Family Group Conferencing Procedure

Mission Statement

Decisions about families should be made with families.

In Stockport we believe that given clear and factual information, families can make safe plans for their children (std 3:1).

We are committed to the FGC process which enables all involved to express their views and make informed decisions.

Our goal is to deliver a high quality service based on the National Framework for Accreditation of FGC Projects.

Standards of Good Practice
Referral for a Family Group Conference
Situations where a Referral for a FGC should be Considered
The Referral Process
FGC Process
Review of the FGC Plan
Recording and Information Sharing
Supervision & Professional Development of FGC Sessional Coordinators

Appendix 1: Family Group Conference Flowchart

1. Standards of Good Practice

SMBC has a commitment to Family Group Conference (FGC) as a decision making process. Referral to the Family Group Conference Service is mandatory in Stockport for all children assessed as being at risk of coming into the public care system.

The FGC is a voluntary process and the family decide whether to proceed to a FGC and this consent can be withdrawn at any time. Consent to make a referral to the FGC service is sought from carers with parental responsibility. Children and young people will be supported and encouraged to participate throughout the FGC process (std 2:1).

Co-ordinators will ensure that referrers identify what would be considered to be a safe plan (bottom lines as to what must be achieved) and that this is outlined in the report to be presented at the FGC. Information will be provided in a clear and understandable way to ensure that the family are fully aware of the concerns before beginning their Private Family Time (std 5:1).

Leaflets are provided to explain the Family Group Conference process. There are separate leaflets for young people and parents and carers (young people with experience of the FGC process participated in design of the leaflets). Translation or any other type of additional needs can be provided if needed (std 7:1, 3:7)

All SMBC FGC Co-ordinators undertake Family Rights Group Accredited three day Co-ordinator training to enable delivery of the FGC model in line with standards accredited (std 1:3)

Equality and Diversity, including the preparation of children and young people, is integral to all Co-ordinator training. Service delivery will be monitored to ensure that the unique needs of each family are considered and met throughout the process (std 7:1).

Co-ordinator training is focused on effective participatory practice (std 1:3).

Training will also include confidentiality, planning for risk management, the requirements of the interface of FGC with other legal requirements, policies and procedures (std 6:1)

Stockport FGC Service offers a minimum delivery of 3 one day programmes for Referrers (i.e. those who directly refer to FGC) and 2 one day programmes for Information Givers at FGCs (i.e. Service Providers who may be asked to give information at the first part of the meeting) per year. This training will provide a clear understanding of the Principles and Philosophy of FGC of which working in partnership with families is paramount (std 5:2)

The training also provides a practical guide to the role of Referrer or Information Giver throughout the FGC process, including legal requirements and issues relating to Equality and Diversity (std 5:2)

2. Referral for a Family Group Conference

Referral for a Family Group Conference will require:

A parent or carer with Parental Responsibility must agree to the referral and to the sharing of information. Parental responsibility could be held by the birth parents or the local authority (under a court order). The views of a Gillick Competent child will need to be considered;
The existence of a network of Connected Persons. (This may include relatives, significant family, friends or community members). The network may not be immediately apparent and this should not prevent a referral being made;
The need for a decision or a plan to be made to address specific concerns identified;
The commitment of the family to find a solution to the concerns identified.

3. Situations where a Referral for a FGC should be Considered

Situations where a referral for a FGC should be considered include the following:

Creation of a safe plan to avoid the need for a Child Protection Plan;
Following a Child Protection Conference to include wider family in the plan;
By notice, where Care Proceedings are being initiated in non-acute situations, a FGC must be automatically explored with the family and discussed at any pre proceedings meetings (Pre PLO);
Where there is a request for accommodation or respite care;
Where there is a negative outcome following a pre birth assessment see Placements with Family and Friends / Connected Persons (Regulation 24) Procedure;
Where there is an application for the discharge of a Care Order to bring a child home.

FGC's can be offered to a family on more than one occasion and there is no restriction on the status or type of case. However in Stockport priority is currently being given to cases at the edge of care.

There are some situations when a FGC is contra-indicated. These include:

Where a family has a history of intergenerational Sexual Abuse;
Where there is an on-going Section 47 Child Protection Enquiry;
Where there is high risk of violence at the conference.

Each case would need to be discussed on its merits and through consultation with the relevant SW team manager and the FGC team manager.

