Section 3E
INITIAL CHILD PROTECTION CONFERENCES; MANAGING
CONFERENCES & CHILD PROTECTION REVIEW CONFERENCES
Introduction
Initial Child Protection Conferences should also be convened when the
following criteria applies:
Where a child or young person has been assessed by the relevant
agencies as continuing to, or being likely to suffer significant harm,
Children’s social care should convene an Initial Child Protection
Conference.
The Decision not to Proceed to an Initial Child Protection Conference
Relevant team managers in children’s social care must consider very carefully
any decision not to proceed to an Initial Child Protection Conference where it
has been established that the child/young person may have suffered
significant harm. This consideration hinges upon the child’s exposure to
continuing risk of harm. Any decision to not proceed to conference should be
discussed with the Independent Chairperson and endorsed by the team
manager (including decisions to cancel or postpone a conference). Details of
that decision and with whom it has been agreed, should be recorded on the
case record. Other agencies/professionals involved in the investigation or
assessment have the right to request that children’s social care convene an
Initial Child Protection Conference if they have serious concerns. Any such
requests which are supported by a senior manager within the agency
concerned will normally be agreed.
Where there are differences of opinion regarding whether or not to convene
an Initial Child Protection Conference, every effort should be made to resolve
the differences through appropriate discussion and explanation.
Enduring differences of opinion are in themselves a criterion for proceeding to
an Initial Child Protection Conference.
Any decision to cancel or postpone a child protection conference is to be
taken by the Independent Chair (in consultation with the team manager) and
communicated to all relevant personnel by the case holding social worker for
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the child. Any queries about such decisions should be directed to the
Independent Chair.
Pre-Birth Conferences - See Section 4C of the SSCB Procedures
Where there is the likelihood of significant harm to an unborn child – where a
core assessment under section 47 gives rise to concern that an unborn child
may be at risk of significant harm – Children’s Social Care Services (CSC)
must convene an Initial Child Protection Conference between 30 and 32
weeks gestation or as soon as possible thereafter. This is to allow as much
time as possible for planning support for the family.
Consideration should also be given to the possibility of a premature birth and
the need for appropriate planning. The same process will be followed as with
any other child protection conferences, including decisions regarding
appropriate health personnel, for example, midwifery services, should be
invited to attend in all cases. For further information on pre-birth child
protection conferences and ‘Responding to Concerns about Unborn
Children’ please go to;
http://www.staffsscb.org.uk/Professionals/Procedures/Section-Four/Section-4Promoting-the-Welfare-Safety-of-Children-in-Specific-Circumstances.aspx
Children who are the Subject of a Child Protection Plan in another Local
Authority Moving to Staffordshire
An initial (incoming) child protection conference should be arranged when a
child who is the subject of a child protection plan in another local authority
moves into the area on a permanent basis. Where a child who is the subject
of a child protection plan in another local authority moves to Staffordshire for a
temporary period, that local authority should inform this authority so the child’s
details can be added to the local database. Go to page 34 of this procedure
for further information.
The Aim of an Initial Child Protection Conference
The aim of the conference is to enable the professionals who are most
involved with the child or young person, and the family themselves, to assess
the relevant information, analyse the risks and plan how to promote and
safeguard the wellbeing of the child or young person concerned.
Whilst the Initial Child Protection Conference is central to local safeguarding
procedures, it is not the forum for identifying whether a particular person has
abused a child or young person. This is a matter for the criminal courts. In
cases where emergency measures are required to protect a child, these must
be taken without delay. An Initial Child Protection Conference must then be
held within the appropriate timescale.
Conferences which are convened on behalf of children whose names are
already the subject of a child protection plan are otherwise known as child
protection reviews. Go to page 27 of this procedure for further information on
Child Protection Review Conferences.
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Due regard must be given by children’s social care and other agencies to the
accessibility of conference venues and to ensuring standards are met in terms
of health and safety etc.
Purpose of Conferences
The Initial Child Protection Conference brings together family members, the
child who is the subject of the conference (where appropriate) and those
professionals most involved with the child and family, following section 47
enquiries. The purpose of the Initial Child Protection Conference is to:

bring together and analyse in an inter-agency setting (with the family and
child as appropriate) the information which has been obtained about the
child’s health, development and functioning and the parents’ or carers’
capacity to ensure the child’s safety and promote the child’s health and
development within the context of their wider family and environment;

consider the evidence presented to the conference and, taking into
account the child’s present situation and information about his or her
family history, and present and past family functioning, make judgements
about the likelihood of a child suffering significant harm in the future and
whether the child is, continuing to, or is likely to, suffer significant harm;
and

decide what future action is required in order to safeguard and promote
the welfare of the child, including the child becoming the subject of a child
protection plan, what the planned developmental outcomes are for the
child and how to intervene to best achieve these.
Timing of Conferences
The timing of an Initial Child Protection Conference will depend on the
urgency of the case and on the time needed to obtain relevant information
about the child and family. If the conference is to reach well-informed
decisions based on evidence, it should take place following adequate
preparation and assessment of the child’s needs and circumstances. At the
same time cases where children continuing to, or are likely to, suffer
significant harm should not be allowed to “drift”.
Consequently, all Initial Child Protection Conferences should take place
within 15 working days of the last strategy discussion or meeting date at
which point section 47 enquiries were initiated. (Working Together (2010)
5.83).
Who should attend the Initial Child Protection Conference?
All relevant Staffordshire agencies that are represented in the area in which
the child/young person and their family lives will be invited to the conference,
along with any other known private or third sector who are working with the
family. Due consideration MUST be given to making arrangements that take
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account of the availability of key contributors.
Those attending conferences should be there because they have a significant
contribution to make, arising from professional expertise, knowledge of the
child or family or both.
There should be sufficient information and expertise available, through
personal representation and written reports, to enable the conference to make
an informed decision about what action is necessary to safeguard and
promote the welfare of the child, and to make realistic and workable proposals
for taking that forward.
Those who have a relevant contribution to make may include:

the child, or his or her representative;

family members (including the wider family);

CSC staff who have led or been involved in an assessment of the
child and family;

foster carers (current or former);

residential care staff;

professionals involved with the child (for example, health visitors,
midwife, school nurse, children’s guardian, paediatrician, school
staff, early years staff, the GP, NHS Direct, CAMHS, education
welfare officers (EWO), educational psychologist, Staffordshire
Young People Service (SYPS; which includes the Youth Offending
Service, etc); staff in the youth justice system including the secure
estate);

professionals involved with the parents or other family members (for
example, family support services, adult services (in particular those
from mental health substance misuse, domestic violence and
learning disability), probation, the GP, NHS Direct);

professionals with expertise in the particular type of harm suffered
by the child or in the child’s particular condition, for example
disability or long term illness;

those involved in investigations (for example, the police);

LA legal services (children);

NSPCC or other involved voluntary organisations;

Social housing provider (where appropriate)

a representative from the armed services in cases where there is a
service connection.
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Letters of invitation will confirm details of time, venue and the name of the
independent chairperson, and also include the names and dates of birth of
family members and significant others. For Initial Child Protection
Conferences as much notice as possible should be given of the date for the
conference.
It is the responsibility of the agency concerned to determine the most
appropriate personnel to attend the meeting. In the event that an agency
invited to attend the conference holds no information about the child or their
family this should be communicated to the independent chair in writing.
Attendance and apologies will be recorded, in the conference minutes. Where
an agency is unable to send anyone to attend the conference, a report
outlining the agency involvement with the child and/or their family should be
provided.
Planning the Conference
Initial Child Protection Conferences are convened by CSC Services on behalf
of the Local Safeguarding Children Board and in accordance with these
procedures.
Role and Responsibility of the Children’s Social Care Team manager
Following the outcome of a s47 investigation which results in an Initial Child
Protection Conference being convened the CSC team manager should:

ensure that conferences are planned well within timescales in enabling
those professionals most involved with the child and family, and the
family themselves, to assess relevant information and to plan for
safeguarding the child’s welfare.

ensure that all relevant professionals (those who have been involved in
the child’s life) are invited and able to attend, as well as those who are
likely to be involved in future work with the child and family. In complex
cases, consideration should be given to inviting a professional who has
expertise in the particular type of harm suffered by the child. In all
cases, the most relevant person from each agency should be invited
and due consideration given to their availability.

consider whether or not to seek from, or have present, a medical
professional who can present the medical information in a manner
which can be understood by conference members and enable such
information to be evaluated from a sound evidence base. Ideally all
medical personnel involved should be present to accurately reflect their
involvement.

ensure the parents are invited and helped to participate. However, this
should be discussed with the Independent Chair (who may wish to
discuss with police officers) whether it may be necessary to exclude
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one or more family members from all or part of the conference. It may
not be possible for all family members to be present at the same time,
and the extent and manner of involvement of family members should
be informed by what is known about them.

