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  3. 10. General
  4. 10.6 Downgrading or deleting an approved notification
  5. Key steps
  6. 1. Consider whether to downgrade or delete an approved notification

1. Consider whether to downgrade or delete an approved notification

1.1 When to seek to downgrade or delete an approved notification

A request to downgrade or delete a notification must be based on the need to ensure the integrity of departmental records. Any request to downgrade or delete an approved notification must be in writing and have the approval of the manager of the CSSC responsible for the completion of the investigation and assessment. The approval decision must take into account the responsibility of departmental staff to make, keep and preserve complete and accurate records.

Downgrade a notification

A notification is not to be downgraded:

  • as a response to the inability of a CSSC to commence or complete an investigation and assessment within the timeframe prescribed by the policies and procedures current at the time the notification was recorded
  • retrospectively, in response to receiving subsequent mitigating information about the child protection concerns already recorded and approved.

The decision to downgrade an approved notification should be a rare occurrence and may occur in the following circumstances:

  • following the decision by a receiving CSSC that an approved notification that has been reassigned from a RIS or CSAHSC does not meet the threshold for a notification and should be recorded as a child concern report, in accordance with current policies and procedures
  • following a review, quality assurance process or audit of work undertaken by another team leader, senior practitioner, manager or other senior staff
  • following specific policy and procedural directives that have been endorsed by the Director-General and implemented, resulting in changes in practice and a need to review existing work.

For an Aboriginal or Torres Strait Islander child, the decision to record a notification is a significant decision, and the recognised entity must be provided with the opportunity to participate in any subsequent decision to downgrade a notification to a CCR.

Delete a notification

It may be appropriate to delete an approved notification when an exact duplicate notification has been inadvertently recorded. A notification must not be deleted in response to receiving subsequent mitigating information about the child protection concerns already recorded and approved.

1.2 Principles guiding decision-making

The following principles apply whenever a decision is being made about whether to downgrade or delete a notification:

  • the deletion or downgrade must be in accordance with current policy and procedures
  • electronic records must be reliable, protected, authentic and secure from unauthorised access and alteration
  • approved documents contain information and decisions about departmental business processes and therefore must be retrievable within a central system.

When a decision is made by the CSSC manager to downgrade an approved notification because the concerns received did not constitute a notification response, all information within the original document must be recorded in ICMS, either as an intake enquiry or a child concern report, prior to the deletion of the notification.

When a decision is made by the CSSC manager to delete an approved notification (where there is an exact duplicate notification) all information recorded in both notifications must be contained in the notification that is to remain in ICMS.

Both new and previously recorded and approved notifications will be available to clients following a Right to Information request.

1.3 Responsibilities of staff

When approval has been granted to downgrade or delete an approved notification:

  • edit relevant documents within the intake event in ICMS
  • complete replacement and amended documents and submit them to the team leader for approval.

It is the responsibility of the team leader to:

  • consult with the senior practitioner about the decision to downgrade an approved notification to an intake enquiry or child concern report, or delete an approved notification
  • ensure the recognised entity have been provided with the opportunity to participate in the decision to downgrade a notification for an Aboriginal or Torres Strait Islander child
  • seek approval of the decision from the CSSC manager
  • re-open the relevant intake event and forms in ICMS
  • re-assign the screening criteria/response priority form when the notification is to be downgraded
  • approve the amended screening criteria and new child concern report, or the new intake enquiry (when a notification is downgraded) in ICMS
  • delete the notification in ICMS
  • delete the screen criteria/response priority form (when a notification is being downgraded) in ICMS
  • delete the investigation and assessment event in ICMS
  • ensure that any professional notifier is advised of the decision and provided with the rationale for the decision.

The CSSC manager is responsible for approving any requests to downgrade or delete an approved notification. This decision must take into consideration all relevant information, including child protection history.