Suspected Child Abuse and Neglect (SCAN) Team System Manual · 2021. 5. 12. · SCAN team processes will occur in a timely way and all actions will be consistent with legislative

Suspected Child Abuse and Neglect (SCAN) Team System Manual

Version 9 (approved September 2020)

Version 9 September 2020 Page 2 of 30

TABLE OF CONTENTS

Acknowledgment ........................................................................................................................ 4

Introduction ................................................................................................................................ 4

Chapter 1: SCAN team system ................................................................................................... 5

1.1 Purpose of the SCAN team system .......................................................................... 5

1.2 Core members of the SCAN team system ............................................................... 5

1.3 Legislative framework ............................................................................................... 5

1.4 SCAN team system principles .................................................................................. 6

1.5 SCAN teams .............................................................................................................. 6

Chapter 2: SCAN team system operational procedures ............................................................ 8

2.1 SCAN team referral criteria....................................................................................... 9

2.2 CCR consult referrals ............................................................................................... 9

2.3 Making a referral to the SCAN team ......................................................................... 9

2.4 Providing information for a SCAN team referral or review meeting .................... 10

2.5 Convening a meeting .............................................................................................. 10

2.6 Requesting and convening an emergency meeting ............................................. 11

2.7 Ensuring a SCAN team quorum ............................................................................. 11

2.8 Inability to attend a scheduled or emergency meeting ........................................ 12

2.9 Providing SCAN team information to a child and parents ................................... 12

2.10 Identifying cultural factors ..................................................................................... 13

2.11 Identifying and arranging attendance by invited stakeholders............................ 14

2.12 Completing SCAN team confidentiality acknowledgement .................................. 16

2.13 Practice prompts for discussion ............................................................................ 16

2.14 Formulating and documenting SCAN team recommendations ........................... 17

2.15 Meeting minutes ...................................................................................................... 18

2.16 Conducting SCAN team case reviews ................................................................... 19

2.17 Negotiating and completing a case transfer to another SCAN team ................... 20

2.18 Departing from SCAN team recommendations ..................................................... 22

2.19 Initiating an escalation process ............................................................................. 23

2.20 Closing a case to the SCAN team .......................................................................... 24

Chapter 3: SCAN team governance and reporting .................................................................. 26

3.1 Managing occasional attendance by observers at meetings ............................... 26

3.2 Managing conflict of interests ................................................................................ 26

3.3 Managing complaints or issues in relation to SCAN teams ................................. 27

3.4 Preparing and submitting quarterly reports .......................................................... 27

3.5 SCAN team business meetings .............................................................................. 27

3.6 Conducting SCAN team annual planning days ..................................................... 28

3.7 Reviewing the configuration of SCAN teams ........................................................ 28


3.8 Requesting establishment of a new SCAN team .................................................. 28

3.9 Changing the frequency, duration or location of meetings ................................. 29

3.10 Managing requests for SCAN team documentation ............................................. 29

3.11 SCAN team information in court application affidavits ........................................ 29

Appendix 1: SCAN team system core member agencies .......................................................... 1

Appendix 2: Legislative provisions ............................................................................................ 1

Appendix 3: Responsibilities of the SCAN team coordinator and SCAN team administration officer .......................................................................................................................................... 1

Appendix 4: SCAN team response protocol – when a child in care is missing ....................... 1

Appendix 5: Examples of appropriate SCAN team recommendations ..................................... 1

Appendix 6: Departure and escalation process flowchart ........................................................ 1


Acknowledgment

We respectfully acknowledge all Aboriginal and Torres Strait Islander peoples and recognise their connection to the lands, islands, wind, water and community. We pay our respect to Elders past and present, and those emerging who will guide and lead future generations.

Introduction

Keeping children safe and providing opportunities for them to reach their full potential cannot be achieved by one government agency alone. Responsive service provision to young Queenslanders relies on solid, respectful and trusting partnerships within and across government, non-government agencies and local communities. These partnerships are critical to an effective system for protecting children.

The Suspected Child Abuse and Neglect (SCAN) Team System Manual provides procedures to guide the operation of SCAN teams. It was developed by an interagency working group comprising members of all SCAN team core member agencies (core member agencies).

The manual has been updated on a number of occasions in response to changing legislative parameters, or to improve on system functions. The most recent update was in September 2020. All core member agencies have provided input, and approved, subsequent versions of the Manual.

For more information on Child Safety practice procedures and for definition of terms referenced within this manual please refer to the Child Safety Practice Manual.

Governance

The SCAN team system operates within the following governance arrangements:

Internal Monitoring - Each core member agency is responsible for monitoring and promoting their SCAN team representative’s delivery of consistent quality of practice and processes in accordance with the relevant agency policies and procedures.

External monitoring - The Queensland Family and Child Commission (QFCC) has a legislated responsibility to provide oversight of the child protection system from a systemic perspective. This oversight role and function enables the QFCC to promote the safety, wellbeing and best interest of children and young people and is focussed on working in partnership with stakeholders to contribute to continuous improvement of the systems which protect children, support families and strengthen communities.


Chapter 1: SCAN team system

1.1 Purpose of the SCAN team system

The purpose of the SCAN team system is to enable a coordinated response to the protection needs of children. This is achieved by facilitating:

the sharing of information between members of the system under the Child Protection Act 1999, Chapter 5A, part 4,

the planning and coordinating of actions to assess and respond to children’s protection needs, and

a holistic and culturally responsive assessment of children’s protection needs.

1.2 Core members of the SCAN team system

The Department of Child Safety, Youth and Women (Child Safety) is the lead agency for the SCAN team system and whole of government response to child protection in Queensland. Core member agencies of the SCAN team system are the Queensland Police Service (QPS), Queensland Health (QH) and the Department of Education (DoE).

Refer to Appendix 1 for more detailed information regarding the role of the SCAN team system core member agencies.

1.3 Legislative framework

The Child Protection Act 1999 provides the legislative framework for the protection of children in Queensland.

The Child Protection Act 1999, sections 159I – 159L, provides the legislative basis for the establishment and activities undertaken by the SCAN team system. In accordance with the Child Protection Act 1999, section 159L, SCAN team core members have a legislative responsibility to:

contribute to the operation of the SCAN team system through their appropriate knowledge and experience in child protection,

use their best endeavours to agree on recommendations to give to the chief executive about assessing and responding to the protection needs of children,

share information about the children, their families and other relevant persons,

identify relevant resources of members or other entities,

take action as required under the recommendations, monitor the implementation of recommendations and review their effectiveness, and

invite and facilitate contributions from other prescribed entities or service providers with knowledge, experience or resources that would help achieve the purpose of the SCAN team system.

SCAN teams will operate in accordance with other relevant legislation as detailed in Appendix 2: Legislative provisions.

The Child Protection Act 1999, Chapter 5A, provides the legislative framework for entities to coordinate services and share information to meet the protection and care needs of children and promote their wellbeing. Information about unborn children who may be in need of protection after they are born is included in this framework.

Child Safety, prescribed entities and service providers may share particular information for particular purposes to identify, assess and respond to child protection and wellbeing concerns. An entity must reasonably believe the information they are sharing will help with the particular purpose for which it is sharing the information. Decisions about information sharing need to be made with consideration of the individual circumstances of the child and family and in accordance with the principles for

https://www.legislation.qld.gov.au/view/html/inforce/current/act-1999-010#ch.5A-pt.4


coordinating service delivery and sharing information.

1.4 SCAN team system principles

The Child Protection Act 1999, section 159B, outlines the principles for coordinating service delivery and sharing information. In addition, the following principles inform the operation of the SCAN team system:

The safety, wellbeing and best interests of a child, both through childhood and for the rest of the child’s life, are paramount,

Every child has a right to be protected from harm or risk of harm,

All business conducted through SCAN teams will prioritise the safety, belonging and wellbeing of the child, including the cultural context for the child,

A coordinated, multi-agency approach results in quality planning, assessment and response to the protection needs of the child,

Families will receive coordinated services that meet their needs in a timely and effective way,

Individual core member agencies are accountable and retain responsibility for their actions in accordance with their respective legislative authorities,

SCAN teams do not have decision making authority regarding statutory agency intervention,

Recommendations will be developed based on consensus following a critical analysis of the information available to the SCAN team,

Aboriginal and Torres Strait Islander worldviews of child-rearing and child development are recognised and valued,

A child and the child’s family are recognised as the primary source of cultural knowledge for the child,

SCAN team recommendations for Aboriginal and Torres Strait Islander children will consider a child’s safe care and connection with family, community, culture and country, and be consistent with the core elements of prevention, partnership, participation, placement and connection,

SCAN team processes will occur in a timely way and all actions will be consistent with legislative and policy guidelines, and

SCAN team members will work as partners, respecting the professional skills and knowledge of individual members and working together to resolve complaints or local issues.

1.5 SCAN teams

A SCAN team is comprised of:

a SCAN team coordinator (coordinator) (Child Safety),

a SCAN team administration officer (administration officer) (Child Safety), and

a representative from each of the core member agencies:

Child Safety,

Queensland Police Service,

Queensland Health, and

Department of Education.

Core member agencies will provide senior level representation as consistent SCAN team core member representatives (core member representatives). The core member representative and any


designated SCAN core member representative proxies must sign the SCAN team core member commitment.

Core member representatives will have the skills, knowledge and experience to appropriately represent their agency in SCAN team discussions and sufficient authority to commit their agency to SCAN team recommendations relating to the coordination of multi-agency actions.

SCAN teams may also comprise relevant stakeholders from core member agencies, other prescribed entities or services providers who can provide expertise and resources to inform discussion and deliberations by the core member representatives (refer to 2.11 Identifying and arranging attendance by invited stakeholders).

All SCAN team participants will:

share relevant information to assess and respond to the safety, belonging and wellbeing needs of the child in accordance with information sharing provisions,

ensure information is provided to relevant staff in accordance with their own agency’s confidentiality and privacy requirements in a timely way,

facilitate, as far as possible, access to available resources to assess and respond to the safety, belonging and wellbeing needs of the child,

provide an appropriate level of professional expertise and knowledge, and

support collaboration across agencies by demonstrating professional respect at all times.