discuss with the independent chair whether any steps are required to
protect professional staff from intimidation either in the conference or
after it, perhaps via police or legal action and initiate this action if
necessary.
Role and Responsibility of the Independent Chair
The independent chair is accountable to the Director of Staffordshire
Children’s Social Care Services and should not have had any operational or
direct line management responsibility for the child or their family. The status of
the chair should be sufficient to ensure inter-agency commitment to the
conference and the child protection plan.
On receiving notification from the children’s social care services team
manager that an Initial Child Protection Conference should be convened the
independent chair should:
 Identify a date for the meeting to be convened that takes account of the
availability of the optimal number of participants, including the child
(where appropriate) and family members. Timing should also take
account of the date of the last strategy meeting.
 Discuss with the social worker in advance aspects of the meeting that
will require careful management. This may include the participation (or
exceptionally the exclusion) of family members, especially children and
young people and the contribution of formal and informal carers.
 Be available for consultative advice, as appropriate, in advance of the
meeting.
 be available to meet with parents and any other relevant parties
(including advocates), at least 15 minutes prior to the commencement of
the conference to explain the process and conduct of the meeting and to
answer any questions.
Role and Responsibility of the named Social Worker
Once the CSC team manager has taken the decision to convene an Initial
Child Protection Conference the named social worker should:

liaise with relevant administrative support staff well in advance in
identifying:

individuals who are to be invited to attend;

the availability of a suitably trained and experienced minute-taker; and
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
A suitable venue for those participating, taking account of the minimum
specification requirements of a venue.

Advice family members as soon as is practically possible and assist
them in preparing for the meeting and in establishing how their
involvement might be best achieved.

Parents should be advised of their right to bring a friend/advocate or
supporter.

speak with the child/ren about the purpose of the conference and
explore with them how they wish to be involved (in a way that is
appropriate to their age and understanding). Care should always be
taken, before any discussion with the child, to ensure that they know
they are safe. The involvement of children in the conference process
requires particular sensitivity and planning. For example, some children
may not understand what has been happening to them and may,
therefore, find it difficult to understand why a conference is needed;
others may be very clear about what has happened to them, but may
not have been able to talk to a trusted adult or may not have been
listened to; and some are likely to have suffered emotional abuse. This
means that the child’s wishes/feelings should be closely ascertained
and the social worker should support and advise the child:

of their right to attend the conference;

in the event they wish to attend the conference that they can (if they
wish) bring a friend/advocate or supporter;

that they can (where appropriate) inform the conference of their wishes
and feelings in writing; or

they can have someone (and this could be the social worker or another
person) represent their views for them at the conference.

Prepare a written report for the conference, appropriately endorsed by
the team manager that takes account of the initial assessment and
aspects of core assessment conducted under s47 of the Children Act
1989. It should also contain explicit details of:

the family composition, including significant others;

reasons for the conference,

dates when the child was seen, and whether they were seen alone;

a chronology of significant events and agency and professional contact
with the child and family;

information on the child’s current and past state of developmental
needs;
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
information on the capacity of the parents and other family members to
ensure the child is safe from harm, and to respond to the child’s
developmental needs, within their wider family and environmental
context;

the expressed wishes and feelings of the child, the views of the child’s
parents and those of other family members;

an analysis of the information gathered and recorded using the
Assessment Framework dimensions to reach a judgement on whether
the child is suffering, or is likely to suffer significant harm and consider
how best to meet his or her developmental needs. This analysis should
address:
o how the child’s strengths and difficulties are impacting on each
other;
o how the parenting strengths and difficulties are affecting each
other;
o how the family and environmental factors are affecting each
other;
o how the parenting that is provided for the child is affecting the
child’s health and development both in terms of resilience and
protective factors, and vulnerability and risk factors; and
o how the family and environmental factors are impacting on
parenting and/or the child directly;

the local authority recommendation to the conference in regards to the
category of abuse under which it is proposed to manage the child
protection plan, including an outline of what actions are required to be
undertaken in order to achieve the desired outcomes for the child and
their family, within what timeframe and by whom. The outline should
also consider any contra-indicators and what actions should be taken
in the event that the desired outcomes are not achieved.

Ensure the report clearly distinguishes factual information and
evidence gathered through direct observation of the child and family,
from allegation and professional opinion. Information which is provided
second or third hand should be made clear; and

provide the parents and child with a copy of the report, at least two
working days before the date of the conference, ensuring sufficient
time is given to explaining and discussing the contents of the report
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with them. The report should be provided in the preferred language(s)
of the child and family members. This should occur in all but
exceptional circumstances. It is NOT appropriate for the social worker
to post the report to the family, and there is no instance where this
would be considered acceptable practice.
It is primarily the role of the social worker to prepare the child and family for
the conference and effective preparation will support their ability to participate.
However, it may not always be possible to involve all family members at all
times in the conference, e.g. if one parent is the alleged abuser or if there is a
high level of conflict between family members. Equally certain adults and/or
children also may not wish to speak in front of one another. Where the social
worker knows this to be the case they MUST discuss this with the
Independent Chair, who will determine whether one or more family members
should be excluded from part or all of the Initial Child Protection Conference.
(Please see the guidance below for the criteria which apply in relation to
exclusion).
Role and Responsibility of Administrative Staff
Upon being notified of the need for an Initial Child Protection Conference to
be convened administrative staff should:

liaise with the social worker and others in planning for the meeting;

ensure that standard letters of invitation are despatched to those
identified by the social worker, as soon as possible;

identify a suitably trained minute-taker to prepare for the meeting,
including identifying in advance a suitable venue and the availability of
necessary materials and refreshments; and

Liaise appropriately with the Independent Chair in anticipating the
necessary administrative arrangements in preparing for the meeting.
Role and Responsibilities of Agency Representatives / Professionals
attending the Child Protection Conference
Professionals attending the conference should come prepared to provide
details of their involvement with the child and family, including knowledge of
the child’s developmental needs, and the capacity of the parents to meet
these needs within the family and environmental context. In addition a written
report should be provided to the Independent Chair at least two working
days in advance to the conference which should distinguish between fact,
observation, allegation and opinion. Information which is provided second or
third hand should be made clear. Agency report to Initial Child Protection
Conference will usually be made available to those attending the conference.
Professionals are required to make a recommendation on behalf of their
agency/service recommendation to the chair, regarding whether the child
should become the subject of a child protection plan and should base their
recommendation on:
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
available evidence from existing records, shared at the conference;

the initial assessment;

the core assessment; and

other relevant specialist assessments.
Exclusion of the child, their parents or advocate from part or all of al
Child Protection Conference
Decisions about parental exclusion rest with the Independent Chair. It is the
responsibility of other agency personnel to advise the chair in advance of the
conference when exclusion criteria might need to be considered.
Any decision to exclude a parent and/or an advocate from a child protection
conference should be seen as exceptional.
In determining whether to exclude a child, parent, caregiver, and/or advocate
for either whole or part of the conference the Independent Chair should give
consideration to which of the following grounds for exclusion apply. The
individual should be excluded in order to:
 enable other members of the conference to provide necessary
information to conference without fear of threat or intimidation;
 receive third party information;
 avoid disruption to the conference, e.g. by alcohol or substance
misuse, or an actual threat of physical violence to a conference
member. This can include any disruptions which may undermine the
proper conduct of the meeting;
 Allow the Independent Chair / local authority to receive legal advice.
The possibility that a parent/carer may be prosecuted for an offence against a
child is not in itself a reason for exclusion, but the chair should take advice
from the police about any implications arising from an alleged perpetrators
attendance. Where criminal proceedings have been instigated, the view of the
Crown Prosecution Service should be sought.
If an individual is excluded from the conference or is unwilling or unable to
attend, they should be enabled to communicate their views by alternative
means. This may extend to the contribution of an advocate, if approved as
appropriate, by the Independent Chair.
In the event of exclusion being applied in advance of the Initial Child
Protection Conference, the Independent Chair will:

have the decision and the grounds for excluding an individual for
part or all of the conference clearly recorded in the minutes of the
conference;
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
ensure that the social worker communicates the decision and
grounds for excluding an individual from part or all of the
conference, to that individual, at the earliest opportunity;

