Tel: 01623 473225

Guidance Sixteen - Safeguarding plan meeting

Introduction

(last updated: 21/01/2008)

The Safeguarding Plan Meeting is a meeting held to assess the various investigations which have taken place and make a decision on whether abuse has taken place or not and if so, who perpetrated the abuse.  Where it is thought that there is an ongoing risk of abuse or neglect, a Safeguarding Plan is agreed with proactive steps to prevent further abuse and/or neglect and to decrease the risk.

If the perpetrator is also a vulnerable adult, a separate meeting should address any needs for this individual if required.  (See Guidance 15 – Vulnerable Adults as Alleged Perpetrators).

When should a Safeguarding Plan Meeting be Held?

A Safeguarding Plan Meeting should be held after each Safeguarding Adults Assessment.  This would normally be once reports are received by the Safeguarding Manager regarding all of the necessary investigations, although it may be necessary or relevant to hold the Safeguarding Plan Meeting prior to some investigations being concluded for example, an ongoing criminal investigation or regulation activity.

What is the purpose of a Safeguarding Plan Meeting?

The Safeguarding Plan Meeting should be held to:

  • Assess the reports from the various investigations which have taken place including the Investigating Officer’s Report;
  • Gather the views of professionals, the vulnerable adult, their carers and/or advocate;
  • Make a multi agency decision on whether abuse or neglect has taken place or not and who perpetrated the abuse;
  • Compile a Safeguarding Plan to provide proactive steps to minimise the potential of further abuse and/or neglect occurring;
  • Consider and agree who is best placed to coordinate the Safeguarding Plan;
  • Consider any other actions which may arise from the various investigations outside of the Safeguarding Plan and agree on timescales for their completion or agree on how best to make recommendations relating to them;
  • Agree timescales for a review of the plan to ensure its ongoing effectiveness;
  • Agree any relevant feedback to those who alerted or referred abuse.

Who should be invited to a Safeguarding Plan Meeting?

The Safeguarding Manager is responsible for organising the Safeguarding Plan Meeting and inviting all of the relevant people.  These should be:

  • The vulnerable adult, their carers and/or advocate or IMCA
  • All those agencies who have carried out one of the various investigations
  • The investigating officer who has carried out the Safeguarding Adults Investigation
  • The Safeguarding Manager.
  • CQC when related to a regulated setting

Consideration should also be given to inviting:

  • Legal services
  • Police
  • Health Professionals
  • Service Providers
  • Contracting
  • Department of Work and Pensions

Invites should follow the agreed format as detailed in Appendix 5 – Safeguarding Plan Meeting Invitation Letter.

Invitees must complete and return to the Safeguarding Manager in the agreed timescale, Appendix 6 – Safeguarding Plan Information Pro Forma if they are unable to attend.

Conduct of Safeguarding Plan Meetings

The Vulnerable Adult is central to the Safeguarding Plan Meeting.  Every effort should be made to enable the individual to be fully involved. 

The following general principles should be followed when organising, attending, chairing, minuting or having any other involvement with a Safeguarding Plan Meeting;

  • Invitations to participants should state the purpose of the Safeguarding Plan Meeting and all information should be presented in a format which participants can understand;
  • As a general rule it is expected that the alleged victim and any preferred supporter will attend Safeguarding Plan Meetings unless there are good documented reasons for not doing so;
  • Participants should be advised that the proceedings are being conducted in line with confidentiality procedures;
  • Contributors should be reminded of the importance of distinguishing between fact and opinion;
  • Language used should be non-discriminatory in nature having regard to the age, gender, sexuality, race, disability, class and role of all persons involved;
  • The overriding consideration should be given to protecting vulnerable adults from further harm;
  • Respect for the views and wishes of the vulnerable adult, where they can be determined, will always be maintained and the need for confidentiality protected;
  • Participants should treat each other with respect;
  • Any decision to override the views of vulnerable adults will always be taken in consultation with others and the reasons recorded;
  • The contents of the notes of strategy meetings and Safeguarding Plan Meetings should not be discussed with any third party without the consent of the Chair.

