Recording

A child/young person’s records are an important source of information for them. They provide information about the sequence of events which brought about Children’s Social Care intervention into their life and (in many instances) explain the reasons for decisions about their care. These can be key to helping a child/young person to understand themselves and their past. It may also be helpful for the child in later life when they want to understand more about their childhood. See Keeping Memories.

As a professional it is really important that you contribute to these records and keep a daily log of events about all children/young people cared for by you.

This will help you to contribute to making plans about the child/young person’s future.

Records also help to make sure that situations are clearly understood and this can help if allegations are made against you. They may also be used to contribute towards a Court hearing or to make important decisions about the child/young person.

Try to write down things as soon as they happen, including the date time, who was present and what exactly was said. Notes should be brief and to the point. Recording should be kind in language and it would be helpful to refer to the Language that Cares document, see Durham Children's Services Procedures Manual, Durham Resource Library.

You should also try and record things in a manner that you could let the person concerned see. If you think that something is so private that the young person should not see what you are going to write, you should contact your fostering social worker to talk about this and whether and how the information should be kept private. Remember a child/young person can request to see their records.

The fostering service will provide you with records which you will complete for each child/young person cared for by you. Your fostering social worker will look at these during supervision meetings and these may be useful to reflect on for your development.

You should use a diary to record appointments, meetings and arrangements.

At the Placement Planning Meeting, it should be made clear to parents and young people, (depending on their age) what you will be recording, how this will be used and how long the records will be kept.

• Family Time - with the child’s family/others, how was the child, how was the family/others, if they did not turn up and any reason given;
• Details of visits, meetings with social workers or other professionals and the child’s reaction if any;
• School/nursery/educational setting - any important conversations you have with school, open evening, concerns or good things;
• Dates of medical or dental appointments and treatment given. Include dates of cancelled or rearranged appointments;
• Dates and types of immunisation;
• Date, type and length of any illnesses;
• Details of any accidents or injuries, however slight. Name any witnesses and action taken. Record the time, date and name of the social worker to whom the incident was reported;
• Comments the child makes that give you cause for concern, record these using the child’s own words;
• Details of the child’s behaviour that causes concern. Record their actual behaviour, what happened before the behaviour and how you dealt with it;
• Any positive improvements, achievements and significant events for the child;
• Dates when the child is away from your home – with family, friends, school trips, introductions to new carers;
• If the child/young person goes missing;
• Details of times when the child is with other carers such as babysitters and who they were;
• Any involvement with the Police;
• Details of any theft or damage caused by the child;
• Details of any specific incidents e.g. if the child goes missing, events or changes of circumstances of your household. Include any complaint/disagreements with the child or their family;
• Any significant milestones in the child’s development such as their first word or first steps;
• Any other significant event or information.
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When a child/young person is cared for by you, the child’s social worker will give you:

• Health Care Plan;
• Care Plan;
• Words and Pictures Document;
• Personal Education Plan;
• Placement Plan (which will be developed in consultation with you);
• Any notes from Looked After Reviews.

If there are any further reviews about the child/young person's progress, you should attend the review and receive copies of the minutes. Copies of all these documents should be kept as part of the child's records.

You should ask the child their views, wishes and feelings and make sure their voice is heard when planning care and support. They should also be told when this is not possible and why.

All records, irrespective of whether they are paper or electronic, should be securely kept and electronic messaging (e.g. e-mails) should also be sent in a secure and safe way so as to preserve their confidential nature.

You may need to share limited information with close family members and your own children depending on their age and understanding. If you are unsure about how much to share, ask the child's social worker. 

You can share basic information with doctors; health visitors etc., but if they need further information that you are unsure whether you can share, give them the social worker's contact details. If professionals visit the child/young person at home, you should ask to see their identification card.

You will have information recorded about you including your supervision meetings, any allegations and training and development records.

These will be kept for at least 10 years after the date that your approval was terminated.