WASPI
Information Sharing Protocol for Vale of Glamorgan Flying Start
Wales Accord on the
Sharing of Personal Information
Information Sharing Protocol for
Flying Start: Vale of Glamorgan
Version: 2.0 [ASSURED]
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
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Information Sharing Protocol for Vale of Glamorgan Flying Start
Contents
1
Introduction to this ISP
3
2
The information sharing partner organisations
5
3
Benefits of sharing
6
4
Legislative / statutory powers
6
5
Details of personal information being shared
7
6
Identifying the service user
8
7
Informing the service user
8
8
Obtaining consent
9
9
Obtaining consent where a service user lacks mental capacity
10
10 Recording consent
10
11 Refused and withdrawn consent
10
12 Information security
11
13 Records management
11
14 Data Protection Act and Freedom of Information Act requests
11
15 Complaints
11
16 Review of this ISP
12
17 Appendix A – Glossary of Terms
13
18 Appendix B – Information Reference Table (Information flows 001-003)
16
19 Appendix B – Continued Information Reference Table (Information flows 004-006) 23
20 Appendix C – Nurseries and Schools and Independent Child minders (part of the
Flying Start Childminding Network)
31
21 Appendix D – Vale of Glamorgan Flying Start Consent Forms
32
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
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Information Sharing Protocol for Vale of Glamorgan Flying Start
1
Introduction to this ISP
1.1
This Information Sharing Protocol (ISP) is supplementary to the Wales Accord on the
Sharing of Personal Information (WASPI), and has been agreed between the
participating partner organisations. Partners have given consideration to its contents
when drawing up this document.
1.2
This ISP has been prepared to support the regular sharing of personal information for
the Flying Start Programme in the Vale of Glamorgan.
1.3
Flying Start is one of the Welsh Government’s top priorities for tackling poverty in
Wales. It features as one of its top aims for children and young people based on the
UN Convention on the Rights of the Child to ensure that children have a ‘Flying Start’
in life.
1.4
It also complements a range of other policy frameworks including the Welsh
Government’s 7 core aims for children and young people in Wales, the Early Years
Foundation Phase, the Families First programme and contributes to achieving the
standards in the National Service Framework for Children, Young People and
Maternity Services.
1.5
Flying Start is an early intervention programme that is targeted at children aged 0-4
years and their families who are living in the most deprived areas.
1.6
The core elements of the Flying Start service include:




Free quality, part-time childcare for 2-3 year olds.
An enhanced Health Visiting service.
Access to Parenting Programmes.
Early Language Development.
1.7
Flying Start in the Vale of Glamorgan operates as a multi-agency team who are colocated in one building. The only exception to this being the childcare staff that are
based in each of our childcare settings.
1.8
This ISP covers the exchange of information between the Vale of Glamorgan Council,
Cardiff and Vale University Health Board, Schools1, Third Sector agencies for the
purpose of delivering the Flying Start programme
1.9
The purpose of this Information Sharing Protocol is to enhance this multi-agency
approach to enable the regular sharing of personal information relating to our children
and families between the key partners involved with the delivery of a Flying Start
service. The ISP will also enable the relevant information to be shared timely and
appropriately between key partners to support the effective service delivery to our
children and families and thereby making a difference to the life chances of children
aged 0-4 years living in our Flying Start areas.
1.10 It supports the information sharing partner organisations involved and the groups of
service users it impacts upon. It details the specific purposes for sharing and the
personal information being shared, the required operational procedures, consent
processes, and legal justification.
1.11 This ISP should be read in conjunction with the Flying Start Strategic Guidance, Flying
Start All Wales Health Visiting Core Programme, the Flying Start Quality Childcare
1.1
1
The main primary school catchment areas include: Cadoxton Primary School, Jenner Park Primary
School, Y Gwaun Y Nant Primary School, Oakfield Primary School and Holton Road Primary School.
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Review Date: July 2017
Quality Assurance Date: 6th July 2015
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Information Sharing Protocol for Vale of Glamorgan Flying Start
Annex, the Flying Start Parenting Guidance (when it becomes available) and the
Flying Start Performance and Data Monitoring Guidance.
1.12 For the purpose of this ISP, explicit consent is required from service users.
1.13 Partners may only use the information disclosed to them under this ISP for the specific
purpose(s) set out in this document or to support the effective administration, audit,
monitoring, inspection of services and reporting requirements.
1.14 A glossary of terms for this ISP is contained within Appendix A.
Please note: Staff should not hesitate to share personal information in order to
prevent abuse or serious harm, in an emergency or in life-or-death situations.
If there are concerns relating to child or adult protection issues, the relevant
organisational procedures must be followed.
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
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Information Sharing Protocol for Vale of Glamorgan Flying Start
The information sharing partner organisations
2.1 This ISP covers the exchange of information between practitioners of the following
organisations:
Information Sharing Partner Organisations
Responsible Manager
Head of Children and Young
People Services.
Chief Learning and Skills Officer
Head of Public Protection
Vale of Glamorgan Council
Head of Housing and Building
Services
Operational Manager of Public
Housing Services.
Head of Public Protection
Divisional Manager for
Children’s
and Women’s Services
Cardiff and Vale University Health Board
(CAVUHB)
Caldicott Guardian/Medical
Director
Flying Start Health Team
Manager
MHCS (PARIS) Programme
Manager.
Schools and Nurseries
Head Teachers
(See appendix C for further
details)
Vale Centre for Voluntary Services (VCVS)
Executive Director for VCVS
Independent Registered Childminders (part
of the Flying Start Childminding Network).
Childminder (See appendix C for
further details)
Independent Registered Play Group
(Gibbonsdown Children’s Centre)
Play Group Leader
Welsh Government- Family Support
Programme (for Flying Start)
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Family Support Programme and
Implementation Manager
Review Date: July 2017
Quality Assurance Date: 6th July 2015
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2.2
The responsible managers detailed above have overall responsibility for this ISP
within their own organisations, and must therefore ensure the ISP is disseminated,
understood and acted upon by relevant practitioners.
2.3
The responsible manager from each partner organisation will regularly monitor and
audit access to information shared under this ISP to ensure appropriate access is
maintained.
3
Benefits of sharing
3.1
By sharing personal information under this ISP, it is envisaged that the following
benefits will be achieved:
 All partners who hold information have an accurate and objective picture of the
service users and their families’ needs.
 Provision of comprehensive assessments of the needs of the child/family enabling
Flying Start to deliver services/interventions that are targeted to meet these
assessed needs.
 Improved communication will enable agencies to be more timely in responding to
client need.
 A co-ordinated response across agencies minimising the duplication of service
delivery.
 Delivery of a client-led service that enables our clients to take an active
role/involvement in defining their service needs and engaging with the programme.
4
Legislative / statutory powers
4.1
Disclosure of information will be conducted within the legal framework of the Data
Protection Act 1998 (DPA), the Human Rights Act 1998 and in compliance with the
common law duty of confidence.
4.2
The conditions set out in Schedule 2 and 3 of the DPA are known as the “conditions
for processing”. Organisations processing personal data need to be able to satisfy
one or more of these conditions. For the purpose of this ISP, the condition that will
be allowed upon for both Schedules (where required) is explicit consent. Therefore
no further conditions need to be met.
4.3
In addition to relying on consent as a Schedule condition, public bodies may have
statutory requirements to share some types of personal data. In the absence of a
statutory requirement, a public sector body should be able to explain the legal power
it has to enable it to share. Other organisations may not need statutory powers to
share.
4.4
Additional provision of powers to share information in respect of this ISP include:
Section 10 of the Children Act 2004 places a duty on each children’s services
authority to make arrangements to promote co-operation between itself and
relevant partner agencies to improve the well-being of children in their area. The
section states that good information sharing is key to successful collaboration
working and that arrangements under section 10 of the Act should ensure that
information is shared for strategic planning purposes and to support effective
service delivery. This provides an implied power to share information with other
statutory services and the independent sector.
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
Section 47 of the NHS and Community Care Act 1990 provides for social services
authorities to involve staff of health and housing agencies in order to prepare
comprehensive assessments of need. It can be implied from this duty that there is
a power to share information with health bodies or housing authorities

Section 2 of the Local Government Act 2000 provides Local Authorities with the
powers to promote or improve the social wellbeing of their area. This provides an
implied power to share information with other statutory services and the
independent sector.

