Performance Management Ethnic Recording
PERFORMANCE MANAGEMENT ETHNIC RECORDING
SOCIAL SERVICES DEPARTMENTAL PROCEDURE NO: 31/98
Guidelines for Ethnic Recording
DATE: 4 August 1998
EFFECTIVE DATE: 6 April 1998
CATEGORY: Performance Management
KEYWORDS: Ethnic Recording
ISSUED BY: Mohammed Mossadaq, Race Policy Adviser
CONTACT: Mohammed Mossadaq - 01962:845880 or SSHQPMMM
PROCEDURES
CANCELLED OR Procedure 1/93 " Ethnic Record Keeping and Monitoring of
AMENDED: Service Users " is cancelled.
REMARKS: None
SIGNED:
DESIGNATION: Assistant Director ( Performance Management )
YOU SHOULD ENSURE THAT:-
* You read, understand and, where appropriate, act on this information
* All people in your workplace who need to know see this procedure
* This document is properly filed in a place to which all staff members in your workplace have access
DEPARTMENTAL DISTRIBUTION LIST
DEPARTMENTAL MANAGEMENT TEAM
T Butler
J Clifton
S Love
S Pitt
A Brooker
D Ward
Area Directors (2 copies)
Area Finance Managers
Area Resources Managers
Capital Resources Manager A Bloomfield
Complaints Officer B Crafer
Head of Quality & Performance Management M Holihead
Office Services Manager P Garrard
Librarian J Henderson
Chief Executive's Department K Gardner
County Treasurer's Department (Audit) S Roberts
SERVICE MANAGERS
Service Managers (Adults and Older People)
Service Mangers (Adults & Older people/Commissioning)
Service Managers (Children and Families)
Service Managers (Children & Families/Quality)
UNIT MANAGERS
Unit Managers (Older People)
Unit Managers (Children and Families)
Unit Managers (Learning Disabilities)
Unit Managers (Mental Health)
Unit Managers (Disabilities)
Unit Managers (Youth Justice Services)
CHILDREN AND FAMILIES
Commissioning Manager (Children & Families) M Swann
Commissioning Officer (Child Protection) J Feat
Commissioning Officer (Early Years) M Barton
Commissioning Officer (Looked after children) G Horrobin
Commissioning Officer (Children with Disabilities) J Blanchard
Commissioning Officer (Strategic Development) J Jolliffe
Commissioning Officer (Project Development) J Packman
Adoption Advisers C Harnott/J Payne
Post Adoption Advisers S Magee/R Thoday
Family Group Conference Adviser P Nixon
Commissioning Officer (Area Child Protection L Humphries
Committee)
Senior Administrative Assistant S Street
OLDER PEOPLE & MENTAL HEALTH
Commissioning Manager (Older People) M Downes
Commissioning Officers R Reed/S Wall/C
Pascoe/J Lawson
Commissioning Manager (Mental Health) G Collingridge
Commissioning Officers A Ridley
Commissioning Officer (HIV/AIDS/Substance Misuse) R Lennon
Forensic Service Manager B Swyer
Commissioning Manager (Care Management) Y Le Brun
Commissioning Manager (Contract/Planning) A Edwards
Planning Co-ordinator C Bennett
Receivership Manager J Ripley
Europe Adviser C Collins
Senior Administrative Assistant D Thomas
LEARNING & PHYSICAL DISABILITIES
Commissioning Manager (Adults with a Physical C Taylor
Disability)
Commissioning Officer (Deaf & Hard of Hearing) R Godfrey
Commissioning Officer (Carers Development) G Woollan
Commissioning Officer (Visual Impairment/Physical J Clarke
Disability)
Commissioning Officer (OT/Physical Disability) C Evans
Project Co-ordinator C Gaston
Direct Payments Co-ordinator M Hutchings
Commissioning Manager (Learning Disabilities) C Bruin
Commissioning Officer Z Johnstone
Commissioning Manager (Accommodation) A Hagger
Supported Employment Co-ordinator (Workwise) H Rogers
Senior Administrative Assistant V Money
Head of Q & P Management M Holihead
Senior Quality & Performance Management Officer R Hodson
Quality & Performance Management Officers I Unwin/M
Braithwaite/ A
Warburton
Quality & Performance Management Officer (Hotel A Pugh
Services)
Guardian ad Litem Panel Manager J Martin
Research Officers C Barber/M Stevens
Head of Inspection Unit Glyn Jones
Senior Inspector (Children's Services) C Adcock
Senior Inspector (Adults) H Tenguah/ B Dawes
Senior Administrative Assistant J Sullivan
RESOURCES
Information Services Manager K Howard
Information Support Manager R Martin
Information Development Co-ordinators P Spanton
Communications Officers F Kemble/B Walker
Statisticians J Lovell/T Crook
Personnel & Training Manager D Wallace
Personnel Manager D Hartman/ A McConkey
Senior Personnel Officers M Hill/G Manley
Health & Safety Officer C Crouch
Winton House Training Services Managers A Schefer/C Buckman
Administration Manager A Odling
Administration Officer (Resources/Performance W Steele
Management)
Administrative Officer (Commissioning) K Hunt
Senior Administrative Assistant M Brown
FINANCIAL SERVICES UNIT
Financial Services Manager G Shinn
Deputy Financial Services Manager S Le Picq
Assistant Financial Services Manager (Accountancy) H Charlesworth-May
Assistant Financial Services Manager R Stubbs
(Commissioning/HQ)
PURPOSE
To provide guidelines on the use of ethnic recording.
