thurrock council - family group conference policy and ......agency working to combat domestic...

Mandy White October 2018

Family Group Conference Policy and Procedure for Thurrock Council

This document sets out the policy and procedure for Thurrock’s Family Group Conference Service

1. Introduction

1.1 The aim of the policy is to ensure that the Family Group Conference Service (FGC) fits with statutory requirements and FGC Principles and Practice Guidance 2002, (Family Rights Group frg.org.uk) to support parents, families and friends to create a plan of care for a child/ren in a safe and conducive manner.

1.2 Thurrock’s Family Group Conference Service reflects the promotion of such a service in accordance with the White Paper: Care Matters, Time for Change; which showed the gap between children looked after and that of their peers living with their families widening. Chapter 2 of Care Matters 2007, Children on the edge of care states t ha t ch i ld ren shou ld be suppo r ted wherever possible to stay in their families unless safeguarding issues prevent. This publication proposed a number of initiatives to support this, one of which is the promotion of the FGC model. In addition the Public Law Outline, 2008, directs all Local Authorities to undertake pre court work and assessment before bringing the matter into the court arena the pre court check list now requires the completion of a Core Assessment, Family Group Conference and connected person/Special Guardianship Assessment before proceedings can be progressed. Furthermore, it takes forward Pauline Watt’s recommendations, made in the review of the Child Care Proceedings System of Thurrock social care, for more consistent local use of early advice, advocacy and Family Group Conferencing to help vulnerable families to understand local authority concerns and to be encouraged to address these as early as possible and before proceedings are issued. It also supports Thurrock’s Children’s Trust Partnership Board, as part of Staying Safe, to improve better inter-agency working to combat domestic violence. Family Group Conferences are identif ied in revised Childrens Act Guidance to Local Authorities on preparing for care proceedings. ( para 3.24). In addition, para 24, (Statutory Guidance on Court orders & pre proceedings) states: Local Authorities should consider a referral to FGC if there is a possibility of a child not remaining with parents.

1.3 Thurrock’s FGC Service, in accordance with the Principles and Practice Guidance, (FRG, UK FGC network & CAFCASS 2011. Principles 1-6.) will:

• Help build a working partnership between the family and Local Authority

• Endeavor to engage both parents, the family and community, including non-resident fathers, maternal and paternal relatives

• Address concerns by sharing information and harnessing the


resources of the wider family, community and agencies.

• Provide information and support to parents and wider family members so that they are fully informed and aware of their rights and options.

• Ensure that the child’s views are heard.


• Explore alternative care arrangements with the family if the child cannot live with their parent/s, thus enabling chid/ren to remain with their family network, where possible, provided it is safe and in the child’s interests.

FGC is a voluntary process which is child centered and family led. This means that neither the child nor the family can be made to have an FGC. (FGC Practice Guidance 2011 revised 2014. Developed by FRG in consultation with UK FGC Network & CAFCASS)

Thurrock FGC service is one that will empower and enable families to use their expert knowledge of their family unit to create a plan that will address the Local Authority concerns, safeguard and promote the welfare of their children with their family. It will promote the active participation of children, young people and families in the design, planning and the review of the services they receive and maximize their initiatives to produce their own solutions. Thurrock FGC service recognises and continues to develop practice and awareness of diversity and equality to ensure that the unique needs of parents, families and children are met. Thurrock FGC team is an Accredited service led by an Accredited lead coordinator, and works within a framework of standards to ensure a high quality of service to the families of Thurrock. (Accredited by Family Rights Group, frg.org.uk and LCAP, London Consortium Accreditation Programme, LCAP).

2.0 Defining Terms

2.1 Family Group Conference (FGC) refers to a decision making and planning process whereby the wider family makes plans and decisions for children and young people who have been identified by Thurrock’s Children’s Social Care as being in need of a plan that will safeguard and promote their welfare.

2.2 Family Member is a broad reference to all people who the family perceives as supportive. They can consist of blood and non-blood relatives

2.3 FGC Coordinator is a member of Thurrock Council staff who coordinates the Family Group Conference process from referral to review and is key to promoting the ethos of family empowerment and solution-focused thinking within this process.

