4.2 Record Keeping

Contents

1. Introduction
2. The purpose for written documentation
3. Principles for recording
4. Parent Participation in record keeping
5. Recording Data
6. Data Reports

1. Introduction

This procedure should assist staff with good practice guidance and principles which are applicable to record keeping that takes place in the Children's Centre.

A good standard of record keeping should be applied in every situation where records need to be kept regarding the families in the Centre.

2. The purpose for written documentation

Staff should use written documentation to record:

• family views and what they hope to achieve from our involvement
• professional views and what they hope to achieve in collaboration with the family
• assessments
• nature of the work to be undertaken & record of planning
• progress towards objectives / learning objectives
• critical incidents
• child protection and other concerns
• actions taken
• contacts / visits made
• information / data for improvement, evaluation and monitoring
• health, safety and welfare information
• information which reflect the principles of equality and equal access
• Worker protection

3. Principles for Recording

Records relating to work with parents and children should be clear to anyone reading the file what has happened, what actions have been taken and why.

Staff should be objective in recording their observations and only record accurate and relevant information, which can be explained. Family records should record professional assessment and judgement.

Records should show evidence of family involvement in the assessment, planning and reviewing process.

All contacts with families, professionals and others must be recorded and written within a timescale, which ensures accuracy and completed within 5 days.  The author of every entry and the source of the information, including third party information must be clearly stated.

Staff should keep well-ordered files, using the agreed format, and legible to ensure ease of access.

There should be evidence of accountability and quality assurance from Line Managers. As a means of accountability, records should be inspected at intervals by the staff's Line Manager who may advise on style or content.  The Manager must sign their name in full and date the signature when they have read the records.

4. Parent Participation in record keeping.

Staff should encourage parents to be involved in all aspects of planning for the child's participation at the Children's Centre.

Parents should be encouraged to provide as much information as possible regarding the Registration Form which includes all consent form for attending the Children's Centre.

Parents may need support with completing relevant records which include the Activity Attendance sheets.

5. Recording Data

Staff should by the first Friday of the month collect all data relating to registration and attendance sheets.  This data should be submitted to the Implementation Managers by the close of day.   An email reminder will be sent out the week before all deadlines.

On receipt of the registration packs the information will be input onto the Softsmart System.  A photocopy of the Registration and Data Protection Forms will be made and stored.

6. Data Reports

At the end of each month a report will be provided giving a breakdown of the following:

• Number of registrations (Total no. No of children No. of Families)
• Smokers
• Ethnicity and Religion
• Pregnancies and Teenage Parents
• Disabilities and Special Needs
• Number of Attendees

Should any information be required for Advisory Board/Governors Meetings before the end of the month the Research and Performance Management Team will need two weeks notice.

End