SEND Devon PathfinderLearning from the

Integrated Assessment Pilot 2009-10

• As part of our wider commitment to a child-centred approach it has long been an ambition to have one integrated assessment process started with Joint Agency Teams in 2001.

• We took advantage of a co-location, the Exeter-based County Special Education Team and Eastern Integrated Children’s Services teams were asked to work together and pilot this approach

The Devon context

43%

25%

32%

Key Objectives• to develop and trial an integrated process for

assessment of special needs with the Common Assessment Framework (CAF) as the starting point

• to implement the organisational changes required and support staff who are implementing these changes;

• to review lessons learned and agree a plan for rolling out the changes.

Key Issue .The timeframe relating to requests for SEN statutory assessment is prescriptive. There is a legal requirement to notify parents/carers whether or not the Local Authority intends to proceed with an assessment 6 weeks after receiving the initial request. In extreme cases failure to do so can expose the Authority to complaints to the Ombudsman. If a request for a statutory assessment is refused parents/carers have recourse to appeal to the Special Educational Needs and Disability Tribunal (SENDIST).

The key risks identified at the outset were

•cultural reluctance•slippage in Key Performance Indicators for SEN•increased tribunal costs potential challenges from families/risks to families of slower process•management capacity in both services•ICT systems

Initial screening

Phonecall toparent/carer

Day 1

Day 15Initial

Keyworkerallocated

Day 22 Initial Home VisitCompleted

CombinedIntegratedAssessmentCompleted

Day 35

Considered byConsultation/

Funding Panel

Day 40

Provision Agreed

Day 42Parents informed

of outcome ofassessment

Input toCareFirst

Safeguardingcheck

Initial Assessment - CYPS

Single Agency referral

ICSAT/SEN Referral

Joint Agency Record only

UpdateCYPITsystem

Add tocurrent

referral list

Reads casehistory/reports

Qualityassurance

role

If consideredincomplete

Amend andresubmit

within 1 day

Costs withinFACB

Not FACB

Qualityassurance

role

Not agreed

ReferralConsultation

Unit

CAF/TAC appropriate

Referral Receivedand Date Stamped

Arranges HomeVisit

Amendments requested

Agreed

Amend andresubmit

within 1 day

Amendmentsrequested

To be reconsidered atpanelMore informationneeded

Amend andresubmit

within 1 day

Agreed subject tomodification

Package ofsupport required ?

CYPSAssessment

KEY

Referral Co-ordinator

Business Support

ICSAT Manager

Keyworker

Early Response Manager

Panel

External checks

Process Map V.3 (Overview Day 1 to 42) 5/12/09

Integrated Children’s Services Assessment Team

Allocate toKeyworker or care

co-ordination

SingleAgencyReferral

AXSPathway

JointAgency

Record Only

AcceptedReferralProcess

KeyworkerHome Visit

Process

Completeforms asrequired

Discussion withCasework

Manager andISCAT Manager

No Request forStatutory

Assessment ofSEN

Consideration of Request forstatutory assessment of SEN

Request forStatutory

Assessment ofSEN Declined

InclusiveEducation Panel

DecisionRatified

DecisionOverturned

Proceed withStatutory

Assessment ofSEN

No supportpackageidentified

Joint Agencycrieteria met?

YES

NO

Amend andresubmit

Post 42 dayprocess

AcceptedReferralProcess

Day 42

Process Map V.3(Overview Day 42 onwards)

5/12/09

Integrated Children’s Services Assessment Team

Day 112

Day 126Final Date for

Issue of Statement

Final Date forIssue of Proposed

Statement

CaseworkManager reviews

advice alreadygathered

Post 42day

process

More advicerequired ?

List of additionalevidence indicateon Panel Referral

Record (RSA)

YES

NO

AcceptedReferral

Process Page2

Casework Managercompiles ProposedStatement or note in

lieu

All advice received

Create Integrated File

Yes

Letter to Parent /Carer ICSAT-A02

or ICSAT-A04

Letter to SchoolICSAT-A05 SCH

Letter toEducation

PsychologyICSAT-05EP

Does referral includerequest for statutory

assessment of SEN ?