Section 22 of the National Health Service Act 1977 provides for a general duty on
NHS bodies and local authorities to cooperate with one another in order to secure
and advance the health and welfare of the people of England and Wales. This
general duty implies a power to share information between NHS bodies and local
authorities.

Paragraph 16 of Schedule 2 to the National Health Service and Community Care
Act 1990 provides that NHS Trusts have general powers to do anything which is
necessary or expedient for the purposes of or in connection with the provision of
goods and services for the health service and similarly will give rise to an implied
power to share information.

The legal basis for sharing the information for these purposes is defined under the
Data Protection Act 1998, Schedules 2 & 3 i.e. the processing is necessary for
administering justice, or for exercising statutory, governmental, or other public
functions and/or the processing is necessary for the purposes of legitimate interests
pursued by the data controller or by the third party or parties to whom the data are
disclosed.
5
Details of personal information being shared
5.1
Personal information shared for the purpose of this ISP includes a range of
information and might therefore include:

Basic personal information-name, date of birth, age, address and child’s
parents/guardians/partner’s detail and associated family contacts.

Demographic information-ethnicity, gender, language, religion, cultural needs,
disability, employment status.

Unique reference numbers

Information relating to health and wellbeing, relationships, employment and welfare
of the client and their family.

Information relating to concerns and risks facing the service user and their families.

Information relating to developmental and needs assessments.

Information regarding current and previous involvement with partner agencies.
The information is used to assess levels of need and to identify:

What type and level of services are required,

How these services will be provided,
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Information Sharing Protocol for Vale of Glamorgan Flying Start

How the needs will be met,

Who will be involved,

Whether there will be needs that will remain unmet,

How the service user is progressing;

How these ongoing services/interventions will be planned, managed and reviewed.

How child and family makes the transition on leaving Flying Start. Only the minimum
necessary personal information consistent with the purposes set out in this
document can be shared.
5.2 Information provided by partner organisations will not generally be released to any
third party without prior consultation with the owning partner organisation.
5.3 An information reference table within Appendix B provides a comprehensive list of
the personal information to be shared between the partner organisations, including
with whom in each partner organisation it will be shared with, why it will be shared
and the methods of how it will be shared.
6
Identifying the service user
6.1
In order to ensure that all partner organisations, when sharing information, are
referring to the same service user, the following personal identifiers must be
included:

Name of child, parent and siblings (including aliases);

Dates of birth for child, parent and siblings;

Address of child, parent and siblings; and

Unique reference number/identifiers: that includes NHS Number, PARIS ID, Flying
Start ID or Education Unique Pupil Reference Number (UPRN).
7
Informing the service user
7.1
It is necessary to communicate with the service user or their lawful representatives
about the need for information sharing at the earliest appropriate opportunity,
preferably at first contact unless by doing so would risk harm to others or hinder any
investigation or legal proceedings.
7.2
Therefore in most cases practitioners will clearly inform service users or their lawful
representatives about what personal information is to be shared, and for what
purposes it will be used. Partner organisations should also ensure that service users
are provided with any information they need to fully understand the way in which
their personal data will be handled in any specific circumstance, including the names
of any persons or organisations with whom their data may be shared.
7.3
Where appropriate, agreed methods of providing this information are:




Verbally via face to face contact (meetings) with the client/s
Flying Start Referral Form (See Appendix D)
Flying Start Registration Form (See Appendix D)
Flying Start Childcare Admissions Booklet Consent Form (See Appendix D)
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Issue Date: 6TH July 2015
Review Date: July 2017
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

