Portal or eForms?
We have moved a number of our forms from our eForms system to the new portal. If you are wanting to notify us of a change to your service, the table below will advise what system to use.
Our eForms system will continue to be used for annual returns and notifications, (the things you are required to tell us about,) as we continue our digital transformation programme.
If you are require any assistance, please email This email address is being protected from spambots. You need JavaScript enabled to view it. or call 0345 600 9527 Monday to Friday between 09:00 - 16:00
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Current eForm title |
Complete on portal |
Complete on existing eForm |
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Absence of a manager for more than 28 days |
Yes |
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Accident |
Yes |
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Allegation of abuse concerning a service user |
Yes |
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Allegation of misconduct by provider or persons employed in the care service |
Yes |
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Appointment of liquidators/receivers |
Yes |
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Change of a manager |
Yes |
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Change of a provider |
Yes |
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Change of a service name |
Yes |
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Change of committees or associations |
Yes |
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Change of contact details |
Yes |
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Change of a managers name |
Yes |
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Change of ownership/change of officers |
Yes |
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Change of a person’s who are partners |
Yes |
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Change of premises |
Yes |
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Change of a provider’s address |
Yes |
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Change of a provider’s name |
Yes |
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Change of a service address |
Yes |
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Controlled drug medication incident |
Yes |
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Death of a service provider |
Yes |
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Death of a service user |
Yes |
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Equipment breakdown having significant effect on the service |
Yes |
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Incident |
Yes |
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Increase or decrease in staff WTE by 10% (housing support, nurse agency, support service care at home only) |
Yes |
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Injury to service user |
Yes |
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Outbreak of infectious disease |
Yes |
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Person living on premises becomes 16 years of age (C/M only) |
Yes |
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Person moves out/in to premises (C/M only) |
Yes |
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Planned refurbishment or alteration or extension of premises |
|
Yes |
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Proposed application to cancel the service |
Yes |
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Provision of respite care (care home service only) |
Yes |
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Unfitness of manager |
Yes |
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Unfitness of provider – criminal offences |
Yes |
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Unfitness of provider – financial |
Yes |
Covid-19 Notifications
Covid-19 notifications
Notifications should be submitted using eForms.
If you are unable to access eForms please get in touch with our Contact Centre during its normal opening hours (09:00 – 16:00).
We have updated the Covid-19 notifications to make them clearer and easier to use. The purpose of these notifications is to enable us and our partners to direct help and support where it is needed. We share the general data from these notifications with Scottish Government.
We introduced specific notifications for you to tell us when there are suspected or confirmed cases of Covid-19, and when an outbreak ends. We have amended the notification for suspected cases of Covid-19 to make it clear that only one notification is required for your service when the first suspected case is identified. We do not require you to tell us about suspected cases on an individual basis.
In all Covid-19 notifications for adult and children and young people services, the health and social care partnership (HSCP) must also be notified.
Early learning and childcare services do not need to notify HSCPs but should notify their local authority where their service is providing funded early learning and childcare.
We have 4 notifications specifically for Covid-19:
1. Suspected cases of Covid-19 – please use this when the first member of staff, including agency workers, or someone who uses your service shows symptoms of coronavirus. The aim of this notification is to inform us when anyone shows symptoms of Covid-19. You only need to complete one notification that can include people experiencing care, staff and/or agency staff. If a staff member who is on leave presents with symptoms, you should include this as a suspected case if they were working during the 14 days prior to the start of their symptoms.
You do not need to do an update to this notification, no matter how many suspected cases you have, and it will remain active until either the suspected outbreak ends or there is a confirmed case. When you submit an end of a suspected outbreak notification or a confirmed case notification, the suspected cases notification will automatically be superseded.
2. End of suspected outbreak of Covid-19 – Use this notification if all the suspected cases result in negative tests, or after there have been no symptoms shown for a period of 14 days.
3. Confirmed cases of Covid-19 notification – Use this notification whenever someone using the service, or a member of staff including agency staff tests positive for Covid-19. Please also use this notification if a test has not been possible but coronavirus is confirmed by a medical professional. You need to complete a new confirmed case notification for each new person who has been confirmed as having Covid-19.
4. End of confirmed Covid-19 outbreak notification – Please use this notification when the outbreak of Covid-19 has come to an end, based on when people who have been confirmed as having Covid-19 have shown no symptoms for 14 days.
For early learning and childcare services, including childminders and out of school care services, this does not mean that services will be closed for this period. Any closures and periods of self-isolation will be directed by Public Health or Test and Protect.
When you complete these notifications, please do not share with us the names of people who are using your service or staff. For confirmed cases of Covid-19 notification please just use people’s initials.
Please continue to tell us about staff absences due to Covid-19 using the ‘Staff absence’ notification.
- Death of person using a care service – for any death of a service user, including from confirmed or suspected covid19. We should be notified immediately.
- Changes of circumstances due to Coronavirus (Covid-19) - Within the notification the provider should note the change to the service provision and confirm the service can meet the care and welfare needs of the individuals that they are providing care for. This form should be used to change operating status (open/closed). It can also be used to request changes to the service delivery, for example opening or moving a Hub.
- Removal of notification requirement - Early in the pandemic, we introduced a notification for providers to notify us if a service was closed due to the impact of Covid-19. While services are still dealing with the effects of the pandemic including a low level of infections, there are far fewer restrictions on how we live and impacts on the operation of care services. In recognition of this, we have decided to remove the notification ‘Change of service delivery due to Covid-19’. Therefore, there is no requirement to notify us if a service is closed for a short time due to Covid-19.
We understand there are certain circumstances when services close for a period of time and can apply to be inactive for a period of up to 12 months. You can find the details of when this can be considered and how to apply here.
These additional notifications are helping us to better understand and inform others of the pressures services across Scotland are facing during Covid-19, so that support measures can be considered and offered.
Find out more about how the SSSC is supporting staffing at this time.
Covid-19 staffing notifications
- Staffing absences- a new weekly staff absence notification to be completed every Tuesday. This notification will ask about staff who are self-isolating, shielding and those who are not working due to stress related to Covid-19. We will also ask if there are staff in hospital.
