This is an official Northern Trust policy and should not be edited in any way Family Support & Intervention Service Operational Policy Reference Number: NHSCT/10/299 Target audience: Staff within Children s Services Directorate Sources of advice in relation to this document: Maura Dargan, Change Co-Ordinator Replaces (if appropriate): N/A Type of Document: Directorate Specific Service Operational Policy Approved by: Senior Management Team Date Approved: 30 March 2010 Date Issued by Policy Unit: 7 July 2010 NHSCT Mission Statement To provide for all the quality of services we would expect for our families and ourselves
FAMILY SUPPORT & INTERVENTION SERVICE (FSIS) OPERATIONAL POLICY (March 2010)
ACKNOWLEDGEMENTS This Policy has been written by the Family Support &Intervention Service workstream on behalf of the Reform Project Board, Children s Social Work Service: Coordinator Maura Dargan, Change Co-ordinator, Alder House, Antrim Eleanor Morgan, T/L, FSIT, Carnmoney Road, South Eastern Sector Sean McIlmunn, SWSM, South Eastern Sector Catrina Brown, T/L, FSIT, Magherafelt, Central Sector Bill McDonald, T/L, FSIT, Coleraine, Northern Sector Liz Barry, Principal Practitioner, Alder House, Antrim Ciara McKillop, SWSM, Northern Sector Martina Boyle, T/L, Children s Disability Team, Coleraine FOREWORD Children s Services (NH&SCT) recognise the need to reform childcare social work structures in order to improve the quality of social work delivered to children and their families and consequently achieve better outcomes for them. The Gateway Service; operational since April 2008; was the first step in this structural reform and has improved access to services for children initially referred for a social work service. It is now necessary to continue the reform of these structures to ensure that children identified by Gateway as requiring medium-long term social work involvement, receive a high quality and timely service as they are transferred from Gateway. The development of a Family Support & Intervention Service is identified as the next key stage in the reform of childcare social work services. This Policy aims to support the development of a Family Support & Intervention Service on a consistent basis throughout the NH&SCT 1
CONTENTS PAGE MISSION STATEMENT Page 6 1.0 INTRODUCTION Page 6 2.0 OVERALL FUNCTION OF THE FSI TEAM Page 7 3.0 PRINCIPALS OF THE FSI TEAM Page 7-8 4.0 AVAILABILITY AND LOCATION Page 8 5.0 FSIS PRIORITIES / THRESHOLD OF Page 9 INTERVENTION 6.0 TRANSFER PROCESS Page 10 7.0 THE FSIS PROCESS Page 10-13 8.0 CLOSING A CASE Page 18-19 9.0 RESPONSE STANDARDS Page 19-21 10.0 SOSCARE MANAGEMENT Page 21-22 11.0 MANAGEMENT ARRANGEMENTS Page 22 12.0 TEAM MEETINGS Page 23 13.0 SERVICE MEETINGS Page 23 14.0 SUPERVISION Page 23-24 15.0 ANNUAL LEAVE ARRANGEMENTS Page 24 16.0 SICK LEAVE Page 24 17.0 ROLE OF THE SOCIAL WORKER Page 24-25 18.0 ROLE OF THE SENOR PRACTITIONER Page 25 19.0 ROLE OF THE TEAM LEADER Page 25-27 20.0 ROLE OF THE SOCIAL WORK SERVICES Page 27-28 MANAGER 21.0 ROLE OF THE ADMINISTRATIVE SUPPORT Page 28 29 2
APPENDICES APPENDIX 1 List of Policies, Procedures, Guidance and Legislation Page 30-32 APPENDIX 2 Contact Details Page 33-35 APPENDIX 3 EXTRACT Children s Social Work Transfer Policy February 2009 Sections 10.1 12.1 APPENDIX 4 EXTRACT The Gateway to Children s Social Work Service Operational Policy March 2008 Section 11.0 Page 36-40 Page 41-43 APPENDIX 5 Standard Letters to Family and Professionals Page 44-50 APPENDIX 6 EXTRACT UNOCINI Guidance Page 51-56 FIGURES Figure I Initial Transfer Process Page 14 Figure 2 Guide to Child Protection Processes in the 1 st Page 15 year Figure 3 Guide to LAC Process in the 1 st year Page 16 Figure 4 Guide to Family Support Process in the 1 st year Page 17 3
GLOSSARY OF ACRONYMS: Admin Policy AYE The Administrative Systems Recording Policy, Standards and Criteria; Regional Policy for Northern Ireland Health & Social Care Trusts (February 2008) Assessed Year in Employment Caseload Management Model Caseload Management Model (Proposed guidance for implementing the Model across Family and Child Care Services within the Northern Ireland Health and Social Care Trusts); April 2008 CD Service CDT Children s Disability Social Work Service Children s Disability Social Work Team Children Order Children (N.I) Order 1995 CP CPCC FS FSIT FSIS Gateway HoS Information Agreement KSF LAC PFA Child Protection Child Protection Case Conference Family Support Family Support and Intervention Team Family Support and Intervention Service The Gateway to Children s Social Work Service Head of Service Agreed Standards and Criteria for Information Sharing for Agencies working with Families and Children in Northern Ireland; September 2009 (Draft) Knowledge Skills Framework; Performance and Development Looked After Child (ren) Priorities for Action Permanence Policy Permanence Panel Operational Policy; NHSCT; June 2009 (Draft) SWSM SP Social Work Service Manager Senior Practitioner 4
Supervision Policy SW Supervision Policy, Standards and Criteria; Regional Policy for Northern Ireland Health & Social Care Trusts; February 2008 Social Worker T/L Transfer Policy UNOCINI Team Leader (Senior Social Worker) The Children s Social Work Service Transfer Policy; February 2009 Understanding the Needs of Children in Northern Ireland 5
