Notifications and record keeping

Notifications and record keeping

By law all services must tell us immediately if certain events take place. 

  • Accidents, incidents or injuries
  • Outbreak of infectious disease
  • Death of person using a care service 
  • Allegations of abuse
  • Significant equipment breakdown
  • Allegation of misconduct by a provider or employee
  • Criminal convictions resulting in unfitness of a manager
  • A provider becoming unfit
  • Absence of manager
  • Planned refurbishment/alteration/extension of premises
  • Change of registration details
  • Person living at the registered premises

We have produced comprehensive guidance on the records you must keep and the notifications you must make.

Notification on controlled drugs

Deaths of Looked After Children

Deaths of young people receiving aftercare provision

Deaths of young people in continuing care

Decisions of Initial Case Reviews (ICRs)

Significant Case Reviews (SCRs)

Serious Incident Reviews

Notification on controlled drugs

Providers should notify the Care Inspectorate to any adverse events and concerns involving schedule 2, 3, 4, and 5 controlled drugs used in care settings, when they occur, and while the service user is receiving care in the care service.

Notifications about controlled drugs: guidance for providers

Please note, it is a legal requirement for care services to notify the Care Inspectorate of the matters listed in this document. Where the requirement is limited to a specific type of care service, this is detailed in the guidance.

Care services and local authorities must use our eForms system to make these notifications. 

Deaths of Looked After Children

Under regulation 6 of the Looked After Children (Scotland) Regulations 2009, local authorities have a duty to notify the Care Inspectorate of the death of a looked after child. Local authorities are required to submit written notification within 24 hours of any death of looked after child to Care Inspectorate. Please complete this form – DLC1

This is separate from the duty of a registered care service to notify us of the death of a service user, these are submitted separately via e-forms.

The main contact for this work is:

Judith Tait, Service Manager Strategic Scrutiny (Children and Justice)

Please submit the relevant forms / reports through secure email to

This email address is being protected from spambots. You need JavaScript enabled to view it..                             

Phone: 0131 653 4226      
Mobile: 07825 842 316

Deaths of young people receiving aftercare provision

Under Section 29 (10) (b) of The Children (Scotland) Act 1995 (amended by the Children and Young People (Scotland) Act 2014), if a local authority becomes aware that a person who is being provided with advice, guidance or assistance by them under this section has died, the local authority must as soon as reasonably practicable notify Social Care and Social Work Scotland (known as the Care Inspectorate).

Please complete this form - DAC1

The main contact for this work is:

Judith Tait, Service Manager Strategic Scrutiny (Children and Justice)

Please submit the relevant forms / reports through secure email to:

This email address is being protected from spambots. You need JavaScript enabled to view it.                             

Phone: 0131 653 4226      
Mobile: 07825 842 316

Deaths of young people in continuing care

Under Section 26 A (10) (b) of The Children (Scotland) Act 1995 (as amended by the Children and Young People (Scotland) Act 2014), If a local authority becomes aware that a person being provided with continuing care has died, the local authority must as soon as reasonably practicable notify Social Care and Social Work Improvement Scotland (known as the Care Inspectorate). 

Please complete this form - DCC1

The main contact for this work is:

Judith Tait, Service Manager Strategic Scrutiny (Children and Justice)

Please submit the relevant forms / reports through secure email to

This email address is being protected from spambots. You need JavaScript enabled to view it.                    

Phone: 0131 653 4226      
Mobile: 07825 842 316

Decisions of Initial Case Reviews (ICRs)

The updated National Guidance for Child Protection Committees Conducting a Significant Case Review (2015), requests that a written record of the decision of the initial case review whether or not to proceed to an SCR is sent to the Care Inspectorate. The Care Inspectorate has a role in collating information about the relationship between initial case reviews and significant case reviews, in order to understand more about the rationales being applied across the country in determining whether SCRs are carried out.

Please complete this form - Form B

The main contact for this work is:

Judith Tait, Service Manager Strategic Scrutiny (Children and Justice)

Please submit the relevant forms / reports through secure email to

This email address is being protected from spambots. You need JavaScript enabled to view it..                             

Phone: 0131 653 4226      
Mobile: 07825 842 316

Significant Case Reviews (SCRs)

The Care Inspectorate, on behalf of the Scottish Government, acts as a central collation point for all SCRs carried out by CPCs in Scotland from 1 April 2012. The purpose will be to report regularly on key themes to help all CPCs improve local practices and to support their continuous improvement agenda. This work will include reporting on aspects of good practice and areas for improvement worthy of dissemination nationally.

The updated National Guidance for Child Protection Committees conducting a significant case review requests that on completion of the significant case review, a copy is sent to the Care Inspectorate.

The main contact for this work is:

Judith Tait, Service Manager Strategic Scrutiny (Children and Justice)

Please submit the relevant forms / reports through secure email to:

This email address is being protected from spambots. You need JavaScript enabled to view it.                     

Phone: 0131 653 4226      
Mobile: 07825 842 316

Serious Incident Reviews

In 2010, the Scottish Government, the Association of Directors of Social Work (now Social Work Scotland), and the then social work scrutiny body, the Social Work Inspection Agency, agreed that it would be more appropriate if the task of assessing the quality of social work practice when offenders became involved in serious incidents was carried out by the scrutiny body rather than Scottish Government officials.

When a serious incident occurs the local authority should notify the Care Inspectorate within five working days. The Care Inspectorate provides a quality assurance role in Serious Incident Reviews, by looking at how reviews have been conducted and whether these have been carried out in a robust and meaningful way. The Serious Incident Review guidance with appendixes to submit a notification and review can be found here

The main contact for this work is:

Clare Wilson, Strategic Inspector

Please submit the relevant forms / reports through secure email to:

This email address is being protected from spambots. You need JavaScript enabled to view it.      

Phone: 0141 843 6979
Mobile: 07825 841746