Foster Care Association of the ACT

STANDARDS OF PRACTICE FOR THE PROVISION OF SUBSTITUTE CARE SERVICES IN THE AUSTRALIAN CAPITAL TERRITORY JANUARY 2001

This standards document covers Substitute care services delivered through non-government organisations. The standards covers a variety of practices primarily related to the direct provision of service.

This document is based on the ‘Baseline Out-of-Home Care Standards’ published in December 1995 and the December 1997, ‘Standards for Substitute Care Services in New South Wales’.

In addition to the standards of practice, all non-government agencies providing Substitute Care Services are required to follow the Family Services Policy and Procedures Manual.

1. CASE-WORK PRACTICE

1.1 Service Entry

1.1.1 Children and/or young people referred should be appropriately matched to carers according to needs identified by Family Services and by the non-government agency, taking into account reports from specialists and others (when available).

1.1.2 Placement of unrelated children and/or young people with the same Foster Carer does not occur except following careful evaluation of the positive and negative consequences.

1.1.3 Siblings should be placed together unless it can be clearly established that their behaviour, individual needs or wishes indicate that placement should be separate.

1.1.4 Children and/or young people who are in an intermittent care arrangement and/or who have previously been in temporary care are wherever possible placed with the same carers.

1.1.5 Children and/or young people within the target group are not denied access to the service because of their or their parent’s religion, sexual preference, disability, ethnicity or gender.

1.2 Placement in care

1.2.1 Where-ever possible, entry to a placement should be planned. The child or young person should be introduced to the carer and other people in the placement and provided with relevant information about the placement.

1.2.2 Prior to placement, relevant information about the child or young person and his/her family circumstances, the reason for placement and the proposed length of placement should be provided by Family Services to the non-government agency.

1.2.3 At the commencement of the placement, the child or young person should be provided with information about the placement by the non-government agency. This information will include: a description of the members of the household or residential unit reasons for placement how long they will be placed there how they will get to see their family and other people important to them house rules what to do if they have a complaint when they will be contacted and visited, and by whom children and young people should be provided with a contact number for their non-government agency worker and their Family Services case worker.

1.2.4 Non-government agency workers should contact the child or young person to check how they are feeling and offer support, through telephone contact within 24 hours of placement, and a face to face visit within a week.

1.2.5 The Foster carer is provided with all the information needed to successfully care for the child or young person placed with them. This includes: a copy of the Essential Information record – part 1 and 2 care plan parental responsibility delegation all relevant background information on the child or young person’s needs, including medical history, education and social assessments. emergency contact numbers family contact arrangements

1.3 Community placements

(Two programs purchased by Family Services through Marymead and Barnardos are able to accept a limited number of direct referrals from parents for respite care. This standard, ‘Community placements’ applies only to those programs)

1.3.1 An initial assessment of each child or young person’s situation prior to their placement is conducted. In emergencies, the assessment should be carried out immediately after the child/young person is placed in temporary care.

1.3.2 The initial assessment will cover the child or young person’s: history and total family situation, including strengths and needs of all parties key relationships (family and other) the wishes of the child or young person and the wishes of parents and other family members current or previous involvement with child protection and Out-of-home care services immediate needs of the child or young person(safety, social, developmental, emotional, identity, personal relationships, health, education) special needs (eg disability) indigenous, ethnic and racial identity legal issues concerning parenting orders

1.3.3 The non-government agency always investigates non Substitute care options for the child or young person. The investigation should include strategies such as: contacting significant family members and others to see if placement is possible providing (or referring to) intensive family support and intervention types of services. accessing other child care options, for example occasional/long day care, Family Day Care, school holiday arrangements.

1.4 Placement of Indigenous Children and/or young people

1.4.1 The Indigenous placement principle is endorsed and supported by the ACT Government. The Indigenous Placement Principle means that the placement of an Indigenous child or young person should be placed in accordance with the first of the following options that is available and to which the child or young person does not object:

with a member of his or her family (as defined by local custom and practice) in the correct relationship to the child or young person in accordance with Aboriginal or Torres Strait Islander law;
with a member of his or her community in a relationship of responsibility for the child or young person according to local custom and practice;
with a member of his or her community;
with an Indigenous carer

1.4.2 If the child or young person cannot be placed in accordance with the above, the child or young person may be placed with a non Indigenous carer who lives in proximity to the child’s or young person’s Indigenous family or community if the decision about placement takes the following matters into account:

family reunion should be a primary objective;
continuing contact with the child’s or young person’s Indigenous family, community or culture should be ensured.

