Allocation of Work and Transfer between Teams
Related guidance
- Early Help Framework
- Threshold Document - Continuum of Help and Support
- London Safeguarding Children Procedures, Information Sharing Guidance
Amendment
This chapter was added to the manual in February 2024.
We are committed to providing the best possible service to children and families in Southwark and it is therefore key that when issues arise for children and young people we are working with they are, wherever possible, dealt with by the existing team and workers who know the children and family best.
Responsibility for children and young people regularly moves between workers, teams, and services. This guidance should be used to ensure that there is a clear understanding of how this is to be managed and the expectations on the quality of practice and timescales for transfer.
The objective is to ensure that there is both continuity of care and clarity of responsibility at each stage of the process.
All decisions to transfer responsibility for a child, young person, or family, must have reference to our core practice principles. In particular, our commitments to child-centred, family minded and relationship-based practice.
- Transfers need to happen within agreed timescales to avoid delay and drift for children. The key point of transfer where possible should be a meeting with the family and practitioners from both teams;
- Transfer arrangements will always be mindful of the need to ensure safety of children. It is essential that good quality information is passed from old team to new team to prevent gaps in knowledge and to ensure that the welfare and protection of children is paramount;
- Presenting a child or young person to group supervision is promoted as good practice but should not delay transfer and while ideally should happen before transfer can also happen post transfer;
- Joint visits to children as part of transfer are good practice and especially important where the child has an established relationship with their current practitioner, these can happen post transfer;
- Capacity issues need to be raised by the receiving Team Manager with their Service Manager to address this. A lack of workload capacity in the receiving team will not prevent the transfer of any child or young person according to these guidelines;
- Stability is not a legitimate reason to prevent transfer and in such circumstances, what may be agreed is the child or young person transfers but there is a period of focussed joint work recognising the importance of the established relationships in supporting the child and family;
- All children on a Child Protection Plan or who are in our care must have a named Social Worker. Any exception to this must immediately notified to the Head of Quality Assurance and Practice development and Head of Service responsible for the child;
- There is an agreed Transfer checklist (see Appendix A: Transfer of Responsibility Checklist). If there are tasks not completed prior to transfer the two Team Managers should agree timescales for these to be completed and recorded on file. This will not delay the child or young person transferring;
- Escalation Policy. Where there is a disagreement about transfer, it is the responsibility of the relevant Team Managers to discuss and agree a resolution to any issues of dispute with an overriding focus on ensuring the best possible support for the child and family. When agreement cannot be found this will be escalated to Service Managers who will agree the most appropriate way forward and in exceptional circumstances would escalate difficulties to the Head of Service.
Multi-Agency Safeguarding Hub (MASH) contacts screened as requiring support at Level 2 where parents’ consent, and criteria are met, will be stepped across to Family Early Help (FEH). A consultation with the Family Early Help (FEH) duty team will support access to resources and other early help interventions.
Where a Section 17 Assessment or Section 47 enquiry is being completed and it is clear families will benefit from and give consent for support from FEH they will step down within 5 working days. A consultation will take place with the FEH duty manager and an internal step-down consultation will be completed on MOSAIC. Transfer would then take place in a Team Around the Family meeting arranged by the assessing Social Worker, including the family, other key professionals and FEH practitioner.
Where children have received support under a Child Protection Plan or Child in Need plan and it is agreed with the family they no longer need statutory support but agree to support from FEH a consultation will take place with the FEH duty manager and an Internal step-down consultation will be completed on MOSAIC. Transfer would then take place in a Team Around the Family meeting arranged by the assessing Social Worker, including the family, other key professionals and FEH practitioner.
Where a family receiving support FEH are identified as needing a higher level of support, the Lead Professional should seek consent from the family and complete a step-up consultation. In the event the children were previously held (within the last 3 months) by another team or Service they should return directly to that team. In cases where there are concerns about extra-familial harm, a referral to FEH should be submitted on Mosaic for case consultation. See guidance in the Local Resources.
