4.6 Preparing for a family group meeting
Purpose
This procedure outlines the process undertaken by the convenor to prepare for a family group meeting.
Authority
- Child Protection Act 1999, section 51
Preparation for a family group meeting
Adequate preparation of those who will be attending the family group meeting is vital to achieving an agreed case plan at the meeting. The 'FGM convenor checklist' should be used during the preparation for the family group meeting.
The convenor will undertake the following 10 steps to prepare for a family group meeting.
1. Receive and review information
Before commencing the consultation process the convenor will need to be aware of:
- the reasons for departmental involvement;
- the critical areas of need and the department's position (or minimum requirements) as considered necessary for the case plan by the CSO and team leader;
- the view of the CSO and team leader in relation to the child and family strengths and how these might be encouraged in the case plan;
- any significant issues that may impact on the family's participation, for example, a history of violence;
- the cultural background of the child and family;
- any participants suggested by the family or the CSO;
- any people identified by the CSO whose participation in the meeting would not be in a child's interests, or would be contrary to the purposes of the family group meeting; and
- the essential information that must be provided to participants.
2. Obtain relevant cultural advice
Where a child and family are from an Aboriginal or Torres Strait Islander background, or from another cultural group, the convenor must ensure that cultural advice has been sought from a recognised entity or appropriate cultural advisor, and applied to the family group meeting process. Where possible, the advice obtained should address:
- cultural norms and protocols;
- cultural understandings of the family;
- the cultural issues that may impact on the family's participation in the family group meeting;
- the appropriate way in which to contact the family;
- appropriate venues for the meeting;
- any language barriers; and
- how information should be provided.
3. Provide essential information
A family group meeting convenor must ensure that participants are provided with the information they reasonably need to participate effectively in the development or review of a case plan (Child Protection Act 1999, section 51D(2), 51M).
The information must be understandable and accessible and provided in a way that addresses barriers to understanding based on linguistic, cultural, educational and socio-economic differences.
The convenor may provide this to participants in an informal manner whilst preparing them for the family group meeting, or, if this consultation is not possible prior to the family group meeting, may provide it in writing using the 'FGM invitation and essential information letter'.
Before the family group meeting, the convenor must provide information to participants about the following:3a. Protection and care concerns
- Participants must be informed of the department's decision that the child is in need of protection, and the evidence base for this decision, including:
- the assessed risks and needs of the child identified through the investigation and assessment processes;
- the outcome of any relevant structured decision making tools;
- information about progress under the case plan (where the case plan is being reviewed under the Child Protection Act 1999, section 51V); and
- any actions or intervention that have been taken by the department to date or which are underway, such as an application for a child protection order
3b. Meeting details
Participants must be informed about a date, time, venue and the anticipated length of the meeting using the 'FGM invitation letter'.
3c. Purpose, functions, principles and process for family group meetings and case planning
The convenor must provide participants with an overview of the case planning process including:
- preparation for the family group meeting;
- the family group meeting process;
- the development and review of the case plan; and
- the endorsement and implementation of the case plan.
The convenor will explain the role and responsibilities of the different participants in the process and the principles and functions of the family group meeting.
3d. Obligation to maintain confidentiality
Each participant must be informed of their legal duty to maintain confidentiality under the Child Protection Act 1999, section 187 and 188 which applies throughout the case planning and case plan review process.
3e. 'Minimum requirements' for planning
The convenor must inform each participant of the department's position, or assessment of the minimum intervention that is required to ensure the ongoing safety of a child. The convenor should also explain the scope and focus of the case planning process.
3f. Information about complaint and review processes
The participants must be provided with information about the department's internal complaints process and the Commission for Children and Young People and Child Guardian's role in receiving and responding to complaints, monitoring the handling of cases and power to apply to the Children Services Tribunal in relation to reviewable decisions (Children Services Tribunal Act 2000, section 140A).
4. Preparing the family group meeting participants
The convenor will contact the child and other relevant people prior to the meeting to:
- explain their role as convenor and the family group process;
- encourage and support the child's involvement;
- provide the information needed for their participation;
- encourage them to identify outcomes and actions for the case plan;
- identify barriers to people attending and any need for assistance to participate, including the need for an interpreter or disability access;
- identify any issues or problems that may need to be dealt with in the meeting; and
- ensure that all those within child and family's system of support are given a reasonable opportunity to provide input.