2.4 The FGC Coordinator is Independent, meaning they have no involvement in any professional decision making or allocation of resources for the child/young person. They will hold no other professional role with the family and remain independent of the social work process.

3. Aims and Objectives of Thurrock’s Family Group Conference Service: -

• Prevent young people coming into care/accommodation; reduce time in care

Resolve issues of contact between children and parents and/or family members

• Prevent/reduce child protection concerns

• Identify family members for support or care

• Support for a child returning to parents from care


• Maintain children at home or with extended family members

• Prevent school exclusions; improve school attendance


3.1 Criteria for Family Group Conference Referral

• All families whose children are subject to a Child Protection plan after an

initial protection conference and those already subject to a Child Protection plan.

• All families where children have met the threshold for being taken into care, including those subject to care proceedings,

• Children being rehabilitated to family members after a period of time being looked after • Families where child protection procedures are being considered.

• When Public Law Outline is being proceeded

• Person with PR has given consent to a referral being made. (If both parents are unable to consent for any reason, an FGC referral will be considered on the grounds of the benefits to the child/ren).

3.1a The purpose of this procedure is to ensure that safe and conducive conferences are undertaken that will improve the outcomes for children and help maintain children living with their families

3.2 The term family member is a broad reference to all those people who the family perceives as being supportive. They can consist of blood and non-blood members.

3.3 The Family Group Conference has 5 distinct stages. The Referral, Preparation, The Conference, Implementation of the Plan and Review of the Plan and is identified in Appendix A

4. Principles of the Family Group Conference

4.1 Families have the right to clear, appropriate information about the family group conference process and why they have been offered an FGC.

4.2 Families have the right to be involved in the planning of the meeting,

4.3 Family members have the right to be acknowledged as decision makers in the family group conference process,

4.4 Families have the right to private family time and a supportive and safe environment to make plans,

4.5 Families have the right to have safe plans agreed, supported and resourced by Thurrock Children’s Services.

4.6 Families have the right to be involved in the development of family group conferences

5. Equalities and access

5.1 The FGC Coordinator will try to ensure the FGC process is experienced as inclusive and non-discriminatory by discussing the individual circumstances of each family member with them and tailoring the FGC as appropriate. Particular attention will be given to the characteristics of race, religion/belief, pregnancy and


maturity status, age, sexual orientation, disability, sex and gender reassignment although any factors that the family identifies as a barrier to engaging in the FGC process will be taken seriously and reasonable adjustments made.


5.2 The FGC Coordinator will take time to understand how religious beliefs, cultural traditions and other lifestyle factors influence how the family operates as part of the preparation stage

5.3 People with additional communication needs may use a range of communication methods and approaches. These include signing systems such as British Sign Language, Symbol Systems such as picture communication symbols and augmented communication aids. An individual approach to understand each family member’s communication method is taken and is accommodated with the FGC process.

5.4 The family will decide what language will be used at the FGC, with interpreters provided for the others present as needed.

5.5 Information on the FGC process can be made available in a variety of languages including Braille and audio transcripts.

5.6 The format of the FGC will be adjusted as necessary in order to accommodate breast feeding mothers, prayer time, medical or psychological requirements or any other need as appropriate.

5.7 The FGC will be held in a location of the family’s choice that is not the home of a family member, (except in exceptional circumstances), subject to risk assessments by the FGC Coordinator. The FGC Coordinator will seek to make any reasonable adjustments required to support access to the venue.

5.8 Light refreshments will be provided with regard to cultural, religious and other beliefs.

5.9 Thurrock’s FGC Service recognises that families consist of blood and non-blood relatives and that the conception of family often varies by religion, cultural or other beliefs. Thurrock’s FGC service has a broad conception of the term ‘family’ and will seek to engage all those the child and their immediate carers identify as family.

6. The Referral

6.1 Before a referral is made to the FGC service there is a requirement for the agreement between the Team Manager and the Social Worker (SW) that the Social Worker will attend the FGC and stay for the duration of the FGC. If, on the day of FGC the social worker is unable to attend due to sickness or Court attendance, the Social Worker’s Team Manager, or a colleague, who has some knowledge of the case, will attend on the social workers behalf. The FGC should not be attended by the social work duty worker, unless the duty worker has knowledge of the case. The attending social worker will explain to the family, the context to the FGC, what the family will need to address and the bottom line, (what will happen if the situation does not change or improve).

