Unit 5 Understand how to work in partnership

Learning Outcomes LO4 Understand recording, storing and sharing information in relation to partnership working. AC 4.1 Identify records to be completed in relation to partnership working. AC 4.2 Explain reasons for accurate and coherent record keeping. AC 4.3 Explain the reasons for confidentiality when maintaining records.

4. Understand recording, storing and sharing information in relation to partnership working (4.1, 4.2, 4.3) Time: 15 mins Have you ever sent or received a message that has been misunderstood? What was the outcome of this misunderstanding? Consider: Text messages Text speak Emoticons BBM Facebook Twitter Written messages or notes.

4. Understand recording, storing and sharing information in relation to partnership working (4.1, 4.2) Keeping records When working in partnership there will be records kept of all meetings. These records are often known as ‘minutes’ and they will be completed in line with the policies and procedures of the setting. Minutes will identify any action points and who is to complete them. Meetings may raise the need for a referral and this will need to be accurately documented. All of these documents will show what has been said and done and by whom.

4. Understand recording, storing and sharing information in relation to partnership working (4.1, 4.2) Time: 15 mins Explain to your partner three situations where you have had to take notes. Consider: Class notes Instructions Observations Directions. Can you always read and understand your own notes? How might poorly written notes affect partnership working? Learners should consider why they might need to take notes. Learners could share examples of their own note-taking from class discussions or tasks to look at their own note-taking skills. Learners should discuss the problems of poor note-taking in team situations.

4. Understand recording, storing and sharing information in relation to partnership working (4.1, 4.2) Keeping records All records must be accurate and coherent. Coherent means that they must be clear and easy to read and understand. Written records will document exactly what has been said and done, and therefore need to be completely accurate.

4. Understand recording, storing and sharing information in relation to partnership working (4.1, 4.2) Keeping records If records are handwritten, then the writing must be legible and contain accurate spellings and information. If possible, it is always good practice to type up handwritten notes after the event. The handwritten and typed notes can then be kept together if necessary, but the typed version will be easier to share.

Observations and planning 4. Understand recording, storing and sharing information in relation to partnership working (4.1) Records Personal details Minutes of meetings Observations and planning Developmental Emails Phone calls

4. Understand recording, storing and sharing information in relation to partnership working (4.3) Confidentiality When working in partnership, records must be kept in accordance to policies and procedures, and all records must be kept in line with the Data Protection Act 1998. Confidentiality when maintaining records is essential, and all records must be securely stored and only shared with those who need to know. If records were not kept confidential then policies, procedures and legislation could be breached.

4. Understand recording, storing and sharing information in relation to partnership working (4.3) Time: 15 mins Research two confidentiality policies by searching for ‘Confidentiality policies in Early Years’ on the internet. Consider the following points: Name of the setting Date of the policy Date for review Confidentiality when record keeping How easy is the policy to understand? Who is the policy aimed at? Name three types of documents or information that is covered by the policy. This activity will require internet access. This activity will enable learners to research the layout and content of two policies. This information will be used for the following Group activity.

4. Understand recording, storing and sharing information in relation to partnership working (4.3) Time: 20 mins Using the information from the Independent research activity, discuss: Differing styles of policies Differing content and layout Common points raised in each policy Documents or records that are identified in the policies. Learners should discuss key points of each policy and link this to reasons for maintaining confidentiality when maintaining records. This activity will support the Class discussion activity to follow.

4. Understand recording, storing and sharing information in relation to partnership working (4.3) Time: 20 mins Think about your discussions during the Group activity. Consider: What makes a good confidentiality policy? Why? The key reasons for confidentiality when maintaining records Why is this important? Information from the Independent research and Group activities should be used in this discussion. Learners will gain a wider perspective of this criteria by listening to and discussing key points with others. Emphasis must be drawn to confidentiality when maintaining records.

4. Understand recording, storing and sharing information in relation to partnership working (4.3) Confidentiality Confidentiality when maintaining records is important because: It is the law It follows policies and procedures It makes for good working practice It builds and maintains trust in partnership working It shows respect.

4. Understand recording, storing and sharing information in relation to partnership working (4.3) Time: 15 mins A parent/carer has asked for the address and phone number of a family whose child has been away for several days. They say they want to take a ‘Get well’ card to the house. Describe how you would deal with this situation while maintaining the confidentiality of the records held in the setting. Consider: The confidentiality policy of the setting How to professionally explain that you cannot pass on this information What you could do about the ‘Get well’ card What might happen if you gave out this information. Learners could explain that they will take the card and the details of the parent/carer who wanted to send it. The setting can then make sure the card gets to the family and let them know which parent/carer sent it. If the family of the child who has been off then wants to contact the other family, they can, and no confidentiality will have been breached.

Summary A variety of records will have to be completed on a daily basis. All records must be accurate and clear. All practitioners must follow the policies and procedures of the setting to ensure they are confidential when maintaining records.

Plenary Name three different types of records that may be kept in an early years setting. What does coherent mean? Give three reasons for not sharing confidential records with parents/carers.