Guidelines For EY Settings : IndividualCP records

Background Information

‘Working Together to Safeguard Children’ 2015 recognises that all staff have a crucial role to play in helping to identify welfare concerns and indicators of possible abuse or neglect at an early stage.

The purpose of this document is to ensure that all child protection information is kept in an appropriate and useful manner. It should be read in conjunction with the following documents:

  • The South West Child Protection Procedures
  • Working Together to Safeguard Children (HM Government 2015), Information Sharing: Guidance for practitioners and Managers (HM Government 2015).

Good record keeping is essential for two main reasons:

  • It helps settings identify causes for concern at an early stage. Often it is only when a number of seemingly minor issues are taken as a whole that a safeguarding or child protection concern becomes clear
  • It helps settings to monitor and manage its safeguarding practices. Furthermore in any inspection it will evidence robust and effective safeguarding practice

What records should we be keeping?

  • Staff working with children and young people on a regular basis, are in a position to monitor their welfare and safety. If as a result of their regular contact with a child, a member of staff is concerned as to the safety and welfare of a child, they have a responsibility to pass their concerns to the designated safeguarding lead (DSL) within the setting without delay.
  • Not all child protection information results in a referral. A record should be made of any concern or suspicion that gives staff cause for concern about a child as well as any disclosure or allegation made. Even if the information does not appear to be very significant on its own, it could contribute to a ‘jigsaw’ picture of abuse that should not be ignored.
  • It is important that the setting’s prospectus/website makes it clear to parents, carers and pupils that the setting has a duty of care and therefore has a responsibility to pass concerns on to Children’s Social Care.

How should we be recording information?

  • Records should be factual, using the child’s own words in the cases where a disclosure is made. Professional opinion can be given, but needs to be supported by stating the facts and observations upon which the opinion is based, i.e. Jack appeared angry as he was kicking the table and swearing. (N.B. expressing the opinion that the child is not telling the truth is not helpful and can prejudice how a case proceeds). Any injuries should be marked on a body map, photographs should never be taken (Appendix E)
  • Members of staff should make a written account of any concerns they have regarding the welfare or well-being of a pupil. It is useful to have a proforma for staff to record information/concerns. This can ensure that essential information is not overlooked. A sample is included in this document (Appendix B)
  • It is recommended that blank copies of the proforma (Appendix B) are kept in all rooms and in the staffroom for staff to access when necessary. However if a copy of the blank proforma is not quickly accessible it is acceptable to record concerns on a blank sheet of paper. Remember to include the following:-
  • Date of the incident
  • Date and time of the record being made
  • Name and date of birth of the child(ren) concerned
  • A factual account of what happened, and the location where the incident took place (include the actual words spoken by the child where possible)
  • A note of any other people involved eg as witnesses
  • Action taken, and any future plans eg monitor and review
  • Confirmation that the concern has been passed to the Designated Safeguarding Lead or deputy
  • Details of any other agencies informed
  • Printed name of the person making the record
  • Job title of the person making the record
  • Signature (print name alongside)
  • Any handwritten notes made immediately after the event can act as evidence of accurate information being recorded at the time, this can be important if a case goes to court, therefore, these notes should not be destroyed but securely attached to any future notes written eg on the proforma used by the setting.
  • All records should be dated and signed, with the name of the signatory clearly printed, and filed in chronological order.
  • All recorded child protection concerns should be passed to the Designated Safeguarding Lead as soon as possible. In some cases it may be necessary to pass concerns verbally to the designated person and follow up in writing soon after. Concerns that appear initially to be trivial may turn out to be vital pieces of information, so it is important to give as much detail as possible. The designated person will need to make a professional judgment about what action needs to be taken, in accordance with the South West Child Protection Procedures, reasons for decisions being taken should also be recorded.
  • If there hasn’t been a specific incident that causes concern, try to be specific about what it is that makes you feel worried.
  • Try to avoid specialist jargon or acronyms which another agency may not understand.
  • Ensure you make a note of what you do with the information. This is included on the proforma.
  • It is important to make it clear to pupils that any disclosure they make will be treated sensitively but may need to be shared with other professionals if it is considered necessary to protect the child or someone else from harm.
  • A concern raised may not progress any further than a discussion with the Designated Safeguarding Lead. If a referral is made to Children’s Social Care or the Police, a written note or a copy of the completed interagency referral form (RF1)must be forwarded to Children’s Social Care within 48 hours. A copy of the referral form must be kept by the setting in the child protection file and a copy sent to the Early Years Safeguarding Adviser.
  • It is worth remembering that child protection records may be required as part of an investigation months or even years down the line.