Information Sharing Protocol for Vale of Glamorgan Flying Start
Flying Start service user booklet;
Flying Start Webpages on the Vale of Glamorgan website.
Both the consent statement and fair processing notice are clearly communicated
with clients using the above methods.
8
Obtaining consent
8.1
The approach to obtaining consent should be transparent and respect the rights of
the service user.
8.2
Consent is given by a service user agreeing actively, to a particular use or disclosure
of information. It can be expressed either verbally or in writing, although written
consent is preferable since that reduces the scope for subsequent dispute. For the
purposes of this ISP, explicit consent will be required from service users. See
annex C for all forms where consent is obtained.
8.3
Consent must not be secured through coercion or inferred from a lack of response to
a request for consent. Practitioners must be satisfied that the service user has
understood the information sharing arrangements and the consequences of
providing or withholding consent.
8.4
Where a service user is a child or young person, the practitioner should consider
whether the child or young person has the capacity to understand the implications of
giving their consent in the particular circumstance. Where the practitioner is
confident that the child or young person can understand their rights, then consent
should be sought from them rather than a parent. It is important that a child or
young person is able to understand (in broad terms) what it means to give their
consent.
8.5
Consent should not be regarded as a permanent state. Opportunities to review the
service user’s continuing consent to information sharing should arise during the
course of the service provision. Practitioners should exercise professional
judgement in determining whether it would be appropriate to re-visit a service user’s
continued consent at any given juncture. Ideally it should take place in the context of
a review or re-assessment.
8.6
Consent obtained from service users for the purposes of this ISP will only be used to
support the delivery of the purposes and functions set out in this document. Once
the provision of this specific ISP concludes or the purpose changes, then consent
obtained for it will also end.
8.7
In some exceptional circumstances, personal information can be lawfully shared
without consent where there is a legal requirement or where an appropriate
professional of sufficient seniority within the partner organisation, has taken the view
that the duty of confidentiality can be breached where there is a substantial overriding ‘public interest’. Such situations where information might be shared without
consent include:

‘Life and death’ situations, for example, where information is shared in an
emergency in order to preserve life;
where a person’s condition indicates they may be a risk to the public or may inflict
self-harm;
in order to prevent abuse or serious harm to others;


