Recording and Information Sharing

A young person’s records are an important source of information for them. They provide information about the sequence of events which brought about Children’s Social Care intervention into their life and (in many instances) explain the reasons for decisions about their care. These can be key to helping a young person to understand themselves and their past. It may also be helpful for the young person in later life when they want to understand more about their childhood. See Keeping Memories.

As a professional it is really important that you contribute to these records and keep a daily log of events about all young people placed with you.

This will help you to contribute to making plans about the young person’s future.

Records also help to make sure that situations are clearly understood and this can help if allegations are made against you. They may also be used to contribute towards a court hearing or to make important decisions about the young person.

Try to write down things as soon as they happen, including the date and time, who was present and what exactly was said. Notes should be brief and to the point.

Case records should reflect young people’s lives and how you are supporting the young person. They should reflect a young person’s achievements and clearly relate to the plans for their futures. Records should help a young person understand their histories, background and experiences. They are able to see them, challenge them or contribute to them as they wish, with appropriate support.

If you think that something is so private that the young person should not see what you are going to write, you should contact your Supervising Worker to talk about this and how this should be recorded.

The Service will provide you with records which you will complete for each young person in placement with you. Your Supervising Worker may look at these during supervision meetings.

You should use a diary to record appointments, meetings and arrangements including any leisure activities the young person is involved in.

At the Placement Planning Meeting, it should be made clear to parents, if appropriate, and young people what you will be recording, how this will be used and how long the records will be kept. This helps to develop an open and honest relationship; you will only be recording exactly what happens.

• Contact - with the young person’s family/others, how was the young person, how were the family/others;
• Details of visits, meetings or appointments with social workers or other professionals, including who was present and seen, and the young person’s reaction if any;
• Educational or training setting - any important conversations you have with them;
• Dates of medical or dental appointments/examinations and treatment given. Include dates of cancelled or rearranged appointments;
• Dates and types of immunisation;
• Details of any health examination or developmental test conducted with respect to the young person at, or in connection with, the young person’s school, college or training establishment;
• Details of any accidents or serious illness involving the young person. Name any witnesses and action taken. Record the time, date and name of the social worker to whom the incident was reported;
• Comments the young person makes that give you cause for concern, record these using the young person’s s own words;
• Details of the young person’s behaviour that causes concern. Record their actual behaviour, what happened before the behaviour and how you dealt with it;
• Any positive improvements, achievements and significant events for the young person;
• Dates when the young person is away from the placement – with family, friends, educational trips, introductions to new foster carers/supported lodgings hosts;
• The date and circumstances of all incidents where a young person goes missing, including any information relating to the young person's whereabouts during the period of absence;
• Details of times when the young person is with other carers/supported lodgings hosts and who they were;
• Any involvement with the police;
• Details of any theft or damage caused by the young person;
• Details of any specific incidents e.g. if the young person goes missing, events or changes of circumstances of your household. Include any complaint disagreements with the young person or their family;
• Any significant milestones in the young person’s development;
• Any other significant event or information.

When a young person is placed with you, their social worker will give you:

• Health Care Plan;
• Care Plan, including any risk assessments;
• Personal Education Plan;
• Placement Plan (which will be developed in consultation with you);
• Any notes from Looked After Reviews;
• Education Health and Care Plan (if the young person has additional needs).

If there are any further reviews about the young person’s progress, you should attend the review and receive copies of the minutes. Copies of all these documents should be kept as part of the young person’s records.

You should ask the young person their views, wishes and feelings and make sure their voice is heard when planning care and support. They should also be told when this is not possible and why.

All records, irrespective of whether they are paper or electronic, should be securely kept and electronic messaging (e.g. emails) should also be sent in a secure and safe way so as to preserve their confidential and professional nature.

You may need to share limited information with close family members and your own children depending on their age and understanding. If you are unsure about how much to share ask the young person’s social worker and/or your Supervising Worker.

You can share basic information with doctors etc., but if they need further information that you are unsure whether you can share, give them the young person’s social worker's contact details. If professionals visit the young person at home you should ask to see their identification card.

Whenever personal information is shared with another person or agency, it should always be recorded and for what purpose.

If you are attending a meeting and information is shared with you, make sure you know whether you can share this information with the young person or their parents before sharing this information.

At times effective sharing of information is essential for the early identification of need.

You will have information kept on you including your assessment, supervision meetings, any allegations, a list of the young people you have supported and training and development records.

These will be kept for at least 10 years after the date that your approval was terminated.

If personal data is shared without the consent of the person or when there was no legal basis for the sharing, the supported lodgings Service will carry out an investigation into the circumstances.

Breaches of confidentiality will be taken seriously and may result in action being taken for example a review of your approval.