Check (via DBS): Required before employment begins. Record the date the check was completed in your SCR.
• Enhanced DBS Certificate: Required before employment begins. Record the certificate number and date in your SCR.
• Right to Work Check: Required before employment begins. Record the document type and date in your SCR.
• Section 128 Check (governors and management roles): Required before appointment. Record the date the check was completed in your SCR.

Running a QTS check does not tell you whether a teacher is prohibited from teaching. Running a prohibition check does not tell you whether a teacher holds QTS. Both checks must be completed separately for every teacher. This is the single most common misunderstanding in Single Central Record management.

5. How to Complete a QTS Check: Step-by-Step

QTS checks are carried out through the Teaching Regulation Agency's 'Check a Teacher's Record' service. The process is straightforward but requires a couple of pieces of information to be gathered first.Here's the revised version:

How to Complete a QTS Check: Step-by-Step

QTS checks are carried out through the Teaching Regulation Agency's 'Check a Teacher's Record' service. The process is straightforward but requires a couple of pieces of information to be gathered first.

Step 1: Gather the teacher's details

You will need the teacher's full legal name and date of birth. These must match the details held by the TRA exactly. If there is any discrepancy (e.g. a name change following marriage), the teacher will need to update their TRA record first.

Step 2: Access the TRA service

Go to the TRA's Check a Teacher's Record service at teacherservices.education.gov.uk. The service is free to use and does not require registration.

Step 3: Enter the teacher's name and date of birth

Type in the teacher's full legal name and date of birth exactly as provided. The service is name-sensitive, so a middle name or nickname can cause a 'no record found' result that does not mean the teacher doesn't hold QTS.

Step 4: Review the result

The service will return one of three outcomes: QTS awarded (with the award date), No QTS held, or No record found. A 'no record found' result should be investigated before any conclusion is drawn.

Step 5: Handle a 'no record found' result

Ask the teacher to confirm their details against their TRA record and correct any discrepancies. If no record can be found, the school should contact the TRA directly. Do not employ the teacher as a qualified teacher until QTS is confirmed.

Step 6: Record the outcome in your SCR

Log the date the check was completed (not the QTS award date). Some Single Central Record systems allow you to record the QTS award date as well. This is best practice, but the check date is the required field.

Step 7: File supporting evidence

Although not always required to be shown to Ofsted, it is best practice to save a screenshot or printout of the TRA result. This provides evidence if the result is ever queried.

6. Recording QTS Checks in Your Single Central Record

The Single Central Record is a legal requirement under The School Staffing (England) Regulations 2009. For QTS, the Single Central Record must record, at a minimum, the date on which the check was completed. This is the date you ran the check on the TRA service, not the date QTS was originally awarded to the teacher.

What Your Single Central Record Must Show for QTS

• The staff member's name and role
• That a QTS check was carried out
• The date the check was completed

Best Practice (Beyond the Minimum)

Ofsted inspectors frequently look for evidence beyond the minimum requirements. Best practice Single Central Record recording for QTS includes:

• The date the QTS check was completed
• The QTS award date (the date the TRA shows QTS was granted to the teacher)
• The name of the person who completed the check
• Where the evidence is stored (e.g. a link to a saved screenshot in the school's HR folder)

Common Single Central Record mistakes to avoid: Recording the QTS award date in the 'check date' column is one of the most common SCR errors. If a teacher was awarded QTS in 2018 and you checked this in 2026, your SCR should show 2026 as the check date, not 2018. Inspectors want to know when you confirmed QTS, not when it was originally granted.

7. QTS Checks for Newly Qualified and Early Career Teachers

Early Career Teachers (formerly NQTs) present a specific scenario worth addressing directly. An ECT who has recently completed their ITT programme will have QTS awarded by the TRA upon successful completion. However, the awarding of QTS can sometimes take a few weeks after the ECT begins their induction year.