Agree the extent of documentary information that can be shared with
the excluded individual in advance of, or following the conclusion of
the Initial Child Protection Conference.
In very rare circumstances the Independent Chair may be required to make a
decision to exclude an individual during the course of the Initial Child
Protection Conference. This may be as a consequence of disruptive or
abusive behaviour towards other participants of the conference. Where this is
the case the Independent Chair should give the individual a single warning
that their behaviour is unacceptable and that if such behaviour continues they
will be excluded.
If the behaviour persists then the Independent Chair should ensure that the
individual is escorted from the premises where the conference is taking place.
Where concerns exists that an individual who has been excluded poses a risk
to the child, another family member, or a professional participating in the
conference every effort should be taken to ensure their safety. In exceptional
circumstances this may include seeking assistance from the police.
The Role of Advocates
While the role of advocates in actively assisting children and other family
members extends above and beyond attendance at Initial Child Protection
Conferences, it is within the conference process that their role may be
particularly significant. Advocates are distinct from other supporters, who may
otherwise accompany family members to these meetings, in that they will
actively contribute on the individual’s behalf in providing information to the
conference.
An advocate may be anyone whom a parent or child elects to represent their
views explicitly in the conference. It may be a private individual, a member of
a particular organisation or a professional person including a legal
representative. In any event attendance should be limited to no more than one
supporter and one advocate for each party. A supporter will not be permitted
to make a verbal contribution, except at the discretion of the Independent
Chair.
The Independent Chair should ensure that advocates are made aware of the
way in which the conference will be conducted, including the contributions that
the advocate may make.
In the event of advocates not adhering to common protocols and expectations
to the point where their continued involvement is seen to undermine the
proper conduct of the meeting, the ultimate sanction of excluding the
advocate rests with the Independent Chair in accordance with the exclusion
criteria.
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MANAGING THE CONFERENCE
Chairing the Initial Child Protection Conference
The Independent Chair is answerable to the Director of Staffordshire
Children’s Social Care Services for the conduct of the Initial Child Protection
Conference. The Independent Chair should:
 prepare for the meeting in advance by discussing the case with the social
worker, receiving written reports and meet with the child/family in advance
of the conference in order to:
o ensure they understand its nature and purpose;
o identify the roles of advocates and supporters as appropriate;
o address matters of exclusion, should they arise. 
 provide a quality control dimension for contributing agencies in relation to:
o ensuring practice and conference standards are maintained;
o timescales being adhered to;
o standards of written reports; and
o Extending compliments, as well as deficits to relevant
managers, as appropriate.
All child protection conferences are managed by the Independent Chair in
accordance with the SSCB Initial Child Protection and Review Conference
Agenda. The Independent Chair should:
 ensure all conference members have access to a copy of the SSCB
agenda;
 set out the purpose of the conference;
 ensure that conference members understand the confidentiality of the
information that is shared;
 ensure conference members follow the agreed agenda and format of the
meeting;
 enable all conference participants, and absent contributors, to make their
full contribution to discussion and decision making;
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 ensure that conference members understand their roles and
responsibilities in relation to determining whether the child is suffering, or
is likely to suffer significant harm; and therefore whether the child should
be made the subject of a child protection plan, according to the
category(ies) of abuse that is/are being described. Decisions made
should:
 ensure that the welfare of the child is paramount;
 promote anti-oppressive practice;
 give due regard to relevant legislation and statutory guidance;
 give due regard to the child’s developmental needs, in relation to
parenting capacity and wider family and environmental issues;
 consider the implications of the information presented to the child.
Actions and Decisions for the Conference
In determining whether the child should be the subject of a child protection
plan, the conference members should be directed by the Independent Chair to
consider the following questions:
 has the child suffered significant harm? and
 is the child likely to suffer significant harm in the future?
The test for likelihood of suffering harm in the future should be that either:
 the child can be shown to have suffered ill-treatment or impairment of
health or development as a result of physical, emotional, or sexual abuse
or neglect, and professional judgement is that further ill-treatment or
impairment is likely; or
 professional judgement, substantiated by the findings of enquiries in this
individual case or by research evidence, is that the child is likely to suffer
ill-treatment or the impairment of health or development as a result of
physical, emotional or sexual abuse or neglect.
There are no absolute criteria for judging what constitutes significant harm,
however, consideration may be given to:

the degree and extent of physical harm;

the duration and frequency of abuse and neglect;

the extent of premeditation, degree of threat and coercion etc.
These elements are usually associated with more severe effects on the child
and with greater difficulty in overcoming the impact of harm.
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If there is continuing risk of significant harm, the necessary help and
intervention that is required in safeguarding the child will be delivered through
the formal child protection plan.
Quoracy
It is expected that all agencies contributing to the investigation, the
assessment and any arrangements for the future protection of the child will
attend the Initial Child Protection Conference.
It would be expected that a minimum of three SSCB agencies that have
contributed to the s47 enquiry process should be in attendance at the
conference.
Representatives from different health care provider services may be
considered to have separate agency function in this regard.
Initial Child Protection Conferences must have appropriate representation in
two critical aspects of their function:
 In considering background information, including historical concerns.
 In analysing and managing future risks to the child in terms of
significant harm on the basis of professional expertise in safeguarding
children’s welfare.
In the event that a quorum has not been achieved, the Independent Chair
should determine whether the conference is in possession of sufficient
information to enable the conference to properly proceed.
Observers
An individual may be permitted to observe part or all of a conference with the
advance permission of the Independent Chair. In considering such requests,
the chair may consult individual members of the conference beforehand. Prior
consultation must also take place with relevant family members.
Observers will usually comprise of members of academic institutions or
professional groups in accordance with training or staff development
programmes. This may extend to local authority managers in monitoring and
evaluating conference standards. In these circumstances, professional
observers will normally be limited to one person.
Minute Taking
Children’s Social Care Services should provide a suitably trained and
experienced administrative assistant to produce a summarised record of the
meeting and who will:

engage in a working partnership with the Independent Chair, in
contributing to the management of the meeting;
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
take summarised notes in accord with the constituent phases of the
formalised agenda, noting dissenting views of any decisions made;

enter relevant data, relating to the outcome of the conference, onto
the children’s social care electronic information system (PISCES);

provide draft(s) of text(s) (including redacted minutes for family
members, where they have been excluded for all or part of the
conference) for endorsement by the Independent Chair within the
following timescales:

decisions and recommendations within one working day;

complete minutes within ten working days of the conference;

subsequent amendments within 28 days of the conference; 

Circulate copies of each of the above documents to contributing
personnel at the discretion of the Independent Chair. Records
should state, at the end of the narrative, that any discrepancies in
terms of factual accuracy should be communicated to the
Independent Chair within 10 working days of receipt of the minutes;

make subsequent amendments to the written record of the meeting,
at the direction of the Independent Chair;

Routinely notify the relevant health service and education authorities
when children are made the subject of, or cease to be the subject of
a child protection plan.
Conference Minutes
Immediately following the Initial Child Protection Conference the Independent
Chair should direct the minute taker in respect to the production of the
conference minutes. This should include:
 quality assurance of the details of the minutes, prior to circulation to
conference members;
 If an individual has been excluded for part or all of the conference they
will receive a shortened (redacted) form of the minutes in order that third
party information, legal advice or information relating to ongoing criminal
enquiries/criminal prosecution is NOT shared;
 ensuring minutes are authorised, signed, and dated prior to distribution;
 ensuring minutes are distributed in accordance with agreed timescales;
 Ensuring that all documentation relating to the conference is added to
the electronic information system.
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Conference minutes will include:
 the essential facts of the case;
 a summary of the discussion at the conference, which accurately reflects
contributions made; all decisions reached and reasons for those
decisions, including dissenting views;
 an outline child protection plan with clarity about outcome based actions
to be taken, by whom and within what specific timescales;
 The formal record of decisions and recommendations signed and dated
by the Independent Chair, will be distributed to all relevant parties within
one working day of the conference. (Working Together, 2010, 5.102);
 The completed summarised record and attached social work report
which should be circulated by recorded delivery to the same personnel
within 10 working days of the conference. This record MUST be
approved, signed and dated by the Independent Chair;
N.B. Exclusion from Conference - Participants will not receive minutes
regarding any part of the conference from which they were excluded. It is
the responsibility of the Independent Chair to ensure redacted conference
minutes are prepared, and these have been approved, signed and dated
by them prior to being circulated, within 10 working days of the
conference;
 Explicit and bold reference to the confidential status of the information it
contains. It should not be passed or copied to third parties without the
consent of the Independent Chair. Recipient agencies should retain
conference minutes in accordance with their record retention policies.
In cases of criminal proceedings, the police may reveal the existence of the
minutes to the CPS in accordance with the Criminal Procedures and
Investigation Act 1996.
Retention of Records
The record of the decisions of the child protection conference should be
retained by recipient agencies and professionals in accordance with their
record retention policies.
Decision of the Child Protection Conference is that the Child should not
become the Subject of a Child Protection Plan
In these circumstances the child(ren) may still require services to promote
their health and/or development. The conference together with the family
should consider the child’s needs and what further help would assist the
family in responding to them. A decision should be made with the family (i.e.
with consent) as to whether it is necessary to continue with and complete the
core assessment, and what work is required to complete this assessment.
Where the child/ren’s needs are complex, continued inter-agency working will
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16
be required. A child in need plan should be drawn up and reviewed at
intervals of at least every 6 months.
As stated above, the core assessment should still be completed within 35
working days of the strategy discussion which triggered the s 47 enquiries.
Where parental consent is not given to continue the core assessment, or
where agreement is reached that the work/information needed to continue to
the core assessment is already complete, a written record of the core
assessment should be completed. Relevant feedback and signatures should
be obtained from parents/carers and child/ren, even in cases where no further
action is to be taken. The analysis should clearly record the reasons why the
core assessment was deemed completed at this point, prior to being signed
off by the relevant team manager. Copies of the completed core assessment
should be forwarded to parents/carers and the child/ren if age appropriate.
Where ongoing needs have been identified, but the parents do not give
consent to a child in need plan, managed via children’s social care, the
conference should give consideration to de-escalation to a Team Around the
Child Plan which is managed via Staffordshire’s Thresholds Framework
‘Accessing the Right Help at the Right Time’ processes, and is managed by a
local support team made up of a multi-disciplinary team of professionals in
partnership with the child and their parents.
To view Staffordshire’s Thresholds Framework please go to:
www.staffsscb.staffordshire.gov.uk/Professionals/Procedures/SectionOne/Section-1-Policy-Framework-and-Principals.aspx
Decision of the Child Protection Conference is that the Child should
become the Subject of a Child Protection Plan
If it is the decision of the conference that the child is likely to suffer significant
harm in the future, the child will require inter-agency help and intervention to
be delivered through a formal child protection plan.
Where the decision of the conference is that the child should be made the
subject of a child protection plan, it is the responsibility of the Independent
Chair to:
1