No

Letter to HealthNurse

ICSAT-A05PHN

Letter to GeneralPractitioner and

PaediatricianICSAT-A05GP

Letter to SocialCare if necessary

ICSAT-A05SC

ICS 3

ICS 3

ICS 3

ICS 3

ParentalContribution Form

ICS2

Letter to OtherProfessionals

ICSAT-A05OTHER

ICS 3

Information forParents / Carers Fact

Sheet (ICSATProcess)

Notes onParental

Responsibilty

Guidance forparents / carers ontheir contribution

ParentPartnership

Leaflets DPP9, 10 & 11

Enterinformation

on ONE

Notify CaseworkManager and ICSAT

Manager via email andinclude 6 week date

Create Panel ReferralRecord - Request forStatutory Assessment

of SEN

Letter to Parent /Carer

Letter to School

Letter toProfessionals ICS 3

ICS 3

Day One

As reportsreceived

Scan ontoCYPITUpdate

Chronology

Day 35

Type documentsas requested by

Keyworker

CombinedIntegrated

Assessmentreceived from

keyworkerICS4

Update ONE,spreadsheetand task list

Day 40

IF Request forStatutory

Assessment ofSEN considered

unnecessary

Decision of InclusiveEducation Panel

Scan FASB(if applicable)

Filedocuments

SendCS105CS100to Finance

SendCS100to Provider(if applicable)

If Direct Paymentssend documentsto DP team (ifapplicable)

Letter toParent / carerIncluding letter re changeof keyworker if applicablecopies to referrer /professionals contributingto assessment

UpdateCYPITsystem

If keyworker is ICSAT or Care Co-ordination;Set diary date for reviewUpdate calendar to prompt 6 weeks beforereview date with child’s initials, care firstidentifier and due date.

Supportpackage

identified ?

Accepted Referral Process 5/12/09

Integrated Children’s Services Assessment Team

Needs can be metwithout Statement

Consideration ofRequest for statutoryassessment of SEN

by Casework Managerand ICSAT Manager

ICS4 emailedto SEN

CaseworkManager

To Page2

AcceptedReferralProcess

ICS 3

Enter onspreadsheetwith critical

dates

Create IntegratedFile

Insert Front SheetICSAT-FSA

Enter diarydate to

documentcheck andchase up

letters - DAY15

Insert Front SheetICSAT- FSB

Scan ontoCYPIT and

updatechronology

Does Referralinclude request for

SEN?

No

YES

ReferralChecklist

ICSATChecklist

Pre-paidenvelope

ICS1Parental

Contribution formICS2

Pre-PaidEnvelope

UpdateCYPIT

Day 2 to 34

DAY 15Letter to chase up

reports / infoas required

ICSATCheck

ListUpdateCYPIT

Copypapers for

IEP

YES

No

AdminActionForm

Letter to parent / carer with outcomecopies to referrer & other

professionals contributing to theassessment

UpdateCYPITsystem

Scan referral

UpdateCYPIT

DailyChaserTask

Sheet

File paper copiesof documents in

client file

AdminActionForm

UpdateFile If JAR Only

JointAgency

Record Only

Enter diarydate to

documentcheck andchase up

letters - DAY15

ICSATChecklist

Enter onONE for

IEPAgenda

Proceed with StatutoryAssessment of SEN

If keyworker notISCAT;Letter and paper fileto appropriate team..Retain copy of paperfile (if appropriate)

If keyworker notISCAT;move electronicfile

Update ONEmake record

inactive

Accepted Referral Process Page 2 5/12/09

Integrated Children’s Services Assessment Team

AcceptedReferral Process

Page 2

Proceed with StatutoryAssessment of SEN

Supportpackage

identified ?

