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1.2.1 Integrated Children's System

AMENDMENTS

This chapter was significantly amended in September 2009 and should be re read.

RELEVANT CHAPTERS

Chronologies Guidance

Contents

  1. Overview of ICS
  2. Why has it been Developed?
  3. The Aims of ICS
  4. Who Does it Apply to?
  5. Implementation
  6. Overview of the Exemplars/Forms
  7. Children in Need Exemplars/Forms
  8. Looked After Exemplars/Forms


1. Overview of ICS

This summarises the key Exemplars/Forms that are used by The Integrated Children's System (ICS).

Essentially, ICS is a new, integrated, framework of records for children from the point of Referral (to Children's Services/Social Services) to Closure.

The ICS forms replace the 'Looked After Children' (LAC) forms.

The key purpose of ICS is to provide front line staff and managers with the necessary help, through Information Communication Technology (ICT), to record, collate, analyse and output the information required.

It has been developed to improve outcomes for children defined as being in need, under the Children Act 1989.

It provides a conceptual framework, a method of practice and a business process to support practitioners and managers in undertaking the key tasks of assessment, planning, intervention and review.

It is based on an understanding of children's developmental needs in the context of parental capacity and wider family and environmental factors. It has full regard for current legislation.

Because the work with children in need requires skilled use of detailed and complex information, ICS is designed to be supported by an electronic case record system.  The system that is being utilised at Lewisham is Protocol supplied by Liquid Logic.


2. Why has it been Developed?

ICS has been developed, over a several years, in response to the findings of inspections, research and inquiries.

These findings have demonstrated the need for conceptual systemisation in working with children in need.

The use of information required for recording the facts and events of children's lives, for assessing the needs of children and monitoring their developmental progress is fundamental to good, safe practice and better outcomes. Central to many of the shortcomings in children's social services has been the failure to record, retrieve and understand the significance of information about children.


3. The Aims of ICS

All practitioners and managers, responsible for children in need, should work in accordance with the ICS conceptual framework, from case referral to case closure.

  • Assessments of children in need should be completed with the necessary detail and within the required timescales.
  • Case-based information should be aggregated through computer systems into management information, required for day-to-day service planning.
  • All practitioners should feel they are supported in their work by working directly with Information Communication Technology (ICT) systems that support ICS.


4. Who Does it Apply to?

Primarily, the requirements of ICS apply to allocated social workers/Placing Authorities.  Children's Social Workers will be primarily responsible for using, drafting and monitoring the new forms.

However, Foster Carers and Children's Homes managers and staff should have a good understanding of the forms, how they are integrated and what their roles is in helping to keep them up to date.


5. Implementation

Local Authorities/Children's Services are required to implement the ICS. Lewisham has been rolling out ICS since 2007 and is fully compliant with the DCSF (now known as the Department for Education).


6. Overview of the Exemplars/Forms

The exemplars/forms replace the Looked After Children (LAC) forms (e.g. LAC Placement Plan or Essential Information Record).

The exemplars/forms structure information systematically in order to:

  • build up a picture of the child's needs, within the context of their family and the community in which they live;
  • facilitate the processes of gathering of information, collation and analysis at each stage;
  • support the development of plans, which include clear objectives and measurable outcomes for children;
  • facilitate review processes which monitor the child's progress and the effectiveness of interventions;
  • enable information to be aggregated;
  • estimate and monitor costs of services provided.

The exemplars/forms provide a clear and consistent framework for the gathering and production of information. They are designed to work within an electronic information system, which supports single data entry of information, i.e. information once entered into the system can be stored and transferred from one record to another. Stored information can be extracted for a variety of reporting functions.

The exemplars are used to record information gathered at each stage of the process of work with children and families.  They are divided into four types:

  • Information;
  • Assessment;
  • Planning;
  • Review.
OLD/EXISTING FORMS NEW FORMS
For Children in Need or subject to Section 47 Investigations/Enquiries
  New Contact Record
Referral and Initial Information Record Replaced with revised Referral and Information Record
Initial Assessment Replaced with revised Initial Assessment, which includes Initial Plan
Core Assessment Replaced with revised Core Assessment
  New Child's Plan which includes Child Protection Plan
  New Record of Strategy Discussion
  New Record of Outcome of Section 47 Enquiries/Investigations which includes updated Initial Plan
  New Initial Child Protection Conference Report, which includes Outline Child Protection Plan
  New Chronology
  New Review Record
  New Closure Record
For 'Looked After Children' e.g. placed in Children's Homes or Foster Care
Essential Information Record Part 1 Replaced with revised Referral and Information Record
Essential Information Record Part 2 Replaced with new Chronology
Placement Plan Parts 1 and 2 Replaced with Placement Information Record (which includes parental agreements and consents)
Care Plan Replaced with revised Care Plan Parts 1 & 2
Health Care Plan The new Care Plan incorporates a Health Care Plan
Personal Education Plan (PEP) The new Care Plan incorporates a Personal Education Plan (PEP)
Permanence Plan The new Care Plan incorporates a Plan for Permanence
Review Form Replaced with revised Review Record
Assessment and Action Records Replaced with revised Assessment and Progress Records
  New Closure Record