determine the category of abuse (physical, emotional, sexual or
neglect) which represents the primary presenting concerns raised
during the information sharing phase of the conference;

identify the Lead Professional1 (previously known as the key worker)
and explain their role and responsibilities. No child should be the
subject of a child protection plan without a named Lead
Professional;
Where a child is the subject of a Child protection plan the Lead Professional MUST be a qualified
social worker.
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17

Identify who will form the child protection core group (to include
professionals and family members) explaining its responsibility to:

Develop the child protection plan in conjunction with the ongoing core
assessment (Assessment Framework) - including details of the work
required to complete the core assessment (NB. The core assessment
is deemed complete once it has been discussed with the child and
family and the responsible children’s social care team manager has
viewed and authorised the assessment);

Establish how to involve children, parents (including all those with
parental responsibilities) and wider family members in the assessment
and planning process and identifying what appropriate support and
advocacy is available to them.

support conference participants to formulate (in as much detail as
possible) the outline child protection plan, which should:
o identify factors associated with the likelihood of the child
suffering significant harm and ways in which the child can be
protected from harm;
o establish short-term and long-term outcome focussed aims and
objectives that are clearly linked to preventing the child suffering
harm or a recurrence of the harm suffered, meeting the child’s
developmental needs and promoting the child’s welfare,
including contract with family members;
o be clear about who will have responsibility for what actions –
including actions by family members – within what specified
timescales;
o outline ways of monitoring and evaluating progress against the
desired outcomes identified within the plan; and
o be clear about which professional is responsible for checking
that the required changes have taken place and what action will
be taken, by whom, and when they have not.

establish appropriate timescales for:
o The initial child protection core group meeting (within 10 days
of the conference) which will develop the child protection plan
as a detailed working tool and will decide what action needs to
be taken by whom to complete the core assessment on time.
o The scheduling of the next review conference (within 3 months
of the Initial Child Protection Conference and at 6-monthly
intervals thereafter). Please note that consideration for ceasing
a child protection plan for a child, who is the subject of a child
protection plan under the category of neglect, should not be
made until the six review month conference. This is a
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18
Staffordshire policy which recognises that in most cases where
there is neglect concerns longer term agency support will be
required beyond a three month period to help address the
identified risks and needs and to demonstrate that
improvements relating to the child’s welfare and safety can be
sustained.

identify, where appropriate, the need for more specialist
assessments (for example, from child and adolescent mental health
services, adult mental health or substance misuse services, or a
specialist in domestic violence/abuse) and the necessary expertise
in undertaking them;

consider the need for a contingency plan if circumstances change
and there is a need to take immediate action in order to protect the
child. NB: Initiating Care Proceedings under Part V of the
Children Act 1989 rests with the Local Authority and its legal
advisers;

Consider the need for an application for criminal injuries
compensation, where appropriate; and agree the circulation of the
conference minutes.
Where a child becomes the subject of a child protection plan, the core
assessment initiated as a result of section s47 enquiries should be completed
within 35 working days of when the enquiries triggered the start of the core
assessment (the date of the last strategy discussion).
CHILD PROTECTION PLAN
Managing the Child Protection Plan
The Role of the Social Worker - When a child protection conference decides
that a child is to be made the subject of a child protection plan, the operational
team manager in CSC Services MUST ensure that in every case, a qualified
and experienced social worker is appointed as the named Lead Professional
(key worker).
The named social worker is responsible for ensuring that the outline child
protection plan formulated at the conference is developed by the core group
into a detailed working inter-agency document and for co-ordinating the interagency work with the child and family. The lead professional should:

2
ensure that family members have understood the findings of the
conference by discussing with them the detail of the decisions and the
recommendations and of the summarised minutes of the meeting.
(There is an SSCB leaflet2 for parents / carers explaining how family
www.staffsscb.staffordshire.gov.uk/Professionals/Publications/Publications.aspx
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19
members may participate in the core group).

co-ordinate the work of the core group as set out in Working Together
(2010), including ensuring that there is a written record of the action
and decisions agreed at meetings; up-dating the child protection plan
as necessary; and circulating minutes of meetings and the updated
plan to core group members within 5 working days of every meeting.

co-ordinate the contribution of family members and agencies in terms
of planning required actions, affecting the child protection plan and
reviewing progress against planned outcomes.

complete the core assessment within a maximum of 35 days, securing
contributions from core group members and others as necessary.
Some specialist assessments may take longer, or the requirement for a
more specialist assessment may only be identified at a later stage.
However this should not delay the completion of the core assessment,
which can be updated upon subsequent receipt of specialist
assessments.

prepare an analysis of the findings of the assessment and respond
appropriately to identify needs within the family context. This informs
the planning, case objectives and the nature of service provision in
accordance with chapter 4 of the Assessment Framework3. The
analysis will refine the child protection plan and it will also inform
decision-making at subsequent child protection review conferences.

ensure that they see the child, alone when appropriate, and regularly
ascertain the child’s views, wishes and feelings and ensure they and
their parents/carers understand the child protection plan, including
changes and developments made to it.

ensure that the child’s record, is maintained in accordance with the
agency record management policy, and that a record is made of each
occasion when the child was seen and who else, if anyone, was
present at the time of each visit and also the reasons for deciding (or
not) to see the child alone.

take emergency action in discussion with the team manager, and with
the benefit of legal advice as appropriate, in protecting a child from
significant harm.
Membership and Function of the Core Group
It can often be difficult for parents to accept the need for a child protection
plan within the confines of a formal conference and their cooperation may be
gained later when the details of the outline child protection plan (agreed at the
conference) is developed by the core group. It is critical that the core group
provide an effective forum for engaging and working with parents, wider family
3
Assessment of Children in Need and their Families
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20
members and children (where they are of sufficient age and understanding).
SSCB has produced a leaflet for parents4; that explains the role of the core
group.
The Initial Child Protection Conference identifies which professionals/
agencies should constitute the core group, and who should be the lead
professional (social worker) who is responsible for the coordination of the
work of the core group. The core group will include the child (where they are
of sufficient age and understanding), the child’s parents and/or carers. The
membership of the core group may change over time, as the child protection
plan is developed, monitored and redefined.
Agencies should ensure that all staff who are members of a core group
understand their roles and responsibilities and have completed the
appropriate SSCB inter-agency training5 courses to equip them with the
knowledge and skills needed to:

formulate the detailed child protection plan;

actively participate in the implementation of the plan, specifically
with regard to areas of the plan for which they or their agency is
responsible:

monitor and evaluate the progress of the child and family, against
the objectives and desired outcomes defined within the plan;

constructively challenge core group members where actions for
which they have responsibility have not been actively pursued,
particularly where this has a detrimental impact upon the welfare
and/or safety of the child, and/or the parents’ ability to meet their
requirements within the planned timescales.
Core group working provides a key opportunity for working in partnership with
parents and others. Exclusion of a parent should be seen as exceptional and
only occurring in circumstances where exclusion criteria may apply. (See
page 10).
Core Group Processes
The first meeting of the core group will take place within ten working days
of the Initial Child Protection Conference. The purpose of this first meeting
is to compile a “first” detailed child protection plan that seeks to:

identify early outcome based objectives in progressing the core
assessment and in compiling “first” detailed child protection plan;

identify resource implications of meeting these objectives;

decide what further steps need to be taken, and by whom;
4
www.staffsscb.staffordshire.gov.uk/Professionals/Publications/Publications.aspx
5
www.staffsscb.staffordshire.gov.uk/Training/inter-agency-training.aspx
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21

