Archived decisions
APPENDIX I
Mrs Lynda Hoare
Social Services Inspectorate
5th Floor Eileen House Social Services
80-94 Newington Causeway Trafalgar House
London SE1 6EF The Castle, Winchester
Hampshire SO23 8UQ
Telephone 01962 841841
Fax 01962 847159
Textphone 01962 868639
Steve Love |
SL/vy |
847284 |
|
11 November 2003 |
Dear Lynda
RE: LICENCE RENEWAL INSPECTION OF SWANWICK LODGE
SECURE UNIT
I enclose a copy of our response to the recent Inspection Report on Swanwick Lodge.
There are a few inaccuracies set out on page one, otherwise the findings are accepted and our response is as set out below.
SWANWICK LODGE ACTION PLAN
IN RESPONSE TO SSI INSPECTION JULY 2003
INTRODUCTION
This report is the Hampshire Social Services response to the triennial licensing inspection report undertaken by the SSI in July 2003 and issues in draft form in October 2003.
Progress has already been made in a number of areas, implementing changes, as will be outlined in this report, and further specific changes in practice and policy will be introduced to ensure best practice and full compliance with regulation and requirements.
There are, in the view of Swanwick Lodge, several factual inaccuracies within the Draft report and these are identified at the beginning of this report to ensure a full and accurate final inspection report is issued.
INACCURACIES
Major Incident Plans (page 22, paragraph 5.37). Swanwick Lodge does have a clear Major Incident Plan that has been in place since the opening of the facility.. The plan had been established with the police and has only recently been updated. The plan allows for emergency evacuation of the entire unit as well as including agreed police responses to escapes or any in-house riot situation. The Fire Brigade are involved on an annual basis to familiarise themselves with the layout of the facility and agreed response to emergencies.
In paragraph 4.4, page 13, the report refers to 4 placements being made under 72-hour placement regulations, with no subsequent court orders obtained for 3 placements. In fact all of these placements were made under PACE regulations and consequently no court orders would have been sought by the local authority.
On page 30, paragraph 6.20 the report notes that children are seen by a General Practitioner within 48 hours of admission. This is incorrect as children are seen within 24 hours, (one working day).
Page 39, paragraph 7.3 should be amended to read, `at grades B to F'.
Page 41, paragraph 7.10 is incorrect as all children's work is continually assessed through formative assessment.
PLAN OF ACTION IN REPONSE TO THE FINDINGS OF THE JULY INSPECTION
Immediate Action
The need for a fundamental review of policy and procedure in relation to the use of single separation and sanctions is acknowledged and agreed with. It is noted that these issues have been raised by the Inspectorate on previous occasions. Swanwick Lodge is committed to making significant changes to practice and policy to ensure full compliance with regulation and to that end the following will be implemented;
· A management day has been arranged for 28/11/03 to re-write policy and procedure.
· The Registered Manager will be notified of all incidents of single separation under new policy. This will allow for a detailed analysis and clearer management of incidents.
· The Registered Manager will, under new policy, receive weekly summaries of the number of sanctions, single separation and incidents of restraint. This will allow for increased management and monitoring of the use of the above methods of intervention and allow for the weekly management meetings to ensure a reduction occurs.
· 2 team away days have been arranged to discuss/consult/inform staff of new practices. These will occur 26/11/03 and 3/12/03
· Staff have already been made aware of these issues and are already adopting different approaches i.e. ensuring children are given time limited specific sanctions for rule infringement. And that single separation is only used where it is absolutely necessary.
· It has been recognised that a number of single separations occur as a result of children being removed from classrooms during education. The previous practice of returning children to their bedroom will stop and staff will engage the children in other areas (e.g. garden area) to allow them to calm down and return back into the classroom. This will assist in reducing the number of single separations significantly.
· Data collection in terms of single separation, restraint and sanctions has been in place for 6 months now and this is being used to reflect changing practices, identify weaknesses with individuals (as a learning tool) as well evidence how we are reducing reliance on the aforementioned practices.
· Personal Development Portfolios will reflect individual training needs and address any specific related issues for staff.
· Ongoing discussion and monitoring through the Independent External Manager will provide increased oversight of these issues and enhance feedback on the effectiveness of reduction.
· The management team are already auditing the records for single separation and sanctions on a monthly basis and this will increase to a weekly basis, to ensure a reduction in their usage.