NORTHERN TRUST S MISSION STATEMENT To provide for all, the quality of service we expect for our families and ourselves 1.0 INTRODUCTION 1.1 This Policy aims to support the development of a consistent Family Support & Intervention Service by identifying: the function of the service; the processes undertaken by all grades of staff; the thresholds which will be applied when agreeing priorities for the delivery of a service to children and families and the standards which aim to be achieved. 1.2 It provides, above all else, practical guidance to staff and managers to assist in the delivery and development of the service on a consistent basis throughout The Northern Trust. 1.3 The standards and administrative processes outlined will at times be considered ambitious or aspirational particularly in teams where there are significant staff shortages. Despite this, the service will aim to achieve the standards outlined and will, as an absolute minimum, ensure safeguarding is not compromised 1.4 Whilst the emphasis of this Policy is on administrative processes and systems, the quality of social work intervention with children and families is of equal importance. Both need to coexist if a high quality FSI Service is to be achieved. 1.5 Whilst this Policy primarily supports the delivery of the FSI Service, it is recognised that Children s Disability Services provide a range of services to children and families including the services offered by FSIS. Where appropriate therefore the processes, standards, thresholds and responsibilities of all grades equally apply to these teams 1.6 The Legislative framework; the regional Policies, Procedures and Guidance in addition to the Trust Policy and Procedures governing and referred to in this Policy are outlined in Appendix 1. Staff should make themselves familiar with these key documents to support the work undertaken by them within the Family Support & Intervention Service. Appendix 1 is by no means an exhaustive list and will undoubtedly become outdated as they are reviewed and revised; it is therefore imperative for managers to ensure staff are aware of and receive new or revised Policies and Procedures. 1.7 As it relates, recommendations from the following key reports are included in this Policy: The Victoria Climbe Inquiry; Report of an Enquiry by Lord Laming; 2003 Our Children and Young People - Our Shared responsibilities Overview Report December 2006 Child Protection Review Report; Stage 3 Quality of Record Keeping, NHSCT; RQIA; August 2009 Review of Child Protection/Family Support Services In NHSCT; VOYPIC; June 2009 6
2.0 OVERALL FUNCTION OF THE FAMILY SUPPORT & INTERVENTION TEAM 2.1 The Family Support and Intervention Team s (FSIT) role is to ensure that children and their carers, who are assessed by Gateway as requiring social work support in the medium to long term, are provided with planned and focused services that meet their needs. In general, all transfers from Gateway will be made to FSIT (with the exception of relinquished babies for Adoption or Children with a Disability). 2.2 The Transfer Policy (February 2009) identifies the remit of each childcare social work team including The FSI Service. The transfer criteria applied to the FSI Service is as follows: Children in need, including those in need of safeguarding Children Looked After for less than 3 months Children subject to Supervision Orders (Article 50, Children (N.I) Order 1995) Children subject to Family Assistance Orders (Article 16, Children (NI) Order 1995) Children who receive respite as part of an ongoing family support package Children who were Looked After but have been at home with parent(s) for 3 months; the Care Order discharged and a Family Support/Child Protection Pathway Assessment in relation to the new circumstances is complete Article 56 Investigations (Children (NI) Order 1995) referred from Court via Court Children s Services (CCS) when there is no current or recent (less than 3 months) SW involvement by any other team defined in the Transfer Policy 2.3 The Children s Disability Service (CD Service) provides services as outlined above for those children who meet the CDT criteria (see Transfer Policy) 3.0 PRINCIPLES FOR THE FAMILY SUPPORT AND INTERVENTION SERVICE (FSIS) 3.1 Whilst this Policy applies specifically to The FSI service, the principles outlined here may equally apply to all childcare social work teams, including The Children s Disability Service (CD Service): To provide a service that is responsive, efficient and consistent in assessing the needs of children, young people and their families transferred from Gateway for ongoing social work services. To complete Pathway Assessments using The UNOCINI Framework, in line with Regional Standards and Guidance. To work in partnership with children and families to assess their needs and identify appropriate support services, which may be provided by the Community, Voluntary and/or Public Sector. 7
To ensure an immediate response to safeguard children in need of protection. To make every effort to engage all professionals involved with the child and family so that their contribution is included in Pathway Assessments where possible. To ensure the family and professionals are informed of the outcome of all assessments To involve the family and professionals in the review of ongoing assessments and services that may be provided to the family as part of the Family Support (FS), Child Protection (CP) or LAC Care Plan. To provide a high quality service from the point of transfer, through the process of assessment and review using the UNOCINI framework to the conclusion of social work involvement with a child and family. To overview and prioritise all transfers by a Team Leader (T/L) on the day of receipt. To ensure a consistent response and threshold applied during the process of assessment and review via the supervision process by The Family Support & Intervention Team (FSIT) T/L. To ensure clear lines of accountability throughout the service to ensure that all staff understands the responsibilities of Social Worker (SW), Senior Practitioner (SP), Team Leader (T/L) and Social Work Service Manager (SWSM). Family and Professionals kept informed in writing of The FSIT s receipt of transfer and the status of the case i.e. placed on a waiting list and the anticipated duration or the name of the SW appointed to the family if immediately allocated. 4.0 AVAILABILITY AND LOCATION 4.1 With the exception of Public Holidays; The FSIS and CDT operates from 9am 5pm, Monday to Friday. 4.2 FSIS does not routinely operate a duty system as this function is provided by Gateway for all new referrals. However, in exceptional circumstances and on a short-term basis, a FSIT may provide a responsive duty service either on a reduced hour or full time basis to manage an extensive waiting list 4.3 Within the Northern Trust, The FSIS comprises of nine teams situated within the locality they each serve (see appendix 2 for contact details) 4.4 In addition, there are Children's Disability Teams situated at four locations across the Northern Trust, see appendix 2 for the contact details of these teams. 8
