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1.6.3 Transfer of Cases

AMENDMENTS

This chapter was amended in April 2006 to include the Case Transfer Protocol for 16+ Team. See Section 6, Case Transfer Protocol for 16+ Team


Contents

  1. Remit of Teams
  2. Points when Cases Transfer from Assessment to Care Management
  3. Transfer Process
  4. Priorities
  5. Minimum Standards for Care Management Teams
  6. Case Transfer Protocol for 16+ Team


1. Remit of Teams

1.1  Assessment

  1. Taking Referrals
  2. Undertaking Initial Assessments and first Core Assessments
  3. Section 7 and 37 Reports
  4. Child Protection up to first Core Group Meeting
  5. Section 20 admissions up to First Looked After Review
  6. Care Proceedings up to first Interim Care Order
  7. Short term family support - up to three months
  8. ASBO Initial Assessment
  9. New Caring Relatives (preventing accommodation) up to final approval
  10. Access to files (closed and open to Assessment)

1.2  Care Management

  1. Longer term work with Looked After Children
  2. Work with children subject to a Child Protection Plan
  3. Work with children needing Family Support at Level 3 or above of the Threshold Criteria: Children in Need
  4. Re-referrals within three months of case closure
  5. Access to files (open to Care Management)


2. Points when Cases Transfer from Assessment to Care Management

It is expected that cases will transfer at the following points. If, exceptionally agreement cannot be reached, resolution should be sought through normal line management arrangements. If there are particular local features which affect implementation of the protocol, this should be brought to the attention of the Divisional Manager.

It should be noted that assessment is a continuing process and not a single event. The Initial Assessment and Core Assessment timescales represent particular points during that process when information is analysed and decisions reached about what should happen next to meet the child's needs. The Core Assessment is a more in depth look at a child's situation - it is focused according to need so that it is as helpful and unintrusive as possible.  It will consider the central or most important of the child's needs and will have sufficient depth to come to an analysis of the way forward, with any further assessment (or specialist assessments) being incorporated in the continuing plan for the child.  When the child and family are known to the Directorate it may be possible to complete the Core Assessment in less than the maximum 35 days. 

Looked After Children

For Accommodated children, transfer will take place following the First Looked After Review, completion of Core Assessment and Care Plan. This will ensure continuity of worker during the "12 week window of opportunity" when it is more likely that a child will be able to return home.

Care Proceedings to transfer at the point of Interim Care Order.

Child Protection

Following Core Assessment, first Core Group Meeting and completion of detailed Child Protection Plan. This allows the Core Assessment to be completed by the same worker who will also have the knowledge base to construct the detailed Child Protection Plan. The Protection Plan will then have been in place under the supervision of the Care Management Team for 4 to 5 weeks before the first Child Protection Review Conference. 

To ensure ownership of the Child Protection Plan, a member of the Care Management Team should attend the first Core Group Meeting.

If there is a delay in transferring the case, the Assessment Team will retain responsibility until the first Child Protection Review Conference (or later if they deem this is necessary). This may be the position in particularly complex cases.

Family Support

  1. Following completion of an Initial Assessment, and a one month Review of the Child in Need Plan, which indicates a longer term need for service at Level 3 of the Threshold Criteria: Children in Need, and completion of a written plan.
  2. Following completion of a Core Assessment, and one month Review of the Child in Need Plan, which indicates a longer term need for a service at a continuing threshold of Level 4 of the Threshold Criteria: Children in Need or above, and completion of a written plan. 

NB. It should be noted that where it is possible to meet the child's needs through referral to a particular service, a judgement will be needed as to whether it is necessary for the child to remain an open case to the Fieldwork Teams.

Note

  1. Children receiving a short break service are looked after and would transfer following the First Looked After Review, completion of the Initial Assessment or Core Assessment and Care Plan.
  2. Current protocols will continue to operate in respect of CDT.


3. Transfer Process

  1. In Child Protection Cases, the Review Unit will forward a copy of the invitation to the Initial Child Protection Conference to relevant Team Manager/Care Management. The typist will also forward a copy of the Social Worker's report for the Initial Child Protection Conference to the relevant Team Manager/Care Management.
  2. All files should have a completed "Household Members and Significant People Form" (part B of the referral form) which should also include agency contacts.
  3. All files should have a transfer summary. This should identify where the background information can be located, significant recent developments and details of future dates when actions are required.
  4. The Team Manager/Assessment will authorise the transfer, complete the "Case Transfer Checklist," pass to Admin. to note on SWIFT that the file will be located on Care Management. Admin. will pass the file to the Team Manager/ Care Management. The Team Manager/Care Management will ensure that the service user and other agencies are notified of the transfer within 3 working days of receiving the file. Any issues should be raised with the Team Manager/Assessment during this period. Once the transfer is complete, the file should be passed to Admin. by the Team Manager/Care Management. Admin. will enter the allocation decision on SWIFT. Accountability will remain with the Team Manager/Assessment for up to 3 working days following transfer of the file, unless accepted earlier by the Team Manager/Care Management.


4. Priorities

The priorities for the Division continue to be Child Protection and Looked After Children followed by Family Support at Levels 3 or 4 of the Threshold Criteria: Children in Need.

As a guide, Social Workers on the Care Management Teams will carry a workload of between 15 and 24 children depending upon complexity and the number of sibling groups. This allocation will be monitored through the supervisory process and kept under review by DIG. Such a guide will not apply to Social Workers on the Assessment Teams where the nature of the task is different. Their workloads will be kept under active review through the supervisory process and will take into account their "duty" and allocated work. 