The new policies, procedures and practices as outline above will be implemented as of 15/12/03
Deadline for completion 15/12/03
Statement of Purpose and Function
2.2 The statement of purpose and function has been amended to ensure it contains all information as required by schedule 1, Children's Homes Regulations. This has been re-issued to all staff and is available as required. Written information for children has been written with children at Swanwick Lodge and is being further amended to ensure it meets requirements. This will be completed by 21/11/03
Deadline for completion 21/11/03
2.3 The Assistant Director, Children and Families, Hampshire Social Services does meet on a regular basis with his counterparts from Portsmouth and Southampton social Services. As such, this issue raised by the Inspectorate will be shared with the `home' authorities to ensure a review of the use of secure accommodation takes place.
Resources Available to the Establishment
2.4.1 A staff absence management strategy is acknowledged as a priority. Swanwick Lodge has already raised this with senior managers within Hampshire Social Services and received their full support. A clear management action plan in relation to staff sickness will be drawn up and implemented by 1/12/03. This will include ensuring all records relating to staff sickness are collated in terms of the number of days lost, the continued use of return to work interviews and further dialogue with the OHU.
A minority of persistent long term absentees have been identified and
urgent referrals to the OHU have been made for serious cases of long term or repeated absenteeism. This will allow for persistent issues of sickness to be addressed effectively, using departmental procedures. Return to work interviews will continue to occur for all staff and any issues raised with staff directly. Data collection will continue to ensure the effectiveness of the management action plan.
Deadline for implementation 1/12/03
2.5 Following the successful appointment and induction of the two unit leaders, Swanwick Lodge has a much more robust management structure allowing significantly increased management oversight. As such, one of the unit leaders has assumed overall responsibility for developing and co-ordinating the strategic training and development plan for Swanwick Lodge. This will ensure individual needs of staff are met, in line with Departmental, County and National training strategies and objectives. This includes the new Youth Justice Board qualifications which Swanwick Lodge is involved in.
Training for staff will be more co-coordinated and ensure compliance with National Training Organisations as well as the National Minimum Standards.
Deadline for implementation 1/01/03
2.6 Staff supervision has been prioritised by Swanwick Lodge since the appointment of the new Registered Manager. Formal 4 weekly supervision as a minimum ( but greater where individual requirements dictate) is now in place. All staff are receiving supervision. This is clearly recorded and ensures accountability as well as opportunity for staff development and discussion. Supervision is seen as an integral part of the function of Swanwick Lodge.
The management team is responsible for monitoring the quality of supervision. The Registered Manager will ensure a sample of supervisions sessions conducted by other managers at Swanwick Lodge are observed and direct feedback given on, thereby ensuring quality and performance.
Action Complete
2.7 Swanwick lodge acknowledges the requirement to increase the numbers of staff from black and ethnic minorities and as part of Hampshire County Council is committed to this improvement in all aspects of its operation. The Registered Manager will ensure Hampshire County Council's Adviser for Corporate Equality Plan and Race Scheme is contacted to seek advice and assistance on improving this aspect of the service.
Action Ongoing
2.8 All staff have access to Hampshire Social Services training courses which specifically aim to increase understanding and skills for staff working with children from different cultural backgrounds. Individual staff, where identified through supervision and performance development, will be put forward for individual training. Further, training sessions for all staff teams have been arranged to occur during November and December 2003 to assist staff development and awareness.
Deadline for completion 1/3/04
2.9 Swanwick Lodge acknowledges the recommendation to increase opportunities for children to personalise their bedrooms. Enquiries are under way to ensure facilities are put into place to action this whilst also ensuring security is not compromised. Sample products, such as `safe' notice boards, have been requested for review and early purchase.
Deadline for implementation 1/4/04
2.10 A review of all security arrangements, policy and procedures will be undertaken by the management team. The purpose of this is to ensure systems are as robust as possible and that day to day practice reflects policy and procedure. There will be an increased and consistent level of room searches in line with the unit procedure.
Deadline for completion 1/1/04
Improving Life Chances
2.11 All case files have already been reviewed to ensure they comply with the National Minimum Standards as well as regulation and guidance. Case files will be audited and reviewed on a regular basis to ensure compliance continues.
Action complete
2.12 A fundamental review of the key worker role and how this is implemented will be conducted by the management team. This will ensure that there is a clear understanding of the task as well as improved packages of work available to staff and children. Clear recording of the aims and objectives of such work as well as outcomes, will be introduced and linked to offending behaviour work and all other aspects of the child's Care Plan. This will provide clear evidence of work undertaken and meet the requirements in full.
Deadline for implementation 1/2/04
2.13 Following this issue being raised with Swanwick Lodge, Hampshire Social Services Personnel Officers were informed. They have acknowledged that current procedures will be reviewed to ensure full compliance with all necessary legislation relating to the recruitment and selection process.
