2. Assess a child placement concern report
When a child placement concern report is received, the CSSC manager is responsible for ensuring that the following actions are completed within a six week timeframe:
- meet with the child and the approved carer or staff member in the care environment within five working days
- implement all aspects of the information provision requirements throughout the process
- complete and record the assessment of the child placement concern report
- ensure an action plan is developed where a breach of the standards of care is indicated
- have the child placement concern report, and where applicable, the action plan approved by a team leader in ICMS.
The Checklist for assessing a child placement concern report is available to assist staff in the assessment process.
2.1 Decide who will conduct the assessment
The CSO with case responsibility for the child is responsible for assessing the child placement concern report, except where either:
- the CSSC manager decides, based on the circumstances of the case, that it is appropriate for someone other than the CSO to conduct the assessment, or for two Child Safety Services' officers to conduct the assessment
- the approved carer or staff member indicates a preference for two Child Safety Services' officers to conduct the assessment.
2.2 Provide required information prior to planning
Prior to planning the assessment, provide verbal advice of the decision to record a child placement concern report to the following persons, where applicable:
- the CSO responsible for any child currently placed with the approved carer or staff member
- the recognised entity, where the child is Aboriginal or Torres Strait Islander – refer to Chapter 10.1 Decision-making about Aboriginal and Torres Strait Islander children
- the manager or coordinator of the licensed care service or another entity.
Advise the parents of a child subject to a care agreement about the concerns, which standards of care the concerns relate to and the planned Child Safety Services' response as soon as possible.
When a child is subject to a child protection order, incorporate the timeframe for informing the parents of the matter of concern, into the assessment plan.
2.3 Plan the assessment
Prior to meeting with the child and the approved carer or staff member, develop an assessment plan in consultation with the team leader and senior practitioner, and where applicable, the licensed care service or recognised entity. In some circumstances, it may also be appropriate to involve:
- another entity
- the CSO responsible for any child currently placed with the approved carer or staff member
- the Community Support Team (CST) manager of the zone with responsibility for the licensed care service or another entity.
As part of the planning process:
- review relevant information from Child Safety Services' files, including the case plan, case notes and all child protection history, including previous matters of concern
- consider and decide the following matters:
- additional sources of information potentially informing the assessment
- the appropriate sequence of assessment actions, including whether to have face-to-face contact with the child before, or following, the discussion with the approved carer or staff member
- when to verbally inform the child’s parent of the child placement concern report and the actions to be taken by Child Safety Services
- how the child and the approved carer or staff member will be provided with access to a support person or advocate throughout the assessment process
- the roles and responsibilities of each person involved in the assessment process
- contingency plans for responding to issues and difficulties that may impact on the assessment process.
2.4 Arrange meetings with the child and the approved carer or staff member
Within five working days of the CSSC manager deciding that the information constitutes a child placement concern report, arrange and hold a face-to-face discussion, in the care environment, with the child and the approved carer or staff member. When phoning the child (where age and developmentally appropriate) and the approved carer or staff member to arrange the meeting:
- tell them about the child placement concern report
- provide them with sufficient information regarding the process and which standards may have been breached, to ensure their full participation throughout the assessment process
- inform them of their right to have a support person or advocate present throughout the assessment process (including during the meeting), and assist in identifying possible options for accessing a support person
- determine whether they would prefer to be provided with the following information sheets prior to, or at the commencement of, the meeting:
- schedule the meeting time with the child and the approved carer or staff member
- advise them that the CSO will contact the child’s nominated support person, to arrange their attendance at the meeting.
The purpose of the meeting with the child and the approved carer or staff member is to:
- assess whether a breach of the standards of care has occurred in relation to the child
- assess the impact on the child
- identify measures that can be implemented to enable the approved carer or staff member to care for the child (and other children requiring future placements with the approved carer or staff member) in a way that meets the standards of care in the statement of standards.
The face-to-face discussion with the child, however, will not occur in the presence of the approved carer or staff member.
A discussion of the child placement concern report must be held with all approved carers listed on the certificate of approval. If the concerns appear to relate solely to the primary carer, and it is difficult to include another approved carer in the face-to-face discussion, for example, due to hours of employment, discussion with that person may occur by phone if requested by the approved carers, and considered appropriate by Child Safety Services.