It is important that both the professionals and the family are clear about the purpose of the conference and what they are hoping to achieve from it

Referral for a FGC does not mean that a FGC will take place if it is agreed that it would not be appropriate following discussion between the referrer and the FGC team manager. A referral would not proceed if the family refused consent to share information that is relevant to safeguard the child/ren / young person.

4. The Referral Process

This section will outline the responsibilities of the FGC manager, senior practitioner, FGC coordinator and referrer.

4.1 Responsibility of the FGC manager/senior practitioner

Discuss the referral with referrer/line manager and ensure the appropriateness of the referral. The FGC team manager/senior practitioner will need to ensure:

That there is a plan or decision to be made at this time and the referring agency is willing for the family to come together to do this;
That the referrer is committed to the FGC process and that a member of staff is allocated to work with the case and attend and input at the meeting. The member of staff must be able to stay for the whole of the conference to approve the plan;
If appropriate, allocate the referral within 5 working days of receipt of the referral form to a FGC coordinator and send all relevant paperwork (this is dependent on the availability of coordinators);
Inform referrer of the name of allocated coordinator;
Quality assure the process by receiving regular updates from coordinators during the process of the FGC; contacting the referrer to check on progress if there are any identified delays or difficulties in the case; monitor each FGC referral;
Monitor the outcomes and evaluation of each FGC;
Attempt to resolve any difficulties arising from the process whilst retaining discretion to refuse to accept a referral, to end the process or change the Coordinator.

4.2 Responsibility of the referrer

To discuss possible referrals to the FGC service with their immediate line manager;
Discuss the possibility of an FGC with the family and young person, highlighting what issues need to be addressed and making clear the department’s "bottom line" i.e. likely consequence if there is no change;
Obtain verbal consent to the referral to the FGC service from the young person and parents and carers (written consent will be required to progress however the initial referral can be made electronically);
Obtain verbal consent to basic information sharing from the young person and parents and carers (written consent will be required to progress however the initial referral can be made electronically);
Complete the referral form via EIS within two weeks of the initial discussion with the family. An electronic referral will be accepted provided a signed referral is sent later on;
Provide all risk assessments relevant to the referral and inform the FGC manager/senior practitioner and FGC coordinator of any change to the risk assessment during the FGC process;
The referrer must ensure that coordinators have reliable contact details such as telephone and mobile numbers, as well as contact details of their supervising manager and any key workers;
Meet or discuss the case with the coordinator to whom the FGC has been allocated. This should be achieved within 5 working days of contact by coordinator;
Inform the coordinator of any changes which may affect the FGC;
Attend the FGC and provide any information or possible resources, which may help the family make a plan;
Agree the plan unless it places the child at risk;
Ensure that the plan is recorded on EIS;
Ensure that the department's commitment to the plan is followed through;
Carry out all statutory and other duties with regard to the child/family;
Delay any other planning meetings (except in an emergency or if delay would cause a statutory meeting to fall outside timescales) until the FGC plan has been agreed;
If the case is subject to a Child Protection Plan priority should be given in that plan to the referral and facilitation of an FGC;
If proceedings have been issued, the referring agency must inform the child's guardian that they are making the referral to the FGC service. The FGC co-ordinator must also contact the child's guardian so that they are aware that the FGC is taking place and has accurate information about the FGC process.

4.3 Responsibility of the FGC Sessional Coordinator

Within 5 working days of allocation a co-ordinator will arrange a meeting with the referrer (and when possible their manager and the FGC senior practitioner/manager) to discuss the referral in detail and clarify the issues be addressed, e.g. specific areas of concern, issues of race /language/ disability, how introductions of the co-ordinator to the family will be made, the means of on-going communication throughout the FGC process, clarification of roles and responsibilities, how the plan will be validated. This discussion will also identify the details of any "bottom line". It is essential that when necessary, risk assessments are provided at this stage of the FGC process (std 5:2)The referral does not need to include detailed background information;
Meet with the family, children, young people and other identified support people to prepare for the FGC;
The coordinator will provide the family with leaflets which include inform about the FGC process, information sharing, confidentiality and access to records;
The coordinator will provide the family with information leaflet about the Children’s Service Complaint and Compliments Procedure;
Arrange a venue and a time, as agreed with the family, for the FGC and enable attendance at the FGC. Assistance with this will be provided by the Administration officer for FGC and every effort should be taken to minimise costs;
Liaise and communicate with the referrer throughout the process;
Convene the FGC and ensure that the FGC model is followed;
Send out copies of the family plan within 3 working days of the FGC/Follow Up. Assistance with this can be provided by the Administration officer for FGC as appropriate. (It is the responsibility of the social worker to record the plan on EIS);
Complete all paperwork within 5 working days of the FGC/Follow Up;
Make arrangements for any follow up meeting;
Visit and prepare participants for the Follow Up;
Complete the rating scales sheets and feedback forms with the family and referrer, for forwarding onto the EOCS BSO with a copy of the completed Family Plan.