5.0 FSIS PRIORITIES/THRESHOLD OF INTERVENTION 5.1 The Threshold of Needs Model (UNOCINI) outlines the four levels of need which alongside The Family and Childcare Thresholds of Intervention (UNOCINI) helps form the basis of The Gateway Services response to children and families and assists Gateway to prioritise their response to referrals. The same principles apply in The FSI Service (including the CD Service) when determining priorities and helping to determine if cases can be placed on a waiting list and when considering closure of a case. The Regional ACPC Policies and Procedures and Co-operating to Safeguard Children in addition to The Children (NI) Order 1995 will also inform action needed in any given case. A summary is outlined here: Priority 1: - Needs of child are described and evidenced at level 4 in one or more domains. Parental capacity is likely to be at level 3 or level 4 and environmental factors may also be at a high level. It is likely that safeguarding procedures will apply. A child at level four should not be placed on a waiting list and the case will not close Priority 2: - Needs of child are described and evidenced at level 3, including children who may be in need of safeguarding, parental capacity is also at level 3 or level 4. A child at level three should not be placed on a waiting list and the case will not close. Priority 3: - Needs of child are described and evidenced at level 3 but are not in need of safeguarding and parental capacity is at level 1 or level 2. These cases are likely to be less urgent. A child at this level could be placed on a waiting list for a time-limited period subject to ongoing review by T/L but would not be closed once allocated. Priority 4: - Needs of child are described and evidenced at level 2, but the parental capacity is at either level 3 or level 4 and environmental factors may also be high. These transfers from Gateway relate to children where there the circumstances are likely to deteriorate leading to a reduction in parental capacity and/or an escalation of children s needs. A child at this level could be placed on a waiting list subject to ongoing review by T/L but would not be closed once allocated. Cases appropriate for closure: - Needs of the child are described at level 1 or 2 and parenting capacity is at level 1or 2. Such cases would not be transferred from Gateway and would be closed by FSIS 5.2 As per the Threshold of Needs Matrix (UNOCINI), this is guidance to assist T/Ls in determining levels of need and the level of priority, which should be applied. There will always be a requirement on T/Ls to apply professional judgement in any given set of circumstances. 9
6.0 TRANSFER PROCESS 6.1 The transfer process to and from The FSI and CD Service is outlined in detail in: The Children s Social Work Service Transfer Policy; February 2009 (10.0-12.1 Appendix 3) The Gateway To Children s Social Work Service Operational Policy; March 2008 (11.0 Appendix 4) 7.0 THE FSIS PROCESS (See figure 1) 7.1 On receipt of a transfer from Gateway, FSIS will email an acknowledgement to Gateway on day of receipt 7.2 Admin support will create a file (to the requirements outlined in The Admin Policy) and make available to the T/L on day of receipt. The T/L will ensure SOSCARE has been updated to reflect the transfer of SW responsibility from the Gateway SW to the T/L in FSIT. 7.3 The T/L will decide to allocate or place the case on a waiting list (see 5.1). The T/L will agree the letter to be issued to family and professionals (Appendix 5). 7.4 Admin support will issue the agreed letter to family and professionals within 5 working days. 7.5 If a transferred case has been placed on the waiting list for allocation it will be included in the statistical unallocated cases return. The Management of Unallocated Children s Cases ;( Protocol for Northern Ireland Health & Social Care Trusts; May 2009 Draft) outlines the reporting and management responsibilities of all managers within the service and will be adhered to. 7.6 It is the T/Ls responsibility to overview and regularly re-prioritise the waiting list, updating SWSW as per the above Protocol. The re-prioritisation will take account of caseloads; capacity within the team and any new information from the family or professionals which increases or decreases concern about the child or family. 7.7 On occasions if an extensive waiting list of unallocated cases exists within any of the FSITs the T/L and SWSM may make extraordinary arrangements to provide a more substantial response to these cases i.e. the provision of a responsive duty service either on a reduced hour or full time basis. Any such arrangement will be kept under review by Senior Management and stood down as soon as possible as it should be seen as a short-term response to an immediate need and not a core function of the team. 7.8 The 4 levels of need outlined in The Threshold of Needs Model (UNOCINI) in addition to The Family and Childcare Threshold of Intervention (UNOCINI) will serve as the basis of FSIS s and the CD Service s initial response to children and families. The Regional ACPC Policies and Procedures and Co-operating to Safeguard Children in addition to The Children Order will also inform response times in any given case. 10
7.9 The T/L will allocate the case to a suitably qualified SW who both has the skill, knowledge and capacity to visit and provide a service within the timescales agreed by The T/L. 7.10 At the point of allocation the T/L will ensure the SW understands the purpose of contact with the family and is clear about what action is required which will be recorded as per the regional Supervision Policy. 7.11 A contingency plan will be agreed between the T/L and the SW so that the SW is clear what action is required should they fail to make contact with the child/family within the agreed timescales. 7.12 Once allocated, The SW will transfer SW responsibility on SOSCARE from the T/L in FSIT to them on the date the case was allocated. 7.13 The allocated SW will ensure he/she has read all records held about the family. Whilst Gateway will provide an Initial Assessment, which will include a summary of historical SW involvement, it is necessary for the SW in FSIT to access and read all historical records for themselves. 