- Death of a staff member- this notification to be completed as soon as the service is made aware.
Tell Us Once – what to do after someone dies
Tell Us Once is a free service that allows you to share details of the deceased with relevant government departments, removing the need to engage with each one separately and supply numerous copies of the death certificate.
The service is available in all councils across England, Scotland and Wales and In 2019/2020, 78% of all citizens who registered a death went on to use the Tell Us Once service.
Tell Us Once can notify organisations including:
- DWP State Pension, Universal Credit, Attendance Allowance and so on
- HM Revenue and Customs (HMRC)
- HM Passport Office
- Council services such as adult social services, libraries, Blue Badge, concessionary travel, electoral services
- Driver and Vehicle Licencing Agency (DVLA)
- Public Sector Pensions: NHS, Teachers, Armed forces and so on.
If you are registering a death with a registrar in your capacity as a care home manager, official informant, next of kin or relative:
- The registrar will issue you with a unique Tell Us Once service reference number.
- You can use this reference number to access Tell Us Once on line at gov.uk/tell-us-once or through a dedicated telephony team.
- A list of What you will need to complete the service to notify Central and Local government departments to stop services, notify Pensions and Benefits, cancel passports and so on is available on gov.uk/tell-us-once.
The system is easy to use and once completed departments are notified instantly, no need for you to contact them separately via telephone or in writing.
The Tell Us Once service is the result of partnership working between Central and Local government and aims to help citizens at a time when they need it the most.
If you have any questions about the service or would like to find out more, please email This email address is being protected from spambots. You need JavaScript enabled to view it.
Previous notification updates
Adult to child ratios and new notification during Omicron (Added 11 January 2022)
Like all services, early learning and childcare settings are operating under unprecedented circumstances due to the pandemic. The Omicron variant will be extremely challenging, particularly in terms of staffing.
To support continued delivery of safe, high-quality childcare for children and families as we move through this stage of the pandemic, we have temporarily adjusted our policy position on adult to child ratios and introduced a new notification.
High-quality experiences for children should be paramount. Adjusting adult to child ratios must only be used when all other options for additional staffing have been exhausted and a risk assessment has been undertaken. Our guidance gives information on the approach to risk assessment and the required notification.
LFD staff testing notifications guidance (Added 15 April 2021)
Following the introduction of regular LFD (Lateral Flow Device) testing for staff in a range of settings and services, we wanted to provide some clarification on which notifications to use following the outcome of tests:
LFD positive test for one or more staff – Please complete Covid-19: outbreak – notification of suspected case. Only one ‘notification of suspected case’ is needed even if several people have a positive LFD test. Staff who have a positive LFD test must then arrange to have a confirmatory PCR test.
If the outcome of the subsequent PCR test(s) is positive – Please complete Covid-19: outbreak – notification of confirmed case for each individual who has a positive PCR test.
If the outcome of the PCR test(s) is negative – Please complete Covid-19: outbreak – end of suspected case(s).
Covid-19 Scrutiny Assessment Tool (SAT) (Added 30 July 2020)
The Covid-19 Scrutiny Assessment Tool (SAT) is a trigger tool developed by the Care Inspectorate to identify indicators of potential concerns in care homes.
From 14 August this will replace the current Risk Assessment Rating (RAD) for all Care Homes (Adults, Older People, Children and Young People). Inspectors will begin this process from 30 July.
A list of questions that the inspectors will answer when completing the SAT in the RMS system can be found here. This is for service provider’s information only.
The SAT is not a risk assessment in the same way that the RAD was but will support us to identify what level of support and scrutiny is appropriate for a service taking account their current circumstances.
In developing the Covid-19 SAT we considered specific information relevant to the current Covid-19 pandemic. It is based on what our intelligence has so far identified as being key indicators or concerns within services to allow us to consider where additional support and/or scrutiny may be required.
The Covid-19 SAT is based on a Scrutiny Assessment Tool we have developed and tested that included information from our enforcement review. The release of the new tool was delayed due to the pandemic, we are planning to release the full SAT for all service types later in the year.
Remember to inform us if you change your operating status (Added 28 July 2020)
A number of services closed due to Covid-19 have now reopened and others are likely to open soon, as lockdown restrictions are eased. If your service has been closed, it’s important that you contact us, so that we can change your status to ‘open’ on our system.
You should complete the ‘Changes to service delivery due to coronavirus (Covid-19)’ eform.
This eform includes when you open or close your service as well as any changes to how you operate, as detailed in the notification guidance. If you do not update your status, your service will be considered to remain closed.
Inactive care services (Added 28 July 2020)
Please note our inactive process is different from the procedures for open and closed services due to Covid-19. It may be that your service is inactive, if this is the case and you wish to resume your service, you must follow the procedures noted in the letter sent to you when your service became inactive, which includes submitting a notification ‘Service becoming active’ in order to change your status to active and open.
If you would like to become inactive you must submit a notification ‘Service becoming inactive’. Any applications to extend the timescales for inactivity agreed will be considered in line with our inactive guidance. Further information on our inactive process can be found here Inactive Care Services.
Application to vary registration due to quarantine (Added 25 June 2020)
In line with government advice that people travelling from other countries to the UK must quarantine for 14 days, we are aware that some school care accommodation services may need to vary the dates during which they are registered to operate. This will be in order to allow young people to quarantine before the start of the school term.
If you require to vary your registration for this purpose, please complete an application to vary registration so that the Care Inspectorate can ensure this is processed in good time.
This can be done through your eForms account.
End to staffing shortage notification (Added 22 June 2020)
The Care Inspectorate no longer requires care services to submit notifications around staffing issues under the Red Amber Green (RAG) system.
This notification was brought in April to assist care services to flag up where there were particular staffing shortages and allowed the Care Inspectorate, SSSC, Health and Social Care Partnerships, the NHS and Scottish Government to provide a rapid response.
