Record Keeping for Foster Carers

The Statutory Guidance for Foster Care 2011 requires fostering providers to have in place policies which enable foster carers and staff to keep clear records about children in care and the work and care that foster carers undertake with those children. Information recorded should be non-stigmatising and distinguish between fact and opinion. All foster carers are required to keep records about the children in their care.

Standard 26 of the National Minimum Standards (2011) further states that:

• Information about the child should be recorded clearly and in a way which will be helpful to the child when they access their files now or in the future
• The importance of the foster carer understanding the important supporting role they play in encouraging the child to reflect on and understand their history
• The child, subject to age and understanding should be encouraged to keep appropriate memorabilia (including photographs) of their time in the placement
• The fostering service makes this role clear to their foster carers and ensures they can record, and help children make a record of (subject to age and understanding), significant life events
• Children are actively encouraged to read their files, other than necessarily confidential or third-party information, and to correct errors and add personal statements

Why Keep Records

All foster carers are required to produce foster care recordings on children who are placed with them. Foster carer records are invaluable as they form a unique record of the life of the child they are caring for. Keeping an accurate record of the daily events in the life of a foster child is important as carers are part of a wider team tasked with supporting and meeting a child’s needs. They are an essential information source for other professionals and for the child in their care who may wish to access their records in the future. This is important because, in later years, a child will not glean a real picture of their lives in care from social worker records. They should be able to get a sense of their lives in care including events, outings, achievements, friendships, relationships and experiences. This makes them an extremely important part of the fostering task.

Records are not simply a running ‘commentary’ about daily life in a fostering household. Foster carers need to be trained in record keeping as they need to provide clear, concise information. Foster carer records become part of the child’s file and should be viewed and written in that way.

Recording for carers and all involved in the care of a child or young person has a number of important purposes as records:

• Provide the Service, the child’s social worker, the supervising social worker and the foster carer with information on the child that will assist in good planning for that child
• Offer the child’s social worker an accurate picture of the child, which in turn should help them in their understanding of the needs of that child
• Identify progress and development that the child is making
• Help identify any concerning patterns of behaviour and possible triggers for these
• Provide children and young people with a coherent narrative of information about their time in care which helps them understand the decisions that were made by others about them
• Provide the child/future carers with an understanding of the past and early life experiences
• Help the child remember key events in their life which they may otherwise have forgotten
• Provide continuity for the child when social workers are unavailable or change
• Provide a more reliable record than memory alone
• If an allegation is made against a foster carer, the existence of full and accurate recording will help the carer recall the specific circumstances
• Give foster carers a system of passing information to social workers/team managers between social worker visits
• When foster carers present reports for children’s reviews, based on their records, this ensures that their views and concerns are taken into account in planning for the child’s future
• Records will be very helpful to foster carers who are called on to give evidence in court or to a Family Proceedings Advisor appointed by the Court in Care Proceedings
• Provide an opportunity for foster carers to reflect on the placement and to review their practice and learn from mistakes and good ideas
• Contribute to a child or young person’s life story work.

Foster carer recordings belong to the Service and will form part of the child’s record. If foster carers need support to complete the records required, this should be discussed with their supervising social worker who will support foster carers to put in place strategies to assist them with their recording.

It is important that foster carers also maintain a personal diary or record for themselves of what happens in a placement. This remains their record of a placement and can be useful if foster carers need to recall details of what has happened in a placement later or once the placement has ended. When recording in a foster carer’s own diary it is best to use initials to identify children or parents or other individuals because this helps maintain confidentiality over time in the event of theft or other loss of the personal diary.

When to Record

This is likely to vary depending on the length of time that children have been placed with the foster carer. The Fostering Network advise that 5 to 10 minutes per child per day should be sufficient to spend on recording. At the initial stages of the placement recording levels are weekly as this is the period during which the foster carer is getting to know the child and gain a better understanding of their needs. Information recorded by the foster carers will assist discussion at the child’s first review and assist the child’s social worker in completing their assessment of the child and their family. After that initial stage recording is more likely to be a summary of the child’s progress, achievements, events, changes in behaviour and family contact.

For long term settled placements, by agreement with the child’s social worker, the expectation is that foster carers will record a monthly summary as this will help monitor the child’s ongoing development and provide information for an adult accessing their record on their experiences in foster care. (See Appendix 3 – Foster Carer Recording Template – Monthly Summary)

Short break foster carers will need information about the children they care for, which will be given to them by the main carer and the child’s social worker. Whilst the child is in placement the short break foster carers should make records about the events, experiences and reactions of the child while they are placed, to pass back to the main carer or social worker.

