Children's Services

Departmental Procedures

A procedure defines the agreed action that must be taken in carrying out departmental activities and responsibilities. These activities will relate to departmental policy, statute, or financial regulations.

Departmental procedures produced by Hampshire County Council's Children's Services Department are published on Hantsweb in order to make them accessible to the staff of these departments and to members of the public.

All managers in the Children's Services Department receive electronic links to new procedures via email. It is the responsibility of managers to make sure that all staff are able to access procedures (via online access or by printing off paper copies for them). Managers of units should ensure they print out and retain all relevant procedures to meet registration and inspection requirements. New procedures are publicised to staff on the Council's Intranet and in staff Team Briefings.

To search the procedures by keyword, use the 'search' box above and enter ' departmental procedure' followed by your chosen keywords. To search by topic, please use the navigation panel on the left.

Full list arranged by procedure number

This procedure endeavours to define for all staff in the Branch, the minimum standards for oversight and management of their work and to clarify the responsibilities of each staff member within the process.

The aim of this procedure is to standardise the Department’s approach in how it financially supports young people looked after who become care leavers.

The purpose of this procedure is to set out the allowances for children in foster care, for project care and skill fees, allowances for Family Link and arrangements for reimbursement of expenses and fees in respect of foster carers' training courses, and other miscellaneous expenses. It details the principles underlying the allowances, the documentation required and the method of payment. It also sets out the scale of allowances.

The aim of this policy and procedure is to set out how children, who need to live away from home can be cared for by close relatives outside the care system; how the child’s family will make arrangements for care of the child and how their Kinship Carers will be assessed and supported by the local authority.

The purpose of this procedure is to set out the mechanism for approving plans for children who are Looked After or at risk of becoming Looked After, to be cared for by way of a Residence Order. It also sets out who can be paid a Residence Order Allowance to support the plan for the child.

The objective of this procedure is to provide details of the process relating to Adoption Allowances.

The purpose of this procedure is to inform carers in children's homes, in family placement, social workers and managers of the action to be taken in circumstances where a child is missing/absent without permission from accommodation provided by Hampshire Children’s Services.

The purpose of the scheme of delegation is to indicate the level at which decisions can be taken. It indicates that certain decisions cannot be taken below this level, and this is the level at which decisions of this kind will normally be taken.

This procedure sets out the research governance process that all external organisations and researchers wanting to conduct research, or related activities, involving staff, service users, carers and family and friends of users of Adult and Children's Services (except schools) are required to follow in order to obtain approval for the work to commence.

This document sets out the requirements of the Adult Services and Children's Services Departmental Management Teams for the preparation of departmental procedures and their management.

Updates policy and procedure for provision of language and communication standards for work with D/deaf and Deafblind people to ensure equity of access.

This document defines for all staff in social care the minimum standards for oversight and management of their work and to clarify the responsibilities of each staff member within the process.

This procedure sets out the roles and responsibilities of the manager in ensuring adequate supervision and protection of service users in the use of internet and IT equipment within social care establishments.

This document provides guidance in the management of Adult Services and Children's Services records, both electronic and manual, so that the departments comply with the Data Protection Act 1998.

This procedure relates to looked after children with disabilities who require aid's and adaptations to enable their permanent placement.

This document sets out the procedure to be followed when financial irregularities and break-ins occur.

This document sets out a process for best practice to assist unaccompanied asylum seeking children to obtain services.

The objective of this procedure is to set out the policy requirements for provision of after-care services under section 117 of the Mental Health Act 1983.

This document is intended to control the issue of identity and authorisation cards to staff working for Adult and Children's Services to prevent their misuse.

Designed to ensure that social workers are aware of the definition of children who are privately fostered and to set out the duties and responsibilities of the Children’s Services Department. This procedure applies to children who are under 16 ( under 18 if disabled) who are cared for by an adult who is not a relative as defined by the Children Act 1989 Section 105, under a private arrangement between parent and carer that lasts for 28 days or more.

Designed to ensure that the health care needs of children and young people looked after by Hampshire Children’s Services Department are properly met and their health promoted.

This document is the Departments’ Policy on continuity of service in the event of the loss of an office base or local loss of access to critical systems, applications or  Procedure contains guidance on actions to be taken to ensure a service to the public following a temporary or permanent loss of a major office base, or associated systems, equipment or  records.

Designed to describe the Departments’ obligations in respect of collection and disposal of waste.

Designed to set out the procedures for placing children under Reg. 38 Fostering Standards and Regulations 2002 and the procedures for assessing and approving their Family and Friends Carers. Ensuring compliance to our legal duties and financial responsibilities. This procedure applies to all Hampshire children who need to live away from home and are placed with Family and Friends carers who are to be assessed and approved to be Family and Friends (Local Authority) Foster Carers.   All children placed under this regulation will be children looked after by the Local Authority and all other duties and responsibilities will pertaining to looked after children will need to be followed.