6.2 The proposed referral should be fully explained to the parent/s and their agreement must be sought before the referral form is completed. The child should be told about the FGC if age/understanding appropriate and an explanation of their involvement in the process must be given.


6.3 Once agreement has been reached the FGC referral form should be completed ensuring that any issues of health and safety are clearly recorded. The referral form to be electronically sent to the Lead Family Group Conference


Coordinator. The referrer will ensure that they update the FGC coordinator if further risks become evident after the referral has been made.

6.4 Within five working days of the referral form being received an acknowledgement and estimated allocation date will be provided to the Social Worker. .

6.5 If there is a waiting list for the allocation of a coordinator the Social Worker will be informed of the expected allocation date.

6.6 The coordinators will endeavour to complete the conference between four to eight weeks of the allocation date.

7.0 Preparation ~ Stage Two

7.1 Once the FGC referral is allocated to a coordinator stage two, The Preparation Stage will commence. Within one week of the allocation date an Initial referral meeting between the SW and coordinator will be arranged to discuss the reason for referral, the crucial information that is to be shared with the person with PR; young person; and consequently with their permission, the extended family. The Coordinator will discuss with the referrer the critical questions to be posed to the family that will help them put a plan together around the concerns of the Local Authority and will also discuss any bottom line that needs to be considered by the family. The Coordinator will also get some possible dates the referrer is free to give to the family so that they can choose which date is appropriate for them and the referrer’s mobile number. 7.1a Both parents will be consulted about the FGC. The coordinator will strive to engage absent parents in the FGC process. In cases where restrictions exist, (Non molestation Order, license conditions) the parents will be encourage to participate in a safe way by holding a revolving door FGC or by including by way of an elected person to ensure the parents views are represented at FGC.

7.2. The coordinator will visit the person / persons with PR to explain the FGC process and the referral. The Referral will contain the background to the case along with all the information that the family need to address and subsequently shared with the extended family. This will give the person with PR the necessary information to make a decision as to whether to go ahead with an FGC and also who they wish to explore who they would like to attend the conference. It also gives the family an opportunity to say if they need any of the information kept confidential. The adults and young people, if age appropriate, will be asked to sign a consent form for the information to be shared at this meeting or a subsequent meeting with the young person. An FGC information leaflet will be given to the family, Thurrock’s Complaints, Compliments and Comments procedure and information on organisations that can provide the family with independent legal advice and information.

7.3. In consultation with the adults and young people a decision will be made about excluding individuals from the meeting if there are concerns that their presence would be a risk to anyone’s safety, or their presence would negatively influence other family members. The coordinator will explore if there are alternative ways of


ascertaining the excluded person’s views.

7.4 The coordinator will explore with the person with PR their extended family and who they wish to attend the FGC. If the child is of a sufficient age or understanding, they will be included in the process and asked who they would like to attend the conference. If there is any discrepancy between person with PR and the young person the Coordinator will explore what the cause of the discrepancy is and try to reach an agreement from both parties. The child will be given the opportunity to attend the conference if it is safe to do so.

7.5 If the child/young person wants to be supported at any stage of the FGC


process, either during the preparation stage or in order to attend the conference, the coordinator will explore whether the young person requires an advocate. This could be friend, a family member not directly involved in the case or an independent advocate. The advocate may be needed for the young person to express their views, wishes, hopes or fears. The young person will be given the opportunity to influence who attends the FGC as well as when and where the FGC is held. If the support person is a friend/family member, the coordinator will visit the person to explain the process. During this visit, ways in which the advocate can obtain the young person’s views will be explored with them. If an Independent advocate is needed, this will be sought by the FGC service through the agencies provided, in an addendum. It is necessary for the Advocate to appreciate and agree that any information that is shared in front of them is confidential, unless it places a child/young person at risk. After the meeting, the advocate and coordinator will meet with the child/young person for debriefing, to ensure that the young person is secure with what has happened in the process.

