Placements in Residential Care

Where a decision has been made that a child requires a residential placement, the child's social worker should request a placement by contacting the Fostering Team Duty Officer.

In making this request, the social worker will need to complete a Placement Request Form to provide information about the child, the type of placement sought, the Care Plan, the date by which the placement is required, the likely length of time for which the placement is required and the expected level of contact between the child and parents. The social worker should also outline any risks associated in making the placement.

The Fostering Team Duty Officer will check whether an in-house residential placement is available that appears to be appropriate to meet the child's needs.

If such a placement is available or if there is a possibility of a placement by the required date, the social worker will be advised accordingly.

If no appropriate in-house placements are available and the child requires a placement without delay, the Fostering Team Duty Officer will obtain the agreement of the Designated Manager (Agency Placements) and contact other providers to identify a suitable placement.

Once a resource has been identified, the social worker should contact the relevant registered manager directly to discuss the available placement further.

Wherever possible, the child's social worker should visit potential homes and as required consult with other professionals, prior to a decision about the appropriateness of a placement being made. The placement provider should be able to provide evidence that supports the appropriateness and effectiveness of any therapeutic approach or model of care they intend to use.

The proposed placement will then be presented to the Designated Manager for approval.

If the proposed placement is with an external provider the Social Worker will need to complete an Agency Authorisation Form and send it to their Manager. The Nominated Officer (Agency Placements) must approve the specific terms and conditions of the placement, which must be included in the contract with the provider.

Where the residential placement is outside the local authority area, see also Out of Borough Placements Procedure.

N.B. In addition to the above approvals, in order to avoid placements that disrupt a child's education, the Nominated Officer must approve any change of placement affecting a child in Key Stage 4 except in an emergency/ where the placement is terminated because of an immediate risk of serious harm to the child or to protect others from serious injury - see Supporting the Education and Promoting the Achievement of Children with a Social Worker, Looked After and Previously Looked After Children Procedure.

Equally, any placement made outside the local authority area should be able to meet the child's physical and mental health / emotional needs, particularly where ongoing treatment is being undertaken or is assessed as required, (See also Health Care Assessments and Plans Procedure, Out of Borough Placements).

Once the relevant manager/s approves the placement, the placement planning process can start - see Section 2.3, Placement Planning. An understanding of the provider's therapeutic approach should inform the child's Placement Plan.

The social worker may then arrange visits to the proposed placement, with the child (if old enough) and parents (if appropriate).

NOTE: from September 2021, looked after children under 16 years of age cannot be accommodated in unregulated independent or semi-independent placements.

Before the child is placed, the child's social worker will liaise with the relevant registered manager to provide details of the child's immediate child care needs. The child's social worker will complete a Placement Plan prior to placement which details the child`s care needs. A copy will be provided to the registered manager prior to or at the time of placement. A Care Planning Meeting will then be arranged prior to or within 5 working days of placement - see Placement Planning and Disruption Meetings Procedure. The meeting will usually be held in the child's new placement.

Participants will include:

• The parent;
• The child (if appropriate);
• The key residential staff;
• Any other relevant professionals, e.g. a representative from the child's school;
• Anyone else considered appropriate or who will have a role in the placement.

The purpose of the Care Planning Meeting is to complete, or if already in care, to review and update the Care Plan which will be recorded on the Care Plan document. The Placement Plan provides clarity for the child and carer about; how day to day parenting tasks will be shared between the carer and the responsible authority and the circumstances leading to the child being placed.

The Placement Plan will include, religious persuasion, cultural and linguistic background and racial origin, their health and education needs. The Responsible Authority is required to draw up a Placement Plan before the child is placed, or if not practicable, within 5 working days from the start of the placement.

For children placed in residential care, the Placement Plan should cover the following issues in addition to those for all placements set out in the Decision to Look After Procedure:

• The type of accommodation to be provided and the address;
• Where the authority has, or is notified of, Child Protection concerns relating to the child, or the child has gone missing from the placement or from any previous placement, the day to day arrangements put in place by the appropriate person (placement provider) to keep the child safe;
• Any behaviours which have been of concern to previous carers and which may have contributed to previous breakdown of a placement and how the Placement Provider will seek to manage and respond to these;
• The child's religious persuasion, cultural and linguistic background and racial origin;
• At the time of placement; the respective responsibilities of the Local Authority and parents/anyone with Parental Responsibility; this is detailed in the Delegated Authority document and signed by the carer's, placing social worker and a person with Parental Responsibility for the child, e.g. a parent, legal guardian or Divisional Manager. The Delegated Authority document includes any delegation of responsibility by parents/anyone with Parental Responsibility to the Local Authority for the child's day-to-day care;
• Delegated Authority issues the circumstances in which it is necessary to obtain in advance the Local Authority's approval for the child;
• Information concerning the child's health and education, contact arrangements, visits by the responsible authority;
• The child's religion and culture and the manner in which these are reflected in their daily life and any help the child may need to keep these links;
• Arrangements for contact between children, birth parents and siblings and specified other friends and relatives.