KCSIE guidance makes clear that the check should be completed 'before or as soon as practicable after appointment.' For ECTs, this means:

• Run the TRA check at the point of appointment
• If QTS has not yet been formally awarded, record the date you checked and the outcome (not yet awarded)
• Recheck and update the Single Central Record as soon as QTS is confirmed

Do not assume that a teacher who has completed an ITT programme automatically holds QTS, the award must be confirmed through the TRA service.

8. QTS Checks for Supply Teachers

Supply teachers are a frequent source of Single Central Record gaps. When a school uses an agency to source supply staff, the agency has a responsibility to carry out their own pre-employment checks, but the school retains responsibility for its Single Central Record.

For supply teachers supplied by an agency:

• The agency should confirm that QTS has been verified and that a prohibition check has been completed
• The school should obtain written confirmation from the agency that these checks have been done and that the teacher is not prohibited from teaching
• This confirmation (and the date it was received) should be recorded in the Single Central Record

For supply teachers directly engaged by the school (not through an agency):

• The school must complete all pre-employment checks as if they were a permanent member of staff
• This includes a QTS check, prohibition check, enhanced DBS, and right to work check

Key point for schools: Many schools fall into the habit of recording supply teacher details without completing or verifying the full set of checks. During Ofsted inspections, supply teacher SCR entries are frequently scrutinised, inspectors know this is a common gap. Make sure every supply teacher entry is as complete as a permanent staff entry.

9. QTS Checks for Overseas-Trained Teachers

Since 1 February 2023, the DfE has allowed overseas-trained teachers to be recognised in England through a new QTS award process. Teachers from outside the UK who have a recognised teaching qualification from their home country can apply for QTS through the TRA.

For schools employing overseas-trained teachers:

• Check the TRA's Check a Teacher's Record service in exactly the same way as for any other teacher
• QTS must have been formally awarded by the TRA before the teacher can be employed as a qualified teacher in a maintained school
• Teachers on a skills assessment route or pending QTS recognition should not be recorded as holding QTS until the award is confirmed

Teachers on the International Qualified Teacher Status (iQTS) route are a separate consideration, always confirm the specific award type on the TRA record and refer to current DfE guidance if in doubt.

10. What Ofsted Inspectors Look For

During an inspection, the inspector responsible for safeguarding will typically review a sample of Single Central Record entries in detail. For QTS, they will be looking for:

• A QTS check date present for every teacher on the record
• No gaps or missing entries for current teaching staff
• Evidence that supply teacher checks have been completed or confirmed in writing by an agency
• Checks completed before or shortly after appointment, not months after the teacher started

Inspectors are experienced at identifying common workarounds, such as a check date that matches the teacher's start date suspiciously perfectly, or QTS award dates listed where check dates should appear.

The best defence is a consistent, complete Single Central Record with a clear date trail, and an online SCR system that makes it impossible to miss a required field.

11. How School SCR Streamlines QTS Verification

Managing QTS checks manually, through spreadsheets, emails, and reminder notes, is time-consuming and error-prone. School SCR is built to eliminate the administrative burden of Single Central Record compliance so school business managers and SLTs can focus on what matters.

Automated Check Reminders

School SCR flags any teacher record that is missing a QTS check date and sends automated reminders to ensure checks are completed before a new staff member begins work. You will never have a new teacher start without a QTS check on their record.

One-Click Check Recording

Once you have run the TRA check, recording the result in School SCR takes seconds. The system prompts you for the check date, the outcome, and (optionally) the TRA award date, and stores a full audit trail of who made the entry and when.

Ofsted-Ready Formatting

School SCR formats your Single Central Record in line with what Ofsted inspectors expect to see. Every required field is clearly labelled, every check has its own column, and the system flags incomplete entries in red so nothing is missed before an inspection.

Multi-School and MAT Dashboard

For Multi-Academy Trusts, School SCR provides a trust-level overview showing QTS check compliance across all schools in your trust. Central teams can identify gaps across the estate without having to log in to each school individually.