7.14 If the case was initially placed on a waiting list then a further letter to family and professionals (Appendix 5) indicating the case has now been allocated will be issued by admin support within 5 working days of the case being allocated. 7.15 In agreement with the T/L, the SW will arrange to visit by phone or by appointment letter or in some instances cold call depending on the nature of the case and begin the social work process. 7.16 For Child Protection Cases the transfer will have occurred at The Initial CPCC and the allocated SW in FSIT will undertake and co-ordinate the Child Protection Pathway Assessment and any other identified assessments. They will also provide and coordinate services as per the agreed Child Protection plan. UNOCINI Guidance, The Regional ACPC Policies and Procedures and Co-operating to Safeguard Children in addition to The Children Order will form the basis of Social Work involvement with the family and the reviewing requirements. (See figure 2) 7.17 For Children Looked After ; the case will have been transferred at an early stage with Gateway and FSIT ensuring any co-working arrangements are managed effectively. The Initial LAC Review, 2 weeks after being received into care will formulate the Care Plan. The allocated SW will undertake and co-ordinate the Looked After Child Pathway Assessment. They will also provide and co-ordinate services as per the agreed Care Plan. If the criterion is met, a referral will be made to screen The Emotional Health & Well-being needs of the child, which will inform the Pathway Assessment presented to the next review (3 months later). An application to The Permanence Panel will be made following the 3 month LAC and in keeping with the Permanence Panel Operational Policy; June 2009 (Draft). The Policies, Guidance and Legislation mentioned above (7.16) are relevant to Looked after Children. In addition, staff need to ensure compliance with the Guide to Case Management in Public Law Proceedings (July 2009) if appropriate. (See figure 3) 11
7.18 For children transferred for a Family Support Service, the allocated SW must first establish if a meeting is required or a combination of a home visit, multi agency liaison by telephone or email and supervision with FSIT T/L is sufficient to agree the Initial Family Support Plan. (See figure 4) 7.19 The Initial Family Support Plan is to be completed within 20 days of receipt of the initial referral to Gateway. In most cases therefore this will mean a completed Plan within 10 days of FSIT having received the transfer from Gateway (assuming Gateway have transferred the case within the 10 standard). 7.20 The proposed plan or recommendations from Gateway will form the basis of discussion/agreement by the FSIT SW, the family and professionals. 7.21 The allocated SW will focus on implementing and co-ordinating the holistic or domain specific FS Pathway Assessment, (if indicated in the plan), any other identified assessments and provide or co-ordinate services as per the agreed FS Plan. 7.22 The UNOCINI Guidance provides detailed information regarding FS Pathway Assessments, The FS Plans and reviewing arrangements including the standards to be achieved (4.8; pages 65-71). A copy has been appended for ease of reference (Appendix 6) 7.23 Whatever the status of the child, during the first home visit, the FSIT SW will give the family a copy of The FSIS leaflet (outlining the service and contact details); and ensure they have received a copy of The Trusts Your Views Matter Leaflet and The Trusts Information for Service Users & Patients leaflet from the Gateway SW. The SW will also ensure the parent/child (age appropriate) have been informed by the Gateway SW as to the process of how to make a complaint. If these actions have not been taken by Gateway or the family wish to have further information the FSIT SW will provide these. 7.24 The SW will provide an overview of assessment and reviewing processes to the family. The SW should be explicit about the expectations of the family and the necessary changes they need to make and those that are viewed as desirable. 7.25 The FSIT SW will clearly outline the issue of consent (including any limitations to consent where appropriate) as guided by The Information Sharing Agreement (due to be issued regionally by The Department). Consultation with management may be required regarding any issue of consent raised by a family when the necessity to safeguard a child is in question. 7.26 Throughout SW involvement with a family, the SW will provide feedback to their T/L and confirm the way forward and agree any further work to be undertaken via informal and formal supervision. 7.27 Professionals involved with the family will be kept informed of progress and will be expected to contribute to ongoing assessments and review of plans by their attendance at formal review meetings (CPCC and LAC Reviews). The benefits of fully involving all professionals in the assessment and reviewing arrangements for cases of a FS nature will be outlined to family and consent requested. 12
7.28 Throughout SW involvement with a family, the SW will maintain a comprehensive and contemporaneous written record on the child s file of all the information gathered about the child and family as per The Admin Policy. All records will be signed, dated and identify the author and designation avoiding abbreviations. 7.29 The SW and T/L will use professional judgement, having considered the issue of consent, when determining the appropriateness of the family and professionals receiving copies of all assessment and reports pertaining to the family. Any decision to share/not to share written information needs to be carefully taken and the decision and rationale recorded on the child s file. The Regional Information Sharing Agreement due to be issued by The Department will support staff to make decisions in relation to sharing information. Please note: As the Children s Disability Service fulfils the function of both Gateway and FSIS, the process of transfer from Gateway to FSIS will rarely apply to the CD Service. It is likely that the Gateway Policy in addition to the FSIS Policy will together reflect the processes undertaken within CDT. 13