Our intelligence and data gathered in the past month indicates that care services now have good access to staffing resources directly as required, and as such we are now removing the obligation on care services to report staffing issues to us.
Any services that do experience staffing issues going forward can still access the SSSC NES portal here.
Your notifications and the new Coronavirus (Scotland) (No. 2) Act (Added 2 June 2020)
Last week we let you know that the new Coronavirus (Scotland) (No. 2) Act is now in force. Although this does not mean any changes to the notifications you must make to us, it does mean that you are now legally bound to make these. Our legal services team have produced a helpful summary of what the new Act means for care homes, which you can read here.
You can read the Act in full here.
Revised notification guidance (updated 30 April 2020)
We have updated our guidance on notifications for all services except childminders. The updated guidance includes new and updated categories of notifications related to Covid-19 that care services must make. These include notifying us of the end of an outbreak and notifications about staff.
You can view the guidance here.
We are very aware that we have introduced several new notifications and that there are many other people looking for data at this time. We appreciate the time and effort you are taking to complete these notifications, we will use this information to support you and to share with Scottish Government colleagues with responsibility for planning the Covid-19 response.
Reporting of Covid-19 to the Health and Safety Executive (Added 27 April 2020)
The Health and Safety Executive has issued guidance on RIDDOR (The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) responsibilities for employers. You can read the guidance here.
Strategic inspection teams – quality assurance of notifications related to joint inspection work (Added 23 April 2020)
During this pandemic, while we continue our quality assurance work in relation to deaths of looked after children, initial and significant case reviews, and serious incident reviews, we are committed to minimising demands on partners’ time and resources during this period. Read more here.
Community justice in Scotland – approach to self-evaluation
On the 24 November 2016 the Scottish Government launched the national strategy for community justice alongside the Outcome, Performance and Improvement Framework (OPI Framework). These outline the vision for community justice in Scotland with the OPI Framework providing expectations and guidance for statutory partners and the third sector. The statutory partners are:
- Local authorities
- Health boards
- Police Scotland
- Scottish Fire and Rescue Service (SFRS)
- Skills Development Scotland
- Integration joint boards (IJBs)
- Scottish courts and tribunals service
- Scottish Ministers (in practice, the Scottish Prison Service and the Crown Office and Procurator Fiscal service)
The model for community justice came in to full effect on 1 April 2017. At the same time the new national body for community justice, Community Justice Scotland, also commenced.
The Scottish Government commissioned the Care Inspectorate to develop a guide to self-evaluation for community justice in Scotland. This guide sits within the OPI Framework and is part of the wider approach that statutory partners, third sector and others can use in striving for continuous improvement and excellence in community justice.
The self-evaluation guide was also launched as part of the OPI Framework can be downloaded by clicking on the links below
A guide to self-evaluation for community justice in Scotland
Useful information and quick tips for using the self evaluation guide
The development of the guide was undertaken in a truly collaborative way that ensured key partners, services users and other stakeholders were involved throughout the development process. We met with strategic groups to discuss self-evaluation and harness their views on different approaches to the guide. We sent a survey to staff involved in delivering community justice across Scotland to hear what they thought was important. We also met with groups of people with lived experience of community justice to gather their views and ensure the guide reflected what was important to them.
While the guide is primarily for statutory partners and the third sector to use as an approach for continuous improvement and striving for excellence, it also forms the basis of the model for scrutiny and inspection of community justice in the future.
Update briefing note July 2018
Completed supported and validated self evaluations
If you have any questions about this please contact Jane Kelly on 07468702550 or by email on This email address is being protected from spambots. You need JavaScript enabled to view it.
Education Scotland
The Care Inspectorate and Education Scotland have recently reviewed their collaborative working approaches for carrying out inspections in the early years and school care accommodation sectors. The previous methodology was developed by our predecessor bodies, the Care Commission and HMIE. It is important to update the methodology to better meet the requirements of the Public Services Reform (Scotland) Act 2010.
Our new arrangements for working together will seek to maintain high levels of efficiency and effectiveness and to streamline the paperwork we request from providers.
Changes include joint questionnaires and joint self-assessment and reporting formats. There will be a care inspector as part of the inspection teams for nursery classes in primary schools.
Children and Young People (Scotland) Act: Early Learning and Childcare
Education Scotland and the Care Inspectorate will work together to support the development and expansion of early learning and childcare.
We will continue with our current programmes of both individual and shared inspection and evaluation of services for children aged 3 to school age. In relation to the new entitlement for specified groups of 2 year olds to early learning and childcare, our shared activities will focus on building capacity in partnership with the local authorities and organisations such as the National Day Nurseries Association, Play Scotland and the Scottish Childminding Association (SCMA), as well as providers themselves.
Our collective aim is to assist in ensuring that the increased provision will be of a high quality with the focus on achieving the best possible outcomes for children and that commissioners and providers are committed to delivering flexible choices for parents.
The Care Inspectorate will continue to inspect all daycare and childminding services for children in line with current legislation.
Personal Protective Equipment (PPE)
Scottish Government provides update for social care on face masks, testing and vaccination (Added 8 September 2020)
Updated Covid-19 face mask guidance for social care including adult care homes
Following a review of advice, the Scottish Government has updated its guidance on the use of face masks in social care settings including adult care homes.
The updated guidance recommends that face masks do not routinely need to be worn at all times within social care settings. Instead face masks should be for particular situations (for example following staff judgement, advice from health protection / public health or personal choice). This is because although Covid-19 continues to spread, transmission rates are lower and the virus is currently milder than at earlier stages in the pandemic resulting in a reduction in severity of illness and hospitalisation.
Full details are available online Coronavirus (Covid-19): use of face coverings in social care settings including adult care homes - gov.scot (www.gov.scot). Importantly, the fundamental principles of infection prevention and control precautions continue to be essential.
Antimicrobial Resistance and Healthcare Associated Infection (ARHAI) Scotland and Public Health Scotland will update their associated guidance documents as soon as practically possible.