Content of the Safeguarding Plan Meeting

The Safeguarding Plan Meeting should be held in the following format using Appendix Seven - Safeguarding Plan Meeting Agenda:

1. Introductions, apologies and non-attendees

2. Reasons for convening Safeguarding Plan Meeting

3.  Issues Safeguarding Plan Meeting needs to address

4. Record of investigations.  This may be presented as an attachment of the Investigating Officer’s Report and other investigation reports.

5. Information from each professional/contributor. i.e. name, factual contribution, opinions contributed.
 
6. Views of vulnerable adult

7. Views of carer/relatives/significant others.  This may be presented in person or via a representative.

8. Any other concerns.

9. Discussion and/or options for decision/recommendation

10. Decisions of the Safeguarding Plan Meeting about whether abuse has taken place or not

11. Draw up Safeguarding Plan using Appendix Nine - Safeguarding Plan Template, including review dates and who will carry out the review.

12. Circulation of Safeguarding Plan Meeting Report and Safeguarding Plan.

13. Arrangements for future meetings/reviews of Safeguarding Plan

Safeguarding Plan Meeting Report

The Safeguarding Plan Meeting Report/minutes should include the following and be formatted using Appendix 8 – Safeguarding Plan Report/Minutes

  • Details of the Vulnerable Adult
  • Invitees:
    - Name
    - Role
    - Agency/Address
    - Apologies

The following must also be recorded:

  • Date/time/duration/venue of meeting;
  • Details of Chair;
  • Adult concerned;
  • Reasons for Safeguarding Plan Meeting;
  • Tasks of Safeguarding Plan Meeting;
  • Record of investigation(s) including outcome of any medical examination;
  • Information from each professional (facts separated from opinions);
  • Adult’s views;
  • Carer’s/relative’s views;
  • Other concerns;
  • Discussion and/or options for decision/recommendation;
  • Summary of conclusions;
  • Decisions;
  • Circulation of conference report;
  • Arrangements for future conferences/reviews of protection plan.

Note: In the event of criminal proceedings ensuing, application can be made by the defence or prosecution for the disclosure of Safeguarding Plan Meeting or Strategy Meeting notes if the information is relevant and could assist the defence. 

Safeguarding Plan

The Safeguarding Plan should include the following and be formatted using Appendix 9 – Safeguarding Plan Template:

  • Outcome of the Safeguarding Plan Meeting;
  • The steps to be taken to ensure the future safety of the vulnerable adult; this should include information about who is responsible for this action and what is entailed in the action;
  • If it is not possible to increase the safety of the vulnerable adult, the reasons for this should be stated;
  • Details of any support services, treatment or therapy available to the vulnerable adult;
  • Any changes to the way services are provided;
  • How best to support the vulnerable adult through any action he or she takes to seek justice or redress;
  • How the on-going future risks will be managed;
  • Monitoring and review arrangements, irrespective of whether services are being provided; these should include details for reviewing the Safeguarding Plan and who is responsible for this.

Attention should be given to ensure that the Safeguarding Plan is integrated with the care plan (either existing or intended).

The Safeguarding Plan should be sent to all those individuals participating in the Safeguarding Plan Meeting.

Care Quality Commission

The outcome of the safeguarding plan meeting (i.e. whether abuse took place or not), including investigation reports where appropriate, must be shared with CQC where it relates to a regulated service.

Closing the Safeguarding Assessment

Prior to closing the Safeguarding Assessment the Safeguarding Manager should ensure that:

  • All verbal and written reports have been completed;
  • The case file contains all necessary information and forms;
  • All decisions have been recorded in writing with evidence to support the decisions clearly documented;
  • The reasons for closing the case are recorded;
  • The Outcome Form is completed;
  • If appropriate, information about organisations which assist victims of crime should be made available to the vulnerable adult.

If a vulnerable adult or a witness wishes to seek justice or redress through the criminal justice system, they should be provided with details of the Criminal Injuries Compensation Authority (CICA).  It is the responsibility of the Police to do this.
It may also be possible to seek civil redress.  For more details see Guidance 27 – Legal Framework.

Print this page

© Nottinghamshire Adult Protection 2008