SCOPE
All staff who assess, plan and deliver services.
POLICY
This procedure is to assist our commitment to equity and best practice as outlined in our Race Policy Statement.
REFERENCES TO LEGAL, CENTRAL GOVERNMENT AND OTHER EXTERNAL DOCUMENTS
In accordance with CRE recommendations.
HAMPSHIRE COUNTY COUNCIL AND SOCIAL SERVICES DEPARTMENT REFERENCES
Race Policy Statement 1991
DEFINITIONS
Ethnic Origin: Refers to : the subjective identity held by an individual, and comprises the influence of language, religion, skin colour, country of ancestry and culture.
Ethnic recording: The process of recording the ethnic origin of users or potential users, including carers of our services.
ROLES
The Race Policy Adviser will give advice and information on any queries.
AUTHORITY TO VARY THE PROCEDURE
Assistant Director, Performance Management
CONTENT
1. SUMMARY
2. BACKGROUND
3. OBJECTIVES
4. ETHNIC ORIGIN CLASSIFICATION
5. COLLECTING ETHNIC ORIGIN DATA
6. PERFORMANCE STANDARDS
APPENDIX A: EXAMPLE ETHNIC DATA FORM.
SECTION 1 SUMMARY
1.1 Background
Hampshire County Council Social Services Department is committed to measures to monitor the use of Social Services by all ethnic groups.
Ethnic origin refers to a subjective identity held by an individual, and comprises the influence of language, religion, skin, colour, country of ancestry and culture.
1.2 Ethnic origin better reflects social and health needs. The classification is that developed by OPCS and used in the 1991 census.
1.3 Collecting Ethnic Origin Data
Ethnic origin data collection fits well with the collection of routine information.
The essential principle of self-classification is modified to permit classification by family or advocates, for the confused or distressed.
Translated forms and/or interpreters can be used for those that cannot understand English.
Training will be critical to the success of ethnic data collection and will comprise ethnic awareness as well as the process of collecting this information.
1.4 Uses
The principal use of ethnic origin data at an individual level, enables services to be geared for that individual , and at an aggregate level, for planning and commissioning. Provider units can also use it for service development and quality assurance.
SECTION 2
2.1 Background
Any number of reports from across all spheres of social work have indicated that ethnic minority groups are less likely to find social services which are appropriate, accessible, adequate and accountable. Yet SSD have an obligation to comply with:
The Race Relations Act 1976
The Children Act
The NHS and Community Care Act.
In addition HCC SSD prides itself in the provision of high quality services.
2.2 - 'We aim to work with the people of Hampshire to ensure that their social care needs are met with high quality, cost effective services.....'
As a result, HCC SSD is committed to monitor the use of services by all ethnic groups. Consequently, as from April 1998, SSD will require the collection of ethnic origin data on their users who have contact with the SSD.
The following guidelines will assist all R & A and other staff to tackle this potentially difficult undertaking.
SECTION 3 OBJECTIVES
The aims of this document are broadly to facilitate ethnic origin data collection by providing a framework by which a minimum standard can be achieved.
3.1 The Aims of Ethnic Origin Recording
Ethnic origin recording comprises two parts. The collection of information, and the use of information. Data collection and data use ultimately serve the same purpose. Area Offices and Units will be the principal collectors of information and as such will have aims and objectives referring specifically to data collection and quality, but also use of the information itself.
Commissioners will have, in partnership with DMT,AMT, and PMT objectives as planners of services for the local population.
Commissioner Aims
Ethnic origin data collection will enable the Department to work towards equity of service provision, appropriate to the needs of the population. Key objectives include to be able to:
* Current use of services by the local population
* Assess the social care needs and outcomes of all communities
* Identify any gaps in services
* Improve access to services
* Enable the development of new services to meet the needs of the whole community.
* Identify area for research and targeting.
Area/Unit/Provider Aims
Providers/units would benefit by being able to:-
* Assess uptake of services
* Assess accessibility of their services
* Ensure high quality of individual centred services.
* Propose and initiate 'new' developments.
