Child Protection - Forth Valley protocol on emergency suitability checks

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FORTH VALLEY G5 PARTNERS

FORTH VALLEY PROTOCOL ON EMERGENCYSUITABILITY CHECKS

Signed: __________________________ Date: ________________(on behalf of G5RG)

Review date: __________________________

Table of Contents

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1. Introduction P. 3

2. Background P. 3

3. Definition P. 4

4. Scope P.4

5. Principles P. 4

6. Procedures for Emergency Suitability Checks P. 5

7. Extenuating Circumstances P.6

Legislation P. 6

List of Contacts P. 7

Appendix A – Blank Emergency Suitability Record Form P8-11

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1. Introduction

1.1 This protocol is designed to facilitate emergency suitability checks againstnamed persons on behalf of social work staff who require to find suitableaccommodation for a child in cases of emergency. This protocol is notdesigned to replace existing arrangements through the Disclosure ScotlandRequest processes however is an enhancement to enable early andnecessary placements.

1.2 Social Work staff regularly come into contact with adults in respect of whomthey have a high level of concerns. These adults may either live in or join thehousehold of a child, or alternatively, staff may have to place a child with anadult at very short notice on an emergency basis in order to keep them safe.

In such emergency circumstances reasonable steps must be taken to ensurethat full suitability checks of those adults have been undertaken in order toprotect and promote the welfare of the child.

It is usually in the child’s best interests to place them with relatives or adultsthat they know and trust. However, staff require to take reasonable steps toensure the safety and welfare of the child, by undertaking appropriate checksof those adults prior to placing the child, or as soon as is reasonably practicalthereafter. Professional judgement and discretion may be required dependingon individual circumstances.

1.3 Previously this information has been provided to Social Work Services on anad-hoc basis by Central Scotland Police through the Control Room or by localattending police officers. There has been no control of this, little consistencyand no audit-trail.

1.4 With more time available, the information can be provided by DisclosureScotland however this process would not be appropriate in an emergencysituation.

1.5 A recent HMIE inspection recommended improvement were made to ensurethe robustness of checks in this area.

1.6 All agencies have a shared responsibility to ensure the safety of children isnot compromised by being placed with an individual who could be a risk tothem.

2. Background

2.1 As a result of the HMIe recommendations Stirling Council and CentralScotland Police took part in an ‘Emergency Disclosure Pilot’ for a six monthperiod. This involved requests being sent electronically by social work to theforce Disclosure Unit where relevant checks were conducted on individualsand negative responses responded to directly. Checks resulting in informationbeing found were allocated to the Public Protection Unit (PPU) who made an

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assessment of the information and a decision on what should be disclosed toSocial Work.

2.2 A review of the pilot identified that although there were a number of benefits,there were two main difficulties precluding it being rolled out across ForthValley in it’s present format.

• There were additional resourcing demands both within the PoliceDisclosure Unit and the PPU

• The process was primarily only available during officer hours and did notaccommodate for a true ‘emergency’ situation.

The review and possible implications of the pilot were carefully consideredand the decision taken not to proceed with the current pilot. A more simplifiedprocedure was required to ensure that in emergency situations checks couldbe readily undertaken to ensure the safety of children.

3. Definition

3.1 The following definitions apply to this protocol –

Child: A child or young person who has not attained the age of 16 years, or achild over the age of 16 year who has not attained the age of 18 years and inrespect of whom a supervision requirement is in force.

4. Scope

4. 1 This protocol is designed for:

All children living in the boundaries of Forth Valley, or who are Looked Afterand Accommodated by any of the three Local Authorities of Stirling, Falkirkand Clackmannanshire Councils.

5. Principles

5.1 This protocol should be read as guidance and cannot anticipate everysituation. Agencies working with children in a professional capacity should usetheir judgement to take whatever action is deemed necessary to ensure thesafety and protection of the child.

5.2 It is recognised that Social Work hold significant records on individuals andchecks of their systems may preclude an individual from caring for a child.With this in mind checks of Social Work systems should be conducted in thefirst instances which may negate the need for an ‘Emergency SuitabilityCheck’.

5.3 Our joint aim is to reduce the risk of children being placed with individuals inan emergency situation who may pose a risk to them.

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5.4 By carrying out emergency suitability checks of systems we will minimise thepotential risk of placing children within unsuitable adults.

5.5 Should a child continue to be placed with person(s) subject of an emergencysuitability check then a full Disclosure Scotland Request, or Protection ofVulnerable Group Request, as appropriate, should be submitted throughnormal channels.