1.5 Participation in decision making

1.5.1 The non-government agency will actively promote the participation of children and young people in decisions relating to their own care as developmentally appropriate and taking into account the particular circumstances of the placement.

1.5.2 The non-government agency has policies and practices that seek to maximise participation by children, young people, carers and (where appropriate) families in decision making.

1.5.3 The non-government agency should develop specific strategies to prepare children, young people and their carers to participate in the Review of Arrangements meeting. This should include what to expect at the meeting, the information likely to be discussed, the need for their involvement and their rights to express their views.

1.5.4 The non-government agency will ensure the child or young person and their carers understand the care plan, after the plan has been developed.

1.5.6 The non-government agency will explain to children and young people when a change in a non-government agency worker is needed.

1.5.7 The non-government agency uses interpreters and relevant community members to assist the participation of children and young people and their families, where culture of language would otherwise prevent or limit their participation.

1.6 Case Management

1.6.1 The particular abilities, talents and interests of young people in Out-of-home care are identified and fostered, and they are provided with opportunities to achieve their best potential. The non-government agency will foster particular talents, within resources or may seek ways of supplementing the standard resources.

1.6.2 Carers are able to contribute to the assessment and decision-making about the child/young person.

1.6.3 Effective communication between all parties involved with a child/young person is maintained at all times

1.6.4 Non-government agency workers, foster carers, parents and children and young people, in conjunction with Family Services and other relevant agencies develop the care plan.

1.6.5 Children and/or young people have a nominated non-government agency worker who is responsible for coordinating the implementation of the care plan. Non-government agency workers participate in the development of the care plan.

1.6.6 Children and/or young people have regular opportunities to express concerns, fears, wishes and opinions with Family Services caseworkers who assist them in understanding their care arrangement.

1.6.7 Non-government agency workers shall advocate to Family Services, parent or other party on their behalf if requested by the child/young person. The non-government agency takes steps to ensure that all parties understand the care plan. The non-government shall implement the care plan approved by Family Services.

2. MEETING NEEDS WHILE IN CARE

Children and young people are care for in a safe and nurturing environment appropriate to their specific needs.

2.1 Care environment - Foster care

2.1.1 The non-government agency must ensure that the living environment for Children and/or young people is comfortable and adequate for their needs. The non-government agency should have guidelines for assessing the adequacy of the living environment.

2.1.2 Children and/or young people are cared for in a physically safe and hygienic environment, including safe recreational areas and equipment which is fitting for their age. Universal infection control procedures are followed.

2.1.3 In foster care homes, the living environment should be safe and hygienic. All carers should be trained in basic safety and hygiene precautions and that homes have: smoke alarms fitted first aid equipment materials to prevent the spread of infection (antiseptics, soap, cleaning equipment) no dangerous pets fenced swimming pools locked cupboards for the storage of poisons, drugs and other chemicals. private space for children and young people, as appropriate to their age.

2.1.4 Foster carers have a clear set of guidelines and training which aim to minimise the risk of children and young people being harmed or suffering emotional, physical or sexual abuse.

2.2 Care environment - Residential care

2.2.1 In the case of residential care, the living environment should be similar to that of a home in the community. The residential unit should have:

lockable spaces for the young persons belongings
external appearance and furnishings/fittings of the house should be in keeping with the quality and style of other houses in the surrounding neighbourhood
presence of administrative and staff work areas should not intrude on the living environment of the young people
houses should be equipped with fire safety devices staff are trained in what procedures to follow in the case of fire and precautions to prevent fire
universal infection control procedures on HIV/AIDS should be followed at all times
poisons, drugs and other chemicals are kept in locked cupboards and staff have access to information on poisoning
staff are trained in first aid and have access to first aid equipment.

2.2.2 All residential care staff have a clear set of guidelines and specialist training which aims to minimise the risk of children and young people being harmed or suffering emotional, physical or sexual abuse.

2.3 Placement monitoring

2.3.1 Non-government agency will have arrangements to provide support after hours to children and young people as required.

2.32 There should be an opportunity to speak with the child/ren alone within the placement. In the case of babies and very young children, observing their interaction with carers and others in the household can provide some information about whether their needs are being fulfilled

2.3.3 All meaningful contacts (where there is some interaction between the child or young person and the non government agency worker) is recorded. There is no expectation that every time the non-government agency worker greets a young person, in a residential care setting that this would be recorded.