7. Children in Need Exemplars/Forms

This is a summary of the purpose of each 'Children in Need' exemplar/form (For Looked After Exemplars/Forms, see Section 8, Looked After Exemplars/Forms)

Contact Record

The Contact Record should be started when any contact is made by or on behalf of a child and family to Children's Services.

Referral and Information Record:

The Referral and Information Record should be completed when the Team Manager accepts that the contact meets the eligibility criteria for a service from Children's Social Care. Where services are being provided, the Referral and Initial Information Record should be regularly updated to ensure essential information about a child or young person and family remains accurate and up to date.  The Referral and Information Record has 3 functions:

  • to record the source and reason for referral or request for services;
  • to record the response of social care and other relevant agencies to a referral or request for services;
  • to provide a record of essential information about a child or young person.

Initial Assessment Record

The Initial Assessment Record is the record of an initial assessment, and the decisions and actions resulting from this assessment.

It includes an Initial Plan for the child.

An initial assessment identifies whether a child is a child in need, and the services and interventions that are required to respond to those needs. It will also identify where a Core Assessment is necessary to develop a fuller understanding of what is happening to a child and family in complex circumstances.

Core Assessment Record

A core assessment provides a structured, in-depth assessment of the child's needs where their circumstances are complex. The Core Assessment Record provides a structured framework for social workers to record information gathered from a variety of sources to provide evidence for their professional judgements, and facilitate analysis, decision making and planning. A core assessment should be completed within 35 working days of its commencement. A completed Core Assessment Record is then used to develop the Child's Plan.

Planning

There are several different plans, summarised below (more detail is provided on those marked * in Section 8, Looked After Exemplars/Forms

Initial  Plan for a child (follows an Initial Assessment and where appropriate Section 47 Investigations/Enquiries are required);

Outline Child Protection Plan which is drawn up at an Initial Child Protection Conference and informed by any existing plan;

Child's Plan (usually for children in receipt of Non Looked After Services, completed following a Core Assessment and incorporates Child Protection Plan);

  • Care Plan (for Looked After Children, the Care Plan incorporates a Health Care Plan, Personal Education Plan PEP and Permanence Plan: more detail below);
  • Placement Information Record (for Looked After Children: more detail below);
  • Adoption Plan (for children for whom the plan is adoption: : more detail below);
  • Pathway Plan (for care leavers: more detail below).

Chronology

The Chronology is started as part of the process of Core Assessment.  It records all significant events and changes in the life of a child or young person. The Chronology is an analytical tool designed to help social workers understand the impact, both immediate and cumulative, of events and changes on the child or young person. The Chronology replaces Essential Information Record Part Two for Looked After Children. Please see Creating Chronologies in ICS.

Child Protection

There are a number of exemplars/Forms which are used as part of the Child Protection process:

Exemplar/form Purpose
Record of Strategy Discussion To record the outcomes of a Strategy Discussion/Meeting
Record of Outcome of Section 47 Enquiries/Investigations To record the outcome of a Section 47 Investigation/Enquiry - it includes an updated Initial Plan
Initial Child Protection Conference Report To record the outcome of an Initial Child protection Conference - it includes an initial Child Protection Plan.
Child's Plan The Child's Plan can be used for Non Looked After Children; and can incorporate a Child Protection Plan.

Closure Record

Completed when services cease/are terminated


8. Looked After Exemplars/Forms

Children's Homes/Fostering Services may have their own Referral process and forms, which are likely to include some form of Risk Assessment.  As part of these 'internal' processes, managers may require/obtain certain Exemplars/Forms generated by the Local Authority/Children's Services (e.g. a copy of the Referral and Information Record).

All the Exemplars/Forms listed below are required by the Integrated Children's System (ICS): unless otherwise stated, the responsibility for completing them rests with the allocated social worker/Placing Authority.

Referral and Information Record

The Referral and Information Record replaces LAC Essential Information Record Part 1.  It should be given to staff/carers before or upon admission/placement.

The Referral and Information Record is completed by Children's Services when a child is referred to them; it is then updated by them as circumstances change.