Refer to Appendix 3 for the responsibilities of the SCAN team coordinator and SCAN team administration officer.

For concerns in relation to SCAN team functioning and systemic issues, refer to 3.5 SCAN team business meetings.

Refer to the SCAN team coordination points and operational SCAN team index for the current configuration of SCAN teams across Queensland.


Chapter 2: SCAN team system operational procedures

The SCAN team process is represented in Figure One: SCAN team process flowchart.

SCAN team core member agency

notifies of a child protection

concern

Child Safety intake

Feedback to SCAN team core member

representative regarding intake decision and

rationale

Child concern report Notification

Further information required by SCAN team core member representative regarding decision

and rationale

Discussion with regional intake

team leader by SCAN team core

member representative

Notification and coordination of multi-agency

actions required

SCAN team referral

SCAN team meeting

Child concern report agreed and multi-agency discussion

not required

Child concern report and multi-agency discussion and service

planning required

No referral to SCAN team

CCR consult

Information discussed relating to

child protection concerns referred

back to intake by regional intake

team leader

No referral of information back to

Child Safety intake and

recommendation for core

agencies other than Child Safety

Recommendations relating to

coordination of multi-agency

actions

SCAN team case review as per

section 2.16

No recommendations relating

to coordination of multi-agency

actions

Closed to SCAN team as per

section 2.20

Closed to SCAN team as per

section 2.20

Matter remains a CCR and no

recommendations

SCAN team case review as per

section 2.16


2.1 SCAN team referral criteria

SCAN team referrals must require coordination of multi-agency actions and/or expert advice from more than one core member representative to effectively assess and respond to the protection needs of the child.

Each referral must meet one of the following criteria:

1. Notification - the matter has been assessed and screened in by Child Safety as a notification and the investigation and assessment has not been finalised. For more information regarding Child Safety intake refer to the Child Safety Practice Manual.

2. Ongoing intervention - Child Safety is responsible for ongoing intervention with the child through a support service case, intervention with parental agreement or a Child Protection Order. For more information regarding ongoing intervention by Child Safety refer to the Child Safety Practice Manual.

3. Missing child - a child in care has been reported as missing to the Police. Refer to Appendix 4 SCAN Team Response Protocol – when a child in care is missing.

4. Child Concern Report (CCR) consult - a matter has been recorded as a CCR by Child Safety and, following a discussion with the Child Safety senior team leader, a core member representative is seeking a multi-agency discussion.

A referral to a SCAN team is not an appropriate method to obtain information held by other agencies if assistance with the coordination of multi-agency actions and/or expert advice is not required to effectively assess and respond to the protection needs of the child. Sharing of information where the criteria for a SCAN referral is not met must occur using the relevant agency’s information sharing protocols. If a professional is unsure if the referral criteria has been met they should first seek advice from their supervisor or local SCAN team representative.

If completing a referral under criteria 1 or 4 then core member professionals must ensure a referral to Child Safety has been received and screened as either a notification or a CCR before referring to a SCAN team. If a referral or report to Child Safety has not been made, professionals may access the online Queensland Child Protection Guide (the guide). The guide is a tool to assist professionals in deciding whether to report to Child Safety, refer to service providers or determine when a report or referral is not required. This tool does not support decision making by education staff in relation to reporting to police in accordance with the Education (General Provisions) Act 2006.

2.2 CCR consult referrals

Prior to making a SCAN team referral for a CCR consult, the referring agency must confirm:

the matter has been assessed by Child Safety as a CCR

the core member representative has contacted the approving Child Safety senior team leader for further discussion regarding the decision, rationale and any follow up actions discussed, and

the matter remains a CCR and the core member representative seeks a multi-agency discussion (Child Protection Act 1999, section 159MD).

2.3 Making a referral to the SCAN team

Any officer from a core member agency may refer a matter that meets the criteria for a SCAN team referral through their agency’s core member representative. All referrals are progressed by the core member representative.

SCAN team referrals will be held by the SCAN team linked to the Child Safety Service Centre (CSSC) in the geographical area where the child normally resides.


To make a referral to the SCAN team:

the referring officer will complete a SCAN team referral form for each family and identify the relevant criteria,

the core member representative will forward the SCAN team referral form to the coordinator for inclusion of the matter on the meeting agenda, and

the coordinator will ensure the matter meets the referral criteria and list the matter on the meeting agenda for discussion within ten business days of receipt of the referral. This will be listed on the agenda of the next SCAN team meeting, or an emergency SCAN team meeting will be convened.

The coordinator will forward referrals to the core member representatives as soon as possible and at least three business days before the meeting, unless otherwise negotiated.

Core member representatives from the referring agency will be briefed on the case prior to the meeting and provided with all of the relevant information to fully participate in the SCAN team discussion.

The core member representative may request an emergency meeting, if considered necessary, prior to the scheduled meeting (refer to 2.6 Requesting and convening an emergency meeting).

When a core member has referred a matter to the SCAN team but Child Safety has subsequently completed the investigation and assessment and intends to close the case, the Child Safety senior team leader must first discuss the outcome of the investigation and assessment with the referring agency core member representative. During this discussion, they will determine if they still wish to proceed with the referral to the SCAN team.

2.4 Providing information for a SCAN team referral or review meeting

Once a SCAN team referral has been submitted, a core member agency who holds any information that is relevant to the SCAN team discussion about the child, their families and other persons significant to the referral, will provide the information to the coordinator as soon as possible prior to the meeting using the SCAN team information form.

When completing a SCAN team information form, select referral or review as the purpose of the meeting and provide any relevant information not already provided.

Core member representatives will forward the completed SCAN team information form to the coordinator as soon as possible but no later than three business days prior to the scheduled meeting, unless otherwise negotiated.

The coordinator will ensure the core member representatives receive copies of all SCAN team information forms as soon as possible but no later than two business days prior to the meeting, unless otherwise negotiated.

If an emergency meeting is convened, the SCAN team information form is to be submitted by core member representatives as soon as practicable.

2.5 Convening a meeting

SCAN team meetings (meetings) will occur at least once per fortnight, and at other times as agreed by the core member representatives in response to operational need. The meeting will focus on case discussions regarding SCAN team referrals, reviews and transfers and will formulate recommendations and make decisions regarding closure of cases to the SCAN team.

Each core member agency will have one designated core member representative who, wherever possible, attends every meeting. SCAN team recommendations are valid only if a quorum is formed for both scheduled and emergency meetings. For further information refer to section 2.7 Ensuring a SCAN team quorum.

Child Safety may have the coordinator and administration officer in attendance at each meeting as


well as the designated core member representative. The coordinator cannot be the Child Safety core member representative. Further, it is recommended that Child Safety assign one officer as the designated core member representative to provide consistency of Child Safety input into discussions (for example, a senior practitioner may be the core member representative, and the senior team leaders attend for their cases).

Each core member agency will provide the coordinator with contact details of their core member representative, including name, position, e-mail address and contact phone numbers, and details of an appropriate proxy who will attend when the core member representative is unavailable.

Prior to a meeting, details of any additional agency officers attending will be provided to the coordinator by each core member agency.

2.6 Requesting and convening an emergency meeting

Emergency meetings can only be convened Monday to Friday (excluding public holidays) between the spread of Child Safety’s ordinary operating hours. Outside of operating hours information can be shared between core member agencies to ensure the immediate safety of a child and coordinate a response to the protection needs of the child until such time as a meeting is convened.

Any core member representative can request an emergency meeting if the matter meets the SCAN team referral criteria and coordination of multi-agency actions is urgently required between scheduled meetings. An emergency meeting cannot be called for a CCR consult.

While unanimous agreement from all core member representatives is not required to convene an emergency meeting, all core member representatives who comprise the quorum must attend for the emergency meeting to proceed. If the core member representative is unavailable, an appropriate proxy nominated by the agency for meetings must attend. SCAN team recommendations are valid only if a quorum is formed. For further information refer to section 2.7 Ensuring a SCAN team quorum.

The core member representative requesting the emergency meeting will inform the coordinator of the reason for seeking the meeting and arrange for the SCAN team referral form to be completed and submitted as soon as practicable prior to the meeting. A copy of the completed SCAN team referral form will be distributed to all core member representatives by the coordinator at the meeting or sooner if possible.

In accordance with the SCAN team Response Protocol – When a Child in Care is Missing, if no meeting is scheduled within two days of the child being reported missing to the QPS, the coordinator will consult with the core member representatives to determine if an emergency meeting is required. An emergency meeting will occur if at least one core member representative considers it necessary. Refer to Appendix 4 for details.

The minutes of an emergency meeting will be recorded in accordance with SCAN team procedures, refer to section 2.15 Meeting minutes.

2.7 Ensuring a SCAN team quorum

SCAN team recommendations are valid only if a quorum is formed for both scheduled and emergency meetings. A SCAN team quorum comprises a representative from Child Safety who is not the coordinator or administration officer, the Queensland Police Service, Queensland Health and the Department of Education.

A SCAN team meeting is not deemed inquorate when an invited stakeholder is unable to attend after receiving an invitation.

The immediate safety of a child must never be compromised by an inability to form a SCAN team quorum. When a quorum is not formed for a SCAN team (or emergency) meeting to proceed then a case planning discussion will be held with the available core member representatives and invited stakeholders. For further information refer to section 2.8 Inability to attend a scheduled or emergency meeting.

In some circumstances intervention by one or more agencies may occur prior to or during a meeting.


Intervention may be required to ensure the immediate safety of a child and/or to meet other legislative requirements. In all instances, discussion and planning for cases by the SCAN team must not delay statutory responses or impede a criminal investigation.

2.8 Inability to attend a scheduled or emergency meeting

When the coordinator or administration officer is unable to attend the meeting, another officer from Child Safety who is not the core member representative will chair or minute the meeting (whichever applies). When these substantive officers are on leave or secondment, the CSSC manager will ensure the responsibilities of these positions continue to be fulfilled by an officer who is not the Child Safety core member representative.