2.3.4 The non-government agency worker will visit the Foster Care placement, initially once per week, then at least monthly.

2.4 Supervision of contact

2.4.1 Non-government agencies recognise the natural parent’s role in the life of the child and all non-government agencys workers work actively to facilitate this. Non-government agencies ensure supervision of contact occurs when identified in the care plan.

2.42 The non-government agency will ensure that the frequency of contact identified in the care plan is provided.

2.4.3 Non-government agency workers and foster carers when discussing families with children and/or young people should encourage them to talk through issues of concern and support contact with their parents.

2.5 Emotional and social development

2.5.1 Information is provided to foster carers and residential workers about the specific emotional and social needs of children and young people placed in their care.

2.5.2 Support and training to foster carers and residential workers is provided by the non-government agency to assist carers and residential workers in understanding and responding to the emotional needs of the child or young person in their care.

2.5.3 Children and/or young people in care are encouraged to form, develop and maintain friendships with peers.

2.5.4 The organisation should have a written policy on positive approaches to behaviour management that is clearly communicated to all foster carers, residential workers and staff. The policy should ensure that the following measures are considered to be unacceptable:

corporal punishment, or any punishment which takes the form of immobilisation or force feeding
the withholding of food
the withdrawal of contact to family and/or significant people who are specified in the care plan
discipline which is humiliating to, or ridicules children and young people
threat of or breaking commitments made in the care plan
withdrawal of access to education services
actions which are humiliating and frightening, or which cause ridicule

2.5.5 Residential workers and foster carers should have specific guidelines and training for managing challenging behaviour of children and young people. The policies should clearly outline the exceptional circumstances in which restraint is acceptable (to prevent self injury or injury to others) and how to restrain while minimising the possibility of injury to the child or young person involved.

2.5.6 The policy and procedures on ‘Behaviour Management for Children and/or young people in Residential Care Programs’ in the Family Services Policy and Procedures Manual is to be adhered to at all times. The ‘full written report’ and ‘Record of the meeting - Subsequent Action’ are to be forwarded within two working days to the Director, Family Services and the Case worker.

2.5.7 Children and young people in care should receive their pocket money regularly.

2.5.8 Children and young people in care are encouraged by carers to be actively involved in school and community recreational, special interest and sporting activities. The non-government agency has records of the interests and hobbies of individual children and/or young people and care plans detail practical strategies for carers to support them in these pursuits.

2.5.9 The non-government agency worker and carer assess and monitor the overall happiness and positive feelings of the child or young person in care. Where the child or young person is clearly unhappy for sustained periods, action is take to address their needs.

2.6 Health

2.6.1 Children and young people should receive medical treatment and preventative checks as needed. The child’s attendance at medical appointments will be recorded by the non-government agency and verbal feedback which was provided to the carer by the doctor will be recorded where a written report is unavailable.

2.6.2 The non-government agency will arrange for a health assessment to be completed within seven days of the child/young person first entering care.

2.6.3 Dental check-ups should be completed every six months when the child or young person is of school age.

2.6.4 The organisation’s policies for residential workers should state that they do not use drugs or drink alcohol when around young people.

2.6.5 All non-government agency staff, foster carers and residential workers are trained in the early identification of young people at risk of suicide and self harm, and appropriate interventions.

2.6.6 Young people leaving care to live independently in the community will receive advice and information on how to access health services in the community.

2.6.7 Non-government agency workers, carers and residential workers are provided with training in how to recognise and intervene with children and young people with suicidal or self destructive behaviours.

2.7 Education

2.7.1 Children and/or young people should be maintained in their usual school placements and community activities, if this does not jeopardise their safety.

2.7.2 Remedial services are accessed for children or young people who have identified learning needs.

2.7.3 The non-government agency worker liaises with the school and/or child care centre that the child attends at least once per term. The non-government agency systematically records the outcomes of liaison with schools and/or child care centres in care records.

2.7.4 The non-government agency acts as an advocate for children and young people in relation to their schooling. Where young people have been suspended or expelled from schools, the organisation will actively negotiate with ACT Education and Community Services to ensure access to appropriate schooling.

2.7.5 When a child or young person has been in a placement for longer than three months, or it is envisaged that a child or young person will be remaining in the placement for longer than three months, the non-government agency will facilitate the co-ordination of the Individual Education plan for the child or young person.