When a child becomes Looked After, staff/carers should be provided with a copy of the Referral and Information Record: it provides the staff/carers with essential information about the child who is looked after.

Chronology

The Chronology replaces Essential Information Record Part 2 for Looked After Children. It should be given to staff/carers at the time of admission/placement - or within a reasonable timescale (e.g. 14 days).

The Chronology is started as part of the process of Core Assessment.  It records all significant events and changes in the life of a child or young person. The Chronology is an analytical tool designed to help social workers understand the impact, both immediate and cumulative, of events and changes on the child or young person.

Care Plan

The new Care Plan is in two Parts:

Part One - sets out the overall aim of the plan for the child which can only be changed at a statutory child care review.

Part Two - identifies what services and actions are required to respond to the child's identified developmental needs.

When a child becomes Looked After, a Care Plan must be drawn up; preferably before the child is placed.  If this is not possible, the Care Plan must be completed within 14 days of the placement.

NB: Homes/Services should also be given a copy of an up to date Core Assessment Record.

The Care Plan includes the Personal Education Plan (PEP), Health Plan and Plan for Permanence.

The completed health assessment should be used to inform the health section of a child or young person's Care Plan.

Placement Information Record

The Placement Information Record replaces the LAC Placement Plan Part 1 and 2.

It incorporates parental consents.

In all cases, except emergencies, all sections of the Placement Information Record should be completed by the time a child is placed.  It is important for carers to have all of the information at the start of the placement.  Where this is not possible, as much information as possible should be entered on the record.  All remaining sections of the Placement Information Record should be completed as soon as reasonably practicable thereafter.

Home's/service managers must retain their own 'internal' Placement Plans or Placement Agreements (each home/service may use different terms) to provide detail of the arrangements for looking after children - this may include detailed Behaviour Management Plans.

Assessment and Progress Records

Assessment and Progress Records replace LAC Assessment and Action Records.

The responsibility for completing Assessment and Progress Records rests with social workers/Placing Authorities, but home's/service managers may agree they are best placed with complete or assist in completing the records.

The Assessment and Progress Record builds on the information held in the Core Assessment Record.

There are four age related Assessment and Progress Records

1-2 years (up until the child's third birthday)

3-4 years (up until the child's fifth birthday)

5-10 years (up until the child's eleventh birthday)

11-15 years (up until the child's sixteenth birthday)

An Assessment and Progress Record (APR) should be updated prior to each review. Prior to the review the child, where appropriate, carer, parent(s) and social worker should meet to prepare for the review.  A decision will need to be made about whether the APR reflects the child/young person's current progress and the APR should be updated as appropriate.

Pathway Plan

The Pathway Plan is completed in relation to all eligible, relevant and former relevant young people. (see end of this section for definitions)

The Pathway Plan replaces the Care Plan.

The responsible authority must complete a needs assessment within 3 months of a young person becoming an eligible or relevant child (see end of this section for definitions) whether he or she does so on turning 16 or later. It must also prepare a Pathway Plan for eligible and relevant children, as soon as possible after completing the needs assessment.

The Pathway Plan contains two sections within the record; Needs Assessment and Pathway Plan.

Eligible Young People are young people aged 16 or 17, have been Looked After for a period or periods totaling at least 13 weeks starting after their 14th birthday and are still Looked After.  (This total does not include a series of short-term placements of up to four weeks where the child has returned to the parent.)  There is a duty to support these young people up to the age of 18.

Relevant Young People are those aged 16 or 17 who are no longer Looked After, having previously been in the category of Eligible Young Person when Looked After.  However, if after leaving the Looked After service, a young person returns home for a period of 6 months or more to be cared for by a parent and the return home has been formally agreed as successful, he or she will no longer be a "Relevant Young Person".  A young person is also "Relevant" if, having been looked after for three months or more, he or she is then detained after their 16th birthday either in hospital, remand centre, young offenders' institution or secure training centre.  There is a duty to support relevant young people up to the age of 18, wherever they are living.

Former Relevant Young People are young people aged 18 to 21 (or up to 24 if in full-time further or higher education), and have left the Looked After service having been previously either "Eligible", "Relevant" or both.  There is a duty to consider the need to support these young people.

Permanence and Adoption Plans

A plan for permanence must be in place for all looked after children at the four month statutory review;

Where a decision is made in a review that the best plan for a child is adoption as this is the most appropriate plan for permanence for a child, an Adoption Plan should be drawn up. The Adoption Plan outlines the key processes and time-scales and records all the actions required to complete the adoption process.  It also records the date the child is referred to the National Adoption Register.

Reviews

A Review Record should be completed by those chairing Looked After (Statutory) Reviews.

End