When any core member representative is unable to attend a scheduled or an emergency meeting, the relevant agency is responsible for organising an appropriate proxy.

If a representative from any core member agency, or invited stakeholder, is unable to attend the meeting in person, they may participate via telephone or video conference. In these situations a quorum is still formed and those linking via telephone or video conference must ensure compliance with privacy and confidentiality requirements. This method should not become the standard for participation in meetings.

Every effort should be made to form a quorum, for both scheduled and emergency meetings. If the core member representative, or their nominated proxy, are unable to attend, another appropriate proxy for the core member representative should be identified. This may include seeking guidance from a senior officer within the core member agency, to have an out-of-region core member representative attend.

Where a core member representative’s lack of attendance is unavoidable, the matter is recorded on the SCAN team meeting minutes as a case planning discussion. Recommendations cannot be formed without a quorum, although agencies will take relevant action arising from the case planning discussion. A case planning discussion cannot be called for a CCR consult.

A SCAN team meeting, with a full quorum, must be convened no longer than 48 hours after the case planning discussion to review the discussion and form SCAN team recommendations.

2.9 Providing SCAN team information to a child and parents

At a meeting, the decision will be made whether or not, taking into account the circumstances of the case, to inform the child and at least one parent of:

the referral or review of the case by a SCAN team

the purpose and operation of the SCAN team

recommendations made by the SCAN team.

The rationale for the decision will be documented in the SCAN team minutes.

The decision to provide a child or parents with information must be based upon the protection needs of the child, the child's and the parent’s ability to comprehend the information and an assessment of potential emotional and psychological impacts of the nature of the information upon the child.

When a decision is made to inform a child and parents, the officer must ensure the information provided does not in any way disclose the identity of the notifier. When parents are separated but retain joint parenting responsibilities, wherever possible, the information is to be provided to both parents.

Under no circumstances are SCAN team documents (referrals, information forms or minutes) to be provided or shown to a child, their parents, legal representative or an advocate. Access to these documents can only occur if subpoenaed or applied for in accordance with the Right to Information Act 2009. For further information refer to section 3.10 Managing requests for SCAN team information and section 3.11 SCAN team information in court application affidavits.


A child and parents will not be informed about the SCAN team referral if the SCAN team makes the decision that providing this information to a child and parents may:

place the child at further risk,

place a member of staff at significant risk,

jeopardise a criminal investigation, or

directly, or indirectly, identify a notifier.

After full and open discussion by a SCAN team, if the core member representatives are unable to reach consensus on whether the information should be provided to a child and/or parent, an escalation process may be initiated. Refer to section 2.19 Initiating an escalation process for further information.

2.10 Identifying cultural factors

A holistic and culturally responsive assessment of a child’s safety, belonging and wellbeing needs will be undertaken by the SCAN team. The analysis of information shared at SCAN meetings will be inclusive of:

cultural considerations

consideration of the history and experience of Aboriginal and Torres Strait Islander people

recognition and value of Aboriginal and Torres Strait Islander worldviews of child-rearing and child development.

A child and their family are recognised as the primary source of cultural knowledge for the child. Where possible information will be sought from the child and family to inform the SCAN team analysis and recommendations about the child’s safe care and connection with family, community, culture and country.

Note: The role of the independent Aboriginal or Torres Strait Islander entity for the child (known as an independent person) is to facilitate the child’s and the family’s meaningful participation in decision-making processes:

when a significant decision is being made for an Aboriginal or Torres Strait Islander child, and

when deciding where and with whom an Aboriginal or Torres Strait Islander child will live, (when the child is subject to a child protection care agreement, or an order granting custody or guardianship to the chief executive).

As SCAN team discussions are not decision-making forums and the child and family do not participate in SCAN team meetings, an independent person does not have a role in the SCAN team system.

Core member agencies may consult with their own internal stakeholders to inform referrals and responses.

To assist in identifying cultural factors prior to the meeting, consider gathering information about a child and family’s culture if deemed safe and appropriate to do so, from:

the child, family, other family members or significant people that may be able to provide relevant information, including people identified by a child and family as being able to provide cultural advice,

the core member agency’s cultural practice advisor, and

a local community representative (sharing non-identifying information).

Core member representatives will consider if there is a professional stakeholder who could be invited who has the knowledge, experience or resources to promote discussion of culturally appropriate strategies and options to engage with the child and family and co-ordination of multi-agency actions


to assess and respond to the protection needs of child.

2.11 Identifying and arranging attendance by invited stakeholders

It is a requirement that when a family is engaged with a prescribed entity or service provider, and that family’s matter is referred to a SCAN team, that the external support worker is invited to attend all SCAN team meetings relevant to that family and information held by the SCAN team members be shared with them. If the invited stakeholder is unable to attend the meeting in person, they may participate via telephone or video conference.

Invited stakeholders must have knowledge, experience or resources to assist with co-ordination of multi-agency actions to assess and respond to the protection needs of children.

To ensure the most appropriate response to the child, invited stakeholders will:

contribute to the discussion in relation to the protection needs of the child,

offer services or resources to assist the child and family, and/or

contribute additional expert knowledge to assist with the formulation of recommendations for action and

comply with privacy and confidentiality requirements.

Invited stakeholders may be invited to attend a case discussion about an unborn child for whom there is a notification under the Child Protection Act 1999, section 21A. Information sharing for this purpose is permitted under the Child Protection Act 1999, sections 159MB – MC.

If an invited stakeholder attends a meeting, it is the responsibility of all SCAN team members to support and enable their participation to enhance collaboration. SCAN teams may need to structure the discussion in multiple parts where there is sensitive information (such as details of an ongoing police investigation) to share with the core member representatives that is not appropriate for an invited stakeholder to know.

An invited stakeholder receives a copy of the SCAN team minutes pertaining only to the section of the meeting to which they were invited. The coordinator will provide these minutes. If a core member agency identifies that there is information in these minutes requiring redaction, they must raise this with the coordinator at the meeting. The coordinator will circulate draft minutes to the core member representative for redacting, and, upon receipt of the redacted version, provide this to the invited stakeholder. The invited stakeholder may make a request directly to a core member agency for specific information in accordance with the relevant information sharing legislation and procedures.

It is not a requirement for an invited stakeholder to attend a meeting if they are unavailable, however it may still be appropriate to provide the stakeholder SCAN team minutes of the case discussion. The immediate safety of a child must never be compromised if an invited stakeholder is unavailable to participate in the SCAN team meeting. In all instances, discussion and planning for cases by the SCAN team must still be held within the prescribed timeframes and not delay statutory responses or impede a criminal investigation.

For more information refer to section 2.8 Inability to attend a scheduled or emergency meeting.

Identifying stakeholders

Invited stakeholders from an external agency must:

meet the legislative definition of a prescribed entity or service provider,

serve in a role that contributes to the operation and purpose of the SCAN team system, and

have the knowledge, experience or resources that would help to achieve the purpose of the SCAN team system.

Invited stakeholders from a core member agency must:


be an officer currently in the employ of a SCAN core member agency with knowledge, experience or resources that would help achieve the purpose of the SCAN team system, and

not be serving in the role of the SCAN team core member representative, SCAN team coordinator nor SCAN team administrator.

Invited stakeholders may include staff from core member agencies or other government departments, such as the Department of Youth Justice or the Department of Housing and Public Works, and non-government agencies such as funded family support and placement services, non-state schools, domestic and family violence services, drug and alcohol services, services for children with disabilities or child care services.

Further examples of stakeholders to be invited include:

the support worker from a service provider currently engaged with the family, such as Assessment and Service Connect or an Aboriginal and Torres Strait islander Family Wellbeing Service,

Family Participation Program staff who have received consent from a family for service, provided the staff member is not acting as an Independent Person,

the manager of the residential care service when a child in care has been reported as missing from a residential care service,

for a child with mental health concerns, the clinical care provider who has been involved with the child e.g. Child and Youth Mental Health Service, EVOLVE or headspace

for a child with disability:

the NDIS Early Childhood Early Intervention (ECEI) partner

the Local Area Coordinator Partner representatives

a regional Specialist Services Clinician

a representative from Living Safe Together (Living Together Queensland) when concerns relate to a child or family being at risk of radicalisation and violent extremism.

The following people cannot be invited stakeholders:

the referred child

family members

an independent person for an Aboriginal or Torres Strait Islander child

carers

legal representatives or advocates.

If necessary these individuals, with the exception of the independent person, may request information about SCAN team case discussions and recommendations from Child Safety. This does not include provision of SCAN team documents. Refer to 2.9 Providing SCAN team information to a child and parents.

For further information refer to 3.1 Managing occasional attendance by observers at meetings.

Arranging stakeholder attendance

Notice of attendance of invited stakeholders must be provided to the coordinator three business days prior to the scheduled case discussion unless otherwise negotiated. If the advice is received by the coordinator after this time, the coordinator will undertake all reasonable efforts to facilitate the invitation and contribution of the stakeholder. The coordinator will contact the invited stakeholder to discuss roles and expectations of SCAN team conduct, including compliance with privacy and confidentiality requirements. The invited stakeholder will be required to complete the SCAN team confidentiality acknowledgement prior to participation in the meeting. For more information refer to section 2.12


Completing SCAN team confidentiality acknowledgement.

If the invited stakeholder is unable to attend the meeting in person, they may participate via telephone or video conference. The SCAN team meeting may, however, need to proceed in the absence of the stakeholder if they are unavailable to attend. If the invited stakeholder involvement is critical, information can either be gathered outside the SCAN team scheduled meeting, or an emergency meeting may be convened.

2.12 Completing SCAN team confidentiality acknowledgement

A SCAN team confidentiality acknowledgement is a contract between an organisation, or individual, and Child Safety that ensures the privacy of personal information released to that organisation or individual.

