Forms and documents
We Will look at the Key forms and documents that should be completed when on shift.
Daily Logs
this should be completed every day without fail and with no blank gaps. please ensure logs are filled out in hourly slots starting 9am (morning) till 12am (midnight) daily, if you are asleep by then fill out that nothing has happened the next day. Any details that you want to include such as specific times should go into the box for the hour. If a significant incident occurs the information for this should be copied into the top section of the log under significant incidents, all logs should be saved using the format “house daily record dd.mm.yyyy” these should be saved in the folder for the month and not on the desktop.
Log entries should generally include:
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Who is in the house (including staff)
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Where are they (e.g. room or kitchen)
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What are they doing. (E.g. cooking or on the phone)
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Where do you believe everyone else is. (E.g. College, work, out with friends)
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What has happened in that hour (e.g. Y.P came downstairs to cook an omelette, staff supported her in doing so
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LM left the house,
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What have you done? (Checked email, Checked calendar, or maybe Did a welfare check on Y.P., did you cook, take phone call for 20 mins, make food or are you in the staff room watching TV?)
EXAMPLE:
Y.P, O.Y, M.E all in the house.
LM and J.H is out
L.M is away at what staff believes to be college. (You can alternatively just write “LM is out”)
J.H is simply out as far as staff knows has not responded to welfare text.
Y.P is in her bedroom she sounds like she is listening to music,
O.Y is in the kitchen making an omelette,
M.E is in his room,
Did a welfare check via text to J.H
Staff filled log, checked emails, swept the house and spoke to G.Os social worker.
Key working Forms
You should be completing at least one hour of key working or mentoring with a young person while on shift and therefore should also be filling out the session report form. In a key working or mentoring form, you should have at least 4 points to add on the form, and no form should have less than an hour marked on it.
Using the key working codex, you eliminate half of the work for yourself. We understand that not all young people are equally engaging therefore be creative in how you get them to engage and evidence that key working was done. This goes the same for the independent skills assessment. Please ensure that the mentoring session forms is reflects that you did aspects of the key working codex and the independent.
Mentoring and key working sessions need to be done daily this could be formal or hands-on session with the young person or informal ones. An example of a formal session is where a young person and the key worker does something like a cooking session, usually we require a mentoring form, a short ten second video, and/or a picture to evidence this to the social worker. We understand that some young people aren’t comfortable with this at times or don’t want to, if you’ve done the best that you can to encourage it, then get the mentoring form signed and forget the picture or video, if you are able to take a picture that doesn’t involve the young person being in it e.g., the plate of food then do so. An informal session is time you spend doing things for the young person though they may not be directly with you or engaging e.g., this could be contacting and liaising with professionals about matters to do with young people, once you are able to evidence this has been done by sending an email with what you have done to update us and the social worker then we are ok you signing a mentoring form.
Mentoring and key working sessions should primarily reflect the work laid out in the key working codex and the independent skills assessment. The codex found in the young person file should be filled out and updated, along with an accompanying session form signed by both the young person and the mentor. Forms are to be filled in digitally (preferably using the tablet) and saved in the young person’s folder, in the folder for key working.
All forms must be signed by the young person and the mentor, date and time slots filled out properly, the young person should be given the option to comment if they choose to.
Key working forms actually are easy once you are able to get what your intending to say.
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Start with What you did
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Then What the young person displayed they knew to do while doing it or learned to do because you did it.
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Next it’s the effect it had on the person, we’re they happy, sad, proud, excited etc.
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Next is what may need to be done in the future to progress or develop it could be in this skill like cooking or it could be with the young person as a whole, e.g. either next they need to learn about cross contamination or for example after a conversation with you they may needs to see a counsellor next
The entry is essentially:
“At 13;00 LM did a cooking session with staff. LM wanted to learn to cook Jamaica food specifically rice and peas and stew chicken. He behaved very well in the cooking session and took part throughout the session. He listened to instructions and did much of the practical parts of the cooking. He learnt how to season chicken and learnt about different herbs and spices and how they combined to create unique flavours. LM was happy and said the food was very nice which he didn’t know it would be. This excited him and he felt more confident doing this in the future.”
BREAK DOWN BELOW.
This provides a sentence by sentence breakdown of the one entry in the key working form so that you can understand how each sentence is designed to have a specific effect and show your capability as a worker.
At 13;00 LM did a cooking session with staff (this describes what we did and when overall). LM wanted to learn to cook Jamaica food specifically rice and peas and stew chicken (this gives exact details)
he behaved very well in the cooking session and took part throughout the session (this tells details of his behaviour and attitude towards the activity). He listened to instructions and did much of the practical parts of the cooking. (This describes the role he played in the Key working session and evidences why you felt he did well)
He learnt how to season chicken and learnt about different herbs and spices and how they combined together to create unique flavours. (This describes the skill he developed and how this cooking session would impact him going forward benefitting him and his life)
LM was happy and said the food was very nice which he didn’t know it would be. This excited him and he felt more confident doing this in the future. (How this session it impacted him overall).