Following the telephone conversation to arrange the meeting time, post the relevant information sheets (where agreed) to the child and the approved carer or staff member. Otherwise, provide the information sheets at the commencement of the meeting.
2.5 Conduct the assessment
Minimum requirements
When conducting the assessment of a child placement concern report:
- have face-to-face contact with each subject child and the approved carer or staff member to whom the concerns primarily relate
- ensure that the face-to-face discussion with the child does not occur in the presence of the approved carer or staff member
- have verbal contact with any other person listed on the certificate of approval
- ensure that any support person or advocate in attendance, understands their role and is made aware of the requirement for confidentiality under the Child Protection Act 1999, section 188, prior to commencing discussions - for further information refer to the practice resource The role of a support person.
Commence the assessment
The assessment of a child placement concern report is commenced when the child is sighted or sighted and interviewed, as age and developmentally appropriate, by a CSO.
The CSSC manager is responsible for seeking the zonal director’s advice in situations where it is not possible to commence the assessment within five working days of the decision to record a child placement concern report.
Move the child during the assessment, if necessary
In circumstances where it is considered necessary to remove the child from their care environment during the assessment, refer to 4. What if the child needs to be moved to a new placement?
Discuss and assess the concerns
Provide information about the concerns raised to the child and the approved carer or staff member, and facilitate discussions in order to be able to assess the following matters:
- whether the child has any concerns about the standards of care or the care environment
- the impact, if any, of the approved carer or staff member’s actions, inactions or behaviour on the child
- whether the approved carer or staff member has failed to meet (through their actions, inactions or behaviour) the legislated standards of care and if so, which standards
- whether the approved carer or staff member has the ability and willingness to meet the standards of care, immediately and on an ongoing basis
- whether the approved carer or staff member has had their supervision, support and training needs met by Child Safety Services or licensed care service or another entity and whether there are additional or varied supervision, support and training needs that need to be addressed.
To assist in assessing the above matters, take into account both general risk and protective factors and factors specific to assessments within an out-of-home care environment, including:
- the child’s views about the alleged concerns
- the length of the child’s placement, previous history of harm, current case plan and other contextual factors
- the nature of the approved carer or staff member’s relationship with the child’s family and culture
- the use of force, corporal punishment or other behaviour management strategies prohibited by the statement of standards (that is, punishment that humiliates, frightens or threatens the child in a way that is likely to cause emotional harm)
- the views of the approved carer or staff member about the alleged concerns and any action or decision by Child Safety Services that may have contributed to the child placement concern report
- prior matters of concern and the implementation and outcomes, or progress, of previous or existing action plans, where applicable
- the current level of stress within the care environment, including:
- any overcrowding in the care environment
- whether the placement matches the child’s assessed needs
- lack of supervision, support and training available for the approved carer or staff member
- any systemic issues that have contributed to any breach of the standards of care.
Where during the assessment, it becomes apparent that a child has experienced harm and the alleged harm may have involved the commission of a criminal offence relating to the child, immediately notify the QPS, in accordance with Chapter 10.3 Statutory obligation to notify the Queensland Police Service of possible criminal offences.
Actions required when harm or risk of harm become apparent
If during the assessment of the child placement concern report, it becomes apparent that the child has suffered harm, is suffering harm, or is at unacceptable risk of suffering harm:
- discuss the information with the team leader, senior practitioner and CSSC manager
- where agreed by the CSSC manager that a matter of concern notification is to be recorded, record the relevant information and select the outcome ‘breach of standards – notification’ in the child placement concern report - do not delete the child placement concern report
- record a matter of concern notification
- conduct the investigation and assessment in accordance with 3.5 Conduct the investigation and assessment (noting that many of the investigation and assessment activities will have already been undertaken during the assessment of the child placement concern report)
- complete an investigation and assessment plan in ICMS, which will include actions from the assessment plan and any additional investigation and assessment activities that are still to be completed.
Record additional concerns
When there is an existing child placement concern report that has not been approved by the team leader, and further information is received that constitutes a matter of concern, record the new concerns received by Child Safety Services as ‘additional notified concerns’, unless exceptions apply. For further information refer to 1. What if additional concerns are received?2.6 Decide the assessment outcome
To decide the most appropriate outcome for each child:
- consult the team leader, senior practitioner and, if required, the CSSC manager
- provide the recognised entity with an opportunity to be involved in the decision-making process for an Aboriginal or Torres Strait Islander child
- take into account the contextual factors specific to the child and the approved carer or staff member.