In instances of a Child Protection concern where a section 47 strategy discussion is required there is not the requirement for consent if there is an immediate safeguarding concern for the child. A child centred approach should be applied and there may be circumstances where it is appropriate for FEH to remain involved and joint work with a statutory assessment to provide the best help and consistency for a family with whom they have a relationship. This may be of particular importance in circumstances where decisions are made following an assessment for a family to be returned to support within FEH services.
If a child and family are assessed as requiring ongoing need for statutory social work intervention under a Child in Need Plan, this will be provided by the Safeguarding and Family Support Service (SFS). This ongoing intervention requires parental consent. Not all Children in Need require a Child in Need plan and often the needs identified will be met by other agencies outside of Children’s Services and by the family themselves.
The Assessing Social Worker will organise for the Family to attend an Initial Child in Need Review Meeting within 45 days of starting their assessment and will send a Transfer notification to SFS via MOSAIC at least 10 working days before the proposed meeting with the Family. By the time of the review the Social Worker and Family will put forward proposed services to meet their assessed needs and this may include a family plan developed in through a Family Group Conference.
The SFS Service Manager on the rota to receive the child or young person will review within 3 working days. If there is a query on the threshold applied and the best way to provide help and support to address need the discussion about this needs to be recorded on MOSAIC by the SFS Manager in a child centred way. Including the outcome of the discussion and the decision.
If the transfer is agreed the SFS Service Manager will identify a Team Manager who will take responsibility for the child or young person, and they will arrange for the Social Worker identified to attend the Child in Need Meeting. In the event the Social Worker cannot attend, the Team Manager will either attend or identify a team member to attend the meeting on their behalf. Transfer of responsibility happens on the date of the Child in Need meeting with the family involved.
Prior to or following transfer the assessing Social Worker will be invited to present at the next group supervision of the incoming Team. This is not the transfer point and would not delay the transfer of responsibility.
Where an assessment determines the need to hold an Initial Child Protection Conference (ICPC), the A&I Service Manager will send the notification of transfer via Mosaic the same day a date is given for an ICPC by the Quality Assurance Unit, therefore resulting in a minimum of 10 days’ notice for the transfer.
The SFS Service Manager will review within 2 working days and identify a Team to take responsibility for the child or young person notifying the A&I Team Manager.
The Team Manager from SFS and A&I will discuss and agree the transfer checklist being completed and the child's file being ready for transfer.
Both services will be represented at the Initial Conference. Responsibility for the child will transfer on the day of the ICPC.
The A&I Social Worker will be invited to attend prior to or just after the ICPC to present at group supervision but this is not the transfer point and will not prevent the transfer from happening should it take place after the ICPC.
Where a child is being supported through a Child in Need (CIN) plan in another Local Authority and has moved to Southwark, they will go to MASH. The MASH manager will review the CIN plan and ensure the family have consented to the referral.
The MASH will consider if the threshold is met for a Child in Need Plan in Southwark and if there is an up-to-date assessment and Child in Need Plan agreed with the family. Where the threshold is met and:
- There is not an up-to-date assessment the child will be allocated to A&I to undertake an assessment, where the threshold is met and the family consent;
- There is an up-to-date assessment and consent is clear the MASH Team will notify SFS via Mosaic. The receiving Service Manager should identify a Team Manager whose Team will take responsibility for the child or young person within 3 working days.
The receiving Team Manager will liaise with the transferring Local Authority and with the family to hold a join transfer in Child in Need meeting with the family and agree the child in need plan.
Where a child is being supported through a Child Protection (CP) plan, MASH will notify SFS via Mosaic of any child out of area moving to Southwark with a transfer in Conference to Southwark. This should be allocated to a team within 2 working days to attend the transfer in Conference. See guidance in the Local Resources.
Legal will notify SFS via email of any children or young people where another Local Authority are seeking to designate Southwark as the responsible authority. In this instance the Service Manager in SFS would review the child and with the Legal team determine Southwark’s position on designation. A team should be provisionally identified within 3 working days.