5. FGC Process

The FGC is held in three stages:

5.1 Stage 1: Information Giving

This part of the meeting is chaired by the co-ordinator who makes sure that everyone is introduced, that everyone present understands the purpose and process of the FGC and agrees how the meeting will be conducted, including if considered helpful by those present, explicit ground rules.

Professionals will not need to provide a written report but will be expected to provide a verbal contribution detailing the strengths of the family, issues of concern, services available and the "bottom line". Agencies must also be prepared to respond to any queries that the conference members may have (This could include questions from family members and advocates).

The type of information that is helpful to present to the family includes the following:

Current concerns and the reason for the conference rather than a detailed history;
Experience of the family's strengths and successes as well as concerns;
Clarity about what needs to change for the child and within what timescales;
Information about what resources could be available to support the family plan, any limitations on resources (including resources of time), timescales for accessing resources and any procedures that need to be followed to obtain resources;
Any child welfare concerns that will affect what can be agreed in the plan such as the child not having contact with a particular person or a schedule one offender;
What action will be taken if the family cannot make a plan or the plan is not agreed or agency concerns are not addressed in the plan. This could vary from 'remaining concerned' to evoking statutory powers such as an application for a care order.

The presentation of information is important, the FGC is not a Child Protection Conference and it is helpful that the information that is presented is clear and understandable to the family. General issues include:

Information must be up to date but not new, there should be no 'surprises' for the family members;
Statements should be specific such as "Jack has been absent from school for 13 sessions in the last term" not "Jack has missed school a lot";
Avoid jargon, with explanations of any professional terms;
Keep explanations of concerns centred on the needs of the child rather than on what it is felt the adults should do;
Focus on the problem rather than anticipating solutions, for example, "How can the family ensure that Darren is taken to school every day" rather than "Mum needs to get Darren to school more often";
Questions are not intended to be assessment related, but rather focussing on a plan that the family can create in response concerns.

The child/young person and family members may also provide information via an advocate or other supporter, ask for clarification or ask questions.

5.2 Stage 2: Private Family Time

The co-ordinator and professionals withdraw from the meeting after the information sharing stage and professionals, apart from the referrer, can leave the meeting at this point. The family members must have time and privacy to talk among themselves and come up with a plan that addresses the concerns raised in the information giving part of the conference, identifying resources and support which are required from agencies, as well as within the family to make it work.

The co-ordinator will join the family for private planning time only if the family ask for them to be present, otherwise the family are left on their own to discuss and plan. If an advocate is present the child/young person will decide whether or not they want their advocate to remain during private family time.

5.3 Stage 3:The FGC Plan

The family then present their plan to the FGC Co-ordinator following private family time. The co-ordinator can assist with recording the plan if the family requests this but the plan should be decided by the family. If the co-ordinator is asked to write/record the plan this must be done using the family's own words. The referrer and the co-ordinator meet with the family to discuss and agree the plan and negotiate resources.

The referrer may need to consult with their manager before accepting the plan however it would be good practice to ensure as far as possible that any discussions about resource implications will have taken place prior to the FGC and decisions made.

It is expected that the family plan is accepted by the referring agency unless the issue of the child's safety and well-being has not been satisfactorily addressed and the child is deemed to be suffering or likely to suffer significant harm.

Any reasons for not accepting the plan must be made clear immediately and the family should be given the opportunity to respond to the concerns and change or add to the plan if necessary.

It is important to ensure that any child/young person present has a clear understanding of what is decided and that their views are understood.

It is expected that the referrer will remain at the FGC until the family have made their plan. Discussion will take place between the co-ordinator and referrer and other agencies that may have been requested by the family to provide services. If the referrer is not present at the end of the conference the family will be contacted by the referrer within three days to be advised about the professional view of the family plan.