A SCAN team confidentiality acknowledgement must be completed when an invited stakeholder or observer:

has not previously completed a SCAN team confidentiality acknowledgement, or

details have changed including their name, or agency, since they last completed the SCAN team confidentiality acknowledgement.

The coordinator will provide that individual with a SCAN team confidentiality acknowledgement to be completed and returned to the coordinator prior to the commencement of the SCAN team case discussion. An invited stakeholder who does not comply with this requirement will be unable to participate in the meeting.

A SCAN team confidentiality acknowledgement need only be completed once per invited stakeholder to cover all future involvement in SCAN team meetings, unless the content of the confidentiality acknowledgement is updated or the details of the signatory change as per above. The coordinator will ensure SCAN team confidentiality acknowledgements are filed in the SCAN team business file for SCAN team core member commitments and confidentiality acknowledgements.

2.13 Practice prompts for discussion

SCAN team discussions and assessments may be assisted by considering the following:

What are we worried about?

What are the risk and complicating factors?

What is going well and what are the family’s strengths?

Are there cultural factors that need to be considered?

What needs to happen next to address the child’s identified protection and wellbeing needs?

Which of the SCAN team agencies or invited stakeholders is able to provide support or advice to the family if needed?

Should the child and parents be informed of the SCAN team referral and outcome?

Missing child case discussions

Whilst the majority of children who go missing return within a reasonable timeframe and do not go missing regularly, some children go missing regularly, go missing for an extended period or are at particular risk of sexual abuse/exploitation, criminal activity, problematic substance use or self-harm while they are missing.

When a child in care is reported as missing to the police as per the Queensland Government Protocol for Joint Agency Response to When a Child in Care is Missing, apply the SCAN Team Response Protocol - when a child in care is missing (see Appendix 4). This process applies to children who are missing. When a child is absent from their placement but their whereabouts is known, this process


does not apply.

When assessing the intervention required to safeguard a child who is or has been reported missing, SCAN teams may consider the following:

triggers or known factors that led the child to go missing – consider the child’s viewpoint of risk,

possible links between the child, locations and persons of concern that increase their vulnerability to alcohol and other drug use, sexual activity, gangs, child sexual abuse/exploitation, child trafficking (within or across borders),

advice and support for carers or family, which will assist them to safeguard and protect the child, including information on appropriate community resources,

forward planning to prevent further missing episodes, and

apply the learnings from identified patterns and trends of frequently missing young people.

2.14 Formulating and documenting SCAN team recommendations

The SCAN team will make recommendations relating to the coordination of multi-agency actions to assess and respond to the protection needs of the child. A SCAN team cannot make a recommendation where it is determined that only a single agency response is required. For example, recommendations may include an undertaking by QH to conduct a medical assessment, and a joint investigation by QPS and Child Safety. In the case of a CCR consult however, a single agency may commit to actions under the authority of their agency

SCAN team recommendations will:

be developed based on consensus following a critical analysis of the information available to the SCAN team,

build on the strengths of the child, family and community to address identified risks and needs,

be outcome driven and reflect contemporary research and evidence on what works best to achieve desired outcomes,

be goal orientated, coordinated and tailored to the specific needs of the child and family,

ensure recommended services are relevant to the culture of the child and family and will consider the five core elements of the child placement principle in relation to Aboriginal and Torres Strait Islander children.

To assist in monitoring the implementation and reviewing the effectiveness of recommendations SCAN team recommendations should be formulated to be:

Specific – target a specific condition that has been identified as a protective need,

Measurable – quantify or at least suggest an indicator of progress,

Assignable – specify who will do it,

Realistic – state what results can realistically be achieved, given available resources, and

Time-related – specify a timeframe for completion of the recommendation and when the anticipated results can be achieved.

SCAN teams will regularly liaise and work closely with their counterparts from other relevant multi-agency teams that may be coordinating actions to support children and families to ensure recommended case actions align and complement each other.

SCAN team recommendations will remain active to the SCAN team until it is agreed by the core member representatives that:

the feedback adequately assures all core member representatives that the recommendations


have been completed, or if not completed, are no longer appropriate, and

there has been no additional information provided which indicates that further recommendations are required to enable a coordinated response to the protection needs of children. For further information refer to section 2.20 Closing a case to a SCAN team.

The SCAN team recommendations, monitoring of their implementation and review of their effectiveness will be recorded in the SCAN team meeting minutes. For further information refer to section 2.15 Meeting minutes.

Refer to Appendix 5 for examples of appropriate SCAN team recommendations.

Departing from SCAN team recommendations and initiating an escalation process are addressed in sections 2.18 Departing from SCAN team recommendations and 2.19 Initiating an escalation process respectively.

CCR consult actions

The discussion of a CCR consult may result in one of the following outcomes:

Child Safety senior team leader to refer the matter back to Child Safety intake to be reassessed

the matter to remain a CCR with core member agencies, other than Child Safety, committing to actions under the authority of their agency

the matter remains a CCR with no coordination of actions required.

Following the SCAN team discussion the CCR consult will be closed to the SCAN team unless the matter is to be referred back to Child Safety intake to be reassessed.

If a CCR is referred back to Child Safety intake following the SCAN team discussion, Child Safety will advise the core member representative and the coordinator of the outcome of the review and whether or not a notification is recorded within three business days. The coordinator will advise all core member representatives of the decision and the administration officer will attach the SCAN team minutes to the intake event in ICMS. If a notification is recorded the core member agencies must consider the matter as a review SCAN team case.

For further information refer to section 2.4 Providing information for a SCAN team referral or review meeting and to 2.20 Closing a case to the SCAN team.

2.15 Meeting minutes

Each case will have its own SCAN team minutes record, which will document a summary only of the discussion by core member representatives and the recommendations agreed to during the meeting. When possible, the minutes are to be drafted and agreed during the meeting.

The meeting minutes will document:

a summary of the issues discussed, including monitoring the implementation of the recommendations and review of their effectiveness,

the relevant conditions identified by the SCAN team as a protection need of the subject child/ren and being addressed by the SCAN team recommendations,

recommendations to assess and respond to the protection needs of particular children or, actions for a CCR consult, to decrease the likelihood of the subject children becoming in need of protection,

the relevant outcomes in relation to the matter, such as case to be scheduled for review by the SCAN team or case to be closed to the SCAN team.

In all cases, the meeting minutes will be stored on the SCAN Team Information System (STIS).

Core member agency representatives will store the SCAN team minutes in accordance with


respective agency guidelines and requirements.

The coordinator will ensure dissemination of the SCAN team minutes to all meeting attendees. Any proposed amendments to the minutes must be received in a timely manner, with the final version of the minutes disseminated within five business days of the meeting.

Core member representatives must communicate the SCAN team recommendations to the appropriate officers within their own agency, who were not in attendance, for action as soon as practicable, taking into consideration the immediacy of response required for the child’s protection needs. Where the SCAN team has discussed a student enrolled in a non-state school, the DoE core member will, as required, communicate with the principal of the non-state school.

2.16 Conducting SCAN team case reviews

The SCAN team will review each case with multi-agency recommendations within six weeks of the recommendations being made. The date for case review needs to balance providing sufficient time for SCAN team recommendations to be actioned, with the importance of reviewing progress for the child at the earliest possible opportunity.

Agency actions agreed to during CCR consults are not required to be reviewed by the SCAN team.

It may be necessary for core member representatives or agencies to share information outside the formal meeting, particularly if available information and issues are changing frequently. This information should also form part of the case review discussion at the next meeting.

When a case is scheduled for review, the actions outlined below are required.

The core member representative of each agency responsible for actioning a SCAN team recommendation must complete a SCAN team information form, select review as the purpose and include the following:

any current, updated information,

a review of the effectiveness of the SCAN team recommendations in responding to the protection needs of the child, and

information regarding agreed SCAN team recommendations unable to be actioned due to service availability or capacity issues.

The core member representative of any agency may complete a SCAN team information form, select review as the purpose and provide any relevant information not already provided.

The completed SCAN team information form will be forwarded by the relevant core member representative to the coordinator as soon as possible but no later than three business days prior to the scheduled meeting, unless otherwise negotiated.

The coordinator will ensure the meeting attendees receive copies of all SCAN team information forms as soon as possible but no later than two business days prior to the meeting, unless otherwise negotiated.

The core member representative should be comprehensively briefed by their relevant agency officer in relation to the current status of the case to ensure full participation in discussion and planning.

When reviewing a case the SCAN team will:

review the original protection needs of the child and current information to ensure the safety, belonging and wellbeing needs of the child continue to be addressed,

monitor the implementation and review the effectiveness of SCAN team recommendations,

identify and analyse all outstanding SCAN team recommendations, and

consider the impact of any changes on the original SCAN team recommendations.


SCAN team outcomes resulting from case reviews

Following a SCAN team case review a SCAN team may:

maintain the original recommendations,

modify the original recommendations,

formulate new recommendations,

transfer the case to another SCAN team, or

close the case (refer to 2.20 Closing a case to the SCAN team).

Any discussion, decisions or recommendations made during a SCAN team case review will be recorded in the SCAN team minutes.

Relevant details about recommendations that were not actioned will be recorded in the SCAN team minutes including if the recommendation remains, needs to be modified or if it is no longer appropriate. The coordinator will collate and maintain this data for inclusion in the SCAN team quarterly report.

Responding to new concerns or information regarding an open SCAN team case

Any core member representatives who become aware of new concerns or additional information about significant harm or risk of significant harm to a child whose case is already open to the SCAN team, must report the concerns to Child Safety, as per their agency’s mandatory notifier protocols.

If a core member representative believes the additional information requires a review of the case by the SCAN team sooner than the scheduled review date:

the core member representative must complete and submit a SCAN team information form (selecting review as the purpose) with the information, to the coordinator, and

the coordinator will ensure the case is listed for review at the next scheduled meeting and the SCAN team information form will be distributed to all meeting attendees prior to the meeting.