The decision to initiate Care Proceedings is made at a Legal Planning Meeting (LPM) and where there is a recommendation in Assessment and Intervention (A&I) to present to Legal Panel the receiving Safeguarding and Family Support Team (SFS) would be invited to attend.
Where a child or young person supported by A&I enters care proceedings, they would transfer to SFS at the first Hearing which would be attended by representatives of both Teams.
Where a decision is made at LPM on an unborn child currently allocated to A&I to enter care proceedings and the expected due date (EDD) is less than 6 weeks from the date of the Legal Planning Meeting, responsibility will remain with A&I until the first Hearing which would be attended by representatives of both A&I and SFS. The A&I social worker will complete the Social Work Evidence Template (SWET). Formal responsibility will transfer to SFS on the date of the first hearing. Where there is over 6 weeks until the expected due date, responsibility will transfer at the LPM and the SFS team will be responsible for completing the SWET.
Where children come into our care whilst supported by A&I if the child has been presented at LPM with a decision to initiate proceedings transfer to SFS would be at the first hearing where both teams would attend the first hearing. If the decision of LPM was to enter pre-proceedings then both teams should attend the initial pre-proceedings meeting and this should be the transfer point.
If a Child enters our care whilst supported by A&I under section 20 and the plan is rehabilitation. The responsible Service Manager in A&I should notify SFS via MOSAIC with at least 10 working days’ notice of a key meeting this could be the initial Children Looked After review or Initial Permanence Planning meeting. The SFS Service Manager will identify a Team Manager to liaise with the A&I Team Manager within 3 working days of notification.
In the event the child has been living with a carer under a Special Guardianship Order (SGO) or Care Arrangement Order (CAO) for over 3 months, a notification should be sent to the Special Guardianship and Connected Carers Team to transfer to that service.
If at the time of the SGO being granted the child has just been placed or has been there under 3 months, support and monitoring should be provided by the responsible team for at least 3 months prior to transferring to the Special Guardianship and Connected Persons Team.
Where adoption is a possible Care Plan, an Initial Permanence Planning Meeting (PPM) should be held at the earliest opportunity, including pre- birth. Adopt London South (ALS) should be invited to the meeting and all 6 weekly reviews. Where separation between a parent and child is considered there should always be consideration with ALS of suitability of early permanence placement to reduce instability and moves for the child.
In any instance where a parent is considering relinquishing a child, ALS should be notified as soon as possible to provide independent birth parent counselling and support. They also should be involved in pre-birth permanence planning to ensure early permanence is considered and that if the parent does decide to relinquish care of a child there is no delay in this process.
Where the Local Authority are recommending to the Court a Care Plan of Adoption and this is agreed by the Agency Decision Maker (ADM), the child will be jointly allocated to a Social Worker in the Achieving Permanence Team (located in the 0-15 service) from the date of the ADM process. They will work with ALS on family finding and ensuring the Child’s Permanence Report (CPR) is excellent.
From the date ADM, they will lead on Permanence Planning Meetings. From the date of the Placement Order being granted they will become the lead Social Worker. In the event the Placement Order is not granted by the Court, the Team Manager in Safeguarding and Family Support Team (SFS) will consider dependent on the outcome of the Court Hearing the most appropriate team to hold the responsibility for the child going forward.
Where the Safeguarding and Family Support Team (SFS) are in Care Proceedings and a likely permanence plan is long-term fostering or a plan of a residential home, a transfer notification will be sent on Mosaic to
- The 0-15 Service if the child is between 0-15 years old;
- The 16+ service if the child is 15.5 years or older.
This should take place prior to the Local Authority submitting final evidence and Care Plans. By the time of the second Children Looked after Review the Child must have a Permanence Plan incorporated into the Care Plan to be considered at the Review meeting by the Independent Reviewing Officer (IRO).
The Services will identify a Team Manager whose team the case will be allocated to within 7 working days.
The 0 -15 Service or 16 + Service Team Manager will be invited to a Permanence Planning meeting (PPM) prior to final evidence to contribute to recommendations on contact/family time and ensure plans for permanence are driven forward without delay. At the PPM, there will be a discussion about whether the identified Care Team should attend the final hearing.