This document provides guidance in the auditing of Children’s Services case files both electronic and manual.  The Auditing Policy and Procedure ensures that electronic and paper files are audited routinely to assure social care practice and decision making. It includes auditing compliance with recording practices as detailed in the Records Management Policy and Procedure (24/00).

The purpose of this document is to update and streamline our policy and procedure for disability registration. This document covers disability registration for people of all ages in Hampshire, who may or may not be service users. It is distinct from, and operates alongside, the children’s Joint information Link (JIL).

The aim of the following procedure is to provide a framework underpinning work on sexual health and education by Social Services staff with service users in all three sectors of the Department.

The purpose of this procedure is to set out guidelines that must be followed by all staff who are considering any family or residential placement in non- county provision.

To ensure that foster carers, social workers, children looked after by the local authority (dependant on their age and understanding), and their birth families are aware of the departmental policy and procedures in relation to foster carers applying to adopt children in their care, including arrangements for financial and practical support once the adoption order has been made.

This procedure outlines the legislative framework, departmental financial and care management arrangements for operating the Hampshire Direct Payments Scheme.

The objective of this procedure is to set out the County Council’s and Social Services Departments requirements for the purchase, repair and maintenance of furniture and equipment.

This procedure outlines the billing arrangements for placements and provides information on how the costs are compiled. It explains the circumstances in which arrangements are entered into with other local authorities. It also includes the rates chargeable from 7 April 2003 until further notice.

This procedure describes the steps to be taken to collect parental contributions and applies to all area staff who deal with children accommodated or looked after by Hampshire County Council.

This procedure outlines the billing arrangements for assessments and provides information on how the costs are compiled.  It explains the circumstances in which arrangements are entered into with other local authorities.  It also includes the rates chargeable.

The purpose of this procedure is to set out the process for the establishment and maintenance of an inter-agency register (Joint Information Link) of children with disabilities in accordance with schedule 2, paragraph 2 of the Children Act 1989.

Everyone who is approved as a Foster Carer whether you are a Family Link Carer, Family/Friends Foster Carer, Respite Carer or generally approved Foster Carer will find the contents of this handbook invaluable. It contains much of the information you will need to carry out the fostering task.proc1408-2.doc

The purpose of this procedure is to make explicit the values and philosophy underlying the Department’s statutory duties in child protection, and to set out the guidelines and standards for practice. These procedures should be used in conjunction with the Area Child Protection Committee procedures “Safeguarding Our Children” 2004

The objective of the procedure is to assist managers in good contract management in line with practice and standards required by the County Council.

The objective of this procedure is to guide staff through the process of investigating complaints about a foster carer. Children and young people should be given the opportunity and mechanism for commenting positively about placement, or experiences of being in foster care, as well as knowing how to raise concerns or make complaints. It relates to all complaints or allegations made against the Department’s foster carers  or any foster carers within Hampshire who are employed by an independent fostering agency.

The objective of this procedure is to set out the standards and requirements for Social Services’  system of Team Briefing. This procedure explains the timing of Team Briefing cycles and the roles and responsibilities of different members of staff. It also explains how Team Briefing will be delivered and how the feedback cycle works. In addition, it  outlines the methods which will be used to measure the effectiveness of the system.

This procedure confirms the process for interviewing leavers and recording their reasons.

The purpose of this document is to define policy, guidance and procedure for the management of risk associated with the accommodation of children and young people in group living situations who have been convicted of, or have been assessed as in danger of, sexually abusing other children. This procedure covers all cases where children and young people with a risk or history of sexually abusing other children are placed in group living within Hampshire, or children placed by Hampshire outside the county.  All children from other local authorities cared for in Hampshire resources will be subject to this procedure.

This procedure is to assist volunteer mentors, young people in the mentoring scheme and social workers and managers to follow standard guidance on expenses claims.

This procedure is intended to make explicit the planning and review processes for young disabled people and to support the move from adolescence to adulthood, ensuring a smooth move from children's to adult services. The procedure is designed to assist the assessment of need and the planning and targeting of resources, to those young people most in need of services; specifically young people with severe learning and/or profound physical or sensory disabilities.

The objective of the procedure is to inform staff of the policies and processes that should be adhered to regarding procurement of telecommunications (including fixed and mobile communications) & IT equipment.

This procedure sets out the personal allowance and contributions towards maintenance for young people aged 16+ in County Homes for Children.

This procedure sets out the requirements for service improvement planning and the production of service plans

This procedure provides guidance for producing documents that can be easily published to the web (both Hantsweb and Hantsnet). It is intended to inform all staff preparing to compile a document that is expected to become available electronically.

This document confirms the procedure through which staff may claim for payment following loss or damage to property. This procedure applies only to members of staff, not service users or any other third party. The procedure relates to loss or damage to personal property, not County Council property or that of a third party.

The procedure lays out a framework for managing behaviour in children's homes.  It is intended to inform managers and staff of the forms of control that are permitted for use in children's homes and those that are prohibited; and to provide a basis on which managers and staff can develop 'in unit' policies reflecting the particular circumstances of their home.