2.17 Negotiating and completing a case transfer to another SCAN team

SCAN team cases will only be transferred between SCAN teams where there are outstanding recommendations and when case responsibility has transferred to another CSSC. Where a case is to be transferred, SCAN team case transfers will:

occur in a manner that prioritises the safety of the child

demonstrate timely information sharing between SCAN teams and within core member agencies

ensure continuation of planned and coordinated service delivery to the child.

Where the SCAN team assesses that the closure criteria are met for a case, the case will be closed rather than transferred to another team (refer to 2.20 Closing a case to the SCAN team).

Effecting a SCAN team case transfer

An open case will be transferred to another SCAN team for a child who has moved to another geographical area, when:

the case transfer between CSSCs has occurred, or

senior team leaders from both CSSCs have agreed not to transfer the case, but service provision will occur in the new geographical area and the SCAN team in the new area will have better knowledge to coordinate service provision.

The transfer must occur in conjunction with relevant core member agency case transfer processes.


Prior to the transfer of a SCAN team case, SCAN teams will consider the stability of the move and impact on any protection needs for the child.

To effect the transfer:

Child Safety will notify the coordinator to confirm the case has transferred to a new CSSC by completing a SCAN team information form (purpose is review),

Upon confirmation of the CSSC transfer the coordinator will add the case to the agenda of the next meeting,

If the SCAN team agree that the criteria for transfer is met, the outcome of ‘Case to be transferred to another SCAN team’ is to be selected in the SCAN team minutes,

The transferring coordinator will complete and forward the SCAN team information form (purpose transfer) immediately to the receiving coordinator,

Once the SCAN team information form is completed by the coordinator, the administration officer must ensure all case documentation for the case has been uploaded to the STIS,

Confirmation of transfer of SCAN team cases is to occur within three business days after a request for transfer has been received and is then to be listed on the receiving SCAN team agenda within 10 days or earlier if a quicker response is required, and

The transferring and receiving coordinators must discuss the details of the case and outstanding SCAN team recommendations to ensure smooth transfer of information and timely case review by the receiving SCAN team.

During any transfer process the case is to remain open on the transferring SCAN team caseload until the transfer has been confirmed by the receiving coordinator. In all cases, transfer of case information via the SCAN system electronic database will not occur until CSSC case transfer has been confirmed by the coordinator.

Ensuring access to SCAN team documentation following case transfer

The transferring coordinator will provide the receiving coordinator with access to all SCAN team case documentation either via email, instructions on the location of the documents on STIS or hard copy files, within three business days of agreement to transfer to another SCAN team. The SCAN team transfer will be completed upon receipt of all SCAN team documents by the receiving coordinator.

The receiving coordinator will ensure the case is listed on a meeting agenda for review within ten business days of accepting the case transfer, unless the need for an earlier response is indicated by the transferring SCAN team.

The receiving SCAN team may invite relevant core member representatives or stakeholders from the transferring SCAN team, to participate in the receiving meeting (either in person, via tele-link or video conference) to ensure awareness of critical issues and previous recommendations.

Case transfer occurring without prior SCAN team knowledge

If a case is open to the SCAN team, but the Child Safety case transfer occurs without prior knowledge of the SCAN team, the SCAN team will discuss the case at the next meeting and determine:

whether the case can be closed, or

whether to transfer the case to the appropriate SCAN team.

Managing issues impacting SCAN team case transfer

Where a case cannot be transferred within ten business days of SCAN team agreement, the transferring coordinator will list the case for review on the next available agenda and ensure:

where possible, participation of invited stakeholders from the receiving SCAN team in the case


review discussion, and

formulation of actions to be undertaken by core member agencies located within the area where the child is now residing. This will enable completion of outstanding recommendations and the protection needs of the child to be addressed.

Any disagreement in relation to the transfer of a SCAN team case which cannot be resolved by the coordinators will be referred by the relevant coordinator to the CSSC manager.

Managing SCAN team case transfer where a child is highly mobile

Where a child is highly mobile, the SCAN team case will be managed by the SCAN team that received the original referral. The Child Safety core member representative will discuss the case with the CSSC team leader in the area where the child is currently residing to ensure case work continues. The SCAN team will ensure representatives from the relevant CSSCs, core member representatives from both SCAN teams and other agencies undertaking case work are invited to participate in the SCAN team discussion (within standard SCAN team operating practice). Participants may attend in person or via telephone or video conference.

Note: Where a child is self-placing outside the geographical area of the allocated CSSC and coming to the attention of another SCAN team, the SCAN team case will only be transferred if agreement has been reached between the CSSCs to transfer case responsibility. The SCAN team will ensure representatives from the relevant CSSCs, core member representatives from both SCAN teams and other agencies undertaking case work are invited to participate in the SCAN team discussion. Participants may attend in person or via telephone or video conference.

Managing SCAN team case transfer when a child is hospitalised

Where several siblings within one family are referred to a SCAN team, but one child is transferred to a hospital in another city, the case will continue to be managed by the SCAN team that received the original referral. This SCAN team will then facilitate the participation of representatives from the relevant hospital at the SCAN team discussion via telephone or video conference.

If a child is transferred to a hospital and there are no other siblings, the child’s case will remain with the SCAN team closest to the child’s primary residence. The QH core member representative will liaise with the hospital staff treating the child and include them in the SCAN team discussion.

2.18 Departing from SCAN team recommendations

When departing from an agreed SCAN team recommendation following the meeting:

the officer taking the departure action will consult with an appropriate senior officer within their agency to seek approval for the departure and provide a clear rationale as to why it is in the best interests of the child. When the departure action is not approved by the senior officer, the recommendation must be implemented as agreed upon by the SCAN team,

when the departure action is approved, the officer will inform their core member representative and complete a SCAN team information form (purpose Review), detailing the rationale for departure,

the core member representative will ensure the completed SCAN team information form (purpose Review) is provided to the coordinator for distribution to all core member representatives, with the case scheduled for discussion for the next meeting (unless the protection needs for the child warrant more immediate discussion in which case an emergency meeting may be convened),

the SCAN team must consider the information provided in relation to the departure and either all core member representatives agree to modify the original recommendation, or reaffirm their commitment to actioning the original recommendation, and


any discussion, decisions or recommendations made by the SCAN team case review will be recorded in the SCAN team minutes. If, one core member representative does not agree to modify or reaffirm their commitment to the original recommendation, issues of disagreement must be recorded in the meeting minutes and an escalation process initiated. Refer to 2.19 Initiating an escalation process and Appendix 6 Departure and escalation process flowchart.

SCAN team recommendations will remain active to the SCAN team until it is agreed by the core member representatives that:

the feedback adequately assures all core member representatives that the recommendations have been completed to respond to the protective needs of the child, or if not completed, are no longer appropriate, and

there has been no additional information provided which indicates that further recommendations are required to enable a coordinated response to the protection needs of children. For further information refer to section 2.20 Closing a case to a SCAN team.

2.19 Initiating an escalation process

After full and open discussion by a SCAN team, if the core member representatives are unable to reach consensus on a recommendation, issues of disagreement must be recorded in the SCAN team minutes. Where necessary, an escalation process is initiated to ensure timely outcomes for the child and the accountability and transparency of the SCAN team.

The escalation process cannot be used to address disagreement in relation to actions that are the core business of another core member agency (for example, the decision by Child Safety to record a matter as a CCR). Core member representative concerns in relation to these areas will be addressed outside the SCAN team forum in accordance with relevant agency complaints mechanisms.

The escalation process can only proceed when there is clear disagreement by core member representatives in relation to recommendations regarding the coordination of multi-agency actions to assess and respond to the protection needs of the child. Refer to Appendix 6 Departure and escalation process flowchart.

Process for escalating a matter

If the SCAN team cannot reach agreement:

each core member representative will articulate their assessment of the safety, belonging and wellbeing needs for the child and actions required to respond. These are also recorded in the SCAN team minutes,

record the issues where consensus cannot be reached in the SCAN team minutes, and

the coordinator will complete a SCAN team information (purpose escalation) within two days of the meeting.

Progressing a SCAN team escalation report

Regarding the preparation of a SCAN team escalation report:

A SCAN team information form (purpose escalation) must include:

a summary of each agency’s assessment of the safety, belonging and wellbeing needs for the child and actions required to respond,

the potential impact on the child of not providing a service,

possible alternative actions,

a summary of any known future interventions to occur with the family, and

a summary of discussions held at the most recent meeting.


core member representatives will be available to clarify information during the preparation of the SCAN team information (purpose escalation),

the coordinator will provide the draft SCAN team information (purpose escalation) within two days of the meeting to all core member representatives who will have three business days to provide feedback and consent for the report to be escalated to senior officers,

the SCAN team information form (purpose escalation) will then be provided by each SCAN team core member to an appropriate senior officer in their agency, for discussion and decision making,

the identified senior officers will meet to:

determine the multi-agency actions required based on the information provided, and

uphold, amend or withdraw the original recommendation made by the SCAN team which is subject to departure action.

the decision will be recorded in the SCAN team information form (purpose escalation) by the relevant core member representative and provided to the coordinator, to be tabled at the next meeting for appropriate action by the SCAN team.

While the matter is being discussed, individual officers will, in consultation with the appropriate senior officer, continue to carry out their statutory responsibilities to ensure the ongoing protection of the child.

The number and outcome of all case matters that were escalated will be reported by the coordinator in the SCAN team quarterly report with a summary of the key issues addressed.

2.20 Closing a case to the SCAN team

If coordination of multi-agency actions to assess and respond to the protection needs of the child continues to be necessary, the case will remain open to the SCAN team.

If, during the first SCAN team discussion of a SCAN team referral, the SCAN team does not propose any recommendations, the case will be closed.

Where the SCAN team has formulated recommendations and at least one review has occurred to monitor the implementation and effectiveness of the recommendations the case will be closed to the SCAN team only when:

it is agreed that the feedback adequately assures all core member representatives that the recommendations have been completed, or if not completed, are no longer appropriate, and

the SCAN team agrees there has been no additional information provided which indicates that further recommendations are required to enable a coordinated response to the protection needs of children.