Foster carers will need to record any significant incidents and events and should notify their supervising social worker and the child’s social worker of these that day or, outside of office hours, through the Emergency Duty Social Worker. Significant incidents and events are detailed below and must be recorded on the Foster Carer Recording of Significant Incidents and Events Template (see Appendix 2- Foster Carer Recording of Significant Incidents and Events Template). This is to help us monitor the frequency of these incidents and to report as necessary through Governance on a monthly basis. Significant events and incidents include:

• The child/young person needs medical treatment at hospital including treatment in an emergency, usually at A&E, planned treatment which involves the child staying overnight or longer, if the child has a serious illness or an accident
• You become aware that the child/young person may have been abused (physically, sexually or emotionally) by another person, child or adult
• The child/young person makes an allegation or a disclosure of abuse
• The child/young person has been physically aggressive towards you, other fostered children or a member of your household/family
• The child/young person is absent from your home without your agreement and you do not know where they are; you have contacted EDS and/or the police. (Do not complete for short absences where there is no need to contact EDS/police).
• The child/young person has absconded and is absent from the placement without permission and who is subject to an order or requirement resulting from the criminal justice process (e.g. remands, curfews, tagging, other bail conditions). A young person in this category must be reported to the police without delay
• You have found it necessary to physically restrain a child or young person.
• You suspect the child/young person may have committed an offence.
• You suspect that the child / young person is involved in child sexual exploitation.
• The police are called to your home as the result of the child/young person’s actions
• The child/young person has a disease which is so serious that the doctor attending the child must notify Public Health.

Parent and child carers' recording has to be particularly precise, as developmental changes in the child and any change in parental care have to be detailed. Parent and child carer records are part of an assessment, which a Family Proceedings Advisor appointed by the Court may wish to read and copy for use in a hearing. Parent and child carers may be required to attend Court to give evidence and parent and child carers need to be prepared for this and will receive support from the child’s social worker and their supervising social worker. There is a separate procedure for parent and child placements and the specific record keeping required.

What to Record

A separate record must be kept for each child placed as this is their individual information and will be placed on their individual record. The Family Placement Service provides a Foster Carer Recording template for carers to use for recording (see Appendix 1- Foster Carer Recording Template) and a Foster Carer Recording of Significant Incidents or Events template for recording of significant events (see Appendix 2- Foster Carer Recording of Significant Incidents and Events Template). A Foster Carer Recording Summary for Long Term Care template is also appended (see Appendix 3 – Foster Carer Recording Template – Monthly Summary).

Paper records should be signed by the foster carer. Where the foster carer sends records electronically, the foster carer must convert the record to a PDF document and the email will serve as evidence that this is the copy provided by the foster carer.

The following are the key issues and events which foster carers should consider recording:

• Brief day-to-day record where applicable for new placements;
• Child’s development -the child’s physical, emotional and behavioural development (for example, are milestones age appropriate, if not what areas does child struggle with), self-care skills, mobility, speech/language; independent skills; note any progress/achievements made whilst in placement, significant milestones in development, e.g. first word, first day at school;
• Child’s Presentation - how does the child present emotionally (for example contented, sociable, angry, withdrawn, anxious), any changes or concerns in behaviour or mood including details of actual behaviour observed, what was happening before it started and the foster carer’s or other’s response to it;
• Fostering Household - what is the relationship between the child and members of the fostering household including other children in care? Are there any issues or concerns or disagreements and how were these managed? Does the child respond to the house rules? What if any sanctions have been used? Changes in circumstances of family members;
• Health - the child’s emotional and physical well-being, health interventions; periods of illness; eating/feeding/sleeping patterns, self-harming behaviours, accidents or injuries (even if slight). Foster carers should also use the child’s health folder to record planned health appointments including dental and opticians and the outcome of these, any emergency health appointments and outcomes and any medication (including over the counter medication) that they administer. Foster carers must inform the child’s social worker about medical appointments and dental checks as the social worker has to record this information on the child’s record;
• Education - what progress is the child making school/college/training/employment. What contact has there been with the school etc including feedback from parents’ evenings? Are there any concerns about the child being bullied or bullying?
• Social - is the child able to make and maintain friendships? What social activities and interests /clubs are they involved with and with whom? Dates and times the child is away from home staying with friends or birth family or on holiday;
• Contacts with social workers, other agencies and dates of meetings attended;
• Family contact - what family contact has the child had, who was it with and where; was this a positive or negative experience for the child? Child’s presentation before and after contact;
• Times when alternative care has been given, e.g. babysitters, with details of who they were and what they did;
• Safer Care - is the child displaying any concerning behaviours (for example aggressive behaviour, harmful sexual behaviour, going missing; using drugs/ alcohol/ offending/Police involvement/ damage to property/ injury to foster carer). Have there been any conversations with the child about the foster carer’s concerns and what strategies have been put in place to manage them. Details of requests for help or assistance;
• Significant Events or Incidents – see above and specific template. Details of any allegations/disclosures the child makes and the foster carer’s response to this. When recording allegations/disclosures record the date and time the allegation/disclosure was made and where, who was present when the allegation/ disclosure was made, exactly what the child said using their words, the child’s presentation, what action the carer took, for example who this was reported to and any advice/actions that the carer was given or requested to do.