6. Procedures for Emergency Suitability Checks

6.1 Situations will arise where Social Work staff will require to carry out anemergency assessment of the suitability of a person to be in the samehousehold, or have regular care/contact with children. It is anticipated that thiswill primarily be as a result of them having concerns about an adult who joinsa household of a child, or where a child requires to be placed at short noticewith other adults, who can often be other family members. Where this‘emergency’ situation arises and the information is required on an urgentbasis to make an informed decision on an individual’s suitability then theprocedures outlined in this Protocol should be followed.

6.2 Social Work staff should complete PART A of the Request Form (AppendixA), providing –

• Details of the child• Details of all individuals that require checked• Reason and circumstances for the requirement• Applicants/Supervisors Details, including e mail addresses & telephone

numbers.

Social Work staff should thereafter telephone Central Scotland Police on01786 456000 and ask for the Force Intelligence Unit (FIB) Ext.2497 to alertthem that the request will be sent by e mail [email protected]. FIB is generally staffed between 0800 and0200hrs.

Outwith these hours, or when no contact can be made then the ForceCommunications and Control Centre (FCCC) should be alerted and the formsent by secure e mail to [email protected]

6.3 On receipt of the Request Form, the FIB or FCCC will complete the followingprocess.

Dependent upon duty hours, the FIB or FCCC staff should then completePART B of the Request Form –

• Checking four police systems (CHS, PNC, VPR and SID)• Recording if no information is held or alternatively detailing what information is

held on the individual(s)• Operators Details

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Again, dependent upon duty hours, the FIB or FCCC will notify the on dutyDetective Inspector at the Public Protection Unit or Force Response Inspectorof the request by Airwave and e mail the form, including information held tothem for their consideration.

6.4 The Detective Inspector, Public Protection Unit or Force ResponseInspector, on receipt of the Request Form should then make an assessmentof the police information held on the suitability of a child being placed with theindividual(s). Each case should be based on judgement in relation theinformation held.

The Detective Inspector, Public Protection Unit or Force ResponseInspector, should then complete PART C of the Request Form-

• Selecting either number one or number two, indicating if concerns are presentor not

• Their details

The Inspector should then contact the named Social Worker or theirSupervisor to pass the result of the Emergency Suitability Check and recordtheir details on the form.

A copy of the completed Request Form should be retained by the PublicProtection Unit to whom all paperwork should be forwarded.

7. Extenuating Circumstances

It is recognised that in some emergency situations Social Workers, and inparticular Emergency Duty Team (EDT) staff will be in attendance at anaddress where a situation has arisen that requires an emergency suitabilitycheck to be conducted. The dynamics of the situation may prevent themreturning to an office to complete and electronically send the Request Form. Itis anticipated that in these situations operational police officers will also be inattendance and in order to authenticate the emergency checks it would beappropriate for the request to be routed through the officer to pass thisinformation directly to FCCC staff who could thereafter complete both PART Aand B, before sending the form on to the Force Response Inspector/DetectiveInspector to make the normal assessment and pass the result.

8. Health Assessment

When assessing an individuals suitability to care for a child and fully identifyall of the potential risks present the Social Worker requesting an EmergencySuitability Check should also make contact with NHS Forth Valley ChildProtection Department on the telephone number listed below, at the earliestopportunity. During office hours NHS FV Child Protection Department will beable to provide information which will aid in a full assessment of the risks anindividual may pose to the child, eg substance abuse, mental health issues orother medical condition which may be worthy of note.

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This process will be reviewed initially after three months and thereafterannually by the agencies involved and may be subject to interim amendmentdependent on any issues identified.

Legislation

Sharing of personal information is being carried out under the Forth ValleyInformation Sharing Protocol and in accordance with the following legislation:

Children Scotland Act 1995The Data Protection Act 1998Common Law Powers of Disclosure

and

The Human Rights Act 1998 ARTICLE 8RIGHT TO RESPECT FOR PRIVATE AND FAMILY LIFE

1 Everyone has the right to respect for his private and family life, his home and hiscorrespondence.2 There shall be no interference by a public authority with the exercise of this rightexcept such as is in accordance with the law and is necessary in a democraticsociety in the interests of national security, public safety or the economic well-beingof the country, for the prevention of disorder or crime, for the protection of health ormorals, or for the protection of the rights and freedoms of others.