7.6 If an Independent advocate is needed they will meet with the young person at least once before the conference. The Independent Advocate will follow their procedures, but we will ensure that they understand the FGC process and our procedures

7.7 If the child chooses not to attend the conference they will be given the opportunity to give their wishes and feelings through another media such as a letter, tape, drawing or video or may wish to use an Advocate to speak for them and voice their opinions. In the case of an Advocate speaking for them, the same procedures as above will apply.

7.8 The coordinator will visit each person who has been identified by the person with PR and the young person to attend the conference. The Coordinator will discuss the FGC process, the Referral and the concerns of the Local Authority, which the person with PR has consented to share. The Coordinator will also explore any issues regarding relationship dynamics that may need to be managed during the FGC.

7.9 Family members who cannot attend the conference will be supported by the coordinator to contribute in other ways either by writing their views down with the Coordinator’s visit or if the family member realises after the visit with the coordinator that they are unable to attend the Coordinator use whatever method that is safe and secure to give the Agenda to the family member prior to the FGC so that their views can be shared with the family. In the event of the family member being unable to attend on the day then the Coordinator will send the Agenda and questions, the family’s permission, to them so that their views can be added to the Plan.

7.10 The professionals identified on the referral form or through the FGC process will be consulted and invited to attend the FGC. Professionals will be named as “information givers” throughout the FGC process.

7.11 The coordinator in consultation with the family will organise a date and venue for the FGC to take place that is convenient to both the family members


and the professionals. An invitation letter confirming the date and time will be sent to each participant.

7.13 It is made clear to the family that the all information shared during their meetings with the Coordinator is confidential and that the only written document to come out of the FGC is the family’s plan itself. However, It is also made clear to the family that anything of a safeguarding issue that arises out of the family visits or visits with the young person will be shared with the appropriate agencies. The family is also given the right to consent to share information and are asked to sign a consent form for this purpose. It is also made clear to the family within the Consent procedure that they can withdraw their consent at any stage.

7.14 The coordinator will keep minimal case notes regarding dates of visits to relatives. All other information gathered by the coordinator during preparation time will remain confidential unless it is new child protection information that poses a risk of harm to the child, or information concerning risk to other participants whereupon the coordinator would follow the Thurrock safeguarding procedure.

8. THE CONFERENCE

8.1 The FGC conference itself has three stages, Information Giving, Private Family Time and Plan and Agreement. On the day of the conference the referrer must be present throughout the conference even though they will not be in the room during private family time.

8.2. During the information giving stage all professionals will be asked to either attend in person, or present a short bullet point report that encompasses both the strengths and areas of concern for the family unit in context to their involvement. The questions that the family need to create a plan for will be presented to the family.

8.3 The professionals will be asked to leave the room and the coordinator will stay only to share the views and wishes of absent family members and children. The coordinator may stay to initiate the FGC discussion if appropriate and only if necessary, before leaving the room. The family will be given the necessary private family time to create a safe and workable plan. Light refreshments will be provided.

8.4. The conference will allow the family the length of private family time needed to create a plan. The length of time a family need to create a plan is the responsibility of the family and is not influenced by the professionals. During this time professionals will not be present. The coordinator will return to the conference room only if the family require assistance and will answer any questions and then leave the room.

8.5. The advocate will remain with the young person throughout the conference. The advocate will support the young person to make the decision if they feel able to stay in the conference room for the whole meeting.

9. THE PLAN


9.1. When the family feel their plan is complete the FGC coordinator and the referrer will return to the conference. The coordinator will ensure the plan is sufficiently detailed and recorded as an action plan noting who will be monitoring


the plan. A date to review the plan will be negotiated at this point with the family.

9.2. Once the plan is fully recorded the coordinator will ask the referrer to agree the resourcing and safety of the plan at the Conference. If the referrer is unable to agree with any safety issues of the plan, it will be negotiated with the family at the C o n f e r e n c e . If the resourcing cannot be agreed by the referrer before consulting with a manager the coordinator will set a date for this to happen. The referrer will be expected to give a response in three working days of the conference.