* Identify gaps and take action.
SECTION 4 ETHNIC ORIGIN CLASSIFICATION
The categories proposed are adapted from the 1991 Census. It may be argued that OPCS classification is too broad for some local purposes, as it cannot for example, be used to identify positively small and very specific communities with accuracy. One way of dealing with this, is the addition of a line for free text, appended to some of the possible selections.
4.1 Self-Classification
A fundamental principle of ethnic origin data collection is that the respondent classifies him or herself, and that their reply is their own perception of their ethnic origin. Classification by someone else is unreliable and unrepresentative. There are some unavoidable exceptions to this rule, for instance classification by parents in the case of young children, and by close relatives for those who for medical or genetic reasons are unable to understand or be understood.
It is important to reiterate that ethnic origin is a subjectively held opinion of self, and not a biological description. There is a danger that third parties might classify according to skin colour, for instance Black/White - rather than Black - African; White - Spanish.
SECTION 5 COLLECTING ETHNIC ORIGIN DATA
5.1 Several principles must underpin this service
* Adherence to the principle of self-classification
* Staff that are familiar and compatible with the issue of ethnicity are better able to answer queries and to convey the importance of the question.
* The data is collected once only
* The data is validated to monitor quality
* The collection and handling of this data complies with the Data Protection Act; most importantly that it is actually used for the purpose for which it is collected, and no other.
5.2 The Collection Point
* Collecting this information at the same time as the bulk of assessment information is the most natural and efficient
* Collecting ethnic group data over the telephone is seen to be a further administrative hurdle in an already stressful environment; if it is not possible to collect data at this point, it must be collected at first face-to-face contact or when the situation is less stressful
* Data has, however to be collected in all cases; including those where there are contracting arrangements with external agencies - this can be a requirement stipulated in contract specification
5.3 The Process
1. The person collecting the information says -
"we now ask all users of our services about their ethnic origin. This helps us plan services that meet the needs of all groups in the community. Could you please indicate what you consider to be your ethnic origin.".
2. The user indicates his or her response verbally or with a mark
1. The response is entered onto the appropriate form.
2. This may be the ACMS or where other forms are used - or on paper form (the picklist is in appendix A).
5.4 Non-responders
There is a slot for those respondents who do not wish to have their ethnicity recorded.
In instances where the referral is from someone other than the user, or that it is inappropriate to ask the question at that time, the slot 'requested but unable to provide' must be entered, until face-to-face or direct contact has been made and the appropriate ethnic recording has been done..
5.5 Data Collection in a Mental Health Environment
* There is no set time to collect this data, it is left to the specialist knowledge of the social worker /member of staff to ENSURE that it is obtained at the most appropriate time.
5.6 There are some well-defined groups that are unable to respond.
* The very young - in these cases parents or guardians should be invited to respond
* The temporarily confused, whether emotionally or physically – it is accepted that recording should happen at a later stage
* The permanently confused, principally through dementia; there are very large numbers of such people, and accurate classification is important - information should be collected from a relative, or an advocate
* Those unable to understand English - the form should be translated and laminated, or alternatively, through professional interpreter
* Those unable to hear - or see - appropriate language formats should be devised to enable this to happen
5.7 Exclusions. NONE.
5.8 Resources
Data collection in its simplest form does not significantly add to the administrative burden. Adding this data item adds between ten and thirty seconds to a process that already takes several minutes.
The extra storage space needed in complete systems is negligible, and processing power is only needed for reporting, which will be at quarterly intervals.
The need for paper is related to the process by which this data is collected.
SECTION 6 PERFORMANCE STANDARDS.
6.1 The ethnic monitoring question should be asked for all contacts/referrals.
6.2 The question should be asked at the most appropriate time and with sensitivity.
APPENDIX A
EXAMPLE ETHNIC GROUP DATA FORM
The Social Service Department needs to know the ethnic group of users for the purposes of planning. This is to ensure that all people have equal access to high quality services.
Ethnic group describes how you see yourself, and is a mixture of culture, religion, skin colour, language, the origins of yourself or your family. It doesn't have to be the same as nationality.
This information is strictly confidential. It will only be used by Social Services Department for service planning and delivery and will NOT be passed to other agencies, or used for other purposes.
Please select the ethnic group that best describes you.
BANGLADESHI
BLACK AFRICAN
BLACK CARIBBEAN
BLACK OTHER
CHINESE
INDIAN
OTHER
PAKISTANI
REFUSED INFORMATION
REQUESTED BUT UNABLE TO PROVIDE
VIETNAMESE
WHITE (ENGLISH, SCOTTISH, WELSH)
WHITE IRISH
WHITE-EASTERN EUROPEAN
WHITE OTHER EUROPEAN.
VMM05498.TMP 8 (Proc 31/98 - 4 August 1998)