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Information Sharing Protocol for Vale of Glamorgan Flying Start
on a case-by-case basis, to prevent serious crime and support detection,
investigation and punishment of serious crime.
This is not an exhaustive list and each situation should be considered on a case by
case basis.
8.8
Where decisions are made to share personal information without the service user’s
consent, as detailed above in 8.7, this must be fully documented in the service user’s
record.
8.9
Where it is not appropriate to defer the sharing of information, then it will not be
appropriate to defer consent, as consent cannot be obtained retrospectively.
Therefore, only where deemed necessary, may information be shared without
consent.
8.10 If there are any concerns relating to child or adult protection issues, practitioners
must follow the relevant organisational procedures.
9
Obtaining consent where a service user lacks mental capacity
9.1
The Mental Capacity Act 2005 Code of Practice defines the term ‘a person who
lacks capacity’ as a person who lacks capacity to make a particular decision or take
a particular action for themselves, at the time the decision or action needs to be
taken.
9.2
Whenever dealing with issues of capacity to consent, local rules and procedures
should be followed and these must be in compliance with the Mental Capacity Act
2005 and its Code of Practice.
9.3
Where a person has a temporary loss of capacity consent will be deferred, if
appropriate, until such time as consent can be obtained. Consent to share
information will be sought when capacity is regained.
10
Recording consent
10.1 Decisions regarding service users’ consent of how and when it was obtained and
whether it was provided in verbal or in written form, must be stored or recorded in
the service user’s record.
11
Refused and withdrawn consent
11.1 A service user has the right to refuse their consent to have information about them
shared. They also have the right to withdraw previously granted consent at any
point, to the sharing of their information. Further personal information should not
then be shared under this ISP.
11.2 Where the service user has refused or withdrawn consent, the implications of
withholding consent will be clearly explained to them and this dialogue will be
recorded in the service user’s record. If a service user withdraws consent to share
personal information it will also be explained that information already shared cannot
be recalled.
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
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Information Sharing Protocol for Vale of Glamorgan Flying Start
Information security
12.1 Practitioners carrying out the functions outlined in this ISP should make themselves
aware of, and adhere to, their organisation’s information security policies and
procedures.
12.2 Where practitioners are unable to comply with their organisation’s policies regarding
the safe and secure transfer of information they must ensure that a risk assessment
is undertaken by their Information Security/Governance department at the earliest
opportunity. Alternative secure methods, as identified within the organisation’s
policy, must be used until such time as the risk assessment has been undertaken.
12.3 A list of agreed methods for the safe and secure transfer of personal information is
documented within Appendix B.
12.4 Any breaches of security, confidentiality and other violations of this ISP must be
reported in line with each partner organisation’s incident reporting procedures.
Consideration should be given to share, where appropriate, the outcome of any
investigation with the partner organisations involved.
13
Records management
13.1 Practitioners carrying out the functions outlined in this ISP should make themselves
aware of, and adhere to, their organisation’s records management procedures,
specifically in relation to collecting, processing and disclosing of personal
information.
13.2 All information, whether held on paper or in electronic format must be stored and
disposed of in line with each partner organisation’s retention and disposal schedule.
13.3 Personal information will only be collected using the agreed collection methods,
ensuring the required information is complete and up-to-date.
13.4 Practitioners will ensure where practical, that records are maintained of when
information is shared with a partner organisation, and to whom.
13.5 Decisions about service users should never be made by referring to inaccurate,
incomplete or out of date information.
13.6 If information is found to be inaccurate, practitioners will ensure that their records
and systems are corrected accordingly. Consideration must also be given to
advising partner organisations where practical.
14
Data Protection Act and Freedom of Information Act requests
14.1 Where requests are received for information relating to this ISP or any individual
service user(s) then each request will be dealt with in accordance with each partner
organisation’s relevant policies and procedures.
15
Complaints
15.1 Each partner organisation has a formal procedure by which service users, partner
organisations and practitioners can direct, their complaints regarding the application
of this ISP.
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
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Information Sharing Protocol for Vale of Glamorgan Flying Start
Review of this ISP
16.1 This ISP will be reviewed in July 2017 and then every two years thereafter or sooner
if appropriate.
Status: ASSURED
Issue Date: 6TH July 2015
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17
Information Sharing Protocol for Vale of Glamorgan Flying Start
Appendix A – Glossary of Terms
