Chapter contents
Records Kept on Foster Parents
Data Protection
The legal framework for confidentiality is contained in common law, the Human Rights Act 1998, the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
ISP seeks to comply fully with data protection law. We have, therefore, registered as a ‘data controller’ with the Information Commissioner’s Office (ICO) and are responsible for ensuring that personal data which is collected and processed by the agency is done so fairly and lawfully, that it is accurate and relevant, stored securely (for no longer than necessary) and that, when it is shared, this is done appropriately and lawfully. Our staff and foster parents have a responsibility to create, store and share information in ways that protect it from misuse and loss. Please see our Record Keeping policy for essential information, and abide by the following rules, which you will also find in your Foster Care Agreement:
- Keep confidential all information relating to a fostered child, to the child’s family or to any other person, which has been given to you in confidence. You must not disclose this information to any person without the consent of ISP.
- Hold and keep all information securely, and comply with our information governance and data protection policies. You can find these policies on CHARMS.
- When recording and communicating personal data about a fostered child, you must always use our CHARMS database or encrypted emails.
- When a child’s foster placement ends you must return any information you hold about the child to ISP.
Confidentiality
All information provided to you about a fostered child is confidential. This applies to information both within a written record and spoken during meetings and discussions about the child or their family. In the same way, all information recorded by you about a fostered child, in whatever form, is confidential.
The basic rule of confidentiality is that personal or private information about a child, young person or their family should only be shared with another person if it is for the purpose of the child or young person’s protection or welfare. This might include a doctor needing to know past medical details or a teacher needing to know educational history. You must only share what they need to know, and no more. If you are in any doubt about a person’s need to know, seek advice from your supervising social worker before you share any information.
You must not discuss the child’s personal and confidential information, including their history, with friends and family. You can, of course, share positive aspects of a child’s day to day life and progress with friends and family members.
No matter concerning a fostered child should be discussed in a public place under any circumstances whatsoever. This includes the foyers of Children’s Services offices, school entrances and doctors’ surgeries, as members of the public have access to these settings.
Email and SMS
We use electronic communications, particularly e-mail and SMS, to share information with our foster parents about support groups, training and other services. To ensure these messages are private and secure, we use the Egress e-mail encryption service and send messages through CHARMS. We prefer to share private documents on CHARMS.
You should not send information about the children you foster via unencrypted e-mails or SMS – use CHARMS or Egress.
How should foster parents store any records outside of CHARMS?
The law requires us to ensure that all records are kept in secure storage so as to prevent their loss or destruction. Premises must be suitable to enable secure storage of records, both paper and electronic. Within the foster home, this means that you should keep any paper records, such as copies of legal documents about the child, locked in a filing cabinet or other suitable place.
You should not store information regarding the children you are looking after on your home computers unless securely encrypted. You can store information on encrypted memory sticks.
Records Kept on Foster Parents
What records does ISP keep?
The law requires us to keep certain records, and maintain them for specific periods of time. For instance, we have to keep records about our foster parents, including their assessment and approval, and details of children they are looking after. These details must be kept for at least 10 years after the carer’s approval ends.
We hold the following information about approved foster parents on our secure CHARMS system:
- Assessment forms and related papers.
- Your signed Foster Carer Agreement
- Records of your annual home reviews and related information e.g. health and safety checks.
- Records of your supervision meetings
- Dated records of all conversations, emails and other forms of contact between you and ISP staff which relate to your fostering activities.
- A record of any complaint or allegation made about you or a member of your household, the investigation of any complaint or allegation, and its outcome.
- Your training records.
How does a foster parent access the records held about them?
You have the right to view all information held by ISP about you as a foster parent (apart from personal references and ‘third party’ information). If you would like to see your records, you should make a written request to your supervising social worker or manager. The records will be available to view within 40 days of us receiving your request.
Who else can access a foster parent’s records?
Some records are shared with other professionals, when there is a clear and justifiable reason. For example, we will share your current foster parent assessment form, carer profile and latest review report with a local authority when they are considering placing a child in your care.