9.3. The referring agency should agree to support the family’s plans unless it places a child at risk of harm. The referrer is expected to provide reasonable resources to make it happen.

9.4. Any financial or resource implications should be discussed with the appropriate manager prior to the conference taking place.

9.5. Other agencies whose support is required to carry out the plan should respond within five days as to whether they can provide the support requested and when this support can begin.

9.6. The plan will be written up by the coordinator and distributed to all parties within three working days of the conference taking place. If the child is on a CP plan, or is a CLA (Child Looked After), this will also include the Chair of the CP conference, the IRO, (Independent Reviewing Officer), and Thurrock Legal Team. . The plan will be recorded as agreed by the family and will include details of what resources the family needs and how the proposals in the plan will be carried out and monitored. The referrer is responsible for recording a copy of the Family Plan onto the current information recording system, (LCS). 9.6a All participants in the FGC will be asked to sign a form of consent to record the plan, including their name and details, onto LCS. (GDPR, General Data Protection Regulation. May 2018).

9.7 It is made clear to the family, during the preparation meetings that the plan is the only written information that comes out of the FGC, unless there are any Child Protection issues raised with the Coordinator

10. REVIEW FAMILY GROUP CONFERNCE

10.1. A review FGC date will be arranged with the family members and professionals. The review timescale will be negotiated with the family but unless otherwise r e q u e s t e d b e t w e e n 6 - 1 2 w e e k s a f t e r t h e i n i t i a l


F G C . For c a s e s being considered by the Court the review date will be offered to the family after expert reports are circulated to all parties and judgment has been given.

11.0 Responsibility of the Social Worker

11.1 At the preparation stage, the Social Worker will:

• Retain case responsibility for the child/young person, or inform the FGC coordinator of the allocated Social Worker if the case is transferred or the Social Worker changes.

• Continue their existing role with the child/young person and keep the Coordinator aware of any significant developments; i.e. child/young person becomes looked after, especially if there are safety implications such as a violent family member is released from custody;

• B e open with the family as to why the referral, to the Conference, has been made; i.e. that concerns are serious and the child/young person could be taken into care;

• Present openly all of the issues that need to be addressed in the family plan


and outline any non-negotiable points of safety; • Obtain permission from the family members with Parental Responsibility to

share information with other professionals and the wider family network; • Jointly work with the Coordinator to secure a safety plan that will protect all

participants at the Conference; • Respond in a timely manner to requests from Coordinator for information,

dates for Pre-Conference meeting and Conference meeting itself. • Attend Pre-Conference meeting, with supervisor if necessary, to discuss the

referral and to agree questions for the conference with the Coordinator; • Contribute to a safety plan for the Conference and agree which referral

questions are key to this family making a safe plan i.e.

o Who can be the carer(s) for the child or young person; o Who will make sure this plan will happen; o What would the backup plan be: o What needs to happen to support this plan.

11.2.1 At the information giving stage: It is expected that the Social Worker will:

• Provide, clear, jargon free, accessible information that the family will

understand, • Be clear about what the family’s strengths are as well as the concerns for the

children and young people including any non-negotiable points of safety for the children.

• Answer questions from family members in an open and honest manner.

11.2.2 During Private Family Time:

The Social worker does not take part, direct or have influence in Private Family Time, but will remain in the building and available to the family if they need further information.

11.2.3 At the point of negotiating and agreeing the plan:

• Agree to support and implement the Family Plan, unless it places the children

and young people at risk. Any disagreement with the Conference’s decisions must be made clear to the family with the reasons for the disagreement; these discussions must be shared with the family at the conference so that it can be negotiated with the family

Explain to the family how the plan will be used and supported. (Ie: Presented at CP reviews, core group meetings).

• Agree to resource the plan and detail any restrictions / timescales. ( I.e:Viability/SGO assessments) • Ensure that family plans, agreed at the Conference, are used to inform all

other plans that children and young people are subject to.

11.3 After the Conference, the Social Worker will:

• Implement the plan as agreed at the Conference, • Resource the agreed plan


• Record the written plan on LCS on receipt from the FGC coordinator. • Adopt the agreed plan as the Multi-agency plan and use it to inform all other

planning systems that the children / young people are subject to e.g. Care Plan.