2.8 Identity and family relationships

2.8.1 Children and young people are encouraged to express their own cultural and religious identity in Out-of-home care.

2.8.2 Children and young people are actively supported and encouraged to maintain relationships with important people in their lives.

2.8.3 Contacts between the child/young person and their family are held in places which assist everyone to be comfortable and make the experience positive.

2.8.4 Carers and Non-government agency workers collect and record photos, information and stories about the child or young person’s life to develop and maintain a strong sense of self identity.

2.9 Motor vehicle safety

2.9.1 All vehicles used to transport to Children and/or young people are to use an approved child restraint appropriate to the child’s weight and size, which has been correctly fitted and is suitable to the vehicles.

3.0 DISRUPTED PLACEMENTS

3.1.1 The Non-government agency’s case work practice identifies any Out-of-home care placement that is assessed as being at risk of disruption. The risk factors for placement breakdowns are discussed routinely in placement monitoring.

3.1.2 Where there are signs that a placement could be disrupted, a pro-active approach should be taken to developing a plan to support or change the placement.

3.1.3 In cases where a change of placement is necessary, the non-government agency should work cooperatively with other organisations involved and carers to ensure a smooth transition for the child.

3.1.4 In planning a transition between placements, efforts are made to assist the child or young person to resolve the issues and feelings related to the need for change of placement and to provide continuity for the child or young person in their significant relationships, life experience and attachments. This should include consideration of:

continuity in schools
maintaining planned contact with workers with whom the child has a special relationship
maintaining friendships continuity of current special interests,
recreational and sporting activities
continuity of contact with previous carers ensuring the child’s or young person’s belongings and life story materials go with them
counselling which may focus on grief and loss, behaviour modification or other issues as required.

3.1.5 Policies and procedures are to be developed for when a child runs away. The policy and procedures are to include:

who will be notified of the child or young person’s absence
what period of time can elapse before notification occurs
what steps will be taken to recover the child or young person
how the child or young person’s needs will be addressed when they are recovered.
when the non-government agency worker will speak to the child or young person about the factors that led to them running away.
Individual risk management plans for children and/or young people identified as at risk, which take into account the unique circumstances of each child and their support network.

3.1.6 Where there has been a disrupted placement, a formal review is to be conducted by the non-government agency worker to assist all parties to understand the reasons for the disruption.

3.1.7 The Non-government agency monitors the number of: placement breakdowns for each individual child or young person placement breakdowns overall as a percentage of placements changes to individual children or young people’s schooling and health care services

3.2 Exit from care

3.2.1 Planning with the young person leaving long term Out-of-home for the transition to independent living is undertaken well before the young person is due to leave care.

3.2.2 Developmental opportunities are put in place for the young person to develop skills for:

budgeting and managing money
living with others, including conflict resolution
cooking, cleaning and personal maintenance
applying for education, training and employment
rights and responsibilities of citizens (voting, taxation, income support etc.)
gaining and keeping accommodation (tenants rights and responsibilities)
dealing with and education about sexuality and drugs

4 FOSTER CARER MANAGEMENT

4.1 Recruitment and assessment

4.1.1 Written information about foster care should be available to potential carers. The information needs to be presented in easy to read language and should be positive.

4.1.2 The non-government agency is to have written policy and procedures for the recruitment and approval of foster carers, which should cover:

the aims of foster care in relation to children and/or young people and the organisation’s goals
the variety of carers needed to support individual needs of children and/or young people currently in care
the differentiation of short and long term carers
the variety of carers the non-government agency wishes to target to meet potential needs
the need for potential carers to receive accurate information about fostering and issues relating to court proceedings
formal selection processes with clear criteria for approvals. The carer selection should be based on: .
- fit and proper person as detailed in 4.1.3 . general qualities and skills of carers that are needed .
- assessment of the ability of applicants to carry out care consistent with the policies of the organisation and the standards for Out-of-home care.
- the need for non-approved carers to be informed of the decision.

4.1.3 There must be a procedure in place which ensures that all persons employed at or involved with children and/or young people in the organisation are fit and proper persons.

A person is ‘fit and proper’ if:

(a) the person is capable of providing an adequate standard of care in the Out-of-home Care setting;

(b) understands the needs of Children and/or young people;

(a) the person is of good character and is suitable to be entrusted with the care of children and/or young people.

The organisation must be satisfied that any relevant person is ‘fit and proper’ for any proposed position. The test of good character includes taking into account:

(a) convictions in Australia or overseas of any offence involving children and/or young people. (including, but not limited to child abuse, assault and neglect).