Term
Definition
Consent
An informed indication by which the service user signifies agreement
and understanding of how personal information relating to them is
processed.
Personal
information
Information which relates to an individual, including their image or
voice, which enables them to be uniquely identified from that
information on its own or from that and / or other information
available to that organisation.
It includes personal data within the meaning of Section 1 of the Data
Protection Act 1998 and information relating to the deceased.
Sensitive personal
information
Personal information as to; the racial or ethnic origin of an
individual; their political opinions, their religious beliefs or other
beliefs of a similar nature, whether they are a member of a trade
union, their physical or mental health or condition, their sexual life,
the commission or alleged commission by them of any offence, or
any proceedings for an offence committed or alleged to have been
committed by them, the disposal of such proceedings or the
sentence of any court in such proceedings.
Personal identifiers
A set of basic personal details that allow partner organisations to
identify exactly who is being referred to. For example, name,
address, date of birth, post code.
Processing
personal
information
Broadly describes the collecting, using, disclosing, retaining or
disposing, of personal information. If any aspects of processing are
found to be unfair, then the Data Protection Act 1998 is likely to be
breached.
Service user
An inclusive term to describe those people who have contact with
service providing organisations within Wales and have information
recorded about them. For example: individual organisations may
refer to these people as data subjects, patients, clients, lawful
representatives, etc.
Practitioner
An inclusive term to describe any staff working for the partner
organisations involved in the care of or provision of services for the
service user. For example: police officer, health professional, social
worker, volunteer etc.
Responsible
Manager
A senior manager within an organisation who has overall
responsibility for the area of work related to a specific ISP. It will be
their responsibility to ensure that ISPs are disseminated, understood
and acted upon by relevant practitioners and that access to personal
information is regularly monitored and audited to ensure appropriate
access is maintained.
Unique reference
numbers
This is a unique number that is allocated to each client that can be
used to identify them. It is used alongside other personal identifiers
such as name, date of birth, address etc.
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FAT Tool
This is a risk assessment tool to assist practitioners to identify
vulnerable and at risk clients/children and assists in developing a
clear plan for supporting the needs of the family.
TOPSE Tool
This is a tool to measure parenting self-efficacy to evaluate
parenting programmes and interventions. Client completes a TOPSE
booklet at first and at final parenting session to determine any
change in self-efficacy scores.
Neonatal
Behavioural
Assessment Scale
(NBAS) and
Neonatal
Behavioural
Observation (NBO)
Both the NBAS and NBO assessment provides a comprehensive
examination of newborn behaviour. The NBAS contains 28
behavioural and 18 reflex items and is designed to examine
individual differences in newborn behaviour. It assesses the baby's
capabilities across different developmental areas (autonomic, motor,
state and social-interactive) and describes how infants integrate
these areas as they adapt to their new environments. The NBO
system consists of a set of 18 neurobehavioral observations, which
describe the newborn's capacities and behavioural adaptation from
birth to the third month of life.
Schedule of
Growing Skills
(SOGs) Tool
This is a tool used by health practitioners (primarily Health Visitors)
to identify development levels of children. It is used on children
under the age 5 years old to get a snap shot of a child development
including any strengths and potential areas of developmental delay.
Health and Safety
Checklist
This is a check list that is used to identify any issues of home safety
in the home that will require action.
Edinburgh
Postnatal
Depression Scale
(EPDS)
The EPDS is a 10 item questionnaire that has been developed to
identify women with Postpartal Depression (PPD). The items listed
on this scale correspond to clinical depression symptoms. The
questionnaire is generally used within 8 weeks of birth.
Common
Assessment
Framework (CAF)
This is a tool used by practitioners to identify the additional needs of
a child/family. It enables practitioners to have a common
understanding of what those needs are and agree with the family a
plan of action for the way forward. The CAF helps to promote early
intervention to identify what support may be needed.
Karitane Parenting
Confidence Scale
(KPCS)
Like TOPSE this is tool to measure parenting self-efficacy to
evaluate parenting programmes and interventions. This 15 item tool
has been designed to measure perceived parental self-efficacy of
children aged 0-12months.
Therapy Treatment
Agreement (TTA)
This is a screening tool that is used to identify specific speech and
language needs of a child to identify appropriate interventions to
address these needs.
Flying Start
Referral Form
This is the universal form that is used by all Flying Start staff and
external practitioners to make referrals on behalf of Flying Start
clients (with their consent) for a specific Flying Start service.
Flying Start
Registration Form
This is a form that is completed by a Flying Start Practitioner on
behalf of the eligible client to register them to the Flying Start
programme and to receive Flying Start services.
