Phase One - Preparation

Please note that the week numbers are indicative only and subject to changes, particularly during holiday periods etc. 

Week 1

The Community Planning Partnership (CPP) receives a notification letter from the Care Inspectorate  setting out the intention to inspect services for children and young people in need of care and protection. This letter is sent to:

  • Chair of the Community Planning Partnership
  • Chief Executive of the Local Authority
  • Chief Executive of the NHS Board
  • Chief Constable Police Scotland
  • Principal Reporter / Chief Executive Officer SCRA

The notification letter includes contact details of the inspection lead and the strategic support officer providing administrative support to the joint inspection. The letter asks the CPP to identify a lead officer for the inspection to act as the CPP’s key contact (inspection co-ordinator) and a lead officer for participation and engagement (participation co-ordinator).

Week 2

Preparing inspection material and participation/engagement preparation starts.

The Care Inspectorate strategic support officer contacts the inspection co-ordinator, once appointed by the CPP, to identify the participation co-ordinator and arrange a participation and engagement meeting. This may be the same day as the co-ordinators meeting with the lead inspector, or at a different time.

It is envisaged that the participation and engagement meeting will involve the Care Inspectorate’s participation lead, a young inspection volunteer, the CPP’s participation co-ordinator, 2 - 3 representative young people (e.g. members of the Champions Board group); any others as agreed. The inspection co-ordinator is also invited.

Week 3

The following documents are sent to the CPP’s inspection co-ordinator:

Preparation for the staff survey also begins.

Week 4

The Care Inspectorate’s inspection lead and depute inspection lead meet with the CPP’s inspection co-ordinator and the multi-agency team with responsibility for co-ordinating the inspection.

The agenda includes:

  • the methodology and focus of each phase
  • key dates and deadlines
  • the pre-inspection return
  • dates for inspection planning meetings
  • self-evaluation and supporting evidence
  • range of possible activities for on-site weeks
  • the level of feedback that the Care Inspectorate will provide at partnership meetings during each phase
  • ICT access and login process for case file reading
  • file reading base/logistics
  • local file readers training

The inspection lead will also offer a facilitated session on self-evaluation.  The timing of this to be agreed with the CPP's inspection coordinator. 

The Care Inspectorate’s participation lead meets with the CPP’s participation co-ordinator. The meeting will cover how the partnership can help to maximise the involvement of children and young people, how leaflets for young people and families are to be distributed by the partnership, as well as identifying contacts in other partnership organisations for the purpose of sharing social media.

The Care Inspectorate issues the staff survey via Survey Monkey which remains open for four weeks. The electronic survey will be open to all staff and managers working directly with, or supporting, children and young people in need of care and protection.

Week 6

The surveys for children and young people and parents and carers open. The Care Inspectorate's participation lead and the CPP’s participation co-ordinator will have agreed how this will be conducted and the Care Inspectorate will issue the surveys. These may be carried out electronically. If this is not possible the distribution method will be agreed with the inspection lead. 

Week 7

The CPP returns their completed pre-inspection return (PIR). This will include a list of the total population of children and young people in need of care and protection which is used to establish the case file sample by the Care Inspectorate’s analysts. To comply with DPA 2018 and GDPR, the CPP must ensure that any personal data that they send to the Care Inspectorate is:

  1. adequate - sufficient to properly fulfil our stated purpose;
  2. relevant - has a link to that purpose; and
  3. limited to what is necessary - for example, we do not need personal identifiers.

Any personal material that is sent over and above that which is required for the purposes of the inspection may constitute a data breach by the CPP and may be reportable to the Information Commissioner.

Week 8

The CPP returns their completed joint self-evaluation and supporting evidence.

The Care Inspectorate receives information from its scrutiny partners about their activity in the area along with reports from its own link inspectors, relationship managers and analysts about regulated care services and complaints.

The staff survey closes.

Week 9 The Care Inspectorate confirms the sample of case files which will be read by inspectors. The CPP identify sibling groups within the sample.
Week 10

The Care Inspectorate team is engaged in off-site activity analysing the partnership’s self-evaluation and all information and intelligence so far received.

Preparation time for young inspection volunteers with the Care Inspectorate participation lead.

Week 11 

Initial meeting held between the Care Inspectorate’s inspection lead and depute inspection lead and the CPP’s Chief Officers and other representatives as well as senior officers with lead responsibility for child protection and corporate parenting. The agenda includes discussion of the partnership’s joint self-evaluation.

A training session will be held for local file readers.

The participation lead meets with the young inspection volunteers to discuss the scope of the inspection and the findings from the off-site analysis.

The inspection lead and strategic support officer are in contact with the CPP’s inspection co-ordinator to agree the final timetable for the on-site fieldwork activities.


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