(b) any action taken in Australia or overseas in respect of the protection of children and/or young people who were under the guardianship or custody of the person.

The process for the selection staff and volunteers should be designed so that applicants are required to demonstrate the above qualities. As part of their employment practices organisations are strongly advised to request personal references which should be checked with the referee and a police clearance.

Organisations should request a police check each time they employ staff and volunteers (including those who have worked in other services as part of the obligation to ensure that all staff are ‘fit and proper’. It is considered inefficient for the applicant to supply a police check as there is no guarantee that it is up to date and that it has not been tampered with. The information from the police should go directly to the non-government agency. It is extremely important that such information is sensitively and confidentially handled with access only to those who must see it. This is particularly important for the non-government agency where access to the details of police or reference checks should be limited and open only to senior employees.

4.1.4 An assessment of applicants must include an analysis of the following:

motivation to foster
adaptability to and acceptance of the fostering role
stability of all relationships in the household
understanding of children and young people’s needs and ability to respond
ability to work with the agency, children, young people, their families and significant persons
personal resources of applicant and other household members (including the carer’s own children)
applicant’s support networks
applicant’s health
fit and proper person
physical home environment
willingness to undertake initial and ongoing training
understanding of the policies and willingness to be accountable to the organisation.

4.1.5 The assessment process used to select and approve carers should involve:

applicants being given accurate information on fostering via printed information, access to other carers, information sessions and interviews prior to applying
sufficient time for applicants to consider whether to apply
visits to and assessment of the applicant’s home by the non-government agency
discussion and interview with all household members
a formal application by the applicant which includes documentation on health status and criminal record, their history and reasons for applying.
checking of criminal and health records and references. Criminal records should be checked for all adult persons residing in the home.

4.1.6 Successful applicants should be provided with a written agreement which states:

the specific conditions of placement which have been approved (type, number of children and/or young people and short/long term)
the process and timeframe for formal reviews, including the need for re-approval if no placement has occurred within a year
the expectations of the non-government agency in relation to fostering, including their duty of care, confidentiality requirements.
the rights of carers and complaints procedures.
the need to have a Police check completed every three years.

4.1.7 Written reports are prepared on the suitability of the applicant to be approved or not approved. Applicants are provided with the opportunity to discuss these reports with the non-government agency.

4.1.8 Unsuccessful applicants are provided with feedback on the reason for non- approval. Applicants should be advised on how to appeal through the organisation’s own complaints procedures.

4.1.9 Family Services Case-workers will only arrange meetings with Foster Carers in consultation with non-government agency workers.

4.1.10 Foster Carers are clear about their lines of accountability to the non-government agency.

4.2 Carer training

4.2.1 The non-government agency should have a policy on training for carers which includes:

the commitment of the organisation to provide regular training for carers
the need for all carers to undertake initial training prior to placement of a child
processes for identifying the ongoing training needs of carers
a requirement for all carers to attend some ongoing training while fostering

4.2.2 All carers are to participate in initial training prior to a child or young person being placed with them. This training is to include:

the legal and policy context in Out-of-home care
carer’s specific legal responsibilities
working with children and/or young people and their natural families
child protection and the effects of abuse
child development, including attachment, separation and loss
behaviour management
policies and strategies including management of critical incidents
health and behavioural issues, including knowledge about policy and guidelines of infection control, HIV/AIDS, alcohol and other drugs
how to balance the needs of their own children with the child or young person in care
maintaining children and young people’s own relationships and identify, including cultural, Indigenous and religious identity
conflict resolution and carer support networks
supervision and complaints mechanisms
key organisational policies, including confidentiality requirements role of the non-government agency and Family Services in relation to the carer
record keeping financial entitlements and procedures.

4.2.3 In extraordinary circumstances, a carer may have a child placed with them before the completion of the training. Should this occur there must be a documented plan for the carer/s to attend the initial training. Under no circumstances should a child be placed prior to assessment and return of police checks.