Child placement concern report outcomes
There are three possible outcomes for the assessment of a child placement concern report, as outlined below.
1. Breach of standards - notification
This outcome is recorded when:
- the approved carer or staff member’s actions, inactions or behaviour indicate a breach of the legislated standards
- the concerns have had, or are likely to have, a significant detrimental effect on the child and meet the threshold for a notification.
2. Breach of standards
This outcome is recorded when:
- the approved carer or staff member’s actions, inactions or behaviour indicate a breach of the legislated standards in that the care provided is inadequate or poor quality
- there is no identified impact on the child
- there may be some impact for the child however the provision of inadequate or poor quality care has not had, and is unlikely to have, a detrimental effect of a significant nature.
3. No breach of standards
This outcome is recorded when:
- no harm or risk of harm to the child is indicated
- the approved carer or staff member’s actions, inactions or behaviour do not indicate a breach of the legislated standards of care
- the decision is made not to conduct an assessment, in accordance with Chapter 1, 5. What if the notifier is vexatious or malicious?
When the ‘no breach of standards’ outcome is selected on the basis that the notifier is vexatious or malicious, refer to Chapter 1, 5. What if the notifier is vexatious or malicious? and clearly document the rationale as to why the matter is considered to be vexatious and malicious, and the details of the decision-maker, in the child placement concern report.
Where the assessment is commenced, but not completed within six weeks, the CSSC manager will advise the carer or staff member in writing of the delay, the reasons for the delay and an estimated completion date.
2.7 Actions required following the assessment
Develop an action plan
Where the child placement concern report outcome is ‘breach of standards’, an action plan for addressing the concerns must be developed for the approved carer or staff member of licensed care service or another entity, in accordance with 4. Develop and monitor an action plan.
Finalise the child placement concern report
To finalise the child placement concern report:
- ensure the following information is recorded in ICMS:
- the information gathered during the meeting with the child and the approved carer or staff member
- contextual factors that may have contributed to the matter of concern, for example, high levels of stress or overcrowding in the care environment
- the outcome and the rationale for the outcome
- the action plan, if required
- the reasons for any delays, if the assessment is not commenced or completed within the specified timeframes
- forward the child placement concern report and action plan, where applicable, to the team leader for approval
- attach hard copy notes from the meeting with the child and the approved carer or staff member to the child’s file (for a meeting with the child or a staff member) and the approved carer’s Child Safety Services' file (for a meeting with the approved carer)
- file a copy of the action plan (where applicable) on the approved carer’s Child Safety Services' file, or for a staff member, on the child’s file.
2.8 Provide required information following the assessment
Provide verbal advice
Following the completion of the assessment, provide verbal advice only to:
- the child (having regard to their age and developmental level)
- the recognised entity, where the child is Aboriginal or Torres Strait Islander
- the CSO responsible for any child currently placed with the approved carer or staff member
- at least one parent of the child.
In addition, alert all parties to applicable complaints and review mechanisms. Refer to 11. What if a person wants to make a complaint or seek a review?
Provide verbal and written advice
Following the completion of the assessment, provide both verbal advice and written advice to the following people, using the Letter to approved carer/staff member - CPCR outcome, as outlined:
- provide the original letter to the approved carer or staff member
- provide a copy of the letter and where applicable, the action plan, to:
- the manager or coordinator of the licensed care service or another entity, if applicable
- the CST manager of the zone with responsibility for the licensed care service or another entity, if applicable
- staff of the relevant department, for example, Disability Services, where another entity is not funded or regulated by Child Safety Services
- file a copy of the letter on the child’s file
- file a copy of the letter and, where applicable, the action plan on the approved carer’s Child Safety Services' file.
Where the outcome is ‘breach of standards’, also provide a copy of the letter and the action plan to the zonal director.
The CST manager, where the approved carer or staff member is affiliated with a licensed care service, will:
- forward a copy of the letter and the action plan to the nominee of the licensed care service
- file a copy of the letter and the action plan on the licensed care service’s or another entity’s file.
- Last updated
- 18 September 2009
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