ensure appropriate safeguarding of the child(ren) concerned;

progress the core assessment and detail of the plan within agreed
timescales.
Constituent agencies should take account of these critical first steps in putting
the detail of the child protection plan in place and of the resource implications
in co-ordinating the work of the core group. For children’s social care this will
require Team managers to:

chair the initial meeting of the core group;

ensure that a summarised record of core group meetings is
maintained; and

Review the progress of the case via formal supervisory processes and
ensure that the necessary arrangements are in place in accordance
with agreed outcome based objectives.
The core group MUST meet at six-weekly intervals (or more frequently if
appropriate) in order to facilitate proper collaboration, monitor actions and
outcomes against the detailed child protection plan, and make necessary
changes as circumstances may require.
Specific tasks of the core group also include:

maintaining an up to date detailed child protection plan in writing. The
plan should identify the names of the personnel involved and ideally be
signed by them as the basis of a written agreement of work to be
undertaken, and within stated timescales;

maintaining a summarised record of its meetings that is confined to:
o attendance
o decisions made
o individual actions
o date(s) of next meeting(s)

operating the individually allotted tasks contained in the plan, including
more detailed assessments, where these have been recommended by
conference;

having collective responsibility for producing reports to subsequent
reviews, presenting the detail of the current child protection plan at the
commencement of each review and for making recommendations
about the continuing need for a child to remain the subject of a child
protection plan;

identifying any need to convene an early child protection review or a
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22
further child protection conference where the criteria may apply.
It is the responsibility of Staffordshire Safeguarding Children Board and its
constituent agencies to evaluate the effectiveness of core group working and
to report regularly upon its development, including the effectiveness of
individual child protection plans.
The Child Protection Plan
The core group should develop a detailed child protection plan from the
outline child protection plan agreed at the Initial Child Protection Conference.
The overall aim of the child protection plan is to:

ensure the child is safe from harm and to prevent him or her from
suffering further harm by enhancing the family’s strengths, addressing
their vulnerabilities and risk factors and helping to meet the child’s
unmet needs;

promote the child’s health and development, i.e. his or her welfare;
and

to support the family and wider family members to safeguard and
promote the welfare of their child. provided it is in the best interests of
the child;
The child protection plan template should be completed at the first core group
meeting, and should be based on the findings from the core assessment.
It should follow the dimensions relating to the child’s developmental needs,
parenting capacity, family and environmental factors and should draw on the
knowledge about effective interventions. The child protection plan should:

identify the category of abuse/neglect by which the child was made the
subject of a child protection plan;

include names and contact details of the core group members and of
other individuals contributing to the development of the plan;

include the date of the plan;

include details of any legal steps taken to safeguard the child(ren);

include contact arrangements for the child/ren, with parents and
significant others, including arrangements for oversight and/or
supervision, venues, frequency, and any other circumstances that may
need to be considered in managing contact;

describe the identified developmental needs of the child, and what
therapeutic services or other actions are required to meet those needs;
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23

include specific, achievable, child focussed outcomes intended to
safeguard and promote the welfare of the child;

include realistic strategies and specific actions to bring about the
changes necessary to achieve the planned outcomes;

set out when and in what situations the child will be seen by the lead
professional (social worker), both alone and with other family members
or carers present (including a requirement for unannounced visits to be
made to the family home). NB: The minimum standard whereby the
child is seen and spoken to by the lead social worker should be
regarded as a minimum of three weeks; however the decision
relating to the frequency will be made within the child protection
conference and will reflect the individual needs / risks of the
child.

clearly identify and set out roles and responsibilities of family members
and professionals including those with routine contact with the child
(for example, health visitors, GPs, teachers etc) and the nature and
frequency of contact by these professionals with the child and family
members;

clearly identify and set out roles and responsibilities of family members
and professionals including those with routine contact with the child’s
parents/carers (for example, foster carers, substance misuse workers,
pharmacists, community psychiatric nurses, etc) and the nature and
frequency of contact by these professionals with the child and family
members;

include a contingency plan to be followed if circumstances change
significantly and require prompt action (including initiating legal
proceedings) to safeguard and promote the child’s welfare; and

identify milestones at which progress will be reviewed and the means
by which progress will be judged including the use of evidence based
assessment.
The child protection plan should take into consideration:

the wishes and feeling of the child; and

the views of the parents (in so far as they are consistent with the
child’s welfare). An explanation should be provided if the family
members’ preferences are not accepted about how to safeguard and
promote the welfare of the child.
The lead professional (social worker) should provide a copy of the child
protection plan to all core group members. A copy of the child protection plan
should be lodged with the Independent Chair within 6 weeks of the date of
the conference.
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24
Agreeing the plan with the child
The lead professional should;

explain to and agree the plan with the child, according to their age and
understanding, using an interpreter if this is required; and

provide a copy of the plan, in a format appropriate to the child’s age
and understanding and in their preferred language.
Agreeing the plan with parents
The lead professional should;

ensure parents understand the evidence of significant harm which
resulted in their child becoming subject to a child protection plan;

ensure they understand what needs to change and what their own and
others respective roles are in achieving this; and

provide a written copy of the child protection plan for the parents, in
their preferred language.
Intervention
In deciding how to intervene, including what services to offer, the core group
should also draw on evidence about what is likely to work best to produce
good outcomes for the child.
The core group should consider the following questions, when determining
how best to intervene;

What are the options for interventions which might help enhance the
strengths and/or help to meet the child’s identified unmet needs as
well as addressing the known vulnerabilities and risk factors?

What resources are available?

Which agency or professional and approach is the family most likely to
cooperate with?

Which intervention is most likely to produce the most immediate
benefit and which might take time?

What should be the sequence of interventions and why?

What is the likelihood of achieving sufficient change within the child’s
timeframe? (Given the severity of any ill-treatment suffered or
impairment to the child’s health or development, the child’s current
needs and the capacity of the family to cooperate).
It is important that services are provided to give the child and family the best
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25
chance of achieving the required changes. For example; a child may not be
able to be safely cared for by his or her carer(s) and will, therefore, have to be
placed in a family setting where the carer(s) is/are not present whilst work is
being undertaken with the child and family. Irrespective of where the child is
living, interventions should specifically address:

the developmental needs of the child;

the child’s understanding of what has happened to them;

the abusing carer/child relationship parental capacity to respond to
child’s needs (this should be considered within the context of what is
known about the family history, present and past family functioning (for
example, domestic and/or other forms of violence, childhood abuse,
mental illness, substance misuse and/or learning difficulty);

the relationship between the adult carers both as adults and parents;

family relationships;

the family’s relationship with professionals;

possible changes
circumstances.
to
the
family’s
social
and
environmental
Intervention may have a number of inter-related components:

action to make a child safe from harm or recurrence of harm;

action to help promote a child’s health and development, i.e. welfare;

action to help parent(s)/carer(s) in safeguarding a child and promoting
his or her welfare;

therapy for an abused or neglected child; and

support or therapy for a perpetrator of abuse or neglect to prevent
future harm to the child and where necessary to other children.
The development of secure parent-child attachments is critical to a child’s
healthy development. The quality and nature of the attachment will be a key
issue to be considered in decision making, especially if decisions are being
made about moving a child from one setting to another, or reuniting a child
with his or her birth family. If the plan is to assess whether the child can be
reunited with the carer(s) responsible for the abuse, very detailed work will be
required to help the carer(s) develop the necessary parenting skills.
A key issue in deciding on suitable interventions will be whether the child’s
developmental needs can be responded to within his or her family context and
within timescales that are appropriate for the child. These timescales may
not be compatible with those for a carer who is in receipt of therapeutic help.
The process of decision making and planning should be as open as possible,
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26
from an ethical as well as practical point of view. Where the family situation is
not improving or changing fast enough to respond to the child’s needs,
decisions will be necessary about the long-term future of the child. In the
longer term it may mean it would be in the best interests of the child to be
placed in an alternative family context. Central to these considerations is what
is in the child’s best interests, informed by the child’s views.
Children who have suffered significant harm may continue to experience the
consequences of this abuse irrespective of where they are living: whether
remaining with or being reunited with their families or alternatively being
placed in new families. This relates particularly to their behavioural and
emotional development. Therapeutic work with the child should continue,
irrespective of where the child is placed, for as long as is required in order to
ensure the needs of the child are responded to appropriately.
CHILD PROTECTION REVIEW CONFERENCES
Summary
The child protection review conference is the formal mechanism to:

review whether the child is continuing to suffer, or is likely to suffer,
significant harm and whether their health and developmental progress
has improved against planned outcomes set out in the child protection
plan;

