‘A Guide for agencies working with children and families’
Contents
1. Principles behind Family Group Conferences
- Every family is unique. Every family has its own culture, personalities, personal dynamics and history. Only the family members themselves can know this. A Family Group Conference uses the family's own skills, strengths and personal knowledge to resolve difficulties. It is an ideal forum to make plans for children in need of care and protection. Using the family's own expertise ensuring the family's involvement in the planning of the Family Group Conference means that it is a tool that can effectively be used by diverse communities to make safe and culturally sensitive plans for children.
- Families sometimes need support from formal agencies in order to meet their children's needs. The Family Group Conference process goes some way to redress the power imbalances that are experienced by children/young people and their families in these situations and encourages working in partnership.
- Agencies that work with families need to share some of their power if they are to work in realistic partnerships.
- Families are able to make safe, effective and creative decisions for the care and protection of their children given the opportunity and the information to do so. They have the right to be acknowledged as key decision-makers in the Family Group Conference process.
- Involving the wider family and friends can make planning for children more effective. Family's ability to care for their children will be encouraged and supported by family decision-making.
- Children/young people have the right to have their families fully involved in planning for their future.
- In order to make good decisions families need clear information and to have their own knowledge, skills and values respected.
- Families have the right to a supportive, safe and private environment to make plans.
- Families have the right to have safe plans agreed and resourced.
- Children/young people are best looked after within their family group.
2. The Background to Family Group Conferences
Family Group Conferences originated in New Zealand from the Maori people. Maori Groups had made it clear to the Department of Social Welfare in New Zealand that they were unhappy about:
- The high number of Maori children in State care compared to the rest of the child population
- Culturally insensitive placements with white European families
- The lack of involvement of families in decisions about the care of their children
- The lack of Maori Social Workers
- Allegations of ill treatment of children in State care
As a result of this and extensive consultation with community and professionals, New Zealand passed the Children, Young Persons, and their Families Act 1989. This Act introduced the Family Group Conference as the statutory process for working in partnership between the State and the family group. It empowered family groups to make informed decisions in private time about how to protect and care for their own children. The Family Group Conference in serious child welfare cases has a legal base and real authority with people's entitlements, responsibilities and obligations spelt out.
Family Group Conferences were also held in Youth Offending enabling the young person and their family to take responsibility for the offending behaviour. Victims of crime were invited to the conference in an attempt to have a say about what actions could "put right" the consequences of the young persons criminal activity.
3. Family Group Conferences in the UK
The Children Act 1989 was introduced within England and Wales. Many of the key principles behind this act support the use of Family Group Conferences e.g:
- Family support
- Working in partnership
- Parental Responsibility
- Taking account of different in service provision e.g. culture, ethnicity, language and religion
- Safeguarding children and promoting their welfare
- Children remaining within their family group and promoting contact
- Services to children with disabilities
Within the UK, interest in Family Group Conferences began in 1991 when the Family Rights Group invited over a group of New Zealand practitioners to talk about their experiences.
Working in partnership with families is a principle behind the Children Act 1989. This was extended by Every Child Matters, Change For Children, Children Act 2004, Working Together to Safeguard Children and most recently the Government’s Green Paper ‘Care Matters’.
The Family Rights Group have continued to promote the use of Family Group Conferences, holding courses and supporting practitioners who were keen (and brave) enough to set up their own projects. From this grass roots movement a number of Social Services Departments established local pilot schemes which were evaluated nationally (Marsh and Crow 1997). Over 60% of local authorities now say that they either offer this service or are considering doing so.
Research confirms that Family Group Conferences make safe plans for children and that families and children value this way of working. (Lupton, C. Nixon, P. 1999: 'Empowering practice?: A critical appraisal of the Family Group Conference approach' Policy Press; Bristol)
4. The Key Element of Family Group Conferences
- The term family is widely interpreted and includes family, friends and other significant people. It does not imply one particular type of family.
- The role of the Independent Coordinator is vital in negotiating attendance and informing all participants about the process involved. The role is separate and independent from other professional involvement with the family.
- The attendance of family members is facilitated by the Coordinator through practical and financial assistance with travel, availability of interpreters, childcare etc.
- The Coordinator has the responsibility for identifying and addressing issues of culture, ethnicity, gender, language or religion and to respond positively to any particular needs that a family may identify to ensure that equality issues are addressed and that the family is not disadvantaged by the process.