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8.0 CLOSING A CASE 8.1 The decision to close a case will be agreed by the T/L and SW and will ordinarily take place in supervision or at a review meeting. For children who had previously been on the Child Protection Register or Looked After, the decision to close the case needs to be agreed by the SWSM 8.2 No transferred case will close unless: The child is spoken to alone (age appropriate), views ascertained and recorded on file The parent/carer is spoken to, views ascertained and recorded on file The accommodation lived in is visited The views of all professionals particularly the referrer sought considered and recorded on file. 8.3 A case will not close immediately after a child has ceased to be Looked After or whose name has been removed from the child protection register. The child will be deemed a Child in Need for a minimum of 3 months and will continue to receive a service and formally reviewed via the family support assessment and planning framework for as long as deemed necessary. The decision to close such a case needs to be agreed by the SWSM 8.4 When considering closure of a case, The Regional ACPC Policies and Procedures and Co-operating to Safeguard Children in addition to The Children (NI) Order 1995 will inform action needed in any given case. 8.5 The 4 levels of need outlined in The Threshold of Needs Matrix (UNOCINI) and the priorities outlined at 5.1 serve to inform the decision to close a case. 8.6 Once closure has been agreed, The SW will: Ensure the child s file is up to date and contains all necessary documentation Issue a closure letter (Appendix 5) to family and professionals Complete and sign the transfer/closure form (REC 6) and the transfer process record (REC 7) Forward the completed file to the T/L within one month of the decision to close the case. 8.7 The T/L will: Read and assure the quality of the child s file ensuring all actions have been taken and recorded. Ensure the SW takes any remedial work on the file or takes any actions which are identified as outstanding 18
Ensure the family and professionals have been informed in writing of the decision to close the case Record and sign the decision to close on the transfer/closure form (REC 6) and complete the appropriate sections of the transfer process record (REC 7) Forward the file to admin support for closure on SOSCARE 8.8 For children who had previously been on the Child Protection Register or Looked After the SWSM will complete the tasks outlined above (8.7) 8.9 Admin Support will close the case on SOSCARE and archive in accordance with The Trust s Record Management Policy 9.0 RESPONSE STANDARDS (See Figures 1, 2, 3, 4) 9.1 An acknowledgement of receipt of transfer will be emailed immediately (within 1 working day) to the team who transferred the case to FSIS or CDT. 9.2 CP and LAC cases transferred to FSIS or CDT will be allocated immediately (within 1 working day) 9.3 FS cases transferred to FSIT or CDT will be allocated immediately if possible or on the basis of the priorities set out at 5.1 9.4 Admin support will issue the agreed letter to family and professionals within 5 working days of receipt of transfer (see 7.3) 9.5 Once allocated from the waiting list, as directed by the SW or T/L, admin support will issue a further letter (see 7.14) to family and professionals indicating the case has now been allocated, within 5 working days of the case being allocated. 9.6 Child Protection Cases: (See figure 2) An Initial CPCC will be convened within 15 days of receiving the initial child protection referral For Initial CPCCs a copy of the Social Worker s Report to Conference will be discussed with and given to those with parental responsibility and/or the child (age appropriate) not less than 1 working day prior to the Case Conference and with the chair at least 2 working days prior to Conference For Review CPCCs a copy of the Social Worker s Report to Conference will be discussed with and given to those with parental responsibility and/or the child (age appropriate) not less than 3 working days prior to the Case Conference. The parents and child s views of the assessment should be included in the final report which is to be with the chair at least 2 working days prior to Conference The CC minutes including the child protection plan and the SW report will be issued to family and professionals within 14 days of the date of CPCC 19
The initial core group meeting will be convened within 10 days of the CPCC date The CP Pathway Assessment will be completed within 3 months of the initial CPCC and made available to the review case conference and thereafter at minimum 6 monthly intervals The frequency of ongoing meetings and processes will be informed by The Regional ACPC Policies and Procedures 9.7 Looked After Children Cases: (See figure 3) The initial LAC review will be convened within 14 days of the child becoming looked after A copy of the Social Worker s Assessment/Report for The LAC meeting will be given to and discussed with those with parental responsibility and/or the child (age appropriate) no later than 1 working day prior to the Initial LAC Review and with the chair at least 2 working days prior to Conference. Subject to meeting the criteria, a referral will be made for an initial screening of the emotional health & well-being needs of the child immediately following the Initial LAC Review meeting The LAC review minutes, including the Care Plan and SW report/assessment will be issued to family and professionals within 14 days of the date of the LAC Review The LAC pathway assessment will be completed within 3 months of the Initial LAC Review and made available to the 3 month LAC review. The Pathway Assessment will include the findings of the emotional health and well-being screen The 1 st Review will take place 3 months following the Initial LAC Review and at 6 monthly intervals thereafter. A copy of the Social Worker s Assessment/Report for Review LAC meetings will be given to and discussed with those with parental responsibility and/or the child (age appropriate) not less than 3 working days prior to the Review LAC meeting. The parents and child s views of the assessment should be included in the final report/assessment which is to be with the chair at least 2 working days prior to Conference The Permanence Panel invites management attendance at the Panel on the first occasion, following the 3 month LAC Review and again following the 9 month LAC Review (see Permanence Panel Operational Policy for further details) The frequency of ongoing meetings and associated processes will be informed by The Children (NI) Order 1995; Guidance and Regulations; Volume 3; Family Placements and Private Fostering & Volume 4; Residential Care 20