Providers are recommended to implement the face mask guidance as soon as possible from 14 September, or earlier if they are ready to do so. The recommendations in the guidance will require discussions with staff and those receiving care and support before adoption. For some services, the changes may be able to be implemented fairly quickly while for others, it may take longer.
Scottish Government is working with Scottish Care to host a webinar regarding changes to face masks and testing within social care. This will be open to all staff within social care to ask any questions they may have about the guidance. The date will be circulated within networks once agreed.
Review of asymptomatic testing in health and social care
A review has taken place of the remaining regular asymptomatic testing in place for health and social care staff and in high-risk settings. Scottish Government will issue advice for health and social care in the week beginning 12 September. This will have updated guidance materials and an implementation date of the end of September. Until this guidance is issued, staff should continue to test as per Coronavirus (Covid-19): social care and community based testing guidance - gov.scot (www.gov.scot).
Covid and flu vaccination – autumn/winter 2022
Vaccination and the protection it offers staff and those they care for and support is important. The Joint Committee on Vaccination and Immunisation (JCVI) has issued advice for the Winter Covid-19 and flu programme recommending those most at risk, or those who come into regular contact with those most at risk, become eligible for a Covid-19 vaccine dose to maximise their protection over winter. Where possible, this will be co-administered with the flu vaccine, which is a safe and effective way to deliver protection.
The online booking portal for frontline health and social care workers can be accessed, along with other information on the programme and eligibility, at Winter vaccines | NHS inform. The direct portal page link is Login - Customer Service (nhs.scot).
Carers who are aged 16+ are eligible for both Covid and flu vaccination this winter. The majority will be called for vaccination later in the programme, as part of the ‘at risk’ group. At this point, appointments can be booked on the portal or through the helpline for those who don’t have digital access. The only exception is that the over 65s will shortly be sent letters with timed appointments. In those letters, it will say that unpaid carers are eligible for vaccination and give instructions on how they can book. If someone they care for gets a letter, the carer can book their appointment from that time.
PPE for early learning and childcare services (Added 30 June 2020)
To offer a route to buying PPE for private, voluntary and independent early learning and childcare services, including childminders and out-of-school care, the Scottish Government has set up a framework agreement with third-party supplier Lyreco.
Lyreco offers a range of products to purchase, including face masks, aprons, gloves, visors, hand sanitiser, goggles and safety glasses. All products are subject to availability and prices are updated regularly on the Lyreco website.
Please note that this is a ‘pay for’ service, and the provider will be responsible for paying for any products purchased from Lyreco under this agreement.
A list of frequently asked questions can be found here.
If you wish to open an account with Lyreco, please first read the privacy notice, then complete the form, which must include your Care Inspectorate CS number and email it to This email address is being protected from spambots. You need JavaScript enabled to view it.
Once your CS number is confirmed as being a registered care service your account will be set up. This may take a few days depending on the volume of forms returned. Lyreco will then give you access to their online ordering site, where you will be able to see the full range of products available and current prices. Opening an account does not place you under any obligation to place an order.
Local authority providers should continue to access PPE through their usual routes, in most cases through Scotland Excel.
Personal Protective Equipment (PPE)
Health Protection Scotland has published revised guidance on the use of use of personal protective equipment (PPE) by health and social care workers, in the context of the current coronavirus Covid-19 emergency.
You can download the guidance here.
This guidance has been updated to reflect pandemic evolution and the changing level of risk of healthcare exposure to coronavirus Covid-19 in the UK. It is recognised that in contexts where coronavirus Covid-19 is circulating in the community at high rates, health and social care workers may be subject to repeated risk of contact and droplet transmission during their daily work. It is also understood that in routine work there may be challenges in establishing whether patients and individuals meet the case definition for Covid-19 prior to a face-to-face assessment or care episode.
This guidance is also updated to reflect the need for enhanced protection of people in vulnerable groups undergoing shielding.
The main changes are:
- enhanced PPE recommendations for a wide range of health and social care contexts
- inclusion of individual and organisational risk assessment at local level to inform PPE use
- recommendation of single sessional (extended) use of some PPE items
- re-usable PPE can be used. Advice on suitable decontamination arrangements should be obtained from the manufacturer, supplier or local infection control
- guidance for when case status is unknown and coronavirus is circulating at high levels
- recommendation on patient use of facemasks.
Safe ways for working for all health and care workers
- Staff should be trained on putting on and taking off PPE. Videos are available online for training.
- Staff should know what PPE they should wear for each setting and context.
- Staff should have access to the PPE that protects them for the appropriate setting and context.
- Gloves and aprons are subject to single use as per SICPs with disposal after each patient or resident contact.
- Fluid repellent surgical mask and eye protection can be used for a session of work rather than a single patient or resident contact.
- Gowns can be worn for a session of work in higher risk areas.
- Hand hygiene should be practiced and extended to exposed forearms, after removing any element of PPE.
- Staff should take regular breaks and rest periods.
Interim guidance on the use of face masks and face coverings (Added 24 June 2020)
The Scottish Government has released interim guidance on the wider use of face masks and face coverings in health and social care.
IRIC Alcohol-based hand rubs risk of fire (Added 1 May 2020)
The Incident Reporting & Investigation Centre has released an information message containing guidance on the risk of fire from alcohol-based hand rubs.
You can view the information centre here.
Donations of PPE and other supplies (Added 29 April 2020)
There have been instances of well-meaning individuals approaching services with offers of a range of PPE equipment. If you are approached, please direct them to the Scottish Government supply chain hub, which is now set up to receive donations for use in the health and social care system and ensure that any donated PPE meets quality and safety standards before it is issued.
This single point of contact is available to any business, community or voluntary organisation now wishing to make donations of PPE, scrubs, uniforms and other supplies. Donors can email This email address is being protected from spambots. You need JavaScript enabled to view it..
Guidance is also available to those offering support in this way here.
Access to PPE once all other normal routes have been exhausted (Added 24 April 2020)
Social care providers can refer to this guide for information on how they can now access preventative Personal Protective Equipment (PPE).
Providers should phone the triage helpline (0300 303 3020) to access their preventative PPE kit.
