Last reviewed in October 2025.
October 2025: This chapter was amended throughout in line with local practice.
CONTENTS
1. Administration Responsibilities
Children’s Social Care ensures that the right individuals—family members and relevant practitioners—are invited to submit written reports and attend the conference. Agencies must share their reports with families at least three days before an initial conference or five days before a review conference. This allows families time to process the information, raise questions, and prepare for the meeting.
2. Audio Recording Principles
Audio recording of conferences is not routine. Requests to audio record should be discussed with the Chair prior to the meeting.
Where used, the following principles apply:
- transparency: All participants are informed in advance;
- security and safety: Recordings are stored in accordance with GDPR and the Data Protection Act 2018;
- purposeful use: Recordings support accurate documentation and safeguarding decisions.
3. Conference Records – Key Principles
Child protection conference records and the Chair’s decision letters aim to be:
- child-centred: Focused on the child’s lived experience and voice;
- outcome-focused: Clearly explain decisions and expected outcomes;
- accessible: Written in plain, jargon-free language that families can understand;
- respectful: Uphold dignity and avoid stigmatising language;
- inclusive: Reflect diverse voices, including children, families, and practitioners, with support provided where needed. Supportive of curiosity and challenge;
- transparent: Clearly state how records are used, stored, and shared;
- confidentiality: Shared on a need-to-know basis, relevant to safeguarding concerns.
The Conference Outcome includes:
- a summary of key concerns and strengths from contributors;
- the rationale for decisions made;
- the agreed plan, actions, and timescales.