9.8 Family Support Cases: (See figure 4) The initial Family Support Plan is to be completed within 20 days of the initial referral to Gateway. In most cases therefore this will mean a completed Plan within 10 days of FSIT having received the transfer from Gateway (assuming Gateway have transferred the case within the 10 day standard). The holistic or domain specific family support pathway assessment (if agreed as part of the family support plan) will be completed within 3 months of the plan being agreed Ongoing family support pathway assessments, minutes and revised plans will be issued to all professionals (having considered the issue of consent) and family within 14 working days of being completed/meeting held A copy of any report/assessment or plan should be given to and discussed in full with those with parental responsibility and/or the child (age appropriate) prior to the FS Review meetings. The parents and child s views of the assessment should be included in the final report/assessment. The frequency of ongoing meetings and processes will be guided by the UNOCINI Guidance (appendix 6) 9.9 Once a case is agreed for closure, a letter confirming this decision will be issued to family and professionals within 5 working days of the decision 9.10 The completed file will be provided to the T/L or SWSM (for children previously on the Child Protection register or Looked After ) within one month of the decision to close the case. 9.11 The T/L or SWSM (for children previously on the Child Protection Register or Looked After ) will assure the quality of the file, record and sign the decision to close on the transfer/closure form, REC 6, and complete the appropriate sections of the transfer process record (REC 7) and provide to admin support within 5 working days of receipt from SW 9.12 Admin support will close the case on SOSCARE within 1 working day of receiving the file from the T/L 9.13 Admin support will archive the file in accordance with The Trust s Record Management Policy within 5 working days of receiving the file from the T/L 10.0 SOSCARE MANAGEMENT 10.1 The responsibility for transferring SW responsibility on SOSCARE to the T/L in FSIT or CDT lies with the team transferring the case to FSIT or CDT and is to occur on the date of transfer. The FSIT or CDT T/L will however ensure this has occurred on the date a transfer has been received. 21
10.2 The allocated SW in FSIT or CDT will ensure SW responsibility has been transferred on SOSCARE from their T/L to them on the day the case has been allocated. 10.3 The allocated SW will ensure all SOSCARE requirements are met for as long as the case remains open e.g. open Looked after Children s file; enter dates for medicals; changes in legal status; forthcoming reviews etc. 10.4 When a decision has been reached to transfer or close a case, the allocated SW will complete a transfer/closure form (REC 6), which will be signed and coded by The T/L or SWSM (see 8.1) and if appropriate, the transfer process record (REC 7). Admin support will transfer/close the case on SOSCARE as per the detail provided by the SW and agreed by The T/L or SWSM 10.5 The T/L will run a number of SOSCARE reports once per month to ensure the system is up to date and accurately reflects throughput i.e. transfers to and from FSIT; existing social work caseloads and ensuring cases which should be closed are no longer on the system. These reports will also assist the T/L to monitor the progress of the team on a monthly basis. The reports and the SOSCARE shortcuts to access these reports are as follows: List of pending cases 1.1.2.2.1 Children Order: Reviews due 1.1.3.4.14.1 Child Protection: Outstanding investigations 1.1.4.6.1.3.2 Child Protection: Outstanding Case Conferences 1.1.4.6.2.3.2 Child in Need: Incomplete Records 1.1.11.3.1 Case Load Reports: - 1.1.7.4.1.1 10.6 If discrepancies are noted the T/L and admin support will take immediate steps to rectify any problems with the assistance of the SOSCARE Manager if necessary. 10.7 Admin support will ensure a SOSCARE print out of the social workers caseload is available to the T/L for formal supervision once per month (fortnightly for AYE staff). 11.0 MANAGEMENT ARRANGEMENTS 11.1 The T/L will be available to their team, in person or by phone or will ensure their team is aware of alternative management availability at any given time. The SP in the team will usually deputise for the T/L in their absence. Each T/L will ensure sufficient staff are contactable and available to respond to crises within existing caseloads or cases placed on the waiting list. 11.2 When a T/L or SWSM is on annual leave, cover arrangements should be made in advance and all staff informed of the arrangements. 11.3 When a T/L or SWMS is absent through sickness, the direct line manager will immediately make appropriate cover arrangements and notify all staff. 22