When Child Safety are considering closing a case which is currently open to a SCAN team for review the SCAN team should be advised of the rationale as soon as possible, for example if parental consent to an intervention with parental agreement was removed. In such circumstances a request may be made for the matter to be scheduled for an earlier SCAN team review.

In relation to any closed cases to the SCAN team, where new information is received or identified by any core member agency, such information must be referred to the RIS.

If, following a referral to the SCAN team, a family moves residence and cannot be located, core member representatives should attempt to locate the family in accordance with respective agency policies and procedures. If the family is still unable to be located, the case will be closed. Where a family has relocated interstate, the case will be closed to the SCAN team. The reason for case closure in either of these circumstances, including an overview of the actions taken to locate a family and a summary of any outstanding actions where relevant, will be noted in the SCAN team minutes.

Although a case may be closed to the SCAN team, each agency can continue to share information outside the SCAN team as required in accordance with their respective roles, responsibilities and


information sharing guidelines.

Managing SCAN team case closure when a child dies

If a child with an open SCAN team case dies, the deceased child’s case should be listed on the agenda for the next SCAN team to acknowledge and update the SCAN team of the circumstances surrounding the death. The deceased child’s case will then be closed to the SCAN team. Any subsequent learnings regarding practice may wish to be considered by the SCAN team during a separate business meeting.

If there are other subject children from the family open to the SCAN team and the coordination of multi-agency actions to assess and respond to the protection needs of the child continues to be necessary, their case will remain open to the SCAN team.


Chapter 3: SCAN team governance and reporting

3.1 Managing occasional attendance by observers at meetings

In addition to invited stakeholders, observers may be required to attend or request attendance at meetings who do not form part of the membership of the SCAN team including:

a person participating in a support role to a core member representative,

a student on placement, or an employee observing a meeting for training purposes, or

a person observing a meeting for research, monitoring or auditing purposes.

The relevant core member representative will request approval for an observer’s one-off attendance at a meeting or business meeting prior to the requested meeting. These requests are made to the coordinator, who will seek approval from other core member representatives. If all core member representatives agree to the request, the decision is recorded in the SCAN team minutes or the SCAN team business meeting minutes. Refer to 3.5 SCAN team business meetings.

The SCAN team may approve attendance by other individuals where this has not been requested at a prior meeting, providing the relevant core member representative has sought and received agreement from each core member representative prior to the meeting.

Any individual approved by the relevant SCAN team to observe a meeting must complete and return the SCAN team confidentiality acknowledgement to the coordinator prior to their participation in the meeting. Any individual who does not comply with this requirement will be unable to participate in the meeting.

If considered appropriate by the SCAN team, an individual requesting attendance at a meeting as an observer for research, monitoring or auditing purposes, will submit a written application through the relevant core member representative to the SCAN team. This submission will include information in relation to:

their name, position and organisation,

the SCAN team to be observed,

the proposed dates for attendance,

the reason for attendance,

how the information gathered will be used,

where the information will be stored,

their agreement with all relevant privacy and confidentiality requirements, and

the status of ethical clearance where relevant.

The coordinator will advise their line manager of the outcome of the SCAN team’s decision.

3.2 Managing conflict of interests

A conflict of interest may include situations when a core member representative has a family, personal, professional or private business relationship with a person or child referred to the SCAN team. A conflict of interest may be real, suspected or perceived.

When a core member representative identifies a potential conflict of interest in relation to their participation as a member of a SCAN team, they must immediately advise the relevant coordinator and determine if an appropriate agency proxy is necessary.

If a core member representative identifies or suspects a potential conflict of interest exists in relation to the participation of another member of their SCAN team, they must immediately advise the coordinator who will discuss the concerns with the relevant core member representative. If necessary, the coordinator will contact a senior officer from the relevant core member’s agency and advise them of the identified or potential conflict of interest for appropriate action.


3.3 Managing complaints or issues in relation to SCAN teams

SCAN teams will attempt to resolve complaints or issues locally with relevant officers and agencies.

Concerns in relation to SCAN team processes and functioning must be referred in the first instance to a SCAN team business meeting. If resolution cannot be reached, the concerns are then referred by the relevant core member representative to a senior officer of their agency.

Concerns or complaints by a child, family member or core member representative in relation to the operations of core member agencies, invited stakeholders, or the conduct or performance of individual agency officers, must be directed to that agency in accordance with their complaints management process.

3.4 Preparing and submitting quarterly reports

Each quarter, the coordinator is required to prepare a SCAN team quarterly report. This is developed in consultation with core member representatives and tabled for discussion at the following quarterly business meeting in line with the following schedule:

Quarter Reporting period Month due

First January – March April

Second April – June July

Third July – September October

Fourth October – December January

The purpose of the report is to review and analyse the SCAN team’s workload during the previous three months utilising data from the STIS database. It is expected that core member representatives will assist the coordinator to analyse and provide comment in relation to any emerging trends or themes.

Following the quarterly business meeting, the coordinator will distribute the finalised report to:

core member representatives - core member representatives will be responsible for briefing appropriate senior officers within their respective agencies about the quarterly report,

the Child Safety regional director (and other relevant regional staff),

CSSC managers, and

Child Safety Operational Support.

3.5 SCAN team business meetings

A SCAN team business meeting must be held quarterly and is a forum to discuss the functioning of the SCAN team and review issues and trends emerging from the draft quarterly report and to finalise the quarterly report. An emergency business meeting may be convened when a core member representative believes it is necessary to discuss a serious, ongoing issue directly impacting upon SCAN team functioning (that is not related to the protection needs of a child).

The coordinator is responsible for scheduling the business meeting, preparing the SCAN team business meeting agenda and distributing it to core member representatives prior to the meeting.

Wherever possible all core member representatives will attend. Other additional officers from core member agencies may be invited to attend the business meeting only if their participation will contribute significantly to the discussion and it is agreed to by all core member representatives. Names and positions of additional officers attending will be provided to the coordinator prior to the business meeting.


Business meetings are chaired by the coordinator. Minutes of the meeting are recorded in the SCAN team business meeting minutes and filed in the SCAN team business file. Copies of the minutes will be forwarded by the coordinator to core member representatives for distribution to senior officers as appropriate and emailed to [email protected].

Each SCAN team will have two business files as follows:

Business file number one will contain all SCAN team core member agreements and confidentiality acknowledgements (A new file does not need to be created for each calendar year. This file can be used for the life of the SCAN team, with new file parts created as required).

Business file number two will contain all meeting agendas, business meeting agendas and minutes, quarterly reports and teleconference/support information (a new file will be created at the beginning of each calendar year, with new file parts created as required throughout the year).

3.6 Conducting SCAN team annual planning days

SCAN teams may initiate annual planning days if core member representatives agree it would be useful to enhance team functioning and core member agency partnerships.

The planning day will, be facilitated by a person with appropriate facilitation skills and knowledge in relation to SCAN team operations and be independent of the SCAN team, where possible.

Issues discussed and outcomes from the planning day will be recorded and provided to core member representatives and emailed to [email protected] by the coordinator.

3.7 Reviewing the configuration of SCAN teams

A review of the number and configuration of SCAN teams across Queensland may be initiated by Child and Family Operations, or requested of Operational Support by SCAN teams, to ensure the most effective use of resources in response to operational need.

Child Safety Operational Support will seek approval from senior officers of the core member agencies in relation to proposed changes to the configuration of SCAN teams.

3.8 Requesting establishment of a new SCAN team

Operational Support is responsible for decisions about the establishment of any new SCAN teams. Refer to the SCAN team coordination points and operational SCAN team index for the current configuration of SCAN teams across Queensland.

A request for the establishment of a new SCAN team must be submitted to Child Safety Operational Support as follows:

the relevant CSSC manager must prepare a written submission including:

details of the SCAN teams currently dealing with referrals,

the targeted community, location and client population,

projected volume of work to be managed by the proposed new SCAN team, including information about how this projection was calculated,

core member agency support for the application and availability of core member representatives,

relevant operational details, including the transfer of existing cases, frequency and proposed location of meetings,

possible resource and training requirements, and

planning and consultation undertaken to produce the submission.

mailto:[email protected]

mailto:[email protected]


the CSSC manager will forward the submission to the Child Safety regional director and to the local core member representatives who will ensure provision to their respective agency senior officers,

the Child Safety regional director will then forward the submission to Child Safety Operational Support, who will liaise with other core member agencies to progress the submission.

3.9 Changing the frequency, duration or location of meetings

Where it is determined by an existing SCAN team, core member representative or coordinator that the frequency, duration or location of meetings cannot effectively address the outstanding workload of the team, the coordinator will refer the matter to the next SCAN team business meeting for discussion.

Information to be gathered and discussed by the SCAN team will include:

the current workload managed by the SCAN team, including the number of cases referred, reviewed and closed during the past six months and the number of cases currently open to the SCAN team,

the current frequency, duration or location of meetings and volume of work,

the impact of the SCAN team workload on service delivery to children referred to the SCAN team, and

the proposed change in frequency, duration or location and implications for service delivery, including additional resources, if required, such as, travel for core member representatives.

Following consideration of all relevant information, the SCAN team will make the appropriate determination in response to operational need and document their discussion and decision in the SCAN team business meeting minutes. The coordinator must subsequently advise Child Safety Operational Support of any decision to change the frequency, duration or location of the meeting.

3.10 Managing requests for SCAN team documentation

All core member agencies are required to meet their legislative obligations in relation to any proposed release of SCAN team information and documentation. As the SCAN team does not have decision making authority in relation to the release of SCAN team documentation, all requests for access to, or release of these records (including requests from inquiries, reviews or child death investigations), must be directed to the relevant agency records officer.

In some situations a request for access to SCAN team documentation may be referred to the formal access process under the Right to Information Act 2009 (RTI Act) and Information Privacy Act 2009 (IP Act) where the decision to grant or refuse access will be determined by an officer who has been appointed as the delegated RTI or IP decision maker for their agency.

