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Hand over a child protection file

Log a transfer to the next provider, dispatch it, and record the receipt.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For DSLs, senior staff and admins. When a child moves provider, the file is handed over separately and securely to the receiving lead, within five working days.

Steps

  1. Open the queue and press Start a transfer.
  2. Choose the young person.
  3. Enter the Receiving organisation and its Postal address.
  4. Add notes the receiving DSL needs, such as sealed contents.
  5. Press Create transfer. It appears under Pending dispatch.
  6. Hand the file over, then press Dispatch and enter the Courier and reference.
  7. When they confirm, press Acknowledge. Choose Signed receipt, an email or a phone call.
  8. Enter the receiving lead's name and save.

If it goes wrong

  • A pending transfer is not yet delivered. Check the due date.
  • If it is lost, mark the issue and tell your DSL. The queue has an Issues section.
  • To cancel, open the transfer and give a reason. The reason is stamped onto the notes.
  • Use Edit notes to add detail; it does not change the status.

How it links together

The queue sorts transfers by stage and shows issues, so a lost or late file is chased. Only DSLs, senior staff and admins can open it.

Hand-over of a fileEach step is logged so the file can be traced.
  1. StartReceiving organisation
  2. PendingDue date set
  3. DispatchedCourier and reference
  4. AcknowledgedReceipt recorded

Why it is separate

The child protection file is kept apart from the main records. It is handed over by hand, or by a secure method, to the receiving lead. A receipt is obtained.

The queue

The page is in sections: pending dispatch, dispatched and waiting for acknowledgement, acknowledged, and issues. Each row shows the receiving organisation, the status and the due date.

Dispatching

Record the courier and a reference so the file can be traced. Do not post a file without a trackable method.

Acknowledging

Record how the receipt came: a signed receipt, an email confirmation or a phone confirmation. A signed receipt is best.

Cancelling and losses

You can cancel a transfer that is still open, with a reason. If a file is lost in transit, the page lists it under issues so it is chased.

Do not keep copies by accident

Check your procedure for what you keep after handover. Do not copy the file into email.

Questions people ask

How long do I have?

The page says to deliver within five working days. Each row shows its due date.

What counts as a receipt?

A signed receipt, an email confirmation or a phone confirmation. Pick the one you have.

The file is lost. What now?

Mark it as an issue, tell your DSL and follow your data breach procedure. The queue lists issues so they are chased.

Can I cancel a transfer?

Yes, while it is open. Give a reason and it is added to the notes.

Who can open this page?

DSLs, senior staff and admins.

Can I start one without a postal address?

Yes, the address is optional. Add the receiving organisation's name at least.