Reporting Procedures

REPORTING PROCEDURES

• Any staff/volunteer who suspects that a child has been abused or is at risk for abuse should immediately call the owner and inform of the situation.
• The staff member will then call Calgary Child and Family Services. The person who suspects the abuse must call him/herself.
• If necessary, access immediate medical attention if a child has sustained injuries. Where injuries have been suspected to have been caused by child abuse, do not inform the parent of the intention to access medical care for the child, until you have spoken with a Children’s Aid worker and have been directed to do so.
• If there are any concerns or doubts regarding making a report of suspected abuse, the staff/volunteer will be encouraged by the supervisor to consult with a worker from Calgary Child and Family Services. If the allegation is against another child in the program, the supervisor will consult with a Child Protection Worker as to how to best protect, supervise and support both the alleged victim and abuser, and other children.
• It is the responsibility of the person who suspects child abuse to follow through on the report to the Calgary Child and Family Services, and the Supervisor will provide support and direction. When making the report, give your name, the program name, your position and phone number to the Child Protection Worker.
• No staff/volunteer will advise someone not to report suspicions of child abuse, or to try to stop the person from reporting or consulting with Calgary Child and Family Services. There will be no sanctions or reprimands for anyone who consults/reports suspicions of child abuse. However, disciplinary action will result if there is an attempt to stop someone from following through on the legal duty to report.
• If a staff/volunteer has any further suspicions of abuse or new information with respect to a child, s/he must immediately make another report to Calgary Child and Family Services, regardless of any previous reports.
• Information considered confidential cannot be kept in confidence if it is related to a suspicion of child abuse – all staff/volunteers must follow through on the legal duty to report.

DOCUMENTATION
In the event that a staff/volunteer suspects child abuse, a Critical Incident Reporting Form will be completed as soon as possible in the individual’s handwriting, using pen only. Copies of this form are available in the office. If applicable, this includes circling bruises/injuries on the body chart attached to the reporting form. Document only the facts – do not include how you are feeling about the incident, or personal thoughts about what might have happened.

• Include the name(s) and phone number(s) of the individual(s) you spoke with at Calgary Child and Family Services and any direction you were given.
• Do not make a rough copy and then rewrite in good – the original recording of the facts is your documentation. If you make a mistake, do not use white-out – cross out and initial any errors, and then continue on.
• Sign and date the form.
• This form is to be completed every time a staff/volunteer has reason to suspect that child abuse has occurred.
• All documentation is to be forwarded to the supervisor to be kept in a secure file cabinet,
• separate from the child’s general file.

WHAT TO REPORT TO CALGARY CHILD AND FAMILY SERVICES

The staff/volunteer making a report of suspected child abuse to a Child Protection Worker may not have access to all the information listed below. If this is the case, do not conduct an investigation to search it out.

Remember, it is imperative that the staff/volunteer report the information to a Child Protection Worker as soon as possible.

The following is a list of information, if known, that the staff should be prepared to provide Calgary Child and Family Services when making a report of child abuse.

INFORMATION ABOUT THE CHILD(REN)

• Identifying information (e.g. name and address of child, primary caregiver, the child’s religion).
• Current whereabouts of the child/family.
• Present physical and/or emotional condition of the child.
• Any special vulnerabilities, medical conditions, communication issues.
• The name of the program attended.

CIRCUMSTANCES WHICH PROMPTED THE REPORT

• What was it that led to the report being made today?
• What are the sources of the information for the report?
• What are the details regarding concerns, or the incident which precipitated making the report today?
• Do you know of any other relevant incidents or have any other information?
• What actions, if any, have you taken prior to reporting the matter to the Calgary Child and Family Services?

INFORMATION ABOUT THE CHILD’S FAMILY AND THE ALLEGED OFFENDER

• Parents: Names, Dates of Birth, Address(es), Telephone Numbers, Places of Work.
• Alleged Offender: Name, Date of Birth. If not the parent: the alleged offender’s relationship to the child, address, phone number, place of work.
• Current whereabouts of the alleged offender.
• Does the alleged offender have access to the child, siblings or other children?
• What is the parents’ awareness of/admission/reaction to the suspected abuse and the child’s disclosure?
• What is the language spoken by the parents, the alleged offender?
• Are there any cultural considerations?
• The name of the child’s/family’s physician.
• Any concerns for family members with respect to mental health, physical illness, substance abuse, weapons and/or violence?
• Names and addresses of extended family members and others who could be supportive to the child and family.

OTHER INFORMATION

• Who else has direct knowledge of the incident being reported?
• Who else may have observed the child, or other incidents?
• Who else knows this family well?
• What other professionals or agencies may be involved with the child and family?