Most Health & Social Care Partnerships now have local hubs in place. The Triage helpline will advise on local arrangements, and will also issue providers with their Single-use Collection Reference number.
Reccomended PPE for social care by setting (Added 24 April 2020)
Providers can refer to this guide for guideance on appropriate use of PPE. In addition to standard infection prevention and control precautions, this guide can be reffered to.
The correct order for putting on, taking off and disposal of PPE (Added 24 April 2020)
Providers can refer to this NHS Scotland video guide for guidance on the correct order of putting on, taking off and disposal of PPE.
Individual’s home or usual place of residence (Added 24 April 2020)
For provision of direct care to any member of a household where one or more is a possible or confirmed case, plastic aprons, Fluid Resistant Surgical Masks, eye protection and gloves are recommended.
For delivery of care to any individual meeting criteria for shielding (vulnerable groups) or where anyone in the household meets criteria for shielding, as a minimum, single use disposable plastic aprons, surgical mask and gloves must be worn for the protection of the patient.
In clinical areas, communal waiting areas and during transportation, it is recommended that possible or confirmed Covid-19 cases wear a fluid-resistant (Type IIR) surgical face mask (FRSM) if this can be tolerated.
Good hand washing technique (Added 24 April 2020)
Providers can refer to this NHS Scotland guide and video guide for guidance on good hand washing technique.
Revised PPE guidance (last updated 9 April 2020)
NHS NSS triage centre for social care (updated 24 March 2020)
NHS National Services Scotland (NSS) (NSS) has set up a helpline to deal with social care supplies during Covid-19.
At the moment, the helpline is to be used only in cases where there is an urgent supply shortage and a suspected or confirmed case of Covid-19. This will be reviewed regularly in the coming days and weeks.
Care service providers can reach the NHS NSS triage centre by calling 0300 303 3020.
When contacting the helpline, providers will be required to:
- answer a series of short screening questions
- confirm they have fully explored business as usual procurement routes
- confirm they have a suspected or confirmed case of Covid-19 and therefore have a need for Personal Protective Equipment (PPE)
- provide their Care Inspectorate registration number.
The helpline will be open 8am – 8pm, 7 days a week.
Clarification from NSS on use of vinyl gloves (added 2020)
Dear Provider,
We recently (21 May) wrote to you in relation to the supply of gloves for social care. Please accept my apologies for any lack of clarity caused as a result of our previous communication; I hope I can remove any confusion now.
Firstly, there is no change in any PPE best practice guidance.
NSS National Procurement has supplied nitrile medical examination gloves throughout the Covid-19 pandemic response, and recently we have also issued vinyl gloves to the social care hubs.
Best practice guidance on national infection prevention and control suggests that nitrile gloves should be used where there is a risk of exposure to blood/body fluids, or when using hypochlorite for cleaning. Vinyl gloves continue to be suitable for uses where there is no risk of such exposure.
NSS National Procurement is committed to ensuring the provision of the right PPE to our colleagues in social care, so that the right items are available to support the right task. In the short term, NSS National Procurement will only issue nitrile gloves to social care hubs. We will engage with the sector to assess the future balance of need for vinyl gloves and provide regular updates.
If your organisation requires stock of nitrile gloves before you can access them through the social care hub, please contact our contact centre on 0300 303 3020 to request additional supply and we can urgently deliver this.
Kind regards,
Gordon Beattie
Director of National Procurement
NHS National Services Scotland
Other information and links
- Covid-19 Safe practice in care homes poster - A4
- Covid-19 Safe practice in care homes poster - A3
- Covid-19 Key messages in the workplace poster - A4
eForms: Information for providers about extensions
The eForms system is now available for providers. We are sorry for any inconvenience caused.
In order to help providers, we have extended submission dates for annual returns and some providers' self assessments. The table below shows the new deadlines.
| Process/forms | New submission date | Information for providers |
| Annual returns | 29 February 2016 | The final submission date has been extended to reflect the system being unavailable. |
| Self assessment | 18 February 2016 | Those services that were closed over the festive period and were given an extension to the end of January have another two weeks from 4 February. |
| Draft inspection reports and error response forms | 25 February 2016 | If you have been unable to view your draft report and/or submit your error response form you now have an additional fifteen working days from 4 February. |
| Final inspection reports and actions plans | 25 February 2016 |
If you have been unable to view your final report and/or submit your action plan you now have an additional 15 working days from 4 February. If you are waiting for you report to be finalised, we shall do so once the date for the error response form has passed. |
| Notifications | 25 February 2016 |
Please use our eForms to log all notifications that occured whilst the systems were not available including any you have already contacted your inspector about. Any notifications you have already submitted online will not be lost. You will be able to see what you have previously submitted to your account.
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| Any other eForms documents | For any other eForms documents (such as an application to inactive/active or vary your registration), we shall process your forms as quickly as possible. | |
| Scottish Care Home Census | April 2016 - date to be confirmed. | The submission period is not affected. You'll receive a message from us nearer the time to confirm the date of submission |
If you have any concerns please contact the Contact Centre helpline on 0345 600 9527
The Guide - key terms
The Guide provides information for community planning partnerships (CPP) about the process for the joint inspection of services for children and young people at risk of harm. This includes services for children under the age of 18 years at the point of involvement with services. It should be read in conjunction with the quality framework for children and young people in need of care and protection (QIF).
This section provides definitions of some of the key terms that may be used during the course of an inspection, or that may be included in inspection reports. If partnerships being inspected have any queries about any part of The Guide they should consult with their inspection lead, or with their link inspector if not being currently inspected.
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What do we mean when we say? |
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Term |
Definition |
Source |
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Additional support needs
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When we say child or young person with additional support needs, we mean that a child or young person needs additional help to benefit from school education and reach their full potential. |
Defined in Additional Support for Learning (Scotland) Act 2004.
