SEND Devon PathfinderLearning from the
Integrated Assessment Pilot 2009-10
• As part of our wider commitment to a child-centred approach it has long been an ambition to have one integrated assessment process started with Joint Agency Teams in 2001.
• We took advantage of a co-location, the Exeter-based County Special Education Team and Eastern Integrated Children’s Services teams were asked to work together and pilot this approach
The Devon context
43%
25%
32%
Key Objectives• to develop and trial an integrated process for
assessment of special needs with the Common Assessment Framework (CAF) as the starting point
• to implement the organisational changes required and support staff who are implementing these changes;
• to review lessons learned and agree a plan for rolling out the changes.
Key Issue .The timeframe relating to requests for SEN statutory assessment is prescriptive. There is a legal requirement to notify parents/carers whether or not the Local Authority intends to proceed with an assessment 6 weeks after receiving the initial request. In extreme cases failure to do so can expose the Authority to complaints to the Ombudsman. If a request for a statutory assessment is refused parents/carers have recourse to appeal to the Special Educational Needs and Disability Tribunal (SENDIST).
The key risks identified at the outset were
•cultural reluctance•slippage in Key Performance Indicators for SEN•increased tribunal costs potential challenges from families/risks to families of slower process•management capacity in both services•ICT systems
Initial screening
Phonecall toparent/carer
Day 1
Day 15Initial
Keyworkerallocated
Day 22 Initial Home VisitCompleted
CombinedIntegratedAssessmentCompleted
Day 35
Considered byConsultation/
Funding Panel
Day 40
Provision Agreed
Day 42Parents informed
of outcome ofassessment
Input toCareFirst
Safeguardingcheck
Initial Assessment - CYPS
Single Agency referral
ICSAT/SEN Referral
Joint Agency Record only
UpdateCYPITsystem
Add tocurrent
referral list
Reads casehistory/reports
Qualityassurance
role
If consideredincomplete
Amend andresubmit
within 1 day
Costs withinFACB
Not FACB
Qualityassurance
role
Not agreed
ReferralConsultation
Unit
CAF/TAC appropriate
Referral Receivedand Date Stamped
Arranges HomeVisit
Amendments requested
Agreed
Amend andresubmit
within 1 day
Amendmentsrequested
To be reconsidered atpanelMore informationneeded
Amend andresubmit
within 1 day
Agreed subject tomodification
Package ofsupport required ?
CYPSAssessment
KEY
Referral Co-ordinator
Business Support
ICSAT Manager
Keyworker
Early Response Manager
Panel
External checks
Process Map V.3 (Overview Day 1 to 42) 5/12/09
Integrated Children’s Services Assessment Team
Allocate toKeyworker or care
co-ordination
SingleAgencyReferral
AXSPathway
JointAgency
Record Only
AcceptedReferralProcess
KeyworkerHome Visit
Process
Completeforms asrequired
Discussion withCasework
Manager andISCAT Manager
No Request forStatutory
Assessment ofSEN
Consideration of Request forstatutory assessment of SEN
Request forStatutory
Assessment ofSEN Declined
InclusiveEducation Panel
DecisionRatified
DecisionOverturned
Proceed withStatutory
Assessment ofSEN
No supportpackageidentified
Joint Agencycrieteria met?
YES
NO
Amend andresubmit
Post 42 dayprocess
AcceptedReferralProcess
Day 42
Process Map V.3(Overview Day 42 onwards)
5/12/09
Integrated Children’s Services Assessment Team
Day 112
Day 126Final Date for
Issue of Statement
Final Date forIssue of Proposed
Statement
CaseworkManager reviews
advice alreadygathered
Post 42day
process
More advicerequired ?
List of additionalevidence indicateon Panel Referral
Record (RSA)
YES
NO
AcceptedReferral
Process Page2
Casework Managercompiles ProposedStatement or note in
lieu
All advice received
Create Integrated File
Yes
Letter to Parent /Carer ICSAT-A02
or ICSAT-A04
Letter to SchoolICSAT-A05 SCH
Letter toEducation
PsychologyICSAT-05EP
Does referral includerequest for statutory
assessment of SEN ?