- A child/young person who attends needs to be helped to identify a supporter, preferably from within their own network. In some circumstances an advocate may be from the agencies involved i.e. a voluntary organisation (NYAS). Careful thought needs to be given to this because of the impact this can have on the private family time. Careful consideration needs to be given to the advocacy needs of children and vulnerable adults by the Coordinator.
- The family is the primary planning group. The role of all the agencies is to share their assessment, information and knowledge with the family and to answer any questions the family may have. It is not to present a plan and seek family agreement to this.
- Private decision making and planning time is an essential element for the family.
- The family plan should be agreed by the referring agency unless the plan is thought to place the child/young person at risk of Significant Harm. In such situations it will be necessary for the agencies to explain the specific concerns they have regarding risk to the child, and what will happen if the family cannot make a plan. The family may then be offered another opportunity to plan to manage the risks in partnership with the agencies.
- When the family have made their plan the agencies need to say at the meeting whether they can provide the resources requested by the family to support their plan. If there are going to be delays then the family needs to have been informed of the processes for decision making at the beginning of the Family Group Conference process. Decisions need to be made quickly.
- The family plan needs to be clear about how they and the agencies will monitor the plan and what to do if it is not working e.g. contingency plans.
- The presumption is that all family will be invited to the Family Group Conference. In some exceptional circumstances it may be necessary to exclude a family member – see Section 6.2.4, Exclusions. Alternative ways of contributing to the meeting will be explored by the Coordinator e.g. through letters/e-mail/tapes.
- The decision to exclude rests with the Coordinator if there are safety issues. The decision needs to be clear and to be put in writing to the family member and the family member is to be made aware of the complaints procedure.
- Research and practice evidence suggests that families are able to prepare a plan, in the majority of situations. Children's Services, Education, Health and other agencies providing information, need to be clear with families what is likely to happen if they are unable to prepare a plan.
- The Coordinator will offer the family the opportunity for a review Family Group Conference at the initial meeting so that the family can check that their plan is working, that the resources requested have been provided and to update the plan if circumstances have changed. The family may request more than one review.
5. Roles and Responsibilities
For the Family Group Conference to be effective, it is important that everyone is clear about his or her roles and responsibilities within the process.
The following is an outline of the key responsibilities of all those involved in the process.
5.1 Role of the Family
- To be prepared to look at what needs to be different to meet the needs of the child/young person.
- To identify the key people who need to attend the Family Group Conference and to take part constructively and with respect for each other.
- To request the information they need to make good decisions.
- To develop a plan that meets the needs of the child/young person in partnership with the agencies involved.
- To identify contingency plans.
- To write up the plan (with assistance of the Coordinator if they choose).
- To make monitoring arrangements to check that the plan is working.
- To make arrangements to review the plan and update it is necessary.
- To carry out the plan as agreed.
5.2 Role of the Referrer
- To complete an assessment (CCM/CAF and/or Initial Assessment) and ensure the child's/young person's safety.
- To offer the family the opportunity of a Family Group Conference and to make a referral to the Family Group Conference Service.
- To initially prepare the family for what to expect from a Family Group Conference.
- To provide clear, good quality information to the Family Group Conference about the assessment, preferably in writing.
- Discuss what needs to be said with the main family members beforehand and obtain permission for what will be shared in writing.
- To provide balanced information, building on the family strengths as well as pointing out what may need to change.
- To keep information free of professional jargon.
- To give realistic information about family support services available to support the family plan.
- Include the assessment of the child/young person's needs. Be clear about your professional opinion.
- To be clear about care and protection issues; stating what needs to change and in what timescales?
- Include information on "The Bottom Lines".
- If there are protection issues. What will Children's Services (Specialist and Targeted Services), Education, Health and the other agencies do if the changes are not made?
For example in school referrals this might be information on likely exclusion if changes are not made.
- Encourage and support the family to do their own planning.
- To provide answers to questions from the family network during the Preparation Stage.
- To keep in regular contact with the Independent Coordinator to prepare for the questions the family may have at the meeting.
- To let the Coordinator know of any significant changes that may affect the Family Group Conference.
- To make sure that all the agencies involved are clear about each other's roles and responsibilities so that the family is given clear information. To meet with the other agencies beforehand if there are issues that need to be resolved between the agencies.
- To be as flexible as possible about the timing of the meeting - it belongs to the family.
