1.11.2 Correspondence, Communication and Social Networking

Contents

1. Key Principles
2. Risk Management and Planning
3. Images and Photographs
4. Web Enabled or Internet Technology / Social Networking
5. Telephones (Landlines and Mobile ‘Phones)
6. Sending and Receiving Letters
7. Guidance

1. Key Principles

It is impossible to stay abreast of emerging communications technology, but this doesn't mean that new technologies present us with new problems.

The key principles, outlined below, apply to all forms of communication that children may have with others, including:

• Letters and other forms of written correspondence;
• Telecommunications of any sort, including all mobile communications;
• Web or internet enabled communications, including 'social networking' websites, such as 'Facebook';
• Informal or formal 'face to face' social occasions.

The principles of keeping children safe are exactly the same, no matter what technologies they use or have access to:

1. Children should be given every opportunity to communicate with parents, relatives and friends, so long as they and others are protected from harm or from committing a criminal offence.
2. Before permitting a child to communicate with anyone, in any way, a risk assessment must be undertaken, on a planned or 'on the spot' basis.

2. Risk Management and Planning

Before a child undertakes any communication, a risk assessment must be completed and suitable arrangements agreed or permitted.

Planned Arrangements

Preferably, the arrangements for a child to communicate with others should be risk assessed and shared with the child, social worker and those affected; with the arrangements clearly agreed, preferably in writing e.g. in the Child's Placement Plan.

If it appears that communications need to be limited or withdrawn, the manager of the home should consult the social worker and change the arrangements as necessary. All changes must be set down in writing, preferably in the child's Placement Plan.

In an Emergency

If no plan exists or circumstances are such that the agreed plan is compromised, staff must act as they see fit in the circumstances - taking account of the overall principle that they have a duty to take all reasonable steps to protect the child and others from harm or to prevent any criminal offence from being committed.

This means that staff may limit or withdraw access to any form of communication in order to protect the child or another person from injury, to protect property from being damaged or an offence being committed.

If such exceptional action is taken, the child's social worker must be notified within 1 working day.

If a child is prevented from having access to a telephone, or access is reduced, it is deemed to be a Sanction, and must be recorded as such.

3. Images and Photographs

Children should not be permitted to have access to cameras or other technologies, including mobile 'phones, for the capturing of images or photographs unless it has been explicitly agreed by the placing authority in consultation with the child's parent(s) or a person with Parental Responsibility.

If agreement is given, consideration must be given to whether and how any images will be passed or given to third parties who may exploit them or may place the child(ren) or others at risk. If any risk is posed, to the child or others, the arrangements must immediately be reviewed. If the risks can not be reduced or prevented, access to the camera/technology must be withdrawn.

The agreement and any arrangements must be put in writing, preferably in the child's Placement Plan and reviewed regularly or in the light of any events or incidents which have placed the child or others at risk. Under no circumstances may images or photographs of children be taken or captured without the approval of the home's manager, in consultation with the placing authority.

4. Web Enabled or Internet Technology / Social Networking

Children may not be given access to any form of web enabled or internet technology unless arrangements have been made to ensure that the exchange of information is filtered to protect the children and those being communicated with e.g. on 'social networking' (see definition in italics below) sites, from any illegal or potentially harmful images of information.

Children should not be permitted to use sites that are also used by adults unless a full risk assessment has been carried out, in consultation with the social worker and a reputable IT specialist and suitable arrangements put in place to protect the child and others. These arrangements must be outlined in the child's Placement Plan or in the Statement of Purpose for the home, and must be reviewed regularly or in the light of any incident or event which compromises the safety of the child.

Staff who use Social networking sites, chat rooms or other web enable/internet technology when they are off duty must ensure they take precautions to ensure they do so safely. If, at any time, they suspect that a child or someone known to a child has communicated with them, they must cease the communication immediately and report the matter to their manager.

Social networking sites are websites where you can create a profile all about yourself and contact other people. You can also upload photos, music and videos to share with other people, and on some sites, chat to other people on forums. Popular social networking websites include MySpace, Facebook, Habbo Hotel, Piczo and Bebo, but there are lots of others. They are used by people of all ages and some people have profiles on more than one website.

5. Telephones (Landlines and Mobile ‘Phones)

In some circumstances, we may e asked by placing authorities to monitor children’s telephone calls but this can only be in the following circumstances;

1. The request must come from the Placing Authority;
2. The request should be confirmed in writing, and kept on the child’s file;
3. The request and its implementation must also be discussed and agreed at planning meetings and reviews; depending on the legal status of the child, a “No Contact” order as part of a Care Order may be necessary and this requirement should always be discussed;
4. The reasons for call being monitored and the risks involved should be stated clearly on a young person’s file.
5. The principal reasons for monitoring calls are where there are potential child protection issues, or where contact with Parents/friends/relatives may include, for example, the caller inciting the young person to abscond, put themselves or others at risk, or to cause damage.
6. If Staff are involved in monitoring calls, this should be done in an unobtrusive and discreet manner, but with the knowledge of the child.
7. If we are asked to monitor calls, it will usually be a requirement to make a written record of the content of the call, which should be kept on file. On occasions we have been asked to give evidence in Care Proceedings about the content of monitored telephone calls.