In the event a Care Order is granted, the child or young person should transfer within 7 days of the final hearing.
In the event a Care Plan is agreed for a child who has been Looked After under Section 20, notification should be sent to the 0-15 or 16 + Service via Mosaic as soon as the Care Plan is agreed. The 0-15 or 16+ Service will identify a Team Manager whose team the child will be allocated to within 7 working days.
For all children under Section 20 aged under 16, the child needs to be presented to LPM or have a recorded consultation with legal which includes the views of the IRO prior to transfer. This is to ensure robust consideration of their legal status.
A joint visit to the child and presentation to group supervision should take place but should not delay transfer. Key to transfer will be ensuring there is handover of key information for the child’s Life Story work and ensuring plans for permanence are progressed without delay.
For children approaching 16 in the 0-15 Service, a notification should be sent on Mosaic to the 16 + service via Mosaic 3 months before their 16th birthday. An identified Team Manager will be identified within 7 days and contact the referring Team Manager.
The two Team Managers should liaise and plan transfer in a child centred way. For children who have not yet achieved permanence this should include both teams attending a permanence planning meeting to ensure a clear focus on achieving permanence.
For some children with established relationships with their Social Workers in 0-15 there may be in exceptional circumstances agreement by the Service Manager for 0-15 for delay in transfer till post a key milestone such as after exams or to ensure stability. The reasons for this delay and the proposed timescale for transfer should be recorded by the Service Manager on the child’s file. In such instances a transfer notification should still happen, and a team still identified so joint work and preparation for transfer can be progressed.
A MASH Referral for a child in need with an identified disability who meets the eligibility criteria will be stepped across AAD to undertake a Child and Family Assessment including disability registration within 45 days.
A MASH referral with a Child Protection concern will be allocated to Assessment and Intervention Team (A&I), unless the child is already known to AAD. A&I will complete a Section 47 enquiry and assessment and work with AAD on the disability registration assessment. In the event the child requires an Initial Child Protection Conference (ICPC) or is identified as needing support as a Child in Need and the child meets the ADD eligibility criteria, AAD should be notified via the Duty Manager and responsibility will transfer to AAD at the ICPC or Initial Child in Need Meeting.
Referrals from other social work teams are discussed between the referring team and the AAD duty manager to establish eligibility and may require a joint assessment. During the assessment the responsibility of supporting the child remains with the referring team until the disability registration assessment is completed and eligibility for AAD service is confirmed. If following the assessment eligibility is met, the normal internal transfer process is followed and the responsibility for the child will be transferred to the AAD team and allocated to a worker. This should happen within 10 days with the transfer point wherever possible being a joint meeting with the family.
A looked after young person identified as requiring adult support are referred to the AAD team for a Care Act assessment. This should be completed when the child is 17 years old to assess their adult needs. The AAD pathway enables the Care Act assessment of young people transitioning to adulthood at 17.5 years, and where eligible will develop the subsequent support plan. Referring in at 17-year-old provides AAD team up to 12 months to plan an appropriate adult service and support the transition to adult services. All relevant assessments, including capacity assessments are completed during this time and the adult support plan will come into effect on the person’s 18th birthday.
The young person will remain the responsibility of the CLA team, supported by the AAD Social Worker until their 18th birthday. At this point, the adult support plan starts and case responsibility transfers to AAD. The Leaving Care Personal Advisor (PA) will continue to support the young person in line with statutory responsibilities.
Where AAD identify non-disabled children in the family in need of help or protection, a transfer request should be made to SFS via Mosaic. This should be responded to within 3 working days. Where transfer is agreed this should happen at a key meeting with the child and family such as at a Child Protection Conference or a Child in Need Meeting.
The Transfer of Responsibility Checklist sets out the expectations for all transferring staff on the information to be provided at the time of the proposed transfer of responsibility and for completing the child's records at the time of transfer. A Template copy of the checklist can be accessed in the Local Resources.
Please see: Transfer of Responsibility Checklist.
Last Updated: February 20, 2024
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