ensure that the child continues to be safeguarded from harm; and

consider whether the child protection plan should continue or should be
changed.
The review requires as much preparation, commitment and management as
the Initial Child Protection Conference. Each member of the core group has a
responsibility to produce an agency report on the child and family for the
review. Together these reports provide an overview of the work undertaken by
family members and professionals, and evaluation of the impact of
interventions on the child’s welfare against planned outcomes set out in the
child protection plan.
For a child protection review, the decision making process for determining
whether the child should continue to be the subject of a child protection plan,
is exactly the same as that used at the Initial Child Protection Conference.
Timescales
The first child protection review should be held within three months of the
Initial Child Protection Conference. Further reviews should be held at
intervals of not more than six months, for as long as the child remains the
subject of a child protection plan.
Where necessary, reviews should be brought forward in addressing any
unanticipated changes in the child’s circumstances, including any
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27
recommendation for an “early” review by the core group. This
recommendation may be initiated for instance in the event of unresolved
aspects of the plan exposing the child to undue risks of harm.
Where the child is also looked after, the child protection review and the looked
after child review should be brought together. (See page 30 below).
Managing the Child Protection Review Process
The Lead Professional is responsible for ensuring that invitations for child
protection review conferences are sent out at least two weeks in advance of
the meeting, as a reminder for the forthcoming review.
Attendees at child protection reviews should include those most involved with
the child and family, including those represented in the core group.
Information should be available to the review from at least two contributing
agencies, in addition to children’s social care, in supporting the work and the
recommendations of the core group. In exceptional circumstances, where a
child has not had relevant contact with three agencies (i.e. children’s social
care and two others) this minimum quorum may be breached.
In the event that a core group member is unable to attend the child protection
review conference they MUST send their agency report to the lead
professional prior to the date of the conference, and where possible delegate
attendance to a well briefed colleague.
The core group has a shared responsibility in producing reports for the review.
A template for summarising the progress of the child protection plan has been
produced within the Integrated Children System (Department of Health 2002).
The lead professional is responsible for ensuring that copies of reports,
including a summarised progress report, is provided to parents/carers and to
the Independent Chair respectively at least five working days prior to the
review.
While scheduled dates to convene reviews can be changed in ensuring
appropriate representation in this process, child protection reviews cannot
be postponed beyond the absolute timescales as identified above.
Independent Chairs, children’s social care team managers and individual
members of the core group have a shared responsibility in ensuring that this
standard is maintained in keeping children safe.
Every child protection review conference should explicitly consider:
 the detail of the current child protection plan;
 the progress made in evaluating strengths and areas of continuing
concern in managing identified risks; and
 recommendations of the core group in determining whether the nature
and degree of identified risks should continue to be managed via a
formal child protection plan.
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The SSCB has agreed that where a child is the subject of a child protection
plan under the category of neglect, discontinuing the plan at the first
review (at three months) is not an option. This review will be confined to
re-evaluating the scope of the child protection plan and in detailing support
and services.
Discontinuing the Child Protection Plan
The child protection review conference, with the endorsement of the
Independent Chair, should decide that the child should no longer be the
subject of a child protection plan where:

it is judged that the child is no longer suffering, or likely to suffer,
significant harm; and therefore a child protection plan is no longer
required to ensure the child’s welfare is safeguarded;

the child and family have moved permanently to another local authority
area. In such circumstances the lead social worker is responsible for
immediately notifying Staffordshire’s CSC Business Manager for
Safeguarding and Review and the receiving authority that a child
subject to a child protection plan has moved to their area. The receiving
authority should convene a child protection conference within 15
working days of being notified of the move where the move is believed
to be permanent. The Staffordshire child protection plan can only be
discontinued following a ‘receiving in’ conference being held. The
decision to convene an in-coming or ‘receiving in’ conference is made
by Staffordshire’s CSC Business Manager, Safeguarding and Review.

the child has reached 18 years of age - to end the child protection plan,
the local authority should hold a child protection review before the
child’s birthday;

the child has died – in this instance a Critical Child Incident Notification
should be triggered by the Families First Strategic Lead for Specialist
Safeguarding Delivery to the SSCB Manager and to the appropriate
regulatory body (Ofsted); or

the child has permanently left the UK; where a child has permanently
left the UK and it is the view of the Review Child Protection Conference
that the child continues to suffer, or be likely to suffer, significant harm,
the local authority should take appropriate measures to ensure every
effort is made to locate the child and to share information as required
with UK agencies and oversees child protection services (as required)
to ensure the child’s safety.
The decision to discontinue a child protection plan where the first above*
criteria applies, must be based upon the completion of the core assessment;
the successful implementation of the child protection plan; an inter-agency
review of assessed needs, and the recommendation of the core group and
other contributing agencies, bearing in mind that unanimity may not be
required. Dissenting views MUST be recorded in the minutes, with a clear
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29
explanation being given as to why the agency considers the child to be
continuing to suffer, or likely to suffer, significant harm.
The discontinuation of a plan, however, should not necessarily coincide with a
withdrawal of support and services. The review should make
recommendations for continuing support and services, in line with the
Staffordshire’s Thresholds Framework6 and should consider whether such
support should be provided under section 17 of the Children Act 1989, or
whether a multi-disciplinary ‘team around the child/family’ meeting should be
established via the local support team.
Where further support is required under section 17 of the Children Act 1989,
the agencies represented on the core group should be responsible for
developing, implementing and reviewing a child in need plan for the child and
family.
In the event that children’s social care ceases to have involvement with the
child and their family who require ongoing services, the role of lead
professional should transfer to another professional who has regular and
ongoing contact with them.
Children looked after by the Local Authority
In most cases where a child who is the subject of a child protection plan
becomes looked after it will no longer be necessary to maintain the child
protection plan.
There are, however, a relatively few cases where safeguarding issues will
remain and a looked after child should also have a child protection plan.
These cases are likely to be where the local authority has obtained an interim
care order7, but the child or young person who is the subject of a child
protection plan remains at home, pending the outcome of the final court
hearing or where a young person’s behaviour is likely to result in significant
harm to themselves or others.
Single Planning and Review Process
Where children who are looked after are also subject of a child protection
review conference, the overriding principle must be that systems are
integrated and carefully monitored in a way that promotes a non-bureaucratic
6
http://www.staffsscb.org.uk/professionals/thresholds/
7
Under s 38 of the Children Act 1989 the court has the power to make interim care which
places the child in the care of the local authority on an interim basis whilst the family is
assessed and until the court can make a final decision. The interim care order has the same
effect as a final care order in giving the local authority parental responsibility. The first time an
interim care order is made it can last for 8 weeks and it can be renewed after that for up to 28
days at a time.
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30
child-centred approach. It is important to link review processes so that
outcomes from a child protection review are brought to the looked after
review, in informing the overall care planning process.
Given that a review is a process and not a single meeting, the local authority
should ensure that the child protection review process and that of the looked
after children review process are both aligned to take into consideration;

the differing requirements for independence of the independent
reviewing officer (IRO) function compared to that of the Independent
Chair (child protection conference); and

the requirement that the child protection review conference is a multiagency forum, by comparison to the looked after review which involves
the attendance of a limited number of professionals (external to the
local authority).
When a child who is the subject of a child protection plan subsequently
becomes subject to legal proceedings or becomes a looked after child, the
next child protection review conference must seriously consider whether the
prospect of continuing risk of harm still applies. This should take account of
the child’s long-term protection and of the agencies’ longer-term confidence
about arrangements contained in the care plan. Particular regard must be
given, for instance, to contact arrangements, to imminent rehabilitation plans
or to the completion of assessments ordered by a court.
In general, children should not be subject to two parallel reviewing systems.
When a child becomes looked after by the local authority or the subject of
legal proceedings, whereby the local authority shares parental responsibility,
any continuing risks should effectively be managed within the scope of the
child / young person’s care plan.
The contribution of all agencies involved in the original child protection plan
should be retained to help to keep the child safe within the looked after
children arrangements.
Once the Child Protection Plan is Discontinued
When a child is no longer the subject of a child protection plan, the relevant
Independent Chair in CSC should ensure that:

all agencies that were represented in the original child protection
conference, which led to the plan, are notified of this change;

the relevant health economy agencies and education authority are
specifically informed; and