Under no circumstances should Staff take in upon themselves to monitor calls without a request to do so from the Placing Authority. If Staff members become aware that the content of a phone call may be putting the child or others at risk, they should immediately report this to the home’s Manager or Operations Manager, so that urgent advice can be sought from the Placing Authority.

5.1 Mobile ‘Phones

Many young people now have their own mobile telephones, and all of the above guidance applies to their use. Additionally Home Managers and their Staff should, with placing authorities and significant others, agree details around the use and carrying of mobile telephones.

Most Mobile phones are capable of browsing the internet which can result in the Young person accessing inappropriate material as well as running up a huge mobile phone bill.

A risk assessment must be made for each young person, taking into account contact issues, the care plan and the safety of the young person. In most cases the time a mobile telephone is in the possession of the young person should be limited. An individual contract should be drawn up and signed by the young person to ensure that they are clear about the permitted use and the restrictions of use being made.

If children are permitted to carry/use mobile ‘phones, their use can be suspended, restricted or withdrawn - See Section 5.3, Supervising, Restricting or Withdrawal of Mobiles and Landlines.

5.2 Landlines

Office phones should not be made available to the young persons unless they wish to speak to their social worker, Parent of significant other. They should in the first instance be encouraged to use the homes payphone and ask the person they are contacting to return the call. Telephone calls made via the office telephone should be a short as possible and only to the person identified by the young person beforehand. To keep the business line as free as possible multiple calls should not take place and in an effort to keep costs realistic Staff are advised to monitor the numbers being dialled e.g. international or premium numbers.

Children’s access to landline telephones will differ depending on the service provided but, normally, they will be given open/exclusive access to at least one ‘phone.

The arrangements, including any allowances given to children or any restrictions, will be set out in information given to children e.g. a Children’s Guide.

If children do not have exclusive access to a ‘phone, they should be allowed to use an alternative phone at any time* if they wish to contact outside agencies for advice or support e.g. the Placing Authority, NSPCC, Child Line, Samaritans and Regulatory Authority.

*Children’s access to ‘phones can be suspended, restricted or withdrawn - See Section 5.3, Supervising, Restricting or Withdrawal of Mobiles and Landlines.

5.3 Supervising, Restricting and Withdrawal of Mobiles and Landlines

Also see guidance on the supervising of contact in Contact with Parents and Siblings Procedure.

In certain circumstances, children may have their access to telephones (including mobile ‘phones) reduced, stopped or it may be necessary for such use to be supervised.  Normally, such a decision should be taken where it is necessary to protect the child or another person from injury, to protect property from being damaged or an offence from being committed.

Unless there are exceptional circumstances (see shaded paragraph below), a decision to supervise (including the use of devices to monitor/listen in to ‘phone calls), reduce access or stop a child from using a telephone should be taken by the manager in consultation with the relevant social worker. The child should also be consulted and informed of any arrangements.

In exceptional circumstances Staff may decide to supervise, reduce or cease a child’s use of a mobile ‘phone or landline without the approval of a manager and social worker, but only if the member of Staff is satisfied it is necessary to do so immediately to prevent injury, damage to property or an offence being committed.  This can include situations where a mobile ‘phone is being used inappropriately to take photo’s or video images, or where it is necessary to prevent a child from being bullied or using bullying tactics to intimidate another child. See Countering Bullying Procedure. If such exceptional action is taken, the manager of the home and child’s social worker must be notified without delay.

6. Sending and Receiving Letters

Children are supported and encouraged to send and receive letters and are provided with writing paper, cards, envelopes and stamps as required.

Restrictions may only be placed upon the sending or receipt of letters with the authorisation of the Manager of the home and with agreement of the social worker and work in accordance with the young person’s Care Programme. On admission this will be discussed in relation to Contact arrangements and linked to possible Child Protection issues.

7. Guidance

When considering whether to permit a child to utilise or have access to any form of communication, consideration must be given to:

1. The child's background;
2. The circumstances 'on the day' or at the time;
3. Any risks posed by or to the person(s) being communicated with

For example, the manager/staff should consider the following:

• Is there any Contact Order in force in relation to the child or any member of his/her family?
• Is the child or person(s) being communicated with subject to a Child Protection Plan or a Child in Need?
• Is there anything in the Child's Care Plan, Placement Information Record or Chronology that indicates s/he or others may be at risk?
• Have the parent(s) been consulted about the arrangements or given consent?
• Are the person(s) being communicated with known, is the person an adult or does s/he pose any risk?
• Is there any risk that the child is being or may be bullied, mistreated or abused?
• Is there any risk the child may use the communication to bully or mistreat others, or to commit a crime?
• Before permitting any form of web enabled or internet communication, staff should be satisfied the child and others are safe.
• If the person(s) is not known or poses any risk at all, staff must limit or withdraw contact and immediately consult a manager, who must undertake a full risk assessment in consultation with the social worker.
• This can include temporarily withdrawing or removing mobile phones, internet access or computers from the child.

End