Daily Recordings and Charts

Daily Recordings

Each time staff have any contact with any of the families, the observations/discussions are recorded in the particular family's file.

Written entries on the file are signed and dated by the member of staff making the entry. Staff will distinguish between fact and opinion, clearly recording what they have observed, and if appropriate will provide an interpretation of an incident, recording it as 'opinion'. Any information gained in confidence from other sources is recorded separately in 'Third Party information'. When recording what a parent/child has said staff will use speech marks and state clearly, who made the verbalised comment.

Staff take every precaution to keep case recordings secure i.e. files are stored in a cabinet within the staff office, which is locked whenever it is left unattended. Case records will only be removed from the Centre under extraordinary circumstances e.g. Court hearings, and with authorisation from the Executive Team/Team Manager, and in response to any court order authorising access to the records. Case records may be accessed by other relevant personnel, and the Parents/Carers themselves.

Parents/Carers are allowed access to their files with the exception of 'Third Party information' and are encouraged to add their own comments. Any errors would be corrected and disagreements noted.

When making daily recordings staff are aware that case records may be accessed by other relevant personnel, court and Parents/Carers themselves.

Charts

Charts are an effective way of recording observations and findings of families. They can help to reduce lengthy note taking to more focused, specific recordings.

Charts can sometimes be used as a tool to break down basic care tasks into all of the essential steps and also to providing a clear picture of a parent's capabilities at a glance. For example, a chart regarding a baby's bathtime would provide a breakdown of areas such as: Is the water depth and temperature appropriate? Child friendly toiletries used? Clean clothes and towel provided? Such charts can help to guide observations and recordings.

Sometimes charts are implemented for family recordings in an attempt to monitor patterns and behaviours of a child or parent. For example, where a parent may struggle with ensuring their child's safety and supervision, a chart may be used that divides issues into - the incident, child's response, parents' response and discussion. Again, such charts are an excellent way of collating very specific information.