Supportive services, in accordance with the Review Child Protection
Conference.
Managing and Providing Information about a Child: Strategic
Arrangements on Behalf of Children Subject of Child Protection Plans
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Summary
The local authority’s children’s social care data management systems should
be capable of recording in the child’s case record when the child is the subject
of a child protection plan, including where the child is also looked after by the
local authority.
The purpose of recording that a child is the subject of a child protection plan is
to enable agencies and professionals, to make legitimate enquiries of the
local authority to ascertain whether a child is known, or has been known, to
children’s social care, and whether the child is considered to be suffering, or
likely to suffer, significant harm; and where this has resulted in the child
becoming the subject of a child protection plan, the category of abuse which
was the primary cause of concern at the time of the Initial Child Protection
Conference
Recording information in this way also allows for the collation and analysis of
information locally and for its use in planning the provision of services to
children usually resident in Staffordshire.
The Staffordshire CSC Strategic Lead for Specialist Safeguarding Delivery is
accountable for identifying a designated CSC manager with the responsibility
for:
 ensuring the records of all children the subject of a child protection plan is
kept up to date on the local authority’s integrated children’s data
management system;
 ensuring enquiries about children about whom there are concerns or who
have child protection plans are recorded on the local authority’s child data
management system;
 managing other notifications of movements of children into or out of the
local authority area, such as children who have a child protection plan
and/or who are looked after;
 managing notifications of people who may pose a risk of significant harm
to children who are either identified within the local authority area or have
moved into the area; and
 managing requests for checks to be made to ensure unsuitable people
are prevented from working with children.
Enquiries to Children’s Social Care Services
The central coordinating function is maintained within Staffordshire County
Council’s CSC Service, as an adjunct to management arrangements on
behalf of the Staffordshire Safeguarding Children Board. A data base is
maintained which contains the details of all children resident in Staffordshire
who are the subject of a child protection plan.
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To enquire whether a child is the subject of a child protection plan
professionals having legitimate reasons to make such enquiries should
contact:
Child Protection Plan Administrator
Children and Families
Wedgwood Building
Tipping Street
Stafford
ST16 2DH
Tel: (01785) 277042 or 276937
E-mail: strategicsafeguarding@staffordshire.gcsx.gov.uk
Purpose of Enquiries
Professionals should only make enquiries where they have a valid reason to
do so, specifically to:

ascertain whether a child is judged to be suffering, or likely to suffer,
significant harm;

provide professional staff that may have concerns about an individual
child with a prompt response in establishing whether a child protection
plan exists and whether there are any associated concerns;

identify the category of significant harm which may have been identified
in any particular case;

help indicate the nature of previous concerns in an individual case to
staff making the enquiry and to provide any other advice that may be
relevant.
In addition, enquiries may be made on behalf of Staffordshire Safeguarding
Children Board and its constituent agencies, in order to obtain statistical
information to facilitate the effective monitoring and development of individual
and inter-agency safeguarding arrangements.
Access to the Database
Enquiries can be made on a 24 hour basis. Out of normal office hours the
contact is via Staffordshire CSC’s Emergency Duty Service on 0845 6042886.
Enquiries are processed on a strict ‘call-back’ basis to help verify the caller.
Only the following professionals may make legitimate enquiries and access
information about children from children’s social care:

CSC social workers and managers;

police sergeant or above (or police officer, child protection team,
domestic violence officer);

dentists, dieticians, health visitors, midwives, occupational therapists,
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psychologists, psychotherapists, physiotherapists, registered medical
practitioners, radiographers, registered nurses (including school
nurses), speech therapists;

CAFCASS;

probation officer and senior staff;

NSPCC operational staff;

head teacher (or the designated teacher for child protection);

education welfare officer and seniors;

armed service welfare officer or commissioned rank not below
captain/flight lieutenant;

prison governor (and nominated deputy);

head of paramedical services;

area youth and community workers;

youth offending team members.
Any other persons who may have genuine concerns about safeguarding the
welfare of a child, including members of the public, will need to register that
concern by making contact with the First Response Service in the Multiagency Safeguarding Hub on 0800 1313126.
Actions Following an Enquiry to the Database
For enquiries made about a child’s whose case is open to children’s social
care, the enquirer should be given the name of the child’s social worker who
should be informed of this enquiry so they can follow it up.
If an enquiry is made about a child living at the same address as a child who
is the subject of a child protection plan, this information should be sent to the
lead professional (social worker) for the child who is the subject of the child
protection plan.
If an enquiry is made about a child not known to children’s social care, this
enquiry should be recorded on a contact sheet, together with the advice given
to the enquirer. In the event of a second enquiry about a child who is not
known to children’s social care; the:
 fact of the earlier enquiry should be notified to the later enquirer; and
 the designated manager should ensure that consideration is given as to
whether this is, or may be, a child in need.
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Children subject to another Local Authority’s Child Protection Plan who
are moving to Staffordshire
In the event that children’s social care is notified of an impending (or actual)
move, the child’s name will be routinely placed in a temporary capacity on the
Staffordshire database, as a child the subject of a child protection plan
pending further enquiries. The child protection plan database administrator
will liaise with Staffordshire CSC Business Manager for Safeguarding and
Review, and the relevant children’s social care team manager who will make
initial enquiries via their operational counterpart in the originating local
authority area. There are then two options available to the local team
manager:

making the necessary arrangements for a “receiving in” child protection
conference within 15 working days of the child’s move to Staffordshire.
This will need to include local agency representatives together with
appropriate representatives including the key worker from the other local
authority in accord with local arrangements for conducting child
protection conferences; and/or

arranging for further enquiries to be made locally to determine whether
child protection procedures might apply in Staffordshire in ensuring that
the child’s welfare is appropriately safeguarded. The view may be taken
for instance, that a child may be considered “safe” by virtue of their
“placement” in a looked after child arrangement, or in a
residential/educational placement or otherwise in their being looked after
by extended family.
In cases Staffordshire CSC’s Business Manager for Safeguarding and Review
will make the final decision in respect of convening a ‘receiving in’ conference.
A Child who is the Subject of a Child Protection Plan in Staffordshire
who moves to another Local Authority
As soon as it becomes apparent that a Staffordshire child is moving, even on
a temporary basis, to another local authority area, it is the responsibility of the
local team manager to ensure that:

the Staffordshire Child Protection Plan Database Administrator is notified
(see page 32 above for contact details), including individual details about
addresses, dates etc, and that the administrator is supplied with a copy
of the current child protection plan and decisions and recommendations
from the most recent child protection conference;

contact is made with the operational counterpart in the other local
authority area to discuss the circumstances of the move, identified risks
and interim management responsibility pending the convening of a
“receiving in” conference or of any other appropriate action;

Appropriate consideration is given to whether a ‘receiving-in’ conference
should be held. While this decision normally hinges upon the permanent
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status of the move, the circumstances of Victoria Climbie reinforces the
need to use the protocol agreed by West Midland authorities which
states that this applies to the children’s social care service where a child
lives.
The administrator is advised of the child’s actual move(s) from
Staffordshire and of any operational agreements being made between the
authorities about the outcome of “receiving in” conferences or of any other
action in the “new” local authority.
The Staffordshire administrator will:

take responsibility for ensuring that effective inter-authority liaison
takes place and that appropriate agreements are in place for
safeguarding the child(ren)’s welfare;

communicate in writing with the child protection plan administrator in
the other local authority in detailing those arrangements; and

ensure the Staffordshire database is updated to reflect that the child
protection plan has been discontinued and that operational staff locally
are appropriately advised together with other constituent agencies in
Staffordshire (particularly health and education authorities as per local
contact points).
Temporary Arrangements
Children who are the subject of child protection plans and whose family
frequently move address, are sometimes considered to be among the most
vulnerable amongst this population of children. Therefore, children who move
to other local authority areas should arguably attract the highest priority in
giving due consideration to safeguarding their welfare.
Temporary ‘subject of a child protection plan’ status is an established
organisational arrangement for monitoring the movements of children
between individual local authority areas. There are two aspects of this
process:
 a child who is the subject of a plan in another local authority and who
moves into Staffordshire; and
 a child who is the subject of a child protection plan in Staffordshire who
moves into the jurisdiction of another local authority.
In each of the above cases, it is critical that the administrator in Staffordshire
is informed by operational social work staff as soon as it becomes apparent
that the child/family has moved address or intends to move. The administrator
will liaise directly with their counterpart in the other local authority area to
ensure that appropriate organisational arrangements are in place in
safeguarding the child’s welfare. The administrator will, in turn, advise the
operational team manager in writing of the outcome of this inter-authority
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liaison.
COMPLAINTS ABOUT A CHILD PROTECTION CONFERENCE
Summary - In recognising its commitment to achieving better outcomes for
children and young people, and to involving young people and their families in
decisions affecting them, Staffordshire Safeguarding Children Board
acknowledges the rights of individuals to make representation and to
challenge decisions.
This extends to decisions made in child protection conferences, including that
of making a child the subject of a child protection plan, that are effectively
inter-agency decisions made upon the outcome of inter- agency processes.
Criteria
The right to challenge or complain under this procedure is confined to one or
more of the following aspect of the functioning of child protection conferences:
 The process of the conference. For example, information has been
shared that is factually inaccurate;
 the outcome, in terms of the fact of and/or the category of primary
concern at the time the child became subject to a child protection plan;
 The decision for the child to become, or not become, the subject of a
child protection plan. For example the decision is flawed as the
threshold for that decision has not been met.
Complaints about the conduct of professionals during a child protection
conference, individual agencies, their performance and provision (or nonprovision) of services are NOT covered by this procedure. In such
circumstances, complainants should write directly to the agency concerned
and should follow the relevant agency complaint’s handling process. For
example, children’s social care services are required (by section 26 of the
Children Act 1989) to establish complaints procedures to deal with complaints
arising in respect of Part III of the Act.
Who can complain?
Complaints in accordance with the criteria above may be made by:

anyone holding parental responsibility;
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
a primary carer;

a young person who is the subject of the decision and who has
appropriate age and understanding (usually at least 12 years);