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LIST OF CONTACTS

CentralScotland Police

. Police Headquarters 01786456000

Force Intelligence Bureau, Ext2497

Social WorkServices –Children &Families

ClackmannanshireServices to People, SocialServicesLime Tree House, Castle Street,Alloa, FK10 1EXTelephone: 01259 225000FAX: 01259 225004Email:[email protected]

FalkirkSocial Work Services, FalkirkCouncilDenny Town House, GlasgowRoad, Denny, FK6 5DL

Telephone: 01324 506400Fax: 01324 506401Email: [email protected]

StirlingSocial Work Services, DrummondHouse, Stirling,FK8 2EG

Telephone: 01786 471177Fax: 01786 443600

Out of Hours (EDT)01786 470500

NHS ForthValley

NHS Forth Valley Child Protectiondepartment. 01786 434770

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APPENDIX ARESTRICTED (WHEN COMPLETE)

CHILD PROTECTION – EMERGENCY SUITABILITY CHECKS

Alert Police on Tel 01786 45600 and then email completed form to

[email protected] (0800-0200hrs)

[email protected] (outwith the above)

Note: The default GPMS marking for this form is RESTRICTED once completed, however the GPMSmarking must reflect the content of the request for information being made. If a higher GPMS marking

is required then the requester must change the marking as appropriate.

Part A: Request for Information.(to be completed by Social Work)

Subject Details

I am requesting personal information or sensitive personal information under the Data Protection Act1998 about the following person(s).

SWIFT/SWIS ReferenceNo (PID) – if availableSurnameAll previous surnamesAlso known asForenamesPlace of birth Date of birthFull Present Address

Post CodePrevious address(if known)

Post Code

Child or Young Person being protected

I confirm that the personal or sensitive information is required for the protection of a child or youngperson, and that failure to provide such information will result in a risk to the safety and/or wellbeing ofthat child or young person. The child or young person is as follows:

Full Name:Date of Birth:Address:

RESTRICTED (WHEN COMPLETE)

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Requirement for information

I confirm that this information is required urgently, and that the timescales involved prohibit a requestfor information through Disclosure Scotland. I confirm that the information is required due to:

Delete asappropriate:

Requirement code:

[X] To facilitate emergency child placements[X] Where newly identified family members are in regular child contact[X] Where concerns are identified over a third party with child contact

Circumstances

Provide details regarding the circumstances that have caused concern:

[INSERT TEXT HERE]

Applicant details

Full Name:Designation:Date / Time requested:Contact Telephone Number:Email address:

Supervisors details:

Full Name:Designation:Date / Time authorised:

Alert Central Scotland Police by telephone and submit form by email [email protected] OR [email protected](Part B & C left blank)


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Part B: Search for Information(to be completed by Police FIB/FCCC)

Checks on the following electronic systems:

The following systems have been checked for information based on the details provided. A Negativeindicates that no information has been found on that system, whilst a Positive indicates thatinformation has been found

Database Checked?

CHS Y/NPNC Y/NVPR Y/NSID Y/N

Results of Check (delete as appropriate):

[A] All Checks are Negative. No information has been identified

or

[B] Information has been identified and is included.

Date Checked:Time Checked:Checked by:

Part B Cont: Summary of Information (include all POSITIVE results)(to be completed by Police FIB/FCCC)

WHEN COMPLETE NOT TO BE DISTRIBUTED OUTSIDE POLICE

The following information or intelligence has been identified by the FIB/FCCC:

Database Details of information found (include reference numbers)CHS

PNC

VPR

SID

Any additional comments; eg intelligence identified that is particularly sensitive.

Contact Force Response Inspector by Airwave, or Detective Inspector PPU and advise them ofrequest, thereafter e mail form (Parts A & B completed, Part C Left Blank)


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Part C: Disclosure of Information(to be completed by Force Response Inspector/Detective Inspector PPU)

The following information has been disclosed by Central Scotland Police to Social Work on theunderstanding that such information is necessary for the protection of a child or young person, andthat failure to provide such information would result in a risk to the safety and/or wellbeing of that childor young person.

Details of information disclosed:(This information will be disclosed directly to Social Work Department either in person or bytelephone)

Please select as appropriate –

1. Central Scotland Police have checked CHS, PNC, VPR and SID systems and there isnothing recorded which would highlight concerns about a child being placed withthis/these individuals(s).

2. Central Scotland Police have checked CHS, PNC, VPR and SID systems and there isinformation recorded which would highlight concerns about a child being placed withthis/these individual(s).

In making this disclosure Force Response Inspectors/Detective Inspectors must consider - Is theinfringement of someone’s right to privacy justifiable on the grounds of proportionality and necessity?In other words, is the disclosure proportionate to the objective sought to be achieved by the proposedaction? To that end, the objective must also have a legitimate aim such as public safety, theprevention of disorder or crime, or the protection of the rights and freedoms of others.

Officer Assessing information for disclosure (Force Response/Detective Inspector):

Name

Rank / Title

Date ofassessment:

Information disclosed to Social Work contact:

Name

Designation

Date of disclosure:

Form to be retained by PPU (please send copy of any forms to Family Unit mailbox)


Child Protection - Forth Valley protocol on emergency suitability checks

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