Action Complete
2.14 In light of this recommendation from the Inspectorate, Swanwick Lodge has undertaken a consultation exercise with children and staff to improve the functioning of Children's Meetings. As a result of this exercise, a new process and procedure for conducting these meetings has been established. It is the view of Swanwick Lodge that these improvements allow for a significantly greater input from the children in to the day to day running of the units as well as ensuring effective feedback on proposals is given.
Action Complete.
2.15 A senior member of care staff has assumed responsibility for health matters at Swanwick Lodge. Part of this area of responsibility is to ensure all health Care Plans reliably reflect the individual needs of the child in question and provide a clear programme of health care for them. It is noted the Inspectorate recommend children take their own Health Care Plan with them on discharge from the unit and this will now occur.
Action Complete.
2.16 In response to the recommendation for staff training in relation to complaints, it has been arranged for Hampshire's complaints officer to deliver two training sessions to staff to ensure their understanding and raise their awareness of complaints.
Deadline for completion 1/1/04
2.17 Following this triennial inspection a new complaints procedure for children was introduced. New literature devised in consultation with the children was introduced and is now an established part of Swanwick Lodge procedure.
Action Complete
2.18 Swanwick lodge management team will introduce a clearer and more specific file auditing system that ensures consistency of practice in relation to the updating of risk assessments. This will ensure practice is consistent across both units and will ensure the development of a more robust risk assessment process.
Action to be implemented by 1/1/04
2.18 This is covered in detail in the first section of this Action Plan
2.19 This is covered in detail in the first section of this Action Plan.
Education
2.21 In light of comments from the SSI as well as OFSTED a review of the timetabling arrangements for Wednesday afternoons has taken place. It has been agreed to alter the current practice and ensure children are in education, within the classroom setting on Wednesdays as all other days.
Action Complete
2.22 Swanwick Lodge has given the matter of accreditation a great deal of consideration following the Inspectorates comments. As a unit there is a strong commitment to ensuring the significant progress children make when placed in the facility is recognised and evidenced. As such there will be a wide ranging system of accreditation using the AQA system, introduced. This will link in with enrichment activities as well as all educational programmes. Further, it will also link in with the target setting as part of the DTO programmed work.
The process of extending accreditation has already begun and education staff are submitting new modules to the accreditation board. It is recognised that this is an ongoing piece of work given the necessary detail required. However, Swanwick Lodge is clear it will have achieved a significant widening of the accreditation structure used by 1/1/04.
Action to be implemented 1/1/04
2.23 In terms of the Inspectorates view that the curriculum hours are inadequate there has been an extensive review of the timetable. This has ensured that (as detailed above) Wednesday afternoons are now education time as are Friday afternoons which have similarly been changed to a classroom and formal teaching setting. As a result of this the current taught time is now 27.40 hours, a significant increase. It is a clear aim of Swanwick Lodge to further increase this to 30 hours, in line with Youth Justice Board requirements, by 1/9/04 at the latest.
In relation to the issue of 43 weeks education, Hampshire Social Services has shown a clear commitment to develop the education timetable at Swanwick Lodge to 50 weeks a year. This is in direct response to the requirements of extended partnership working with the Youth Justice Board. This major development requires careful planning, consultation and introduction, based on the successful negotiation of a long term contract with the Board. As such negotiations and proposals are being given consideration to ensure this development can be achieved.
Action, extending taught hours, complete Action, introducing 50 weeks education a year, to be implemented by 1/9/04
2.24 In respect of the recommendation made by the Inspectorate for revising the target setting system in terms of education and ensuring integration with DTO review targets, this process has already begun. Swanwick Lodge education team has held two INSET days looking at accreditation and target setting to achieve this goal. All targets will be SMART targets, and all education targets will reflect individual DTO review targets.
Action to be implemented by 1/1/04
Quality Performance
2.25/ It is recognised that there is a requirement to further develop the
2.26 management information systems to inform practice as well as developing quality assurance systems to measure and improve practice delivered. This process as the SSI note, is underway. Data is collected relating to sickness absence, education attendance and achievement, reasons and length of placement, use of sanctions, single separation and restraint, attendance at, and effective outcomes of therapeutic intervention. There will however, be a far wider collection of data to inform practice and service development.
As part of this process a meeting was recently held with the County Manager Quality Performance. This senior departmental manager has agreed to take a lead consultative role in assisting Swanwick Lodge with the development of management information systems as well as internal quality systems to improve performance. It is acknowledged that this is an ongoing, continuous improvement process but one the management team are committed to following
Action ongoing.
I am grateful to the Inspectors for the comments and advise and I look forward to the report being presented to the Social Care Policy Review Committee on Friday 23 January 2004.
Yours sincerely
TERRY BUTLER
Director of Social Services