This can be done per each bullet point of a Key working form or sometimes as a whole but whatever it is you’re doing make sure you mention each of these things at least once on the form.
Handover Forms
Handover Forms are something that you will fill out when you come to the end of your shift. These forms give you a checklist of things that should be done, before the next staff arrive, it is mandatory that these tasks are completed, and the next staff will verify the items on the form with you present. Do NOT mark yes on a task that has not been completed. It is also not acceptable to write no next to specific items for example, shift updates being sent, you must send a shift update, you should not write no next to this item. Please remember to send shift reports to management at the end of your shift to update on what has been going on with the young people and any new developments. In this shift report also list the completed tasks and the tasks being handed over to the staff taking over to keep a clear record.
We expect a clean unit and so cleaning the house and communal areas is a part of your handover task to ensure that the house is in a good condition for the staff taking over. Please don't take over from someone if the house is dirty, if they must go urgently, they, or you, must write that on handover form and send it to the unit manager.
STAFF SIGN IN
Staff sign-in Form is an essential document that you need to ensure you update when you arrive for a shift and when you are leaving at the end of your shift, these will be checked against timesheets and are necessary for auditing so please ensure you have filled it in appropriately
YOUNG PERSON'S SIGN IN
YP sign-in form is also mandatory to be filled, we prefer that the young people sign themselves in and out so please bring the sign in sheet to the door with you when you are letting a young person into the house and remind them to sign it as they are leaving. If you find that they have not signed this or they refuse for whatever reason, you can then fill it out on their behalf with the time they have arrived/left and their name.
CHRONOLOGY
A chronology is a timeline of significant/important events that have happened for/to the young people. Each young person has a chronology that needs to be updated in their digital files.
Below is an example of a chronology.
Input the date that the event occurred on, click on the arrow next to the Event type column box. Choose the relevant option from the drop down (the drop down menu matches the key at the top of the document. Insert all the relevant details into the events box, including people involved, reference numbers for any external referrals e.g. CAD references. If it is included in the chronology it should be reflected in the significant box on the daily record.
The box will automatically colour code itself.
Things you would record
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incidents e.g. aggression towards staff, other young people,
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disclosures of a serious nature
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Property Damage
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Missing Incidents
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Absences, NOT including authorised absences
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Any court dates, arrests or lawyer appointments
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Doctors’ appointments
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Visits to or from health professionals
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Accidents that are reported
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Injuries the young person sustains, observations of injuries. Details of how they were sustained and what actins are being taken.
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LAC and TAC Meetings
Things you would Exclude
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Young person’s standard activities, e.g. young person went to college
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General sessions
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Visits from friends
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Report Writing
These are to be updated daily by the person on shift at the time. This, ensures that if a person comes on shift on Friday, they don’t need to complete a whole report for a young person that they have not worked or interacted with. Weekly reports are to reflect the general attitude and activities of the young person, to give a general overview of how their week has been and highlight what is working well, what has happened, any areas of concern, and action points moving into the next week
Reports are centred around the 5ECMs
If you don’t know them you will find it difficult to write a report. But you can literally make anything and everything fit into one of these….seriously you can.
The report doesn’t have to be long or drawn out either but it does have to hit these points to be good. Part one of the report is what Is lawful such as the 5ECMs Part 2 is what I’d call views, alerts, and discussion.
Part 1
THE 5ECMs Are:
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Being healthy
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Staying safe
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Enjoy and achieve
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Economic well being
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Postive contribution
Part 2:
VAD (Views, Alerts, Discussion report)
After the 5ECMs we do a simple general description of the young person and how they’ve been overall, in the unit we can about talk anything here such as behaviours, concerns, views, habits, observations, assessments and anything else we may feel necessary.
And remember keep referring back to how you’ll action things from our end.
Incident Report Form
Incident reports are something we hope you don't have to fill in often, however it is very important for you to understand how to complete one.
There are several different things that would classify as an incident and many rules that would apply when filling out a report form. Be clear and specific giving the facts of the situation, anything that led up to the incident or contributed to it happening and or escalating.
Note down the names of all people present when the incident occured. note down all people who were contacted and informed of the incident occurring (e.g. the police, the social worker, EDT, your manager.) When giving opinions on parts it needs to be clearly stated that this is your opinion and back it up with any evidence that supports this. e.g. "Staff Felt that YP was agitated and upset, as they were behaving erratic and slamming doors, staff enquired about whether they were ok and they then shouted at staff to leave them alone, before pushing past staff". You need to clearly highlight all actions taken within the situation the reasons for them. Highlight any actions that need to be taken in the future to safeguard against future incidents or because of this one. "Due to the incident, staff will be removing sharps and other hazardous materials from the YP room and will be required to carry out daily room searches. Staff reccommend that YP be moved to a higher support plan to mitigate against risks""
We Are Paperless!
This means all of our forms are now on the online file system. You can fill most forms out on the tablets found in each unit (such as Key working forms) and on the Office Laptop!