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Adverse Childhood Experiences (ACEs)
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Adverse Childhood Experiences (ACEs) are stressful events occuring in childhood including:
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Public Health Scotland and the Scottish ACEs Hub
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Advocacy
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Advocacy is about supporting a child to express their own needs and views and to make informed decisions on matters which influence their lives. Advocates do not make choices for children – instead, they support children and young people to make their own choices. Advocacy will most often be required where a child is engaging with a service, such as health, education, police, ir social work. |
Scottish Government publication Children's advocacy guidance.
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Aftercare
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When we say aftercare, we are referring to the legal term. Aftercare means the advice, guidance and assistance that local authorities provide to care leavers (who are not in continuing care) up until their 26th birthday. |
Defined in Children and Young People (Scotland) Act 2014
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Care and risk management (CARM)
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Care and Risk Management (CARM) are processes which are applied when a child between the ages of 12 and 17 has been involved in behaviours which could cause serious harm to others. This includes sexual or violent behaviour which may cause serious harm. CARM processes are also applicable when an escalation of behaviours suggests that an incident of a seriously harmful nature may be imminent. |
Defined in National Guidance for Child Protection in Scotland 2021
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Care experienced
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When we say care experienced, we mean a child, young person or adult who is, or who has been, looked after at some point in their childhood. We recognise that this term is not defined in law but is increasingly used in Scotland. |
Our definition
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Care Inspectorate |
The Care Inspectorate is the national independent regulatory body for social work and social care services in Scotland. It is also known by its legal entity, Social Care and Social Work Improvement Scotland. |
CI website
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Care leaver |
When we say care leaver, we are referring to the legal term. Care leaver means any young person who ceased to be looked after on, or at any time after, their 16th birthday and is no longer looked after. All looked after children may become care leavers including children looked after at home. |
Defined in Children and Young People (Scotland) Act 2014
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Champions Board
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Champions Boards allow young people to have direct influence within their local area and hold their corporate parents to account. They also ensure that services are tailored and responsive to the needs of care experienced young people and are sensitive to the kinds of vulnerabilities they may have as a result of their experiences before, during and after care. Young peoples’ views, opinions and aspirations are at the forefront in this forum and are paramount to its success. Champions Boards build the capacity of young people to influence change, empower them by showing confidence in their abilities and potential, and give them the platform to flourish and grow. |
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Chief officers
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When we say chief officers, we mean the chief constable and chief executives of health boards and local authorities who are responsible for ensuring that their agencies, individually and collectively, work to protect children and young people as effectively as possible. |
Defined in ‘Protecting Children and Young People: Child Protection Committee and Chief Officer responsibilities 2019’. |
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Chief Officers Groups (COG)
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The collective expression for the Local Police Commander and Chief Executives of the local authority and NHS Board in each local area. Chief Officers are individually and collectively responsible for the leadership, direction and scrutiny of their respective child protection services and their Child Protection Committees. |
Defined in National Guidance for Child Protection in Scotland 2021 |
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Child and Adolescent Mental Health Services (CAMHS) |
NHS Scotland Child and Adolescent Mental Health Services (CAMHS) are multi-disciplinary teams that provide:
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Scottish Government publication Child And Adolescent Mental Health Services: national service specification |
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Child, or children and young people |
When we say child or children, we mean a person or persons up to the age of 18 (including unborn babies). We recognise that throughout Scottish legislation this term can differ, but our definition is based on Article 1 of the UNCRC. We use the term young person to mean children aged 13-17 to distinguish between this age group and younger children. |
Our definition |
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Childs network of support |
A child’s network of support is the group of practitioners, family members and carers who are collectively responsible for giving effect to a child’s plan. |
Our definition |
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Child’s plan |
When we say child’s plan, we mean the plan for an individual child that sets out desired outcomes identified in any assessments and the actions needed to achieve these outcomes. |
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Child protection |
When we say child protection, we mean the processes involved in consideration, assessment and planning of required action, together with the actions themselves, where there are concerns that a child may be at risk of harm from abuse, neglect or exploitation. |
Defined in National Guidance for Child Protection in Scotland 2021 |
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Child Protection Committees (CPC) |
Child protection committees (CPC) are the locally-based, inter-agency strategic partnership responsible for child protection policy and practice across the public, private and Third Sectors. Working on behalf of Chief Officers, its role is to provide individual and collective leadership and direction for the management of child protection services in its area. |
Defined in National Guidance for Child Protection in Scotland 2021 |
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Child protection register |
All local authorities are responsible for maintaining a central register, known as the child protection register, for all children who are the subject of an inter-agency child protection plan. This includes unborn babies. The register has no legal status. This is an administrative system for alerting practitioners that there is sufficient professional concern about a child to warrant an inter-agency child protection plan. Local authority social work services are responsible for maintaining a register of all children in their area who are subject to a child protection plan. Some authorities may choose to maintain a joint register with other authorities. |
Defined in National Guidance for Child Protection in Scotland 2021 |
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Children at risk of harm |
When we say children at risk of harm we mean the extent to which children and young people are safer because they have received the right help at the right time to reduce risks. We will consider how the partnership has prioritised nurturing relationships to ensure children and young people experience a loving and stable home environment. |
Our definition |
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Children’s services plan, or Children and young people's services plan (CSP) |
A Children’s Service Plan is a strategic plan prepared by local authorities and relevant health boards. It sets out the provision of children’s services and related services in a local authority area. |
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Chronology |
A chronology sets out key events in sequential date order, giving a summary timeline of child and family circumstances, patterns of behaviour and trends in lifestyle that may greatly assist any assessment and analysis. They are a logical, methodical and systematic means of organising, merging and helping make sense of information. They also help to highlight gaps and omitted details that require further exploration, investigation and assessment. |
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Community Planning Partnership (CPP) |