Full Audit Trail

Every change to your Single Central Record is logged, who made it, when, and what changed. This audit capability gives governors and headteachers confidence that the record is accurate and demonstrates to inspectors that the school takes Single Central Record integrity seriously.

See SchoolSCR in action: Join an an upcoming webinar to see how School SCR handles QTS checks, prohibition checks, DBS management, and every other SCR requirement, all in one platform. 

12. Frequently Asked Questions

Does a DBS check confirm QTS?

No. A DBS certificate confirms whether an individual has a criminal record. QTS must be verified separately through the TRA's Check a Teacher's Record service. They are two entirely different checks.

Does a prohibition check confirm QTS?

No. A prohibition check confirms whether a person has been prohibited from teaching by the Secretary of State. QTS must still be verified separately. A teacher can hold QTS and still be prohibited, or hold QTS with no prohibition order.

How long does a QTS check take?

The TRA's online service returns results instantly. The process of entering a teacher's name and date of birth and reviewing the result typically takes less than two minutes.

What if the TRA returns 'no record found'?

Do not assume the teacher does not hold QTS. Ask the teacher to check their TRA record for any discrepancies in their registered name or date of birth. If the issue persists, contact the TRA directly. Do not record a positive QTS outcome until it is confirmed.

Do supply teachers from agencies need a QTS check on our SCR?

Yes. The Single Central Record must include an entry for all teaching staff. For agency supply teachers, you should record written confirmation from the agency that QTS has been verified. For directly engaged supply teachers, the school must complete the check itself.

Do I need to recheck QTS for existing staff?

KCSIE does not require schools to retrospectively recheck QTS for existing staff if the original check was completed and recorded at the time of appointment. However, if a staff member's record is missing the check entirely, it should be completed and added to the Single Central Record as soon as possible.

What if a teacher does not hold QTS?

In a maintained school, academy, or free school, employing an unqualified teacher in a qualified teacher role without an exemption is not permitted. If the check reveals that a teacher does not hold QTS, seek urgent advice from your HR provider or local authority. Independent schools have separate rules.

Is QTS required for all subjects?

Yes. QTS is a teacher-level qualification that applies regardless of the subject being taught. There is no subject-specific exemption from the QTS requirement for maintained schools.

What about teachers qualified in Scotland, Wales, or Northern Ireland?

Teaching qualifications from Scotland, Wales, and Northern Ireland are not automatically equivalent to QTS in England. Teachers moving from these nations should apply to the TRA for QTS recognition. Always check via the TRA service.

Can the TRA check be done retrospectively?

Yes, but this should be avoided where possible. KCSIE states checks should be completed before or as soon as practicable after appointment. A retrospective check recorded significantly after a teacher's start date may be flagged by Ofsted as a safeguarding gap.

13. Summary: Your QTS Compliance Checklist

Use this checklist to confirm your school is meeting its QTS check obligations:

1. Run a TRA check via Check a Teacher's Record for every teacher before or on appointment
2. Record the check date (not the award date) in your Single Central Record
3. Record the check for supply teachers, either by completing it yourself or recording agency confirmation in writing
4. For ECTs, recheck and update the Single Central Record once QTS is formally awarded if it wasn't in place at appointment
5. For overseas-trained teachers, confirm QTS has been formally awarded by the TRA before recording as qualified
6. Ensure your Single Central Record is complete and up to date before any Ofsted or ISI inspection
7. Use a dedicated Single Central Record platform like School SCR to automate reminders, record outcomes, and maintain an audit trail

About SchoolSCR

SchoolSCR is a leading cloud-based Single Central Record platform designed specifically for UK schools and Multi-Academy Trusts. It manages every pre-employment check required under KCSIE, including QTS verification, prohibition checks, DBS management, right to work, and more, in one place, with automated reminders, real-time compliance dashboards, and full audit trails.

School SCR is used by primary schools, secondary schools, special schools, independent schools, and MATs across England.