12.0 TEAM MEETINGS 12.1 T/Ls will arrange monthly team meetings. It is expected that all team members will attend and a record will be kept of the meeting. Team Meetings are a useful opportunity to share practice issues and developments (use of invited guests); update on new and revised Trust or Regional Guidance, Policy, and Procedures; Identify team issues needing to be highlighted to Senior Management; sharing Management issues with the team and encouraging team cohesiveness via the monthly opportunity to meet to debate issues impacting on practice and service delivery. 13.0 SERVICE MEETINGS 13.1 Once per month a service meeting will be convened at least in the short to medium term. 13.2 It is expected that one representative (SWSM, T/L or SP) from each team attend each month. It is the responsibility of the representative to ensure staff receives feedback and a copy of the minutes is made available to all staff. 13.3 The purpose of The Service Meetings is to: Share regional developments Share and propose resolution to difficulties experienced in the operational management of The Transfer Policy Ensure compliance with The FSIS Operational Policy Ensure systems and processes are consistent throughout The Trust Ensure thresholds of need and intervention as per UNOCINI are consistently applied throughout the service Collate agreed Management Reports as required by Trust, Board and Department Ensure staffing quotas are appropriate Identify issues to be brought to Reform Project Board for resolution 14.0 SUPERVISION 14.1 All newly appointed staff will be provided with a suitable induction programme 14.2 The Regional Supervision Policy will be adhered to by T/Ls, SWSMs and all staff in The FSIS 14.3 In addition to the formal supervision arrangements, T/Ls will be available as much as possible to provide advice, guidance, support, direction and make case decisions on a daily basis. 23
14.4 In the absence of the T/L, arrangements will be put in place for a SP to deputise and fulfil this function. In teams were there are no SPs, the SWSM will need to provide urgent cover or identify a suitable alternative for the team. The team will be informed and clear about any changes to the management arrangements on any given day. 15.0 ANNUAL LEAVE ARRANGEMENTS 15.1 Each T/L must ensure there is sufficient cover for the service in their locality particularly at peak holiday times. 15.2 Any cover arrangements negotiated at management level will be advised to the team in advance. 16.0 SICK LEAVE 16.1 All staff adhere to the Trust s Managing Absence Policy (Interim). 17.0 THE ROLE OF THE SOCIAL WORKER 17.1 To undertake assessments and reviews commensurate to the concerns and in accordance with The UNOCINI Standards & Guidance. 17.2 Will appraise the T/L and confirm the way forward including any further work to be undertaken in all cases. 17.3 Will keep professionals informed of progress and regularly seek professional views and their contribution to ongoing assessments. 17.4 Will ensure recording is done as a matter of priority and that all files contain the necessary documentation. Throughout SW involvement with a family, the SW will maintain a comprehensive and contemporaneous written record on the child s file of all the information gathered about the child and family as per The Admin Policy. All records will be signed, dated and identify the author and designation avoiding abbreviations. 17.5 Will ensure the UNOCINI IT system (when available) and SOSCARE is updated and managed appropriately. 17.6 To ensure the family is engaged and regularly appraised. 17.7 To contribute to effective supervision in keeping with The Supervision Policy 17.8 To contribute to team meetings and any team building opportunities. 17.9 To contribute to the duty rota if in operation. 17.10 To ensure referrals to other agencies/services are made as appropriate. 17.11 To prioritize own caseload, with the support of T/L if necessary. 17.12 Contribute to the standardisation of assessments and the service 24
17.13 Access appropriate training and commit to continuous professional development 17.14 Manage a caseload as determined by the Caseload Management Model 17.15 Ensure practice is fully compliant with all appropriate Trust and Regional Guidance; Policies & Procedures and Legislation 18.0 THE ROLE OFTHE SENIOR PRACTITIONER The Senior Practitioner will fulfil all the requirements of the Social Worker as outlined above in addition to the following: 18.1 Manage a complex caseload 18.2 Co-work complex cases with SW staff. 18.3 Identify training needs for individuals and team. 18.4 Create opportunities to be involved in and develop Community, Voluntary and Statutory relationships to the benefit of children and families within the locality served. 18.5 Access and make available to the team, resources/research, policies and procedures to enhance evidence based practice (with the assistance of Principal Practitioners as appropriate). 18.6.1 Influence the quality standards to be met by the team in terms of recording and assessments. 18.7 Assist in the delivery of a duty system, if in operation. 18.8 Deputising for T/L when necessary. 18.9 Professional support/supervision to students, trainees, social work assistants and Assessed Year in Employment social work staff. 19.0 THE ROLE OF THE TEAM LEADER 19.1 Responsible for the delivery of an efficient and effective FSIT 19.2 Responsible for the management of all the staff within the team for which they are responsible. 19.3 Will provide supervision to all staff in keeping with The Supervision Policy and the KSF requirements. 19.4 Will also ensure supervision with their SWSM is effective, will access appropriate training and commit to continuous professional development using The Knowledge Skills Framework 19.5 Will ensure individual team members avail of appropriate training opportunities as indicated by Supervision and KSF to develop and maximise the skill and knowledge base within The FSI Team 25
19.6 Will provide a monthly update to their line manager via supervision in relation to service delivery and staffing issues. 19.7 Will ensure any cases placed on a waiting list are prioritised appropriately and update Senior Management as appropriate. They will ensure to meet the requirements of the regional Management of Unallocated Children s Cases; Protocol for NI Health & Social Care Trusts, May 2009 (Draft) 19.8 If deemed necessary (see 4.2) and in agreement with the SWSM, the T/L will ensure a duty rota is in place to manage the waiting list of unallocated cases. The T/L alongside the SWSM will keep the requirement for a duty rota under review. 19.9 Will allocate cases to a worker deemed suitably qualified and experienced to receive the case. They will also ensure to allocate to workers, which have the capacity and are able to visit within the timescales expected by the T/L 19.10 Will ensure the SW understands the purpose of contact with the family and is clear about what action is required which will be recorded as per the regional Supervision Policy. 19.11 Will agree a contingency plan with the SW so that the SW is clear what action is required should they fail to make contact with the child/family within the agreed timescales. 