4.2.4 Carers should be provided with regular training opportunities. Training opportunities could include holding training sessions or carers attending courses provided by other organisations. Ideally, at least six opportunities for training should be provided for carers each year. This could include coffee mornings, conferences, seminars or one-to-one. (One-to-one training needs to be planned, organised and documented - not simply the informal training that occurs between non-government caseworkers and carers in discussing the placement)

4.3 Review of carers

4.3.1 The Police Record check is to be completed every three years for all adult persons residing in the home.

4.3.2 The organisation should have clear guidelines and criteria for ceasing to use a carer for fostering or for altering the type or number of placements given to the carer. The criteria for ceasing the use of a carer or changing conditions could include:

continued unsatisfactory performance by the carer in following the organisation’s policies and care expectations after documented action plans have been tried
a change in household composition requiring renewed assessment procedures
the needs of the carer’s own children and/or young people not being met due to placements of a particular type
the needs of current children or young people in care not being met due to placements of a particular type
continuing placement breakdowns resulting from similar factors in each case.

5 RESIDENTIAL WORKERS MANAGEMENT

5.1.1 The organisation is to have written policy and procedures for the recruitment of residential workers, which should cover:

the aims of residential care in relation to children and/or young people and the organisation’s goals
formal selection processes with clear criteria for approvals. The selection of a Residential worker should be based on:
- fit and proper person as identified in 5.1.3
- general qualities and skills of workers that are needed
- assessment of the ability of applicants to carry out care consistent with the policies of the organisation and the standards for Out-of-home care
- the need for non-approved workers to be informed of the decision.

5.1.2 An assessment of applicants must include an analysis of the following:

motivation for residential care
adaptability to and acceptance of group care.
professional qualifications
experience in the field
a commitment to further professional development.
understanding of young people’s needs and ability to respond
ability to work with the agency, Children and/or young people, young people, their families and significant persons
fit and proper person
willingness to undertake initial and ongoing training
understanding of the policies and willingness to be accountable to the organisation.

5.1.3 There must be a procedure in place which ensures that all persons employed at or involved with children and/or young people in the organisation are fit and proper persons. A person is ‘fit and proper’ if:

the person is capable of providing an adequate standard of care in the Out-of-home Care setting;
understands the needs of children and/or young people;
the person is of good character and is suitable to be entrusted with the care of children and/or young people.

The organisation must be satisfied that any relevant person is ‘fit and proper’ for any proposed position. The test of good character includes taking into account:

convictions in Australia or overseas of any offence involving Children and/or young people. (offences against children and/or young people include child abuse assault and neglect).
any action taken in Australia or overseas in respect of the protection of children and/or young people who were under the guardianship or custody of the person.

Organisations should request a police check each time they employ staff and volunteers (including those who have worked in other services as part of the obligation to ensure that all staff are ‘fit and proper’. It is considered inefficient for the applicant to supply a police check as there is no guarantee that it is up to date and that it has not been tampered with. The information from the police will go directly to the service non-government agency. It is extremely important that such information is sensitively and confidentially handled with access only to those who must see it. This is particularly important for the Non-government agency where access to the details of police or reference checks should be limited and not open to all senior employees.

5.1.4 Residential workers training should include the following issues as a minimum:

awareness of sexuality, gender and cultural issues and the resulting isolation, discrimination and possible violence
recognising symptoms of depression and referring appropriately
recognising indicators and responding to disclosures of sexual abuse
bereavement issues
recognising indicators of young people at risk of suicide and self harm and appropriate interventions.
awareness of and understanding of cross-cultural issues and skills in cross-cultural communication

6. RIGHTS, CONFIDENTIALITY AND COMPLAINTS

6.1.1 The non-government agency is to have clear policies and procedures for confidentiality. These policies and procedures should include:

the right to confidentiality of information about children and young people and their families
that information can only be shared on a "need to know" basis within the agency or to carers
that personal information is kept in a secure place
protocols for sharing information with outside agencies
in what circumstances informed consent of the young person will be sought for release of information within or outside the organisation
the need for staff to be trained in how to maintain confidentiality
the right of children and young people and families to access personal information kept about them.

6.1.2 All staff of the non-government agency (including administrative) are clear on their responsibilities to maintain confidentially.

6.1.3 All personal information concerning children and young people and their families is kept secure, so that only those who need to access it can do so.

6.1.4 Files containing personal information should be kept in a secure area and in lockable filing systems. Files in use should not be left on desks when staff are not using them, but locked away. If names are on the outside of files, they should be turned downwards.

6.1.5 When promoting an organisations’ services to the public, child and young people’s dignity and privacy is not compromised. Where photo’s are used, consent should be gained from the young person and/or from guardians or natural families.