How should child protection files be kept?

  • A child protection record maybe started for an individual child as soon as the setting is aware of any child protection concerns about that child. This may arise in a number of ways:
  • If a member of staff raises a concern about the welfare or well being of a child
  • If a child makes a disclosure
  • If information is passed to the setting by a previous setting attended by the child.
  • If the setting is alerted by another agency (e.g. police, health or social care) of child protection concerns about that child.
  • The child protection record should have a front sheet in the file which records the child’s full name, date of birth, address and information about family members (Appendix A). It should also contain a detailed chronology (Appendix C), updated on a regular basis.
  • The child protection file should contain:
  • Any concerns raised by staff.
  • Copies of any referrals to children’s social care or other agency.
  • Any child protection information received from previous settings or other agencies
  • Where the child is subject to a child protection plan, notes/minutes of any child protection conferences/core group meetings etc.
  • If any piece of information is lifted from a file for any reason, a note should be placed indicating where the information has gone, who has it and the Designated Safeguarding Lead notified.
  • All records of child protection concerns, disclosures or allegations are to be treated as sensitive information and should be kept together, securely, separate from other records and shared with others on a need to know basis.
  • Each setting should have a secure filing system for child protection records. The child protection file should contain all reports, notes and correspondence referring to a child and should be kept in one secure place eg a locked filing cabinet.
  • A reference should be placed on the developmental records for the child, indicating that there is a child protection file relating to the child. All staff who may need to consult a child’s developmental file should be made aware of who to consult if they should need to access CP files. This should also serve as a reminder to transfer the child protection file when the child moves to another setting.

Access to Child Protection Files and Information Sharing

Any child who has a child protection file has the right to access their personal record, unless to do so would affect their health or well-being or that of another person, or would be likely to prejudice an ongoing criminal investigation

Parents (i.e. those with parental responsibility in law) are entitled to see their child’s child protection file, on behalf of their child, with the same exceptions applying as to the child’s right to access. The setting should take advice about information sharing with parents if they have particular concerns about doing so. However it is generally good practice to share information held, unless there is a valid reason to withhold it eg to do so would put the child at risk of significant harm. If a parent makes a request to access the file on the child’s behalf, it should be done in writing.

The setting’s report to the child protection conference should be shared with the parent(s) before the conference takes place unless this puts the child at further risk.

All information must be shared with Children’s Social Care and/or Police and Health, as appropriate, where there is concern that a child is at risk of significant harm.

Child protection information should not ordinarily be shared with agencies other than these statutory agencies e.g. information should not be released to solicitors etc. Where such a request is made, it is best to seek legal advice.

Transferring Child Protection Files

When a child transfers from one setting to another, child protection records (if any) should be forwarded to the new setting without delay, and within fourteen working days.

When a file is to be transferred a ‘Transfer of Information’ sheet should be completed and attached to the child protection file. (Appendix D)

A written receipt should be obtained from the new setting as soon as child protection records are transferred. The written receipt needs be filed by the setting, as evidence of the handover of information, in case of any future investigations. You should not be keeping photocopies of records/concerns.

The child protection records should be handed to the Designated Safeguarding Lead of the new setting if it is not possible to do a face to face handover, records should be sent, with the transfer sheet, in a sealed envelope, separate from any developmental records, by recorded delivery or a postal tracking service.

If a child leaves the setting and is subject to a child protection plan or child protection concerns and you have not been informed where the child’s new setting will be, contact children’s social care immediately.

Monitoring of child protection records

Settings are advised to complete ‘in-house’ monitoring of a sample of child protection records, three times a year.

This monitoring activity should include checks on the following:

  • Is there a front cover with name, address, DOB, and family member details?
  • Is there a note or reference to CP file on the child’s regular developmental file?
  • Is the CP file cross-referenced with other family members, if appropriate?
  • Is the Chronology updated and complete?
  • Are records/ notes typed or written in legible handwriting?
  • Are relevant times and dates included? (Including year!)
  • Is there a factual outline of incident /concern/allegation/disclosure?
  • Is there clear information relating to names, job titles of staff involved etc?
  • Is the information signed and dated with the printed name and job title of the person making therecord?
  • Is there a note of action taken, and with whom information was shared?
  • Is there a note of outcome and any supporting minutes/letters from agencies?
  • Are there copies of referrals sent to Children’s Social Care as appropriate?