19.12 Will review the data held in the electronic system that underpins service delivery. 19.13 Will have working knowledge of all ongoing cases; provide support and guidance to staff and make case decisions appropriate to T/Leader level. 19.14 Will ensure The UNOCINI Guidance in particular the standards stipulated are consistently applied to all assessments and reviewing arrangements undertaken by the team. 19.15 Will review case files in preparation for supervision and will sign and date the case file to indicate that such a review has taken place. They will ensure that any gaps in practice are addressed and ensure they endorse all actions/decisions from assessments. 19.16 Will, in accordance with The Supervision Policy audit a small sample of case files every 6 months to track decisions made, actions taken and outcomes for children along with ensuring there are supervision records on children s files. 19.17 Will ensure the UNOCINI IT System (when available) and the SOSCARE system is up to date and accurately reflects current work and throughput i.e. transfers to and from FSIT; existing social work caseloads; unallocated cases (cases open to the team leader) and closures. They will run SOSCARE reports on a monthly basis (see 10.5) 19.18 To ensure that time-in-lieu and overtime is managed and recorded appropriately. 19.19 To ensure team meetings occur on a minimum monthly basis. 19.20 To ensure the service is appropriately staffed at all times particularly during holiday periods. 26
19.21 To ensure a random selection of files is shared with their Manager on a monthly basis for quality assurance purposes. 19.22 To provide management reports and statistical information as requested by management for example, the number of unallocated cases and data to support achievement or otherwise in meeting the Priority For Action Targets 19.23 Will comply with The Caseload Management Model requirements when allocating cases and reporting caseload pressures to senior Management 19.24 Will comply with The Trusts standing financial instructions and ensure the effective and efficient allocation of resources to children and families 19.25 To ensure the team is fully compliant with all appropriate Trust and Regional guidance; Policies & Procedures and Legislation. 20.0 THE ROLE OF THE SOCIAL WORK SERVICE MANAGER (SWSM) 20.1 Will be responsible for the delivery of an efficient and effective FSIS. 20.2 Will contribute to the delivery of a consistent FSIS throughout The Northern Health and Social Care Trust. 20.3 Will attend or ensure representation at Service Meetings and contribute to the development of the service. 20.4 Will provide supervision to the T/L in keeping with The Supervision Policy and the KSF requirements. 20.5 Will address any difficulties experienced in transfer arrangements as a matter of urgency. 20.6 Will establish systems to review and evaluate transfer arrangements. 20.7 Will, alongside peers, identify and seek to resolve any interface issues between FSIS, CDT, Gateway and LAC Services. 20.8 Will, in accordance with The Supervision Policy ensure the T/L audits a small sample of case files every 6 months to track decisions made, actions taken and outcomes for children along with ensuring there are supervision records on children s files. The SWSM will undertake a further audit once per year. 20.9 Will regularly audit the SOSCARE and UNOCINI IT System (once available) and the management reports generated. 20.10 Will ensure compliance with the FSIS Operational Policy and UNOCINI Standards & Guidance 20.11 Will ensure to maintain an appropriate level of staffing, urgently recruit if gaps are identified and ensure the impact of staff absences on case management is properly controlled. 27
20.12 Will ensure any cases placed on a waiting list are prioritised appropriately by the T/L and update Senior Management as appropriate. They will ensure to meet the requirements of the regional Management of Unallocated Children s Cases; Protocol for NI Health & Social Care Trusts; May 2009 (Draft) and be assured their T/L is also compliant. 20.13 Will ensure the team avail of appropriate training opportunities as indicated through their Supervision and guided by KSF to develop and maximise the skill and knowledge base within The FSI Service 20.14 To provide management reports and statistical information as requested by management for example, the number of unallocated cases and data to support achievement or otherwise in meeting the Priority For Action Targets 20.15 Will ensure the T/L is applying The Caseload Management Model requirements when allocating cases and will undertake to report caseload pressures to senior Management as indicated by the Model 20.16 Will comply with The Trusts standing financial instructions and ensure the effective and efficient allocation of resources to children and families 20.17 To ensure the service is fully compliant with all appropriate Trust and Regional Guidance; Policies & Procedures and Legislation 21.0 ROLE OF THE ADMINISTRATIVE SUPPORT 21.1 Responsible for the delivery of an efficient and effective administrative support system. 21.2 Will maintain appropriate records, information and files in accordance with Trust Policies and Procedures and the Admin Policy 21.3 Will comply with The Child Protection Case Conference Administration Guidelines (Draft) 21.4 Will manage the SOSCARE system as described at 10.0 21.5 Will ensure the IT System (when available) is maintained appropriately. Will generate management reports for T/L and seek to resolve any difficulties (with the support of The Systems Manager if required). 21.6 Will ensure the phone system is managed in an effective and efficient manner at all times. 21.7 Will maintain good communication and working relationships with the public, colleagues and professionals. 21.8 Will arrange for files to be made available for Gateway staff to access. 21.9 Will maintain an appropriate filing system and will manage client files in accordance with Trust Policy and Procedure and the Admin Policy 21.10 The Safe Haven protocol (Data Protection) will operate in respect of all faxed transmissions by administration support. 28