- To provide clear, realistic good quality, verbal information at the "Information Giving" stage of the Family Group Conference.
- To agree the family plan if it keeps the child/young person safe from Significant Harm.
- To keep to the Referrer’s part of the plan and be clear with all the family if this is not possible.
- To contact the Coordinator/Family Group Conference Service when the family need to review their plan.
5.3 Role of the Managers
- Research indicates that this is a key role in ensuring the success of Family Group Conferences as a model of working in partnership with families to improve outcomes for children.
- To actively encourage, agree to and support the referrals to the Family Group Conference Service.
- To assist the Referrer to be clear about Children’s Services/the School’s/Health’s position and to make a clear statement to the Family Group Conference.
- To make sure that the Referrer is clear about resources and whether they are available.
- To positively support the resourcing of family plans in the least intrusive way.
- To agree the family plans if they keep the child/young person safe from Significant Harm and are lawful. To give detailed information back to the family where the plans do not.
- To make sure that the support agreed by the referring agency for the family plan is implemented.
5.4 Role of Other Professionals
Much of this is similar to the role of the Referrer. In essence:
- To carry out assessments.
- To provide information to the Family Group Conference either verbally or in a clear jargon free report as agreed with the Coordinator.
- To take part in the information stage if requested to by the family.
- To provide services to the family plans and ensure that they are provided as agreed.
5.5 Role of the Coordinator
- In the preparation stage to ensure that all the family are well informed about why the Family Group Conference is being held.
- To identify, prepare and invite all the participants in the Family Group Conference in advance. Manage any conflict in this process.
- Be clear with everyone about his or her roles and responsibilities in the Family Group Conference process.
- Identify any issues relating to ethnicity, culture, language, gender or religion and respond positively to particular needs requested by the family.
- Identify and request the information the family needs in order to make good decisions. Make sure that this information is clear and jargon free.
- Establish the wishes and feelings of the child/young person and how best to inform the meeting of these.
- Identify and prepare advocates for their role with the child and other vulnerable adults. To be clear with all participants at the meeting about the role of the advocate.
- To arrange a time and venue for the meeting that suits the family. Support practical arrangements for transport to the meeting, childcare, food etc. in consultation with the family.
- To share the Social Worker's report with the wider family after checking that the child/young person and parents have agreed that the contents can be shared.
- To prepare family members to take part constructively and with respect for each other.
- To keep all participants focused on the issues and purpose of the Family Group Conference.
- To chair the information giving stage.
- To facilitate the family going into private planning time.
- To help clarify and record the family plan. Ensure that the plan contains monitoring, contingency and reviewing arrangements.
- To seek the view of the agencies about whether the plan provides for the care and protection of the children and if the resources requested can be provided.
- To pass the plan to the Social Worker and other family members.
- To pass back to the referring Social Worker any identified child protection issues for decision/clarification.
- To advocate for families in presenting their plan to other agencies if requested by the family.
- To arrange Family Group Conference reviews.
- Seek the views of families and Referrers about the service and develop it accordingly.
6. How It Works - the Process in Practice
The Family Group Conference is an empowering approach to planning and decision-making rather than a one off meeting. There are several aspects of the process, which will be looked at in more detail. These are:
- Referrals
- Preparation
- Information giving
- Private family time
- Agreeing the Plan
- Monitoring and Reviewing
6.1 Referrals
In discussion between families and professionals, agreement is reached that a Family Group Conference will be pursued. Children's Services staff or Education/School staff will usually undertake to refer to the Family Group Conference Service, using the Family Group Conference Referral Form. It is hoped that as the service develops in Walsall that other agencies will also take on the role of referring families and supporting their planning.
An Independent Coordinator is appointed (they are independent of the case management and decision making).
The Family Group Conference is undertaken in the family's first language if requested, and where necessary, the Coordinator will work with an interpreter (pending service developing to include Coordinators with community languages).
See also Referral Route Flowchart
6.2 Referral Criteria
Referrals will be made with the agreement of the family and will focus on children between 10-15 years who are at risk of becoming Looked After. (Quality and Performance figures indicate that children between 10-15 years are the group most likely to become looked after).
6.2.1 Children who are at risk of becoming Looked After
Where children are at risk of becoming Looked After as a result of parental agreement for accommodation (under Section 20 of the Children Act 1989), a Family Group Conference should always be considered.
