3. Record the outcome and provide to the relevant CSSC or RIS

3.1 Record a limited intake response

Following the decision to record a limited intake response (LIR), the following steps for recording the response are required:

  • ensure all relevant notes and documents relating to the information are put together in hard copy form
  • attach a Limited Intake Response form (DOCX)to the front of the hard copy information
  • complete the Limited Intake Response form - it is essential that a clear and concise rationale is provided on the form to explain why the received information falls within the parameters of a limited intake response and requires no further action
  • seek approval for the response from the senior team leader
  • record the limited intake response on the Child Safety recordkeeping system with a hard copy held at the respective RIS or CSAHSC.

Where a RIS records the limited intake response based on information provided by a SCAN team partner, the RIS will provide advice regarding the outcome and rationale to the respective SCAN team partner.

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3.2 Record intake information

The following information guides the recording of intake information in ICMS:

  • 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 regardless of whether or not the pregnancy has been confirmed
  • 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 cultural status of all clients
  • record any health, disability or mental health concerns for 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 strengths, 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
  • record other actions taken, including the:
    • referral of a matter to QPS under the authority of the Child Protection Act 1999, section 14(2) and (3),
    • provision of feedback to a notifier or SCAN team core member agency representative
    • provision of information about Victim Assist Qld services. Refer to Chapter 10.20 Victims of Crime and the role of Victim Assist
  • record all informaton provided by the notifer about the child and his or her family's relationships, community, culture and any existing culturally appropriate supports.

File all other information and documentation, including notes taken during the intake phase and any written or paper-based information provided by a notifier, on the child's paper file. Where relevant, attach documents including the Intake template - electronic or the Intake template - handwritten to the intake event in ICMS and transfer to the pending allocation tray at the appropriate CSSC. The CSSC team leader and management team will track incoming events. For further information refer to the practice resource Regional intake services workflow.

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3.3 Record an intake enquiry

To record an intake enquiry in ICMS:

The RIS or CSAHSC is not required to provide intake enquiry information to a CSSC.

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3.4 Record a child concern report

To record a child concern report in ICMS:

  • create an intake event on ICMS and include or create relevant person records
  • complete the intake form in ICMS
  • complete the pre-notification check, if undertaken
  • complete the screening criteria
  • forward all relevant information to the QPS, where applicable, refer to 4.1 Inform the police of possible criminal offences and attach the Police referral form to the relevant event in ICMS
  • attach any relevant information to the intake event including email correspondence and referrals to Family and Child Connect
  • complete the child concern report and forward it to the senior team leader for approval
  • ensure feedback has been provided to the notifier, where applicable.

An intake event with a child concern report response should not remain open and will be approved by the senior team leader within five business days. Any subsequent concerns received are recorded in a new intake event.

When a matter is assessed as a child concern report and it relates to a subject child who is also the subject child in a notification where the investigation and assessment event has been closed for less than 30 days and an ongoing intervention has not been opened, prior to approval, the RIS senior team leader is to advise the senior team leader responsible for approving that investigation and assessment (note: if that if this officer is on leave, contact the senior team leader currently responsible for investigations and assessments at the relevant CSSC).

As the senior officer with most recent and thorough knowledge of the child’s circumstances, the team leader who approved the last investigation and assessment will consider the new information in light of the recent contact with the family and the completed investigation and assessment, giving consideration to cumulative harm and whether a new notification should be recorded. Sharing this information with the approving officer provides them with an opportunity to consider the new information and liaise with RIS team leader regarding the decision to record a child concern report, should they be of the opinion that another notification is needed to further investigate the child’s need of protection.

If the matter is complex, contentious or borderline, then either senior team leader can consult with their senior practitioner. The RIS senior team leader is the officer responsible for approving the intake response.

When a child concern report has been recorded at one RIS on behalf of another RIS, refer to relevant section in 2.6 Decide the response.

If a child concern report is received for a child during ongoing intervention:

  • record the concerns as a ‘Generic’ case note in ICMS using the title ‘OI - received concerns’, and include the rationale for recording the concerns as a case note and detail consultation with the senior team leader and any other person that contributed to the decision. The case note must be in shared documents and available in each child’s ongoing intervention. Clearly identify in the case note that the person providing the information is a notifier so they are afforded protection as per section 186 of the Child Protection Act 1999
  • notify the CSO with case responsibility immediately so they are aware of the concerns (if this has not occurred as part of the decision making process). Refer to Chapter 3: What if 2 – What if new child protection concerns are received

Where concerns are received by the CSSC about the quality of care provided to a child, or about harm to a child in care, refer to Chapter 9. Standards of care.

When a child concern report is recorded at a RIS and relates to an open ongoing intervention case at a CSSC, email the ICMS event ID to the appropriate officer recorded as the owner of the ongoing intervention event and the relevant senior team leader at the CSSC.

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3.5 Record a notification

To record a notification in ICMS:

  • create an intake event on ICMS and include or create relevant person records
  • complete the intake form in ICMS
  • complete the pre-notification check, if undertaken
  • complete the screening criteria and response priority assessments
  • complete and forward all relevant documents to the senior team leader for approval
  • telephone the relevant CSSC senior team leader to advise them of the approved notification, when the response timeframe is 24 hours
  • forward all relevant information to the QPS, where applicable, refer to 4.1 Inform the police of possible criminal offences and attach the Police referral form to the relevant event in ICMS
  • ensure feedback has been provided to the notifier, where applicable.

Where a child lives across two households, the CSSC responsible for undertaking the investigation and assessment will be the CSSC in the geographical area of the household where the significant harm or risk of significant harm is alleged to have occurred.

When concerns exist in both households, separate notifications will be recorded and separate investigation and assessments completed. When the households are in different geographical areas, the CSSCs will work in collaboration to complete the separate investigation and assessments and minimise the impact on the family.

For further information refer to the practice resource Recording notification information (PDF, 24 KB).

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3.6 Record 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) 
  • forward the completed documents to the senior team leader for approval.

Where relevant, following approval of the additional notified concerns by a senior team leader, advise the appropriate CSSC of the new concerns by emailing the owner of the investigation and assessment event and the relevant senior team leader.

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3.7 Record an intake when there is no identifying information

If a notifier provides Child Safety 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 an address is unknown, the Commonwealth and the department have agreed procedures under the Information Sharing Protocol between the Commonwealth and Child Protection Agencies that allow Commonwealth agencies including Centrelink, Medicare Australia and the Child Support Agency to release a family's last known whereabouts to an authorised officer. Commonwealth agencies are only able to release information in specific circumstances. Requests are only to be made via Data Management Servicesafter all other attempts to locate a familyhave been exhausted. For further information, refer to Chapter 2, 12. What if the child and family cannot be located?

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 the senior team leader about where the record of information should be stored.

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