No
Letter to HealthNurse
ICSAT-A05PHN
Letter to GeneralPractitioner and
PaediatricianICSAT-A05GP
Letter to SocialCare if necessary
ICSAT-A05SC
ICS 3
ICS 3
ICS 3
ICS 3
ParentalContribution Form
ICS2
Letter to OtherProfessionals
ICSAT-A05OTHER
ICS 3
Information forParents / Carers Fact
Sheet (ICSATProcess)
Notes onParental
Responsibilty
Guidance forparents / carers ontheir contribution
ParentPartnership
Leaflets DPP9, 10 & 11
Enterinformation
on ONE
Notify CaseworkManager and ICSAT
Manager via email andinclude 6 week date
Create Panel ReferralRecord - Request forStatutory Assessment
of SEN
Letter to Parent /Carer
Letter to School
Letter toProfessionals ICS 3
ICS 3
Day One
As reportsreceived
Scan ontoCYPITUpdate
Chronology
Day 35
Type documentsas requested by
Keyworker
CombinedIntegrated
Assessmentreceived from
keyworkerICS4
Update ONE,spreadsheetand task list
Day 40
IF Request forStatutory
Assessment ofSEN considered
unnecessary
Decision of InclusiveEducation Panel
Scan FASB(if applicable)
Filedocuments
SendCS105CS100to Finance
SendCS100to Provider(if applicable)
If Direct Paymentssend documentsto DP team (ifapplicable)
Letter toParent / carerIncluding letter re changeof keyworker if applicablecopies to referrer /professionals contributingto assessment
UpdateCYPITsystem
If keyworker is ICSAT or Care Co-ordination;Set diary date for reviewUpdate calendar to prompt 6 weeks beforereview date with child’s initials, care firstidentifier and due date.
Supportpackage
identified ?
Accepted Referral Process 5/12/09
Integrated Children’s Services Assessment Team
Needs can be metwithout Statement
Consideration ofRequest for statutoryassessment of SEN
by Casework Managerand ICSAT Manager
ICS4 emailedto SEN
CaseworkManager
To Page2
AcceptedReferralProcess
ICS 3
Enter onspreadsheetwith critical
dates
Create IntegratedFile
Insert Front SheetICSAT-FSA
Enter diarydate to
documentcheck andchase up
letters - DAY15
Insert Front SheetICSAT- FSB
Scan ontoCYPIT and
updatechronology
Does Referralinclude request for
SEN?
No
YES
ReferralChecklist
ICSATChecklist
Pre-paidenvelope
ICS1Parental
Contribution formICS2
Pre-PaidEnvelope
UpdateCYPIT
Day 2 to 34
DAY 15Letter to chase up
reports / infoas required
ICSATCheck
ListUpdateCYPIT
Copypapers for
IEP
YES
No
AdminActionForm
Letter to parent / carer with outcomecopies to referrer & other
professionals contributing to theassessment
UpdateCYPITsystem
Scan referral
UpdateCYPIT
DailyChaserTask
Sheet
File paper copiesof documents in
client file
AdminActionForm
UpdateFile If JAR Only
JointAgency
Record Only
Enter diarydate to
documentcheck andchase up
letters - DAY15
ICSATChecklist
Enter onONE for
IEPAgenda
Proceed with StatutoryAssessment of SEN
If keyworker notISCAT;Letter and paper fileto appropriate team..Retain copy of paperfile (if appropriate)
If keyworker notISCAT;move electronicfile
Update ONEmake record
inactive
Accepted Referral Process Page 2 5/12/09
Integrated Children’s Services Assessment Team
AcceptedReferral Process
Page 2
Proceed with StatutoryAssessment of SEN
Supportpackage
identified ?