6.1.6 When interviewing children and young people and their families, it is done in privacy.

6.2 Rights of Children and/or young people, young people and their families

6.2.1 The non-government agency’s policies include clear statements and commitments to the rights of children, young people and their families. The policy is to include the right to:

have their individual needs met in the most appropriate and timely way
have easy and facilitated contact between children, young people and their families
be involved in decisions that affect them, to the full extent that their age and understanding permits
be treated with respect
have their privacy and dignity respected
be cared for in a safe and nurturing environment, which caters for their needs and maintains their cultural identity
access to health care , education, adequate food, shelter and other necessities
have a say and make complaints if needed
access to advocates access to their own information, including their history
access to pocket money

6.2.2 The non-government agency should provide appropriate, age related, printed or other information to children and young people in care to inform them of their rights. This should be provided to them at or near to their first contact.

6.3 Abuse in care allegations

6.3.1 Children and/or young people are cared for in a safe and nurturing environment and they are protected from situations of risk or harm, including emotional, sexual or physical abuse.

6.3.2 The ‘Allegations of Abuse in Care’ procedures in the Family Services Policy and Procedures Manual are to be followed by all non-government agencies providing Out-of-home Care services.

6.3.3 When allegations against carers are not substantiated, the non-government agency takes steps to deal with any issues that have been raised through the investigation processes. This could include providing debriefing sessions with the family, or a clear statement regarding the allegations their lack of substance to the carer.

6.3.4 Non-government agencys must have their own internal procedures for dealing with any abuse in care allegations, which includes notification to Family Services in accordance with the Policies and Procedures manual

6.4 Complaints and appeals

6.4.1 The organisation will have a complaints system which includes policies and procedures which:

view complaints as a useful form of feedback
cover all complaints
allow appropriate staff members to resolve simple complaints quickly
ensure children and young people have access to a support person if needed
differentiate more serious complaints which must be dealt with by a senior member of the organisation
ensure allegations of criminal activity (not related to child protection) are referred for investigation by the police, or where protection issues are involved are referred to Family Services.
ensure complainants are not victimised as a result of making a complaint
record and monitor all complaints and their outcomes
seek complainants, views on their desired outcome of the complaint and inform them of action taken
provide clear time frames to complainants for investigating and resolving the complaint
referral where appropriate to an external body

6.4.2 The non-government agency has developed policies and practices which encourage access by children, young people and their families to the complaints system.

6.4.3 The organisation informs people of its complaints system in easy to understand written material and through other strategies.

6.4.4 The non-government agency regularly reviews complaints and their outcomes to assess what changes in policies or practices may be needed.

7 CARE RECORDS

7.1.1 The non-government agency will develop an integrated and well managed record system to document its case work and ensure its accessibility and confidentiality.

7.1.2 The non-government agency will have written policy and procedures to guide the operation of its care record system. These policy and procedures will include:

the aim of an integrated care record system
what essential information is to be included within the system, and how it will be organised within the record
the need for information to be recorded in an objective, factual and accurate manner
how documentation will be linked to the daily practice of casework, with responsibility for day-to-day maintenance of the record clearly allocated
how different records will be linked to one another
how data collection will be linked to the record system
guidelines relating to freedom of information, subpoena and access to records by clients
storage and destruction of records
access and confidentiality of records
how records will be audited and the frequency of audits
the need for staff to be trained in the operation of the record system
the person who is responsible for managing the record system as a whole should be clearly stated.
who has authorised access to records

7.1.3 The record system should be easy to use, and is organised to ensure access to vital information about each child and young person in care. The record should also cross referencing between records relating to a child or young person’s care.

7.1.4 A random audit of records should be undertaking at least annually by a suitably qualified and experienced person. The audit needs to include consideration of:

the internal organisation of the record
the adequacy of its content
legibility of entries, and legibility and existence of dates, signatures and names of recorders
organisation and existence of required documentation (signed consent forms, medical and education reports etc)

7.1.5 Sufficient secure storage space for current and archived records should be available. Records need to be kept for 7 years, and then archived securely forever. Where the non-government agency does not have the capacity to securely archive records, the records are to be forwarded to Family Services who will archive the records.

7.1.6 Records (current and archived) should be easily accessible to those using them.

7.1.7 Confidentiality of records should be maintained at all times using a ‘need to know’ principle to determine access.

7.1.8 Where a computerised system is used for client information, it will be: easily linked to hard copy files secure from unauthorised access

7.1.9 Staff should receive initial and ongoing training in maintaining high quality records.

7.2 Content of care records

7.2.1 Each record should contain an up-to-date summary information sheet that is signed and dated. The summary information sheet is to include: child or young person’s name, age, language spoken, any disability, ethnic, indigenous and religious status their current address and contact details name and contact details for their Family Services case worker, direct carer or foster carer and doctor or other therapist their court and care status names and contact details for significant relationships in the child/young person’s life contact arrangements any vital health, security education or social/emotional information that needs, to be known in case of an emergency (including Medicare details) a list of every placement and the time spent in each placements, including breaks in placement date of last contact with the child or young person and expected next contact date.