Distribution of the plan

The co-ordinator distributes the plan to all relevant agencies and the family within three days of the conference. There are no formal minutes of the FGC - The plan is the only record of the FGC.

In addition to the plan agreed by the family, the following information should be included by the Coordinator on a separate sheet:

Name and date of birth of child(ren) who were the subjects of the FGC;
Date and venue of the FGC;
List of everyone who attended and who was invited but unable to attend - making clear who each person is and their connection to the child;
The questions the family were asked to address and the details of the plan addressing these questions;
Names and contact details of those who have agreed to monitor the plan;
Date of the Review FGC.

All concerned with the plan will agree timescales for implementation. The family will be asked to nominate a family member/friend, or ideally two people, who will take responsibility for informing the referrer if the plan is not working and/or needs adjustments.

6. Review of the FGC Plan

A review date for the FGC will be agreed at the conference and is usually planned to be held no later than six weeks after the initial FGC. The review will be convened by the co-ordinator and the referring agency will be expected to attend. The date and time for this will be written into the family plan.

The review enables the family and the referrer to check out if the plan is working and to adjust the levels of support or resources necessary.

All families will be offered a review but it is the family's decision as to whether a formal review takes place. Families may choose to review the plan themselves informally and will update workers on progress.

The review is arranged on the same principles as the original meeting, i.e. with private family time. It will be the responsibility of the referrer to update the family group of the current situation in relation to the child/young person or any significant changes which have occurred since the initial meeting.

Any changes to the family plan arising from the Review FGC will be agreed and circulated in the same way as the initial plan.

The FGC Service involvement will end following the initial and review FGC meetings. Involvement may end earlier if:

The family do not provide consent for the FGC to proceed;
The family withdraws from the process;
It becomes inappropriate to proceed, e.g. Change in risk assessment.

7. Recording and Information Sharing

The primary function of the FGC service is to facilitate the Family Group Conference and any recording will relate solely to the conference. A paper file will be held until the end of the pilot project. A detailed record will only be made when information is given which relates to concerns for a child's or other person's safety. These records will be forwarded to the relevant social work team.

The referrer will be responsible for recording their involvement with the FGC and the outcome of the conference (Social Workers will be expected to record information on EIS). It is the referrer's responsibility to share all key documentation including relevant sections of the plan with guardians and the court.

The FGC Co-ordinator will during the process:

Keep a copy of the referral form;
Keep copies of feedback forms and ratings sheets for completion with the relevant participants as necessary.
Retain record of:
- Name and contact details of family members;
- A copy of the family plan (when completed);
- Details of anyone who was excluded from the meeting by the coordinator and the reasons for the exclusion;
- Details of any child protection and health and safety issues which emerged during the process.

This documentation must be kept in a secure, locked location. Information stored on a computer must be password protected and deleted after last follow up.

Families will be informed about what information is kept and by whom.

All paperwork remaining with the Coordinator must be destroyed or sent to the Stockport Families First administrator after the last follow up meeting.

FGC Coordinators do NOT minute FGC’s, or keep detailed records of conversations of meetings with family members.

The only part of the process which is recorded in full is the family plan. This should reflect the style of the family and be in their own words. However, it needs to be in enough detail to be understood by anyone not present at the FGC (e.g. legal representatives etc, if in the court arena).

The FGC service will record:

The date the FGC referral was made;
The name and team of the referrer;
The name of the Coordinator;
The date of the FGC and Follow Up;
The Family Plan;
Retain all other paperwork re FGC for 2 years after FGC / Follow Up;
It will then be destroyed.

8. Supervision & Professional Development of FGC Sessional Coordinators

Supervision is considered a priority to maintain standards and improve personal and professional development.

All Co-ordinators will undertake the Family Rights Group 3-day Co-ordinator Training Course (delivered by accredited FRG Associate Tutors). In addition all new Co-ordinators will receive an induction to SMBC and be provided with the opportunity to shadow and receive coaching from experienced FGC Co-ordinators.

All FGC staff will receive regular supervision. FGC Co-ordinators will have annual action plans which will include 5 developmental days per year for on-going professional development. Continuing professional development will be provided through a combination of external and in-house training, coaching and mentoring. (std1:3, 1:4). FGC Co-ordinators will be expected to take part in a minimum of 2 training sessions per year to maintain professional development (std 1:4).

Appendix 1: Family Group Conference Flowchart

Click here to view Appendix 1: Family Group Conference Flowchart.

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