Where local circumstances arise which mean there has to be a reduction in service, or where the health and safety of the team/service would be comprised due to overload of cases (e.g. shortage of staff) the following principles will apply:

  1. The safety of children will not be compromised:
    1. A referral and initial assessment service will continue to be provided, but there may be a need to restrict non-emergency public access.
    2. All Child Protection Enquiries will be undertaken within the appropriate timescales.
    3. All Child Protection cases will take priority in terms of allocation.
    4. Cases where there are current care proceedings will also be allocated as a priority.
    5. Team Managers will not be named as Lead Social Workers/allocated workers in any type of case.
  2. Holding child protection cases unallocated will only be considered in the following circumstances:
    1. When children who are looked after have circumstances so complex and fragile that they are a higher priority; and
    2. There is a stable, established Child Protection Plan and the cause of the risk has been contained; and
    3. Where there is close monitoring by other agencies or sections of the Department, and this is agreed in the Child Protection Plan.
  3. All other cases will take a lower priority. Where cases are de-allocated a letter should be sent to the relevant carers and service providers advising them that there will be a reduced level of service until further notice.  As needed, there will also be communication with Children's Resources and the Review and Commissioning Unit to ensure that the position is managed as effectively as possible.
  4. Review schedules on Looked After Children and Child Protection will be maintained. Team Managers will determine how they are serviced.
  5. Team Managers will chair the first Core Group and Planning Meetings to establish the Child Protection Plan or Child in Need Plan, employing the principles in paragraph 6 below.
  6. A care management model of service delivery will be operated. Wherever possible, services will commissioned from other professionals involved with the service user as appropriate. Where a need for a directly provided Family Support or CASES Service is identified, these cases may be closed unless there is also a need for an allocated Social Worker.
  7. When it is proposed to hold any case unlocated, the Team Manager will: record the priority/decision making on a decision sheet; review the case on a monthly basis, taking into account all new information received. From November 2003, on Care Management North, all unlocated cases will be held by a Case Holding Team, whose working arrangements are governed by a separate protocol.
  8. Heads of Service will review allocated and unlocated work on a monthly basis using Business Objects Reports.
  9. DIG will review unlocated work on a monthly basis, in particular taking into account: the total number of cases unlocated; staffing levels; status of unallocated cases; and duration of time that the case has been unallocated.


5. Minimum Standards for Care Management Teams

Type of Case Allocated Unallocated
Children with a Child Protection Plan Dudley Safeguarding Children Board prescribed standards adhered to

Only as indicated in Paragraph 2 of Priorities Guidance and for the  shortest possible time.

Duty Officer visit 1 x 6 weekly, plus checks with other agencies.

Response to emergencies.

TM attendance at Conferences
Court Proceedings Prescribed standards adhered to

Only in crisis or worker leaving - and for the shortest possible time.

Duty Officer to deal with any emergencies, and to have oversight of contact arrangements
Looked After Children - Recent and Active

Once Core Assessment completed, 6 weekly visits.

Care Plans to be progressed towards stable placement or rehabilitation.

Only in crisis or worker leaving - and for the shortest possible time.

Minimum standards carried out by Duty Officer.

Attendance at Reviews and minimum statutory home visits. Duty Officer to make alternative transport arrangements if absolutely necessary.  Duty Officer to have oversight of contact arrangements
Looked After Children - Established Minimum standard of visiting, maintaining lines of communication and completion of all documentation.

12 weekly visits. Review of PEP to be undertaken at Statutory Review, or prior contact with designated teacher if the latter is not attending the Review meeting. 

Attendance at statutory review by Team Manager or Duty Officer with brief LAC forms (Reviewing Officer to be notified in advance of allocation status).

Team will make alternative arrangements for transporting of child
Others e.g. Children in Need, including Asylum Seekers

Prescribed standards.

Child in Need Plan completed and reviewed.

Duty Officer to deal with crises.

Duty Officer to deal with crisis payments via admin.


6. Case Transfer Protocol for 16+ Team

Cases transferring to the 16+ (Looked After & After Care) Team will be allocated a Young Person's Adviser following the Looked After Review prior to the young 

person's 16th birthday. The YPA will then co-work with the district Social Worker prior to transfer  to the 16+ Team on their 16th birthday.

See below for exceptions :

  1. Where there are outstanding issues e.g. child protection investigation. These cases should transfer when any issues have been resolved or concluded, unless agreed by Team Manager (16+)
  2. If  a case is with an assessment team and the young person has reached an age when a transfer from assessment team to care management team is not in young person's best interest a transfer can be straight to 16+ team by agreement by team manager

For 16+ transfers the existing transfer checklist should be used with the following being essential

  • Chronology
  • Contact details
  • Transfer Summary (including where the background information is located, significant recent developments and details of future dates when action is required)
  • Copy of Care Order (including information regarding possible revocation)
  • Care Plan
  • Review reports
  • PEP's
  • Brief educational history (including non attendance, exams, exclusions, Connexions involvement and any significant issues)
  • National Insurance number
  • Bank Account with details (all allowances are paid directly into young person's account)
  • Birth certificate, medical card, passport
  • Up to date Readiness for Independence assessment
  • Risk Assessment - up to date.

End