• Refer family back to the Conference should any key element of the plan not be implemented.


12. Responsibilities of the Family Group Conference Coordinator:-

12.1 At the preparation stage:

• Will meet with referrer to discuss the referral and ensure that there are current

strengths and challenges as well as suitable Family Group Conference questions for the family to make a plan

• Will ensure that the referral has been agreed by the person with PR

• Will agree dates that the referrer can make ensuring that the date is within 8 weeks after referral has been allocated

• Will meet with parent/carer and young person to gain written consent to proceed with an FGC, discuss referral, to gather names of wider family which may include friends of the family and agree date, time and venue

• Will meet with identified family members to discuss the referral

Will endeavor to engage absent parents.

• Will ensure that all family and friends are well informed and have enough information to enable them to address the LA concerns, including where to find free impartial advice.

• Identify and address any relationship difficulties in order for a family to come together to focus on the needs of the child/ren.

. Will identify and address the needs of individual family members to ensure that they are given equal opportunity to participate fully in the FGC process.

• Ensure the view of absent family members have been sought.

• Give Thurrock’s complaints procedure to family and friends where relevant.

• Will ensure all who are to attend the conference are invited in good time

12.2 At the Information Giving Stage:

• Set the context of the Conference (why we are here) and establish the format of the meeting, housekeeping and ground rules,

• Facilitate the sharing of all relevant information in a jargon free accessible manner using everyday language,

• Ensure that all participants but especially the child / young person is comfortable and that his / her voice is ‘heard’ at all times. Where necessary, an Advocate may, subject to agreement, be used,

• Intervenes and re-focuses the meeting where necessary bring the Conference back to agreed topics,

• Maintains safety at the meeting, even if this requires adjourning or stopping the meeting completely,

• Prepares the family for private family time.

12.3 During Private Family Time:

• Remain available for the family but not within the room, • Only interfere in Private Family Time if the family asks for further information or

there is some concern about the safety of one or more participants. If there is a concern of safety to any individual during Private Family Time, the

coordinator will stop the FGC immediately and take appropriate action to ensure safety.

• Offer the Social worker / or other professionals the opportunity to give feedback on their experience of Information Giving stage.


12.4 At the point of negotiating and agreeing the plan:

• Assist the family to present their plan, clarifying any ambiguous points and identifying any unmet needs of the child/young person that might compromise their safety.

ƒ • Ensure the family has addressed all the concerns raised by the local authority and that the plan is as full as the family can make it.


• Confirms consensus within the family for the plan

Invite the family to add any issues that need addressing if relevant. • Helps provide a favourable and conducive environment for Social Worker to

consider the plan e.g. provide the opportunity for Social Worker to discuss plan with their supervisor,

• Check and ensure availability of resources, • Identify who will monitor the plan, and • Establish follow-up arrangements. Circulate feedback forms to all attendees, including the referrer. • Agree a review date with family and referrer

12.5 After the Conference, the Coordinator will:

Write up the plan and send it to the referrer within 24 hours of the FGC. • Circulate the plan as agreed at the Conference, • Accept feedback / debrief participants as necessary, and • Close referral/ withdraw from working with family until the next Conference is required when the process starts again.

Appendix l – Timescale Flowchart

REFERRAL

5 working days

ACKNOWLEDGEMENT AND ESTIMATED ALLOCATION DATE

Within 5 Working days of Allocation

DATE SET FOR INITIAL REFERRAL MEETING

Preparation

time 4 - 8

Weeks

CONFERENCE

Within Three Working Days

Agreement for resourcing plan from management if necessary

Within Three working days

PLAN DISTRIBUTED


6 – 12 weeks1

REVIEW FGC

13. Comments, Complaints and Complements

13.1 Children and / or their families can make comments, compliments and


Complaints about the FGC service and another service they receive from Thurrock Council by:

� Speaking to the Coordinator

� contacting the Service Manager � Going through Thurrock council ’s Complaints procedures found on the

Council’s website � The information above will be given to the family on the initial visit from the

Coordinator through FGC information leaflet

thurrock council - family group conference policy and ......agency working to combat domestic...

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