Appendix A

Child’s details

Date file started______

Name of child______

Any other names by which child known, if relevant______

Date of birth______

Address______

______

Other family members

(Include full name, relationship e.g. mother, stepfather etc. For U18s, include age, if known)

Are any other child protection files held in setting relating to this child or another child closely connected to him/her? YES/NO

If yes, which files are relevant?______

Name and contact number of key worker (Social Services), if known

______

Name and contact number of GP and health visitor, if known

______

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SBC EYSA CP Records Revised June 2015

Appendix B CONFIDENTIAL

Early Years Setting - disclosure/incident/child protection/welfare concern. Notification Form

Date: / Name and role of person completing form
Name of child: / Name and role of the person reporting the concern.
Detail of disclosure by/incident/child protection/welfare concern. (Remember to attach a body map if reporting a physical injury. Do not take photographs).
Action taken by person(s) above:
Date of notification to DSL/DDSL: / Name of DSL/DDSL:
Detail of decision/action by DSL/DDSL:
Reason(s) for this decision or action by DSL/DDSL:
Date feedback given to person reporting concern, include notes on feedback.
Tick to confirm added to child’s chronology and copy placed in child’s C.P. file / Date for review (if applicable)
Notes of review (if necessary continue on a separate page and attach):

Appendix C

CONFIDENTIAL

EARLY YEARS SETTING - Individual Pupil Chronology

NAME ______D.O.B. ______

Date of concern/ event / Entry recorded by / Date notified to DSL/DDSL / Internal concern form completed (tick) / Significant event - (headlines only) Could be internal or external.
eg Supervision discussion, CP conference, core group, conversation with Social Worker etc. / Note date if discussed with Social Care or other external professional, include name of professional if applicable / Action - Headlines only
eg what needs to happen as a result of this meeting/telephone conversation etc? / Outcome
Important to always record what the outcome of the action has been. This may need to be recorded at a later date

Appendix D Transfer of Information Form

Setting:

Name of child:

DOB:

Current / Previously (please date)
Subject to a Child Protection Plan
CHiN
Early Help Record and Plan
Welfare concerns – not reached TAC or referral threshold
Health Care Plan
Young Carer
Looked after child

Name of current social worker / lead professional (if applicable)

______

Name of Designated Safeguarding Lead

______

There is an individual child protection / safeguarding file on this child Yes / No

Child Protection file discussed with and handed over to;

______

Date ______

Appendix E

Body Map Guidance.

Body Maps should be used to document and illustrate visible signs of harm and physical injuries.

Always use a black pen (never a pencil) and do not use correction fluid or any other eraser.

Do not remove clothing for the purpose of the examination unless the injury site is freely available because of treatment.

At no time should an individual consider taking photographic evidence of any injuries or marks to a child’s person, this type of behaviour could lead to the staff member being taken into managing allegations procedures, the body map below should be used in accordance with recording guidance. Any concerns should be reported and recorded without delay to the appropriate safeguarding services.

When you notice an injury to a child, try to record the following information in respect of each mark identified eg red areas, swelling, bruising, cuts, lacerations and wounds, scalds and burns:

  • Exact site of injury on the body, eg upper outer arm/left cheek.
  • Size of injury - in appropriate centimetres or inches.
  • Approximate shape of injury, eg round/square or straight line.
  • Colour of injury - if more than one colour, say so.
  • Is the skin broken?
  • Is there any swelling at the site of the injury, or elsewhere?
  • Is there a scab/any blistering/any bleeding?
  • Is the injury clean or is there grit/fluff etc?
  • Is mobility restricted as a result of the injury?
  • Does the site of the injury feel hot?
  • Does the child feel hot?
  • Does the child feel pain?
  • Has the child’s body shape changed/are they holding themselves differently?

Importantly the date and time of the recording must be stated as well as the name and designation of the person making the record. Add any further comments as required.

Ensure First Aid is provided where required and record

A copy of the body map should be kept on the child’s concern/confidential file.

BODYMAP

(This must be completed at time of observation)

Names for Child: / Date of Birth:
Name of Worker: / Agency:
Date and time of observation:
Name of Child: / Date of observation:
Printed Name and Signature of worker: / Date:
Time:
Role of Worker

SBC EYSA CP Records Revised June 2015