A community planning partnership is the local community planning forum for a local authority area. It is formed from representatives from key agencies and organisations from the public, community, voluntary and private sector. The partnership works together to plan and deliver services across the local authority area. |
Our previous reports |
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Confidential |
When we say confidential, we mean that we remain vigilant about how we use sensitive or personal data in line with legislation and good practice. We will not attribute comments made during inspection to individuals in our public reporting of inspections. However, all members of the inspection team have a duty to pass on concerns to a relevant service if a child or adult may be at risk of harm or being unsafe. |
Our definition |
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Education Scotland |
Education Scotland is the national scrutiny body in Scotland for inspecting and supporting quality and improvement in learning and teaching. |
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Getting it Right for Every Child (GIRFEC) |
Getting it right for every child (GIRFEC) is a national policy designed to make sure that all children and young people get the help that they need when they need it. |
Scottish Government Policy GIRFEC policy |
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Harm |
Harm is the impairment of the health or development of the child, including, for example, impairment suffered as a result of seeing or hearing the ill treatment of another. Risk in this context refers to the probability of harm given the presence of adverse factors in a child’s life. There is no statutory definition or uniform defining criterion for significant harm, which refers to serious interruption, change or damage to a child’s physical, emotional, intellectual or behavioural health and development. |
Defined in National Guidance for Child Protection in Scotland 2021 |
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Health and Social Care Partnership (HSCP) |
Health and Social Care Partnerships, (HSCPs) are the organisations formed as part of the integration of services provided by Health Boards and Councils in Scotland under the Public Bodies (Joint Working) (Scotland) Act 2014. Each partnership is jointly run by the NHS and local authority. HSCPs manage community health services and create closer partnerships between health, social care and hospital-based services. |
Our previous reports and NHSGGC website |
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Health and Social Care Standards |
The Health and Social Care Standards set out what everyone should expect when using health, social care or social work services in Scotland. They seek to provide better outcomes for everyone; to ensure that individuals are treated with respect and dignity, and that the basic human rights we are all entitled to are upheld. |
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Healthcare Improvement Scotland (HIS) |
Healthcare Improvement Scotland (HIS) is the national independent scrutiny body which aims to promote better quality health and social care for everyone in Scotland. |
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His Majesty's Inspectorate of Constabulary in Scotland (HMICS) |
His Majesty's Inspectorate of Constabulary in Scotland (HMICS) is the national independent scrutiny body which holds powers to look into the state, effectiveness and efficiency of Police Scotland and the Scottish Police Authority. |
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Independent advocacy |
When we say independent advocacy, we mean that the person providing advocacy is not involved in providing the services to the individual, or in any decision-making processes regarding their care. |
Our definition |
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Independent Care Review |
The Independent Care Review refers to the independent review of the care system in Scotland between 2017 and 2020 which looked at the underpinning legislation, practices, cultures and ethos. The review prioritised listening and heard over 5,500 experiences. The Care Review published seven reports in February 2020. |
Our definition |
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Initial referral discussions, inter-agency referral discussions or initial referral tripartite discussions (IRD) |
An initial referral discussion is the start of the formal process of information sharing, assessment, analysis and decision-making following reported concern about abuse or neglect of a child or young person under the age of 18 years, in relation to familial and non-familial concerns. This may include discussion of concern relating to siblings or other children within the same context, and can refer to an unborn baby that may be exposed to current or future risk. |
Defined in National Guidance for Child Protection in Scotland 2021 |
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Integration Joint Board (IJB) |
An Integration Joint Board, or IJB, plans and commissions integrated health and social care services in their areas. IJBs are local government bodies, as defined by Section 106 of the Local Government (Scotland) Act 1973. They are responsible for overseeing the local HSCP and managing social care and health services in their area. |
Scottish Government publication Integration Joint Board: roles, responsibilities and membership |
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Integration of health and social care |
Across Scotland, NHS boards and local authorities are legally required to integrate the governance, planning and resourcing of adult social care services, adult primary care and community health services and some hospital services. They also have the option to integrate children’s health and social care services as well as criminal justice services. |
Defined in Public Bodies (Joint Working) (Scotland) Act 2014
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Joint Investigative Interviews (JII) |
Joint Investigative Interviews (JII) are formal interviews of children conducted by trained police officers and social workers where there is a concern that a child is a victim of, or witness to, criminal conduct, and where there is information to suggest that the child has been or is being abused or neglected, or may be at risk of significant harm. |
Defined in National Guidance for Child Protection in Scotland 2021 |
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Kinship care
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When we say a child is in kinship care, we mean a child who lives away from their parents with an adult who has a pre-existing relationship with the child (i.e. is a family member or friend). |
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Lead professional |
When we say lead professional, we mean a staff member who is identified to take on a coordinating role where concerns about wellbeing require intervention from more than one service or agency. |
Scottish Government Policy GIRFEC policy |
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Leaders |
When we say leaders, we mean chief officers and chief executives including chairs of the child protection committee, community planning partnership, integrated joint board and children's services planning group; child protection lead officer; chief social work officer; relevant heads of service in Education, Health, Police and Social Work and locality reporters’ manager; elected members and non-executive NHS board members; and any other relevant service senior leads. |
Our definition |
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Learning Review |
A Learning Review brings together agencies, individuals and families in a collective endeavour to learn from what has happened in order to improve and develop systems and practice in the future and thus better protect children and young people. The process is underpinned by the rights of children and young people as set out in the United Nations Convention on the Rights of the Child (UNCRC). NB. Until the updated national guidance for child protection was published in 2021 the term ‘significant case review’ (see below) was more commonly used. |
Defined in National Guidance for Child Protection Committees undertaking Learning Reviews 2021 |
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Looked after |
When we say looked after, we are referring to the legal term. A looked after child or young person must fall into one of the following categories:
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Multi agency Risk Assessment Conference (MARAC) |
MARACs are regular, local meetings where information about domestic abuse victims at risk of the most serious levels of harm (including murder) is shared between representatives from a range of local agencies to inform a co-ordinated action plan to increase the safety of the victim and their children. |
Scottish Government publication Improving Multi-Agency Risk Assessment and interventions for victims of domestic abuse |
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Named person |