7.2.2 The record system for each child or young person should contain:

a summary sheet
the initial assessment undertaken on entering Out-of-home care, reasons for placement and any agreements or conditions attached to placement
court orders and other legal information
each care plan developed
documented reviews
documented contact and interviews with the child or young person
detailed health assessments and health reports
documents relation to educational assessments and reports
correspondence relation to the child or young person
clear information on how the record relates to their files on placements (current and past)
copies of material relating to the life story of the child or young person
signed consents (where applicable)

7.2.3 Each entry within the record should state the non-government agency workers name, position, signature and date of entry .

7.2.4 Young people should be given the opportunity to make file entries on their own behalf.

7.3 Related records

7.3.1 The non-government agency will keep comprehensive records on each foster carer and the care household. This record is to include:

a current summary information sheet including emergency contact details and all children or young people placed in their care
original assessment and approval documentation
reviews and subsequent approvals
written agreements with the carers outlining expectations and responsibilities
a list of all placements
any critical incidents
correspondence

7.3.2 Past foster carer files are kept accessible while a previously placed child or young person is still in care.

7.3.3 A daily log book is kept in residential care settings. The log books needs to be written factually and objectively, not as a ‘debriefing’ log between staff to express their emotional response sot the day’s events. The log book should be kept secure from unauthorised access. The log book should contain:

factual accounts of significant daily events
details on each young person
name and signature of the person making the entry

7.3.4 Foster Carers should be encouraged to keep a diary containing:

factual accounts of significant daily events
observations concerning the child or young person’s responses to significant events (eg contact visits) while in temporary care.

7.3.5 The carer diary should be kept in a secure place, to be accessed only by the carer, non-government agency worker and when appropriate by the child or young person.

7.3.6 The non-government agency is to monitor the quality of documentation for court to ensure that reports:

are written in a clear, concise manner
are analytical in the presentation of issues
provide evidence of currency of information and its source.

8 HUMAN RESOURCE MANAGEMENT

8.1 Employment, recruitment, selection and appointment

8.1.1 The non-government agency has an up-to-date policy on employment practices, staff recruitment and selection, which includes all staff and volunteers. This policy is to include ‘fit and proper persons’ as defined in 5.1.3.

8.1.2 The non-government agency has employment practices that encourages stability in staff and focus on meeting client needs.

8.2 Supervision and support

8.2.1 All staff have an identified supervisor with whom they have regular contact and easy access.

8.2.2 All non-government agency staff are to have access to formal supervision which includes:

providing guidance and direction
giving feedback about achievements and areas for improvement
identifying training and development needs

8.2.3 Guidelines on how support will be provided to non-government agency staff in the case of critical incidents are developed. The guidelines should include:

face to face contact as soon as possible after the incident
access/referral to counselling or other services for the worker/carer and their family
the opportunity to debrief by all of those involved.

8.3 Training and development

8.3.1 The non-government agency has policy and procedures relating to training which cover:

overall goals of training and ways to ensure equity of access
how much training staff can expect
procedures for requests and approvals
payment of time and registration fees for conferences or courses
leave entitlements and support for formal training (university or TAFE)
process for information staff about training opportunities

8.3.2 All new staff receive appropriate orientation which includes:

information on organisation policies, goals, structure, staffing and plans
information specific to their position
opportunities to meet people within the organisation and from other agencies (where appropriate)

9 STUDENT PLACEMENTS AND MANAGEMENT OF VOLUNTEERS

9.1.1 The non-government agency has guidelines for student placements and usage of volunteers, which includes consideration of:

the capacity of the non-government agency to provide a useful learning environment
the time commitment involved
allocation of supervision, training and physical resources needed to support student placements or volunteers
suitable projects or work available
the contribution students and volunteers can make

9.1.2 All students and volunteers are screened for ‘fit and proper persons’ before being used by the non-government agency.

9.1.3 Students and volunteers are provided with orientation to the organisation which includes: key organisational goals and policies reporting relationships client rights, confidentiality and complaints systems.

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