6.2.2 Family Support
A Family Group Conference should be held in situations where a coordinated package of family support is in place or being considered.
The purpose of the meeting will be to enable the widest possible family group to consider individual and collective roles in promoting the welfare of the child or children.
6.2.3 Exceptions
A Family Group Conference will not be appropriate where multi-generational Sexual Abuse has occurred or where the risks regarding issues of Sexual Abuse within the family have not yet been full assessed.
6.2.4 Exclusions
There will be certain circumstances where individuals will be excluded from the meeting e.g. where criminal matters are being pursued or where there is a risk of violence. In such situations efforts will be made to enable views to be presented by alternative means.
Note: Should issues arise that lead to a Section 47 Enquiry, then the Family Group Conference process will be suspended until the outcome is known.
6.3 Preparation - Stage One
- When the family has been referred for a Family Group Conference, it is important that both the family and the agencies are clear about the purpose of the Family Group Conference.
- It is essential that the family understand what the issues are from the perspective of the agencies, in order to be able to act upon it. The information needs to be jargon free and respectful. In Walsall the aim is for this information to be provided in the form of a brief report from the Referrer who will have previously discussed the contents of the report with the main family members.
- The adults with Parental Responsibility and the child/young person must see the contents of the report by the Referrer, and agree to the sharing of the information contained within it, with other family members; otherwise the Family Group Conference cannot occur.
- The Coordinator in consultation with the child/young person, with support from their immediate carers, identifies the family network. This may include relatives, and/or significant family friends. One of the Coordinators tasks is to prepare these people for the Family Group Conference.
- “Immediate carers” refers to those offering care to the child/young person from the family network. The Coordinator will also need to consult with all those who have parental responsibility for the child/young person.
- The time from referral to the Family Group Conference being held can be very variable and depends upon a number of factors associated with each individual family. The principles used to gauge this are that the child/young person and their family set the pace for their meeting. However, this principle may be superseded by the need to make safe plans for children quickly.
- The Coordinator then makes contact with the professional network to organise their attendance at the meeting, and to clarify that they have prepared the information about their concerns. Information supplied to the family will depend upon the nature of the referral.
- The Referrer and his/her line manager will need to be clear at this stage of the process what will happen if the family are unable to produce a plan which keeps the child/young person safe from Significant Harm. This can be referred to as the “bottom line” and is the agencies “non-negotiable” position.
- There will be times when there is no "bottom line" merely agency information to support better outcomes for the child/young person.
- The Referrer will also need to provide information to the family group about the type of resources available and the likelihood of accessing them.
- The Coordinator will involve the family in planning the date, time and venue for the meeting, convenient to the family. Preparing family members to participate and focus on the issues is a key responsibility for the Coordinator at this stage. It is important that the family group acknowledges there is a need for a plan about the child/young person's welfare.
- The Coordinator has the right to exclude individuals if absolutely necessary. The grounds for doing so should be explicitly stated (e.g. proven likelihood of violence, or too drunk to contribute), and the family member should have the right to appeal and/or contribute in a different manner.
- The family in consultation with the Coordinator determines who attends the Family Group Conference.
- The starting point is that all members of the family network are invited, and given a copy of the report for the Family Group Conference so that everyone is aware of the purpose of the meeting.
- Further preparation work may be needed with other professionals who may be requested to attend the Family Group Conference to provide information to the family, such as teachers, health visitors, workers from voluntary organisations etc.
- The Coordinator will assist all those involved in the process to be clear what the issues are, and the importance of remaining focused on planning for the child/young person as the main purpose of the Family Group Conference. The Coordinator is responsible for ensuring that clear information is available for all those involved at the earlier opportunity to prevent unnecessary delay.
- Family members who are unable to attend must be supported to contribute in other ways.
6.4 Information Giving - Stage Two
- This part of the meeting is 'chaired' by the Coordinator. The aim of the Coordinator is to keep all participants focusing on the purpose of the meeting, the needs of the child/young person and the future planning.
- At the start of the meeting the agencies are invited to share their information with the family group. The assumption is that there will be no new information from the agencies at the meeting. The family will be using this stage to clarify the information.
- Only those agency staff directly involved, and/or holding significant information should attend the Family Group Conference.
- Special consideration needs to be given to families who have English as a second language, and/or where there are communication difficulties.