Subpoenas requesting agency documentation, including any SCAN team system documentation held on agency files, must be managed in accordance with agency specific legislation, policies and procedures. When a subpoena includes sensitive SCAN team information from another agency, the agency who received the subpoena should consult the other subject agency prior to releasing the information. In situations where there is a legislative argument for not producing information, core member agencies will seek internal legal advice prior to actioning.

Refer to Appendix 2 Legislative provisions for further information regarding the release of SCAN team system documentation.

3.11 SCAN team information in court application affidavits

All documents (including minutes) arising from a SCAN team meeting are disclosable to a court where they are relevant to the proceedings for a child protection order. An exception is where there is a legislative argument for not producing the information. Child Safety has a duty to disclose


anything relevant to the proceedings to the Director of Child Protection Litigation (DCPL), an independent statutory body representing the state for child protection order applications. The DCPL has a duty to disclose to parties anything that is relevant to proceedings pursuant to section 189C of the Child Protection Act 1999.

When writing an affidavit, staff should only refer to that SCAN team and its deliberations when there is relevant information to put before the court resulting from the SCAN team’s involvement, and which is unable to be obtained from any other direct source.

Supporting affidavits may be requested by the DCPL about their information regarding a case. This should only occur when core member representatives hold additional direct knowledge of the matter or additional information relevant to proceedings.

For further information please refer to the Child Safety Practice Manual for guidance to Child Safety staff on completing and submitting affidavits and section 3.10 Managing requests for SCAN team documentation.

END OF DOCUMENT

November 2019 Page 1 of 2

Appendix 1: SCAN team system core member agencies

Department of Child Safety, Youth and Women (Child Safety)

The Department of Child Safety, Youth and Women (Child Safety) is the lead agency for the whole of government response to child protection in Queensland and is also recognised as the lead agency for the SCAN team system.

Child Safety has a legislative mandate to investigate allegations of harm or risk of harm to a child and intervene to ensure the child’s ongoing protection where the child does not have a parent able and willing to protect the child from the harm. Where Child Safety reasonably suspects that an unborn child may be in need of protection after he or she is born, Child Safety will take appropriate action for example, investigating the circumstances and assessing the likelihood that the unborn child will be in need of protection after birth or, offering help and support to the pregnant woman.

The provision of support for children and their families who are subject to ongoing statutory intervention, and safe care environments that meet the diverse needs of children, are also key priorities.

Queensland Police Service

The Queensland Police Service (QPS) operates predominantly in the tertiary section of the child protection system in Queensland. The primary functions of the QPS in the child protection system include the investigation of suspected serious neglect, physical harm and sexual abuse of children and young people, organised paedophilia, institutionalised abuse, child exploitation, and the sudden or suspicious deaths of children. A corresponding function of the QPS is to initiate criminal proceedings against alleged offenders of abuse against children.

The QPS is a key partner in the coordinated response to child protection matters in Queensland and is committed to working with other SCAN team system core member agencies to meet child protection needs through information sharing, planning and coordination of resources. The QPS participates in the SCAN team system to collaboratively address the needs of children who have been harmed or are at risk of harm. A QPS representative will actively participate in SCAN team meetings to discuss complex child protection matters, contribute to the sharing of information, provide relevant advice and assistance regarding investigations and legal issues, and participate in the formulation of recommendations to address the protective needs of children.

Queensland Health

Queensland Health (QH) is committed to providing children and young people who are at risk of abuse or neglect with health services of the highest quality. QH provides a range of services to clients and other agencies in relation to child protection including:

undertaking medical examinations where there are allegations of harm

providing expert health opinion and forensic medical knowledge in the assessment of harm

completing psychosocial, psychiatric or developmental assessments of children and young people who have been harmed or are at risk of harm

working collaboratively with other government, non-government and community agencies to provide a coordinated and holistic service response, including the sharing of confidential health information where the information directly relates to the welfare and protection of a child or young person

presenting key health information at SCAN team meetings in relation to a child or young person

making and/or extending a Care and Treatment Order for a child where there are significant concerns a child has been harmed or is at risk of harm, and where the child is likely to be taken from the health service facility and suffer harm unless immediate action is taken.

QH meets these obligations through the provision of information, education and training to staff in key


service delivery areas. Within each Hospital and Health Service there are Child Protection Liaison Officers, Child Protection Advisors and SCAN team core member representatives who act as consultants to assist local staff in responding to child protection concerns.

Department of Education

In keeping with the principles set out in the Child Protection Act 1999, the Department of Education (DoE) asserts that the welfare and best interests of children are paramount and every child has a right to protection from harm.

The DoE is committed to providing safe, supportive and disciplined learning environments, preventing reasonably foreseeable harm to students and to responding when an employee of a state school, in the course of their employment, reasonably suspects harm or risk of harm to students.

School employees, based on their day to day observations and interactions with children and their families in the school setting, play a vital role in monitoring the safety and wellbeing of children.

Senior guidance officers fulfil the role of core member agency representative on SCAN teams across Queensland. Senior guidance officers assist state and non-state school principals with the referral of cases to a SCAN team meeting subject to the respective referral criteria.

Senior guidance officers collect relevant information from state school personnel or non-state school principals to contribute to case discussions at a SCAN team meeting, provide updated information for SCAN team case reviews and provide feedback, if necessary, to state school principals and guidance officers or non-state school principals following a case discussion at a SCAN team meeting.

Personal information collected by employees of the DoE for provision to SCAN team meetings is managed in accordance with the Child Protection Act 1999, and where relevant the Education (General Provisions) Act 2006, and the Information Privacy Act 2009.

September 2020 Page 1 of 2

Appendix 2: Legislative provisions

Service delivery coordination and Information sharing

The Child Protection Act 1999, chapter 5A, provides for service delivery coordination and enables information sharing for a particular purpose amongst Child Safety, prescribed entities, specialist service providers and service providers, including the core members of the SCAN team system to meet the protection and care needs of relevant children.

While discussion of a case at a SCAN team meeting facilitates information sharing between core member agencies, SCAN team core member representatives may also share information outside the SCAN team system in accordance with relevant legislative provisions.

Confidentiality

The Child Protection Act 1999, chapter 6, part 6, details relevant confidentiality provisions. Specifically, sections 187 and 188 detail legislative provisions in relation to confidentiality of information obtained or given by persons involved in the administration of the Child Protection Act 1999. SCAN team core member representatives must comply with these provisions.

Information discussed at SCAN team meetings is often extremely sensitive in nature and the child and family have a right to expect such information, wherever possible, remains confidential. However, as the welfare and best interests of a child are paramount, a balance must be maintained between the need to share information to address the child’s safety, belonging and wellbeing needs, with the right to confidentiality.

Information Privacy

The Information Privacy Act 2009 contains two sets of privacy principles, which regulate how personal information is collected, secured, used and disclosed by Queensland public sector agencies. There are 11 Information Privacy Principles (IPPs) for Queensland public sector agencies and nine National Privacy Principles (NPPs) for Queensland Health, which are detailed in the Information Privacy Act 2009, schedules 3 and 4 respectively. Contracted service providers are contractually bound to comply with privacy obligations under the Information Privacy Act 2009.

The IPPs and NPPs deal with the way personal information is collected, stored, handled, accessed, amended, managed, transferred, used or disclosed.

In addition to the Information Privacy Act 2009 (Qld) (IP Act), Queensland Health and the Hospital and Health Services are required to comply with part 7 of the Hospital and Health Boards Act 2011 (HHB Act) which deals specifically with the disclosure of confidential information (i.e. patient information) by designated persons. Accordingly, confidential information about a person must not be disclosed unless one of the exceptions in Part 7 of the HHB Act applies. It is important to note that the NPPs contained in the IP Act operate subject to the HHB Act which means that any disclosure of confidential information must be authorised under part 7 of the HHB Act. If the use or disclosure of that information is authorised under the HHB Act, it will be authorised under NPP2 (1) (f) as a use or disclosure which is authorised or required by or under a law. Unlike the IP Act, the HHB Act does not differentiate between use (internal) and disclosure (external); the HHB Act relates to the giving of confidential information to any other another person – regardless of whether they are an employee of the agency or not.

Right to Information

The Right to Information Act 2009 (RTI Act) provides a right of access to government information unless, on balance, it is contrary to the public interest to release the information. All SCAN team system documents held by government agencies are subject to the RTI Act. This includes any documents presented to a SCAN team, such as reports prepared by non-government agencies.

Individual SCAN team members and participants hold no responsibility for decision making in relation

September 2020 Page 2 of 2

to the release of information under the RTI Act. These decision will be made by officers from RTI units within each government agency.

A SCAN team core member agency, other than Child Safety, that receives an RTI application regarding SCAN system documents, will make decisions for their agency regarding the release of information under the RTI Act. Where it is known by the receiving agency that Child Safety holds further information, the receiving agency should contact Child Safety Right to Information, Information Privacy and Screening, to discuss the possibility of a part transfer of the RTI application.

Other agencies should also consult Child Safety about the proposed disclosure of any SCAN team information in response to an application for access under the RTI Act or IP Act.

As original copies of all SCAN system documents are retained by the relevant Child Safety SCAN team coordinator, any individual seeking the release of SCAN system information under the RTI Act should be referred to Right to Information, Information Privacy and Screening, Child Safety. All documents relevant to the request will be retrieved and forwarded by the relevant SCAN team coordinator for decision making by Child Safety Right to Information officers.

Human Rights

The Human Rights Act 2019:

requires public entities to make decisions and take actions that are compatible with human rights

requires the courts to interpret legislation in way consistent with the Human Rights Act 2019

provides the Queensland Human Rights Commission (QHRC) with the power to receive and conciliate human rights complaints.

The Human Rights Act 2019 requires that actions and decisions of public entities are in accordance with human rights obligations. Public entities, as defined under the Human Rights Act 2019, include both government departments and agencies, public service employees, police officers and Ministers, as well as other organisations that perform functions of a public nature on behalf of the State. This includes the non-government organisations funded to carry out services that the State would otherwise deliver. Foster and kinship carers are also public entities.