A professional contributing in accordance with the below detailed
process.
Process
Complaints should be made, in writing, within 28 days of the conference
concerned to:
Complaints Manager
Staffordshire Place No. 2
Wedgwood Building
Tipping Street
Stafford ST16 2DH
The complainant will be notified, in writing, within 48 hours of the complaint
being received.
Complaints about the conduct of an individual member of staff (including the
Independent Chair) will be referred directly to the agency concerned for action
under that agency’s own complaints procedure. Unless, in the case of the
Independent Chair, the complaint relates to their management of the
conference (as defined within these procedures) – in which case the
complaint will directed to Staffordshire’s Business Manager for Safeguarding
and Review.
In all other cases, complaints will be referred promptly to the Independent
Chair that had responsibility for the management of the conference in
question.
Within 10 working days, the Independent Chair should arrange to meet with
the complainant(s) informally, and should:

establish the basis of their complaint;

ascertain what the complainant wishes to happen, as a consequence of
their complaint, for example, they may ask for a written apology;

address any misunderstandings arising from the conference and/or the
factual record (conference minutes);

determine whether the elements of the complaint are fully or partially
upheld, and agree what action will be taken to resolve the concerns;

Explain the reason for the decision whatever the determination.
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
advise the complainant that they will receive a written response to their
complaint within 5 working days that should:

confirm whether the complaint is upheld, partially upheld, or not upheld;

detail the reasons for the decision, and

confirm any action that has been agreed and provide timescales for
when this action will be completed and by whom;

Advise the complainant of what further action they can take, if they are
dissatisfied with the outcome of the informal meeting.
A copy of the letter from the Independent Chair should be retained in
accordance with the children’s social care policy in relation to retention of
records.
SSCB are required to monitor the number of complaints that have been made
following a child protection conference, and a copy of the letter should be
sent, by the Independent Chair to: Staffordshire Safeguarding Children Board
Manager, Staffordshire Safeguarding Children Board, Wedgwood Building,
Tipping Street, Stafford, ST16 2DH
In the event the complainant remains dissatisfied, the matter should be
referred to the Independent Chairs’ Business Manager for Safeguarding and
Review to be considered under stage one of Staffordshire Children’s Social
Care Services Complaints Procedure. This may involve a further meeting with
the complainant in addressing the concerns and in endeavouring to reach
agreement. The process described above should be utilised for this meeting.
Should the complainant remain dissatisfied, or in the event of a more serious
complaint being made by the complainant, the matter will be referred to
Staffordshire CSC’s Strategic Lead for Specialist Safeguarding Delivery. They
will determine the most appropriate means for investigating the complaint in
greater detail, which could include the recommendation to convene an SSCB
Inter-agency Complaints Panel, to review the complaint.
Where the formal Staffordshire Children’s Social Care Services Complaints
Procedure has been initiated, it is imperative that timescales are maintained,
and where this is not possible that the complainant is kept fully informed of the
reason for any delay and the revised timescales for resolution of their
complaint. Failure to maintain the timetable laid out in the procedures may
result in the complainant making an additional complaint about the
management of the process.
At each stage of the process the complainant should receive a written
response and be advised of what further action they can take should they
remain dissatisfied.
The welfare of the child remains paramount throughout the complaints
process. Non-compliance with a child protection plan will cause the local
authority to consider all available options, in consultation with the core group,
in safeguarding the child’s welfare.
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In the event that the decision of Staffordshire CSC’s Strategic Lead for
Specialist Safeguarding Delivery is to convene an SSCB Inter-agency
Complaints Panel the SSCB Manager should:

immediately notify the Independent Chair of SSCB of the request for an
SSCB Inter-agency Complaints Panel to be convened, including the
grounds for the request;

acknowledge, in writing, receipt of the complainants letter within 48
hours, providing details of the SSCB Complaints Panel process and
timescales;

identify a Complaints Investigator, who has had no direct line
management responsibility for either the case or the conduct of the
complaint process to:

meet with the complainant and to listen to their complaint and ascertain
what they wish to happen to resolve the matter;

review all the documentation pertaining to the complaint, including the
minutes of the child protection conference and all correspondence relating
to the complaint;

interview staff as appropriate;

Prepare a factual report detailing the findings of the investigation.

convene the SSCB Inter-agency Complaints Panel which should be
comprised of at least three senior representatives from SSCB member
agencies; in addition to the SSCB Manager; and SSCB Administrator
(Minute Taker), to hear the complaint;

Ensure that the Panel members receive, at least 5 working days, in
advance of the Complaints Panel meeting:

the factual record of the child protection conference;

copies of correspondence relating to the complaint;

the report of the complaints investigator;

written representation (if available) from the complainant;

Written representation from Staffordshire CSC’s Strategic Lead for
Specialist Safeguarding Delivery on behalf of Staffordshire Children’s
Social Care Services.

ensure that letters of invitation to attend and make personal
representation to the SSCB Inter-agency Complaints Panel are sent out,
at least 5 working days, in advance of the meeting; providing details of
the date and time of the panel meeting and venue to the:
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
Complainant

Independent Chair

Business Manager for Safeguarding and Review

Staffordshire CSC’s Strategic Lead for Specialist Safeguarding
Delivery

The Complaints Investigator
SSCB Inter-agency Complaints Panel Meeting
In hearing the complaint the panel members will ensure that they:
 have read all the written materials in advance of the panel meeting;
 identify who will chair the panel (this should not be the SSCB Manager);
 take full account of any personal representations made;
 consider each aspect of the complaint individually, in order to make
appropriate recommendations to the Staffordshire CSC’s Strategic Lead
for Specialist Safeguarding Delivery and Independent Chair of SSCB in
respect to whether the complaint is upheld, partially upheld, not upheld;
including consideration of any remedial action that could be taken to
address issues (where appropriate).
The chair of the panel will ensure that the minutes of the SSCB Inter-agency
Panel Meeting have been approved, signed, dated and circulated to all
relevant parties and panel members within 5 working days of the panel
meeting.
Conclusion of the SSCB Complaints Process
Staffordshire CSC’s Strategic Lead for Specialist Safeguarding Delivery will,
in consultation with the Independent Chair of SSCB, take into account the
recommendations of the SSCB Inter-agency Complaints Panel and decide
whether:
 each aspect of the complaint is upheld, partially upheld or not upheld, and
should record the basis of each decision;
 further child protection conference/reviews should be convened (bearing
in mind that only a child protection conference can make a decision about
a child being subject of a child protection plan);
 a learning review / serious case review should be commissioned, where
the complaint raises questions about:
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 the way in which local professionals and organisations work
individually and together to safeguard and promote the welfare of
children;
 whether the criteria for conducting a serious case review have been
met in accordance with Working Together 2010 ; Chapter 8
The Strategic Lead for Specialist Safeguarding Delivery should notify the
complainant in writing of the outcome of the complaints process, and should
advise the complainant there will be no further right of appeal to SSCB, in the
event they are dissatisfied with the outcome. This letter should be delivered to
the complainant by registered postal delivery, within 5 working days of receipt
of the decision of the Strategic Lead for Specialist Safeguarding Delivery.
A copy of the SSCB decision letter to the complainant will be provided to the
relevant Staffordshire County Council Complaints Manager.
The SSCB Manager will ensure that an evidence portfolio is maintained
detailing the actions undertaken in response to the decision of the
Independent Chair of SSCB, and will provide a summary report to the
Complaints Manager, once all the actions have been concluded. The
complaint will be closed at the point where all actions identified within the
decision letter to the complainant have been concluded.
Professional Representation
A professional member of the inter-agency network for a particular child, i.e.
all invitees and recipients of conference minutes, may register concern about
the decisions reached in conference or how it was otherwise conducted. In
these circumstances, the person concerned is able to make representation
initially to the Independent Chair of the conference, who would discuss the
concerns accordingly. Verbal contacts should be confirmed in writing.
In the event of there being no immediate resolution to the concern, particularly
where it is felt that the child is exposed to risk of significant harm, then further
written representation should be made to the Independent Chair’s Business
Manager for Safeguarding and Review.
Enquiries will be conducted largely in accordance with the paragraph above.
Where in the view of the Independent Chair’s Business Manager for
Safeguarding and Review, the decision reached in conference may have
placed the child at increased risk of significant harm, in exceptional
circumstances, consideration may be given to convening either:

An early child protection review; or

A further conference.
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