The child's social worker must provide the registered manager with a copy of any relevant court order and full information about any behaviour management issues.

Wherever possible arrangements should be made for introductions to the placement, for the child, parents and the social worker to visit the home and/or whether it may be appropriate to have an introductory overnight stay. If this is not possible, arrangements may be made for residential staff to visit the child and parents; or for information about the home to be sent to the child and/or the parents, for example about routines in the home, bedtimes, meals, visitors, pocket money, school, privacy and the overall expectations in relation to the child's behaviour within the home.

At the time of the placement, the residential staff must also be given any additional information about details of the child's day to day needs which may not be covered by the Placement Plan but are important to ensure that the home is in the best possible position to help the child settle in the new placement, for example any particular fears at night-time or other emotional needs.

Following admission to care the child will be provided with a Welcome Pack which contains written information about coming into care, including information on using the Complaints Procedure and how to access an Advocate.

The social worker should ensure that any Children's Guide and other information about the placement that is available for the child is also obtained and given to him/her.

In all cases, the child should be accompanied to the placement by the social worker and helped to settle in. Suitable luggage should be used and a child's belongings should never be transported in bin-bags or other inappropriate containers (see NYAS, My Things Matter Report).

Emergency placements

Where an emergency placement is unavoidable local authorities should always make available information that is vital to allow the Home to care safely for the child e.g. medical information, Child Protection matters and information about any known serious behavioural issues which may place a child at risk of harm to him or herself or others.

The placement plan must be agreed and signed by the nominated officer. Where this is a Placement at a Distance this should be agreed by the Children's Services Director.

The child's social worker will update the child's electronic record with the details of the placement.

Where the placement is within an external provider, the Fostering Team Duty Officer will notify the finance section so as to trigger payments as appropriate.

Notification of the placement will also be sent by the Safeguarding Unit to the Designated Nurse for CiC, and education and health service. The child`s social worker must complete an Out Of Borough Notification and send it to the Safeguarding Unit who will notify the local Children's Services (if the placement is in the area of a different local authority) and the child's GP.

This notification will trigger the appointment of an Independent Reviewing Manager if it is the first placement and the setting up of arrangements for a Children in Care Review.

The child's social worker will notify all family members consulted and involved in the decision-making process of the placement.

The child's social worker must also notify the allocated Independent Reviewing Manager, if one is already appointed.

The notifications should be before the start of the placement or within 5 working days.

The child's social worker should also notify - preferably in writing but it may be verbally - all those involved in the day to day arrangements for the child, including school and any health professional or YOS worker actively involved with the child.

It will be necessary for the home or the child's social worker to ensure the child is registered with a GP, Dentist and Optician, either retaining practices known to him or her (which is preferable) or in the area where they are placed.

In relation to a first Child in Care placement it will also be necessary for the social worker to liaise with the Designated Nurse for CiC to arrange a Health Care Assessment - see Health Care Assessments and Plans Procedure. The social worker must arrange for the completion of a Personal Education Plan (PEP) - see Supporting the Education and Promoting the Achievement of Children with a Social Worker, Looked After and Previously Looked After Children Procedure.

For any new placement, every effort should be made to enable the child to remain at the same school unless there are reasons which would be detrimental to his or her well being. In order to avoid placements that disrupt a child's education, the virtual school head must approve any change of placement affecting a child in Key Stage 4 except in an emergency/ where the placement is terminated because of an immediate risk of serious harm to the child or to protect others from serious injury.

In the case of out of area placements, including Placements at a Distance, written notification must be given to the area authority of the arrangements for the placement before the placement is made or, if the placement is made in an emergency, within five working days of the start of the placement unless it is not reasonably practicable to do so.

The notification must include:

1. Details of the assessment of the child's needs and the reasons why the placement is the most suitable for responding to these.

The child's social worker must visit the child in the placement within one week of the placement and then at - a minimum of once every 20 working days; see Social Worker Visits to Children in Care Procedure.

Where there are concerns in relation to the progress of the placement, consideration should be given to seeking additional resources to assist the placement.

Where there are any changes to the child's placement and/or legal status during the placement, the child's social worker must update the child's electronic records.

A Children in Care Review should be convened where:

• The child is, or has been, persistently absent from the placement;
• The placement provider, parents or area authority are concerned that the child is at risk of harm; or
• The child so requests, unless the Independent Reviewing Manager considers that the review is not justified.

See also Children in Care Reviews Procedure.

The child's social worker must update the agency notification form for any out  borough placements when they end. Once approved by the Designated Manager this will be circulated to all relevant sections including the finance officer so that any payments to the provider will cease. The social worker will also need to inform those notified when the placement was made of the ending of the placement.

Note: Where the placement is a commissioned resource from an independent or private provider, the social worker must ensure that the Placement and Finance Officers are informed immediately so that formal contractual notice can be given.

Where the placement ends in an unplanned way, consideration should be given to holding a Disruption Meeting - see Placement Planning and Disruption Meetings Procedure.