SCAN teams will act and make decisions in a way that is compatible with human rights and obligations under the Human Rights Act 2019.

https://www.forgov.qld.gov.au/humanrights

https://www.forgov.qld.gov.au/humanrights


Appendix 3: Responsibilities of the SCAN team coordinator and SCAN team administration officer

SCAN team coordinator

The SCAN team coordinator reports to the CSSC manager or as determined by the relevant regional director. Duties include:

coordinate functioning of the SCAN team in a manner that enables effective, professional discussion of referrals, reviews and recommendations responsive to the child’s protection needs

consult and liaise about SCAN team processes with core members of the SCAN team, invited stakeholders and other individuals

provide advice, consultancy and support to SCAN team members, including in the preparation of written material for SCAN team meetings

ensure effective communication between teams within the SCAN team system

develop and maintain records and review systems consistent with statutory requirements and the administrative requirements of the SCAN team system

ensure the effective involvement of all participants in the SCAN team meeting

contribute to the development and delivery of training programs in relation to SCAN team system operations

assist the development of practice standards, operational guidelines and review mechanisms to promote effective and efficient SCAN team system functioning.

SCAN team administration officer

The SCAN team administration officer reports to the SCAN team coordinator or as determined by the relevant CSSC manager. Duties include:

organise scheduled and emergency SCAN team meetings as required

record accurate minutes to reflect SCAN team discussions and recommendations, including the identification of appropriate actions

quality preparation and dissemination of documents such as minutes, agenda, reports, statistics, memoranda and correspondence

contribute to the development, maintenance and validation of data on computerised information systems and databases consistent with SCAN team system legislation, policies and procedures whilst ensuring accuracy, completeness, quality and timeliness of output

develop, manage and maintain appropriate filing and record keeping systems to ensure the security of all SCAN team records in accordance with policies, procedures and standards, including the management of highly sensitive, confidential matters in a professional manner

provide high level and efficient administrative support services to the SCAN team coordinator and SCAN team to facilitate the effective functioning and operation of the SCAN team process and ensure a quality service is provided to clients

plan and prioritise workload in accordance with operational requirements

develop and maintain constructive and consultative working relationships with stakeholders.


Appendix 4: SCAN team response protocol – when a child in care is missing

Purpose:

To enable a coordinated, multi-agency response to a child missing from care. This protocol applies when a child is missing from care and has been reported to the Police, as per the Queensland Government Protocol for Joint Agency Response to When a Child in Care is Missing.

Definitions:

A missing child is any child whose location is unknown and there are fears for the safety or concern for the welfare of that child.

An absent child is a child who is absent for a short period without permission, and where the child’s location is known or can be quickly established. This protocol does not apply to an absent child.

Required actions:

1. If a child is reported as missing then the relevant Department of Child Safety, Youth and Women (Child Safety) staff member must immediately notify the SCAN team coordinator (the coordinator) via telephone or email.

2. The Child Safety Service Centre (CSSC) staff member must then:

complete a SCAN team referral form, or if the case is already open to the SCAN team, a SCAN team information form. If the coordinator is unavailable (for example, they work part-time or are away on leave), an appropriate proxy must be nominated by Child Safety.

3. Following notification that a child in care is missing the coordinator will immediately notify all relevant SCAN team core members (core members) via telephone or email. This may occur before the referral is formally received.

the coordinator will distribute the SCAN team referral form, or SCAN team information form and add the matter to the agenda of the next scheduled SCAN team meeting

core members will record relevant information on the SCAN team information form and provide this to the coordinator prior to the scheduled meeting or emergency SCAN team meeting

the coordinator will circulate these documents to the other core members upon receipt.

4. If no SCAN team meeting is scheduled within two days of the child being reported missing to the Police, the coordinator will consult with all core member representatives to determine if an emergency SCAN team meeting is required. An emergency SCAN team meeting will occur if at least one core member representative considers it necessary.

5. If determined that an emergency SCAN team meeting is required, the coordinator must proceed in accordance with the SCAN Team System Manual.

If a core member representative is unavailable (for example, they work part-time or are away on leave) an appropriate proxy must be nominated by the relevant agency.

Attendance of any relevant stakeholders will be the responsibility of core members to identify in accordance with the SCAN Team System Manual.

If the child is located prior to the emergency SCAN team meeting being held, the referral will be discussed at the next scheduled SCAN team meeting and the emergency SCAN team meeting cancelled.

Each SCAN team meeting, the SCAN team will review all children who have been missing, or missing and found, in the period between the previous SCAN team meetings. The purpose of the discussion will be to determine opportunities to address the reasons why the child may be going missing and recommend what further action (if any) needs to be taken. (Refer to the SCAN team system manual section 2.12 Practice prompts for discussion – missing child


case discussions for further guidance.) This includes a decision to close the case or keep it open.

Note:

In line with the SCAN Team System Manual, emergency SCAN team meetings can only be convened on business days.

The SCAN team response protocol – when a child in care is missing does not apply to the Child Safety After Hours Service Centre. Urgent discussions between agencies will continue to occur outside of business hours as required.


Appendix 5: Examples of appropriate SCAN team recommendations

Alleged risk/harm Recommended actions and timeframes for review

Domestic violence

1. Angela is at risk of serious physical trauma or injury, due to her attempts to intervene during domestic violence incidents between parents and the severity and unpredictable nature of the incidents.

2. Angela is at risk of high levels of guilt, anxiety and fear related to experiencing ongoing violence in the household.

It is recommended that the following multi-agency actions occur to assist Angela and her family in reducing the likelihood of future violence in the home:

1. Child Safety to link parents with available local domestic violence service and monitor and assess demonstrated change.

2. QPS to provide details of relevant interstate dealings with police for mother and father to inform assessment.

3. DoE and QH to provide information about available services and programs to work with Angela to raise her self-esteem and confidence.

4. DoE to engage guidance officer to provide support to Angela and feedback on identified needs.

Review: 1 week Unborn child

Susan’s unborn child is at risk of severe neglect after birth due to Susan’s homelessness and problematic substance use. Risk to the unborn child after birth is heightened due to Susan’s lack of engagement with Alcohol Tobacco and Other Drug Services (ATODS) and other appointments as agreed to in the Support Plan. Susan is currently unable to be located.

It is recommended that the following multi-agency actions occur to locate and offer intervention options to Susan prior to the birth of her baby:

1. QPS to provide any updates regarding contact with Susan and her partner.

2. QH to consult with ATODS regarding possible services for Susan once she is located

Review: 4 weeks - as Susan is 20 weeks pregnant.

Problematic alcohol and other drug use

Fred, aged 15, is at risk of septicaemia, from injecting speed. Chronic history of neglect due to his mother’s intellectual disability.

To assist and support Fred and his family to engage with appropriate services:

1. QH to consult with ATODS regarding eligible services for Fred.

2. DoE to provide options for alternative schooling given Fred is unable to continue with daily routine of mainstream schooling.

3. SCAN team coordinator to invite the local youth service, with whom Fred is engaged, to provide an update at next meeting.

4. Child Safety to provide support to Fred’s parents and attempt to link them with local community support.

Review: 2 weeks


Alleged risk/harm Recommended actions and timeframes for review

Mental health

Toby, aged 6, has experienced neglect due to his grandmother’s un-medicated, diagnosed bipolar disorder. He is particularly at risk due to periods where he is left to care for himself. He is currently in placement under an assessment care agreement.

It is recommended that the following multi-agency actions occur to support the planning to meet Toby’s care and protection needs:

1. Child Safety to explore placement options closer to the grandmother’s home; to explore support services to support the grandmother and Toby’s foster carers; and further information about extended family members who may be able to care for Toby in the future.

2. DoE to liaise between Toby’s previous school and current school during placement to assist in smooth transition and feedback about his behaviour.

3. QH to liaise with adult mental health unit to identify support services available.

Review: 1 week

Coordinated, multi-agency response

Chloe, aged 7, is at risk of neglect, as her father has refused to send her to school. QPS has interviewed and charged the father with failing to ensure a child in his care was participating in full time education. Chloe has developmental delays. Chloe’s family is well known to the QPS, DoE and QH in differing capacities. Father has previously threatened Child Safety staff.

The following multi-agency actions are recommended to assist in the assessment of harm/risk of harm to Chloe.

1. QPS to assist Child Safety with the investigation.

2. QH to arrange for a paediatric assessment to be conducted following the assessment by QPS and Child Safety.

3. DoE case manager to liaise with Chloe’s father to facilitate Chloe’s return to school.

Review: 2 weeks


Appendix 6: Departure and escalation process flowchart

SCAN team meeting

Consensus cannot be reached on SCAN

team recommendations regarding the multi-

agency actions required to assess and

respond to the protection needs of the child

SCAN team recommendations agreed

during SCAN team meeting

SCAN team coordinator completes draft SCAN team Information Form (purpose

escalation)

Draft escalation report provided to SCAN

team core member representatives who

have three business days to provide

feedback and consent for escalation report

to be submitted to senior officers

Departure from agreed SCAN team

recommendation/s by an agency post

SCAN team meeting

Complete and submit SCAN team

Information Form (purpose review) for next

SCAN team meeting

Discussion at SCAN team meetingSCAN team core member agencies

escalate report to senior officers

Senior officers meet to discuss and determine the multi-agency actions

required and/or uphold, amend or withdraw original recommendation subject to

departure action

If urgent agency action is required,

relevant senior officer to liaise with

their SCAN team core member

representative to ensure action

occurs within the necessary

timeframe

Decision provided by relevant SCAN team

core member representative to SCAN team

coordinator to be tabled at next SCAN team

meeting for action

SCAN team agree with

recommendation/s

SCAN team unable to

agree regarding SCAN

team recommendation/s

Case closed or further

recommendations made

Escalation process initiated

by SCAN team coordinator

Documents

Suspected Child Abuse and Neglect (SCAN) Team System Manual · 2021. 5. 12. · SCAN team processes will occur in a timely way and all actions will be consistent with legislative