5. Prepare the child
The convenor must speak with the child, unless it would be inappropriate because of the child's age or ability to understand and:
- explain:
- who is likely to attend the meeting and the roles of those other people; and
- the essential information matters; and
- determine:
- whether they want to participate;
- how they would like to participate;
- whom they would like to have at the meeting to support them;
- whom they consider 'family' or as significant to them;
- how they would like to participate, for example, by teleconference or a tape recording, where the child does not want to attend the meeting; and
- what issues, needs and goals the child would like addressed at the meeting.
6. Prepare the child's parent/s
The convenor must consult with a child's parent/s about the following:
- the parent/s right to have a support person present at the family group meeting for example, the parent/s legal representative, an elder or cultural representative or neighbour;
- the essential information matters;
- the goals, outcomes and actions that the parent thinks should be included in the case plan;
- information or reports that have been compiled about the child and parent/s, where appropriate;
- information about community resources, treatment programs and specialist services that could be used as part of the case plan for the child;
- any difficulties the parents may have in managing their emotions and reactions during the meeting;
- the people likely to attend;
- the tentative time, date, venue and length of the meeting; and
- where a parent is unable or chooses not to attend the meeting, whether they wish to participate in the meeting by teleconference.
If the parent is unwilling to meet directly with the convenor or is unwilling to attend the family group meeting, the convenor must try through the parent's legal representative, a service provider involved with the parent or another family member, to engage the parent. A parent's decision to not participate in a family group meeting will not prevent the meeting from being held and the case plan being developed.
7. Prepare and inform all other participants
Based on the information obtained from the CSO and through consultation with the child and child's parent/s, the convenor will consult with all participants before the meeting family group meeting process. The convenor may discuss:
- the essential information;
- relevant family dynamics and relationships;
- the family's cultural background, values and expectations;
- options within the child's family group and network of support for a child's placement and for involvement in the plan (for example, providing respite care or transporting a child or parent);
- key relationships for the child within the family and cultural group to be recognised by attendance at the meeting, that should be supported and maintained through contact arrangements;
- the child's progress and well-being since having entered care; and
- service, treatment options and resources for the child and family.
8. Exclude people from attending and participating in a family group meeting
Under the Child Protection Act 1999, section 51L(4) and 51W(5), people who should be given the opportunity to attend the family group meeting may be excluded by the convenor from participating when the person's participation and attendance:
- would not be in a child's best interests; or
- would be contrary to the purposes of the meeting (see Child Protection Act 1999, section 51G).
The convenor cannot exclude the child, a child's legal representative, a recognised entity representative or a CSO.
The decision to exclude should be exercised rarely and only after strategies to avoid excluding have been considered in consultation with the team leader and CSO with case responsibility. Reasons to exclude a person may include:
- a risk of harm to the child or another person who will be attending the family group meeting indicated by the person having threatened emotional or physical harm;
- a history of domestic violence and a severe power imbalance in the family and the victims of the violence have indicated that they may be too intimidated and afraid to express their ideas if the perpetrator is present;
- evidence that the person has a mental illness, or is likely to become distressed to such a degree that the family group meeting will be unable to function; and
- the child protection concerns include an allegation of sexual abuse and the convenor considers that the perpetrator's presence is likely to pose a psychological and emotional risk to the child's well-being and ability to participate in the meeting.
9. Obtain the views of people not attending
If a person, who must otherwise be given an opportunity to participate (Child Protection Act 1999, section 51D and 51W), is unable to attend or is excluded from attending a family group meeting, the convenor must take reasonable steps to obtain and convey the person's views to the family group meeting.
The convenor should record the views of the person, in relation to key matters likely to be discussed at the meeting held to develop the case plan, in a case note.
The convenor must convey the views to the meeting and where possible, convey them in the way requested by the person, for example, by providing written information, tape recording or a telelink.
The convenor should also ensure that arrangements are made to feed back to the people how their views were conveyed, and contributed to the case plan.
10. Arrange a venue
The convenor must arrange for the meeting to be held at a suitable venue. It must be large enough and comfortable for the expected number attending and have space for the family to conduct private discussions. It must be culturally appropriate for the child and family (Child Protection Act 1999, section 6(4)) and if possible, should be informal and neutral for all invitees. It must assure people safety and privacy and allow the meeting to progress without interruption.
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- Last updated
- 30 June 2007
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