This procedure sets out the responsibilities placed upon all departments of the County Council with regard to investigations which are subject to the Regulation of Investigatory Powers Act 2000 (RIPA).

This procedure outlines the legislative framework, and process for identification and assessment of young carers.

The procedure sets out the eligibility, legal framework and process for the issue of environmental equipment to visually impaired people.

This document is the Department's Policy on preparedness for and response to a Major Incident or Civil Emergency. It contains guidance on staff roles and tasks in partnership with other agencies.

This procedure is to enable young people who are looked after by Hampshire County Council to stay overnight with friends and family, in a way which does not discriminate against them, yet promotes their welfare and safety. Applies to all children looked after under S20, or an interim or full care order S34 Children Act 1989, who are placed in residential homes, or family placements, within Hampshire or in residential placements purchased from external providers, by Hampshire, or children on interim or full care orders S34 Children Act 1989 placed at home with parents.

This document is to enable those who are caring for looked after children to make safe arrangements for babysitting.  To enable young people who are looked after to babysit for others. All children and young people accommodated under S20 of the Children Act 1989 and those looked after on Interim or full care orders under S34 of the Children Act 1989, including children placed at home with parents.

This is to provide full details of departmental philosophy, policy, legislation and procedures relating to adoption and permanence work.

This procedure is designed to contribute to the local authorityís commitment to reduce the level of offending by looked after children.

Tri-partite policy with Portsmouth and Southampton Social Services Department to give guidance on service standards for people who are Deaf Blind or have a dual sensory loss.

The procedure describes the responsibilities of managers who take charge of students before, during and after work experience placements.

The purpose of this procedure is to advise on conditions which must be included in all tender documents and contracts, where it is considered that TUPE may apply.

The objective for this procedure is the checking of those appointed to positions in Voluntary Organisations with substantial access to children

The objective of this procedure is to advise Social Services staff of the requirements that must be followed when service users are transported under arrangements made by the County Council.

The objective of the procedure is to inform staff of the process of making an application for a residential placement for a disabled child, within the unit, which is managed on a day to day basis by the NCH Action for Children.  The procedure also describes the systems which support the process.

This procedure is not available online.

The objective of this procedure is to ensure the safety of staff from the County Council and other agencies during visits to Social Services establishments.

The objective of this procedure is to define the respective roles and responsibilities of staff in the Social Services and other Departments relating to the closure of establishments.

To provide guidelines on the use of ethnic recording.

This procedure provides guidance for Children and Families Social Work staff when considering whether they should commence a claim to the CICA on behalf of a child or young person.  It also offers comprehensive guide to the completion of the Claims Procedure.

This procedure is intended to clarify Standing Orders and Committee authorisation requirements in respect of contracting for social care services. The procedure relates to all instances regarding the arranging of social care contracts.

The objective of this procedure is to advise unit managers and others of the arrangements that must be followed to ensure that sites and buildings are adequately and appropriately repaired and maintained.

This manual sets out the procedures for dealing with laundry.

The purpose of this procedure is to provide details of the Office Services function based at the social Services Department Headquarters.

The security rules laid out in this procedure are intended to ensure compliance with both legal requirements and HCC policies and are intended to reinforce good practice.

The procedure sets out the eligibility, legal framework and process for issue of environmental equipment to Deaf, Deafened and Hard of hearing people.

The purpose  of this  procedure is  to ensure  that maintenance  and other building  and  engineering works  are  carried out  in  Social Services premises in a  way that does not  create risks for  service users, staff, visitors or contractors.

To up-date the authorisation levels for payments and petty cash claims.

The purpose of this procedure is to ensure that the maintenance of furniture and equipment inventories, and the disposal of surplus or obsolete items are in accordance with County Council regulations.

  • 18/97 Vehicle registrations   being revised by Sarah Stone

The purpose of this confidential procedure note is to provide a signpost to the Personnel & Training Manager for detailed information on vehicle registrations, blocking vehicle keeper addresses.

These procedures give advice to all staff and outline  the responsibilities of managers in the prevention and management of violence incidents involving staff of the department.

These procedures must be followed whenever the department is notified of an intention to make an application for Adoption in respect of a child/ren by the birth parent jointly with the child/ren's step-parent.

To detail policy and procedure for the use of Secure Accommodation including the progress of referral and authorisation. This Procedure applies to all young people whose needs are such that they may be considered to be at risk of significant harm to themselves or others.

The objective of this procedure is to make explicit the planning and review process for all children looked after; to identify the documentation to be used.

The objective of this procedure is to set out the guidelinesrelating to the exchange of information between adoptive familiesand birth families, following the making of an adoption order.

The objective of this procedure is to set out guidelines of good practice as to what should happen when a child/young person looked after by the local authority becomes critically ill and/or dies.

The objective of this procedure is to ensure that standard policy and practice is followed in each children's residential unit in regard to storing, administering and recording of all medicines. This is for the protection of both staff and children.