YES

Scan FASB(if applicable)

Filedocuments

SendCS105CS100to Finance

SendCS100to Provider(if applicable)

If Direct Paymentssend documentsto DP team (ifapplicable)

AdminActionForm

Letter toParent / carer re statutoryassessment and additionalsupport package identifiedcopies to referrer /professionals contributing toassessment

No

Letter to parent /carer - re statutory

assessmentenclose DPP

leaflets

Day 42

Input toONE

Letter toprofessionals re

use of advicealready received

Letter to requestadvice from newly

identifiedprofessionals

B06?

Letter to requestadvice from whereprevious requestnot responded to

File papers

When all adviceat 6 weeks or 12

weeks asapplicable

UpdateONE and

link PS andPRR

Create ProposedStatementTemplate

Create PanelReferral Record

CompleteStatutory

AssessmentTracking Form

and pass to SENcaseworkmanager

As reportsreceived

Scan ontoCYPITUpdate

Chronology

Update ONE,File paper copiesof documents in

client file

DAY 70Letter to chase up

reports / infoas required

More advicerequired

YES

NO

Day 42 to 70

IF medical advicestill outstanding

Chase by phone /email for advice

notify SENcasework Mgr by

email

Scan ontoCYPITUpdate

Chronology

Update ONE,File paper copiesof documents in

client file

When reportreceived

Formatdocument using

standardparagraphs if

applicableReturn to

casework Mgr

Casework Mgrpreparesproposed

statement or notein lieu

Enter onONE for

IEPAgenda

Copypapers for

IEP

Decision of InclusiveEducation Panel

Issue proposedstatement

Issue note in lieu

Day 70 to 112

Day 112 if notbefore

Letter to parentcopied to

professional

Amendments?

The ICSAT system was designed to operate that on receipt of a request for a statutory assessment, an integrated assessment will be completed within 35 days. The intention was that this assessment should provide all the information necessary for the Inclusive Education Panel to be able to reach a decision on whether to proceed with a statutory assessment.

This expectation was based on the assumption that, by the time a request was made for a statutory assessment, a CAF would have been completed and relevant professionals would have had contact with the child and be aware of his or her needs.

Advice gathered during the initial stages provided the Inclusive Education Panel with useful information about a child which has helped decision-making.

However, the systems and processes supporting the pilot were not working effectively and needed addressing before any further development.

Referrals for Eastern Area

050

100150200250300350400

Q42007

Q12008

Q22008

Q32008

Q42008

Q12009

Q22009

Q32009

Q42009

Q12010

Quarter

Num

ber o

f Ref

erra

ls

ICSAT Referrals

CSET

IAT

0102030405060

Oct-09

Nov-09

Dec-09

Jan-10

Feb-10

Mar-10

Referrals Per Month

IntegratedAssessment

Outcomes of referrals received by pilot

Integrated Assessment

CAF / TAC

Single Agency

JAR Only

No Outcome Yet

Integrated Assessment CAF / TAC Single Agency JAR Only No Outcome Yet

162 19 17 5 3

Key findings • Strong support for the concept and principle of

integrated assessment. The aim of reducing the burden on parents and professionals by repeatedly asking for the same type of advice is seen as a positive. There is also widespread support for the concept that families applying for a statutory assessment may benefit from the additional services that can be accessed via an integrated assessment.

• Combined Assessment ensures that parents are only asked for information on one occasion.

• The new process ensures that assessments can identify an appropriate holistic package of care.

• A number of children / young people that have been subject of an integrated assessment as a result of a request for statutory assessment are now accessing services that would not have been identified or provided under previous CSET processes. This assisted meeting the targets under Aiming High for Disabled Children

• Removal of duplication leads to better use of staffing capacity within existing resource.

• More effective screening of referrals and signposting to appropriate resource eg via AXS pathway into CAF/TAC

BUT :-• Information had to be much clearer for all professionals as some

were asked to complete assessments in shorter timescales with little explanation ie Educational Psychologists / Paediatricians

• Co-location in itself did not resolve fundamental cultural and business process issues – staff did not feel that they were a team but just part of a process in design

• Leadership was a key issue• Communication at every level needed to be better planned and

executed• A single process was achievable but required more detailed

planning, design , training and support in implementation

= DEVON SEND Pathfinder