- The Coordinator addresses the need for a child/young person to have an advocate within the meetings. This can be successful when a member of the family group undertakes this role. The Coordinator will help establish how the use of an advocate can be most beneficial.
- The referring agency must be clear about what decisions the family can make, and what decisions have already been made.
- The family must be given relevant, non-judgemental and jargon free information about the following:
- The circumstances of the child/young person
- The Referrer's assessment of what needs to be different
- Statutory duties and responsibilities if applicable
- The families rights and responsibilities
- Children's Services, Education, Health and other relevant resources
- The complaints procedure.
- Other agencies that have information for the family to consider when making their plan will address the Family Group Conference at this point.
- The family can clarify the information and ask any questions they might have.
6.5 Private Family Time - Stage Three
- The Coordinator and the agencies then withdraw, leaving the family group to plan in private. The family has three basis tasks:
- To agree a plan that meets the best interests, care and protection needs of the child/young person
- To agree contingency plans
- To agree how to monitor and review the plan
- The family may take as long as they like, take short breaks as and when they please, and/or refer back to the Coordinator should the family need any clarification or additional information.
- Independent advocates, may also be called upon to wait with the Coordinator to offer support to the child/young person; should the child/young person need to withdraw from the meeting.
- The Coordinator remains available to the family throughout their private family time.
6.6 Agreeing the Plan - Stage Four
- Once the family agrees a plan, the Coordinator rejoins the meeting. The Coordinator assists the family to clarify and details their plan. The Coordinator will ensure that the family has included contingency plans, reviewing arrangements, and responsibility for monitoring.
- The level of monitoring will depend upon the reason for referral. The family will need to be clear about their monitoring arrangements, and will need to know about the agencies responsibilities for monitoring. The success of the plan will depend upon the family and agencies working together, and informing each other about the progress of the plan.
- The family will be aware, before the private planning time, when their plan will be validated. The aim in Walsall is to inform families whether their plan is accepted at the end of the meeting. The family will have been informed beforehand by the appropriate agency if there will be any delays to giving agreement to the family plan and when they will receive a response.
- As far as possible the Coordinator will encourage the family to discuss with the relevant agency beforehand their requests for resources, or potential plans so that the agencies are able to give a response at the meeting.
- The family plan should be agreed if it does not place the child/young person at risk of Significant Harm. The only reason for not agreeing to the family plan is if it places a child/young person at risk of Significant Harm or if the plan is unlawful.
- If the family plan is not accepted because it fails to keep the child/young person safe from Significant Harm then the family will be told that very clearly and specifically, by the Referrer and/or their line management. The family will be given another opportunity to plan if they want it.
6.7 Monitoring and Review
- The family will be offered a review Family Group Conference at their initial meeting. The time and date for this is agreed and written into the family plan.
- The family will be asked at the initial Family Group Conference to identify a family member, or ideally two, who would take responsibility for informing the referring agency if the plan is not working and/or needs adjustment.
- The review Family Group Conference enables the family and the Social Worker are able to be satisfied that what was agreed is being done, and to adjust the level of resources or support that is necessary.
- Where any decision, recommendation or plan is made by a Family Group Conference, it is proposed that these plans be reviewed at least once. The review Family Group Conference is arranged on the same principles as the original meeting i.e. with 'private time'.
- Review Family Group Conferences are offered within 12 weeks of the initial Family Group Conference plan being validated. This can be sooner if the family wish.
- It will be the responsibility of the Referrer, at the review Family Group Conference to update the family group of the current situation in relation to the child/young person, or any significant changes that have occurred since the initial meeting.
- Any changes to the family plan arising from the review Family Group Conference will be agreed and circulated in the same way as the initial family plan.
7. Summary
Walsall has been committed to the development of preventive services through the implementation of the Child Concern Model and is seeing practitioners from different agencies across the borough embrace the Common Assessment Framework.
The development of Family Group Conference Service in Walsall is another tool in the family support strategy.
We are starting on a small scale making use of the skills and experience of established Co-ordinators in a new and exciting way by empowering families to make their own plans for their children with a view to developing the service across the borough.
We know from research and evaluation that family group conferencing is an effective way to bring together the full resources of the wider family and can reduce the need for children to be looked after.
This model of work does require a shift in culture for us all in order for this to be a successful service meeting the needs of children, young people and their families in Walsall.
8. Flowchart
Click here to view Referral Route Flowchart
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