Tips for recording

• Before you start be clear about why you recording;
• Record as soon as possible after an event or observation;
• Use plain language and avoid jargon and keep it simple;
• Wherever possible stick to the facts-information recorded should be factual and not personal opinion unless it is clearly stated as such, i.e. ‘In my opinion…’ and there should be an explanation of why you have come to that opinion;
• Record in a way that you would be happy for the child or family to read what you have written;
• Describe behaviour, for example, Jack refused to get dressed for 30 minutes this morning rather than Jack was badly behaved this morning;
• Try not to “label” the child, for example, Susie does not like vegetables rather than Susie is a fussy eater;
• Don’t forget to sign and date each paper record or convert electronic records to PDF.

Any records relating to a child in care are regulated as personal data by the Data Protection Act. Some of the data will also be classed as special category data. The Data Protection Act covers access to any records kept either as hard copies or on computer. The Act increases the rights of the public to have access to any records that may be held on them. For this reason it is important that foster carers make records in a factual manner and that the records are kept secure.

Foster carers will receive blank copies of recording templates or electronic copies as part of their induction following their approval. Handwritten records must be clearly legible. Information about children or young people needs to be recorded and stored securely. There should be a separate record kept for each child in placement. Paper recordings and documentation (i.e. care plans, placement records, health book, minutes of meetings) should be kept together and in lockable boxes or cabinets.

If a foster carer is keeping records on a computer or other mobile device, the device must be password protected or accessible only to the foster carer through touch screen etc so that they cannot be accessed by other members of the household. Records sent electronically must be converted to PDF format by the foster carer. Emails with records attached must be sent securely using Egress with the child’s initials only in the subject line and then erased.

The supervising social worker should read the records at every supervision session with the carer and evidence on the supervisory visit record that they have read them. The child’s social worker should also read the records on a regular basis and should also evidence that they have read the recordings. Foster carers’ personal diaries do not need to be seen or signed.

During the time the child is in placement and on a regular basis the foster carer will give the handwritten carer records to the child’s social worker who will scan this to the child’s record. Where records are produced electronically the foster carer will email the PDF document to the child’s social worker who will upload the records onto the child’s file on a regular basis. The foster carer must copy the supervising social worker into these emails. When the records are sent electronically foster carers should do this securely using Egress and should use the initials of the child in the subject line, ensuring there is no other identifying information.

During supervision sessions with the foster carer the supervising social worker must check with the foster carer whether any significant incidents have taken place which should have been notified since the last supervision session. Significant events or incidents must be passed on immediately to the child’s social worker and supervising social worker or, if they are not available, the Duty Social Worker in either team or, out of office hours, the Emergency Duty Service. The supervising social worker and child’s social worker will notify their relevant team managers of significant incidents and the relevant Service Managers and Head of Service will be informed depending on the incident. Incident Reports or other Governance processes will then be actioned as required by the relevant social worker.

When a child’s placement ends all foster carer recordings and all paper records need to be returned to the child’s social worker and these will then be kept on the child’s file or, where duplicated, securely shredded. The foster carer must delete all electronic records that they hold on the child. The foster carer should keep a record of the child’s name, date s/he arrived and left and of when the information was passed to the Service in case the foster carer needs to access it later.

Children and young people should also be aware that foster carers have a responsibility to write down information about the day-to-day events of the placement and they should understand the reasons for doing this. With some events the foster carer may want to consider whether it is appropriate if the young person contributes to the recording. This can be discussed further with the supervising social worker.

Children or young people can ask to see their records at any time and should be given the opportunity to see them. However, foster carers should not share these records with children or young people directly. The written information about a child or young person should be given to the child’s social worker. The Service will then compile the records to be shared. This is to ensure that third party information is removed. The Service can refuse access to records if there is information within them that is considered to have the potential to cause serious harm to the physical or mental health of the service user.

Collecting mementos can provide an important part of a child’s memories. This can be any item no matter how trivial it seems to you, as it may be both important and have meaning for the child. They may bring mementos with them, they may choose to bring nothing or they may have nothing to bring. It is an idea to keep a child’s mementos in a special place decided, and perhaps decorated, with the child. Significant items and events such as a new born baby’s hospital identity tag, school certificates or other items recognising a child’s achievements should be kept and passed on to the child or social worker at the end of the placement. Foster carers should compile video or photographic records which include events such as birthdays, Xmas or holidays for the child.

Advice on recording is given to prospective carers during preparation and assessment, which is built on during further training provided by the Family Placement Service. As part of the core training requirements for foster carers you must attend the Record Keeping course. The Fostering Network has published a booklet entitled Record Keeping Information for Foster Carers, which if you have not seen your supervising social worker can obtain for you.

You can also visit www.fostering.net or www.writeenough.org.uk.