Named persons are a core component of the GIRFEC approach, and are a professional point of contact within universal services, if a child, young person or their parents need information, advice or help. Local arrangements and the term used to describe this role or function may vary from area to area. |
Defined in National Guidance for Child Protection in Scotland 2021 |
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Parent / carer |
Whilst we recognise that the terms ‘parent’, ‘carer’ and ‘relevant person’ are all defined in legislation, when we say parent or carer, we mean this in a broader way to describe someone who takes on a parenting role. |
Our definition |
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Participation and engagement |
When we say participation and/or engagement we mean the act of ensuring the right of a child or young person to take part, and be involved actively and meaningfully throughout the processes of assessment, decision-making, actions and interventions which relate to them and which lead to tangible outcomes and improvements in their lives. |
Our definition |
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Partnerships |
When we say partnerships, we mean groups of services and organisations who have joint responsibilities for improving services for children and young people in need of care and protection. See also our definition of community planning partnerships above. |
Our definition |
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The Promise |
The Promise is the main report of Scotland’s independent care review published in 2020. It reflects the views of over 5,500 care experienced children and adults, families and the paid and unpaid workforce. It described what Scotland must do to make sure that its most vulnerable children feel loved and have the childhood they deserve. |
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Scottish Children’s Reporter Administration (SCRA) |
The Scottish Children’s Reporter Administration is a national body which focuses on children most at risk. Its role is to decide when a child needs to go to a Children’s Hearing, help children and families to take part in hearings and provide accommodation for hearings. |
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Scrutiny partners |
When we say scrutiny partners, we mean the scrutiny bodies that take part in joint inspections. This includes the Care Inspectorate, Education Scotland, Healthcare Improvement Scotland, and His Majesty's Inspectorate of Constabulary for Scotland. |
Our definition |
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Self-evaluation |
When we say self-evaluation, we mean services taking a close look at what they have done and evaluating themselves and their progress against a prescribed set of standards. It is important because it helps services to see clearly what they are doing well and where they need to make improvements. |
Our definition |
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Staff |
When we say staff, we mean people who are employed or volunteer to work directly or indirectly with children, young people and their families. |
Our definition |
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Strategic Needs Assessment |
A joint strategic needs assessment is a shared approach to assessing the needs of children and young people, with systems and processes in place to gather and analyse relevant quantitative and qualitative information, providing indicators of current and future need across different localities, ages and groups (e.g. looked after children). |
Scottish Government publication Statutory Guidance on children services planning |
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Team around the child |
A Team around the child is a single multi-agency planning process around the child’s plan with involving those practitioners who support the child and family, and are likely to be participants at a child’s plan meeting. |
Our definition |
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Third sector |
Third sector includes voluntary and community organisations including both registered charities and other organisations such as associations, self-help groups and community groups, social enterprises, mutuals and co-operatives. |
Our definition |
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Trauma informed practice |
When we say trauma informed practice we mean a strengths-based framework in children’s services grounded in an understanding of and responsiveness to the impact of trauma, that emphasises physical, psychological, and emotional safety for everyone, and that creates opportunities for survivors to rebuild a sense of control and empowerment. |
Our definition |
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Trauma-informed workforce |
The Scottish Government ambition is for a trauma informed and trauma responsive workforce across Scotland, ensuring that services and care are delivered in ways that prevent further harm or re-traumatisation for children, young people or adults affected by psychological trauma, and supports their own unique journey of recovery. |
Scottish Government publication Adverse Childhood Experiences (ACEs) and Trauma |
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Vulnerable young people's processes |
When we say vulnerable young people’s processes, we mean processes that are designed primarily to support young people by working effectively to promote, support and safeguard the well-being of young people and vulnerable adults. This is relevant for those working in situations where concerns about the wellbeing of young people particularly those working with young people transitioning between child and adult services. The vulnerabilities can be because of the young person’s own behaviours or that of others towards them placing them at risk of significant harm. |
Our definition |
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Wellbeing |
Section 96(2) of the 2014 Act describes wellbeing in terms of eight indicators. A person assessing a child or young person's wellbeing is to do so by reference to the extent to which the child or young person is or, as the case may be, would be:
These eight wellbeing indicators are sometimes known collectively by the acronym ' SHANARRI'. While each indicator is separately defined, in practice they are connected and overlapping. Taken together the eight indicators offer a holistic view of each child or young person, identifying strengths as well as barriers to growth and development. |
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Young inspection volunteers |
When we say young inspection volunteers, we mean young people (aged 18 - 26) with experience of care services who are specifically trained to support the Care Inspectorate with our inspections. They are part of the inspection team. |
Our definition |
Early learning and childcare improvement programme
Early learning and childcare expansion
From August 2020, the Scottish Government will fund 1140 hours of early learning and childcare (ELC) for all three and four year olds and eligible two year olds.
All nurseries, playgroups and childminders providing funded places will be required to meet specific criteria as part of the new National Standard, including achieving good or better Care Inspectorate quality evaluation. They will also be required to carry out continuous professional development.
Local authorities are responsible for ensuring that funded entitlement is available for all eligible children in their area.
Care Inspectorate ELC improvement programme
The Scottish Government has funded an improvement programme, which will be delivered by the Care Inspectorate, to support early learning and childcare settings who offer funded places and are not currently meeting the quality criteria in the National Standard.
The aim of the improvement programme is to support funded settings to make the improvements they need to meet the National Standard quality criteria.
Selected providers and staff will be invited to participate in learning events and will work with the programme to make improvements. In addition to the learning sessions, the programme will include learning networks, some individual improvement support for providers and settings and develop good practice resources.
The programme will work with local authorities to support the improvement of early learning and childcare settings within their authority area.
Further information about the early learning and childcare improvement programme will be shared when it becomes available.
Information for parents/carers
Parents or carers can enrol their children for funded early learning and childcare.
Families should visit the Parent Club website to find out how to enrol for funded early learning and childcare places in their area.
Local authorities have individual application processes and deadlines. The Parent Club website will link to your local authority for more information.
For more information you can contact the improvement team on This email address is being protected from spambots. You need JavaScript enabled to view it.
Related information
Early learning and childcare expansion (gov.scot)
Scottish Government news article 10 January 2020
Twitter - #ELCExpansion or #ELCImprove