Children’s Case Records
We hold children’s case records securely in our CHARMS database. This includes key documents, reports, minutes of meetings, health information and significant events. Only those staff or carers with permission can view these records.
Information about fostered children is kept for 15 years.
CHARMS Database
What is CHARMS?
CHARMS is an online database designed for care services. ISP uses CHARMS to record information and store documents in relation to fostered children and foster parents.
CHARMS Foster Parent Login
All ISP foster parents have access to CHARMS in order to record their daily logs and record information about the children’s activities and life events.
You will receive the web link to CHARMS via email, together with your username (which will be your email address) and password. If you ever forget your password you can click on ‘Reset Password’. You will receive an email to reset your password. Alternatively, you can call Social Care Network Tech support on: 0161 237 1872. The opening hours are Monday – Friday from 9am to 5pm.
You can find a CHARMS User Guide called ‘Foster Carer login’ in your ‘Downloads’. This gives you an overview of what you can record on CHARMS, with helpful screenshots. You will receive training and advice from your local ISP centre to help you use CHARMS.
Adding children’s progress items
You are able to add children’s daily activities and events as progress items. This makes it easier to find them at a later date than looking back through your carer log. It also means that the child’s CHARMS record gives a full picture of their lives, including all the positive activities and events. Things you can add include:
- Health appointments
- Therapy appointments
- Activities
- Awards, certificates and achievements
- Day trips
- Birth family contact
- Immunisations
- Incidents
- Social worker visits
When recording visits, appointments and contact with birth family, give information about who was present, what happened and any outcomes. CHARMS will give you prompts.
If you are recording an event that took place a few days ago, use the date of the event. In the notes box, please include details of the time of the event. Put your name in the notes box so it is clear who made the report.
When significant incidents occur, you must also ring your local centre to advise them of the incident. The incident might require additional recording by ISP or follow-up action.
Please make separate records for each child or young person, even when you are looking after siblings. It is possible to link progress actions from one child on CHARMS to a sibling, ensuring the recording appears in both their records. This should only be done when the record also relates to another sibling.
Guidance on recording daily logs
You should record your carer log on a daily basis, and as soon as possible after a specific event or incident. This can be very important if you were ever asked to give evidence in court about an event. Include the approximate time of daily activities whenever you can, and enter your name at the end of the log so that we know who wrote it (unless you are a single foster parent).
N.B. If you have recorded an event in the child’s progress, you don’t need to repeat all the details in your daily log. It is sufficient to mention what happened and say ‘see progress’.
You should exercise sensitivity in what information you record, and you should aim for it to be factual and free of your own personal views. Where you include personal views, this should be clearly stated. Please remember that your daily log may be made available to a court, for example during care proceedings. In addition, the young person might read it after they leave care.
When you submit your carer log, this will be delivered to your supervising social worker. They will read and electronically sign to confirm that they are satisfied that it is a clear account of the day. If they have any concerns or questions about the record, they will contact you and they might ask you to add further information before they sign. Your supervising social worker is there to support you, and if you need any help with record keeping, please make contact with them directly.
Health and medication recording
Please record on CHARMS any illnesses, injuries or accidents sustained by a fostered child, and action taken as a result (either by yourself or by a health professional). Please use the significant event action ‘Monitoring Event – Injury, accident or illness‘.
You must also contact your local centre to advise them of the significant event. The incident might require additional recording by ISP or follow-up action.
Record details of any medication given as a result of an illness, injury or accident. Please use the significant event action ‘Monitoring Event – prescribed medication’ or ‘Monitoring Event- non-prescribed medication.
When making the record, give Start/End dates and follow the prompts in the notes box.
Do not create a new record for each dose of the medication. You can edit the existing record. However, If the medication stops and has to re-start again, create a new record.
See these guides for more information:
Complete the mandatory training course: Recording & Reporting There is an online version available for secondary foster parents.
Read our Record-Keeping Policy for Foster Parents, and also take a look at our essential guide below:
