3. Record the response
3.1 General recording information
The following information guides the recording of all intake information, including information recorded on either the Intake template - electronic or the Intake template - handwritten:
- include or create person records for all subject children, all other persons living in the home and any relevant person that may not be living in the household, including an unborn child
- record each child or unborn child, that the concerns relate to as a 'subject child' in ICMS
- record each child or unborn child, that the concerns do not relate to as an 'other child' in ICMS
- create the household relationships for all members
- record the Indigenous status of all clients
- record the identity of the notifier in the notifier field in the record of concerns form only - do not directly identify the notifier in information recorded elsewhere in ICMS (Child Protection Act 1999, section 186)
- record all key information provided by the notifier in ICMS, focusing on any harm or risk of harm to the child, any relevant contextual information and an analysis of any child protection history
- record the information in a way that allows the reader to easily understand the family composition, context and the decision-making process that has occurred
- file all other information, including notes taken during the intake phase and any written or paper-based information provided by a notifier, on the child's paper file
- attach any completed forms into the intake event in ICMS.
3.2 General enquiry
To record a general enquiry in ICMS:
- include or create relevant person records and complete the record of concerns form in ICMS
- select the general enquiry outcome, which will close the event in ICMS
- where applicable, forward all relevant information to the QPS using the Police Referral Fax or to another jurisdiction (refer to 4.2 Inform the police of possible criminal offences).
3.3 Child concern report
To record a CCR in ICMS:
- complete the record of concerns form
- create the departmental history report
- complete the recognised entity participation form, if required
- complete the pre-notification check form, if undertaken
- complete the screening criteria
- complete the CCR form, select the appropriate response and forward it to the team leader for approval
- where applicable, forward all relevant information to the QPS or to another jurisdiction via the ILO at Court Service Unit.
CCRs are to be approved by the team leader as soon as possible and should not remain open. Any subsequent concerns received will be recorded in a new intake event.
3.4 Notification
To record a notification in ICMS:
- complete the record of concerns form
- create the departmental history report
- complete the recognised entity participation form, if required
- complete the pre-notification check form, if undertaken
- complete the screening criteria and response priority assessments
- complete and forward all relevant documents to the team leader for approval
- where applicable, forward all relevant information to the QPS or to another jurisdiction.
For further information refer to the practice resource Recording notification information.
3.5 Additional notified concerns
To record additional notified concerns in ICMS:
- complete any additional person records required
- complete the pre-notification check form, if undertaken
- complete the additional notified concerns form (including a screening criteria and response priority, where applicable)
- complete the recognised entity participation form, if required
- forward the completed documents to the team leader for approval.
3.6 When there is no identifying information
If a notifier provides Child Safety Services with child protection concerns for a child, but is not able to provide full identifying information about the child, family or their address or whereabouts, make every effort to obtain a name, address or way to locate the child.
If there is identifying information about a child or family, but no address, or way of contacting them, the information should still be recorded in ICMS so that it is available should further concerns be reported in the future.
If attempts to obtain identifying information about the family are unsuccessful, and there are no details that would allow the information to be linked with a child or family in the future, the information should not be recorded in ICMS.
If the information is not recorded in ICMS, consult you team leader about where the record of information should be stored.
- Last updated
- 18 September 2009
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