YES
Scan FASB(if applicable)
Filedocuments
SendCS105CS100to Finance
SendCS100to Provider(if applicable)
If Direct Paymentssend documentsto DP team (ifapplicable)
AdminActionForm
Letter toParent / carer re statutoryassessment and additionalsupport package identifiedcopies to referrer /professionals contributing toassessment
No
Letter to parent /carer - re statutory
assessmentenclose DPP
leaflets
Day 42
Input toONE
Letter toprofessionals re
use of advicealready received
Letter to requestadvice from newly
identifiedprofessionals
B06?
Letter to requestadvice from whereprevious requestnot responded to
File papers
When all adviceat 6 weeks or 12
weeks asapplicable
UpdateONE and
link PS andPRR
Create ProposedStatementTemplate
Create PanelReferral Record
CompleteStatutory
AssessmentTracking Form
and pass to SENcaseworkmanager
As reportsreceived
Scan ontoCYPITUpdate
Chronology
Update ONE,File paper copiesof documents in
client file
DAY 70Letter to chase up
reports / infoas required
More advicerequired
YES
NO
Day 42 to 70
IF medical advicestill outstanding
Chase by phone /email for advice
notify SENcasework Mgr by
Scan ontoCYPITUpdate
Chronology
Update ONE,File paper copiesof documents in
client file
When reportreceived
Formatdocument using
standardparagraphs if
applicableReturn to
casework Mgr
Casework Mgrpreparesproposed
statement or notein lieu
Enter onONE for
IEPAgenda
Copypapers for
IEP
Decision of InclusiveEducation Panel
Issue proposedstatement
Issue note in lieu
Day 70 to 112
Day 112 if notbefore
Letter to parentcopied to
professional
Amendments?
The ICSAT system was designed to operate that on receipt of a request for a statutory assessment, an integrated assessment will be completed within 35 days. The intention was that this assessment should provide all the information necessary for the Inclusive Education Panel to be able to reach a decision on whether to proceed with a statutory assessment.
This expectation was based on the assumption that, by the time a request was made for a statutory assessment, a CAF would have been completed and relevant professionals would have had contact with the child and be aware of his or her needs.
Advice gathered during the initial stages provided the Inclusive Education Panel with useful information about a child which has helped decision-making.
However, the systems and processes supporting the pilot were not working effectively and needed addressing before any further development.
Referrals for Eastern Area
050
100150200250300350400
Q42007
Q12008
Q22008
Q32008
Q42008
Q12009
Q22009
Q32009
Q42009
Q12010
Quarter
Num
ber o
f Ref
erra
ls
ICSAT Referrals
CSET
IAT
0102030405060
Oct-09
Nov-09
Dec-09
Jan-10
Feb-10
Mar-10
Referrals Per Month
IntegratedAssessment
Outcomes of referrals received by pilot
Integrated Assessment
CAF / TAC
Single Agency
JAR Only
No Outcome Yet
Integrated Assessment CAF / TAC Single Agency JAR Only No Outcome Yet
162 19 17 5 3
Key findings • Strong support for the concept and principle of
integrated assessment. The aim of reducing the burden on parents and professionals by repeatedly asking for the same type of advice is seen as a positive. There is also widespread support for the concept that families applying for a statutory assessment may benefit from the additional services that can be accessed via an integrated assessment.
• Combined Assessment ensures that parents are only asked for information on one occasion.
• The new process ensures that assessments can identify an appropriate holistic package of care.
• A number of children / young people that have been subject of an integrated assessment as a result of a request for statutory assessment are now accessing services that would not have been identified or provided under previous CSET processes. This assisted meeting the targets under Aiming High for Disabled Children
• Removal of duplication leads to better use of staffing capacity within existing resource.
• More effective screening of referrals and signposting to appropriate resource eg via AXS pathway into CAF/TAC
BUT :-• Information had to be much clearer for all professionals as some
were asked to complete assessments in shorter timescales with little explanation ie Educational Psychologists / Paediatricians
• Co-location in itself did not resolve fundamental cultural and business process issues – staff did not feel that they were a team but just part of a process in design
• Leadership was a key issue• Communication at every level needed to be better planned and
executed• A single process was achievable but required more detailed
planning, design , training and support in implementation
= DEVON SEND Pathfinder
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