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Flying Start
Outreach Form
This form is completed by a relevant practitioner to request that
client who has previously received Flying Start services and has
moved out of area is identified as an outreach family to enable them
to continue to receive elements of Flying Start support.
Flying Start Special
Circumstances
Form
This form is completed by a relevant practitioner to request that an
eligible Flying Start client/child can receive additional support in
excess of the Flying Start universal entitlements.
Flying Start Family
Plan/Individual
Intervention Plan
This document is used by a relevant practitioner in conjunction with
the client the areas of their life they would like to change and
relevant plan on how to take this forward.
Flying Start
Admission Booklet
This document is used by the relevant practitioner to collect
information about the child prior to their admission to a playgroup
setting (which is then supplied to the playgroup on starting their
placement). This document is also updated prior to the child leaving
playgroup as part of the transition to state nursery provision.
Flying Start Child
Development
Profile
This document provides a snapshot of child’s development relevant
to the expected developmental milestones for their age. This
document is completed on entry to playgroup and again on exit from
playgroup. It provides a record of observations of their development
and behaviour that is used to inform transition into state Nursery
provision.
Flying Start
Transition Report
This report integrates all relevant information about the child,
areas/issues of concern and provides a summary about their
developmental milestones on exit from playgroup. This transition
document is what is shared with the parent and the Nursery setting
on exit from playgroup.
Flying Start
Individual Play Plan
This plan outlines interventions/actions that have been agreed with
the parent to address any areas of identified developmental need.
Such needs may be identified via the playgroup setting, via SOGs
Assessment or the Child Development Profile.
Flying Start
Individual
Intervention Plan
This document outlines any interventions/actions that have been
agreed with the parent to address any area of speech and language
support that is to be delivered by an Early Years Practitioner.
Flying Start Social
Services Liaison
Group Meeting
Terms of Reference
This document describes the purpose and structure of the Liaison
Group. It also outlines membership and its mandate and processes
for decision making.
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 15 of 32
WASPI
18
Information Sharing Protocol for Vale of Glamorgan Flying Start
Appendix B – Information Reference Table (Information flows 001-003)
The sharing of personal information to support the provision of Flying Start Programme-Vale of Glamorgan
2.
Description
001
002
003
Information
2
exchange
.
General
description of the
1
process
or stage to which
. information exchange
the
1
relates.
1
Flying Start registration and
initial contact- Registration and
contact with all eligible clients for
the Flying Start programme.
Referrals- Identification through
assessment and raising of a referral to
address the identified needs of the child
and wider family group. (This relates to
referrals into and out of Flying Start).
Assessment- Formal assessment of
need using recognised evidencebased tools to inform the development
of a relevant intervention plan.
What information will be
shared?
Description of the
information to be provided.
Please note: Only the
minimum and relevant
personal information is to
be shared and strictly on a
case by case basis.
Basic personal information:
Child's name, name/s of siblings,
Mother and Father/Partner's
names.
Basic personal information: Child's
name/s, DOB, address.
Information that is shared is as
required and dictated by the relevant
assessment tool.
Child/Mother/Father/Partner's
DOBs, Address of child and any
other addresses relevant to
associated people, telephone
details.
Demographics: Gender, ethnicity,
language spoken at home,
disability, first time parent.
Status: ASSURED
Issue Date: 6TH July 2015
Other demographic details including
name/s mother and father/partner's
names, name/s of siblings and any other
family members, DOB, address (if
different) and telephone number.
 Concerns or safeguarding issues
 Needs assessment
 Health risks
 Social risks
 Environmental risks
 Financial assessment
 Current housing situation
 Family support
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 16 of 32
Information collected includes.
Basic personal information: Child's
name/s, DOB, address.
Other demographic details including
name/s mother and father/partner's
names, name/s of siblings and any
other family members, DOB, address
(if different) and telephone number.
WASPI
2
What information will be
shared?
Description of the
information to be provided.
Please note: Only the
minimum and relevant
personal information is to
be shared and strictly on a
case by case basis.
3
Consent to share
Details of when and how
consent will be sought.
Status: ASSURED
Issue Date: 6TH July 2015
Information Sharing Protocol for Vale of Glamorgan Flying Start
Other: EDD (if applicable), GP
Surgery, FS HV, Child/Parent
reference number/s.
Risk assessment-Initial Family
Assessment Tool (FAT)
assessment undertaken upon
registration to share information on
risks (health/social/environmental),
concerns, needs of family, identify
vulnerability.
Consent is sought from the
parent/guardian at the point of
registration with the Flying Start
programme. All parents are asked
to sign consent to share information
in order to register for Flying Start
services. All consent to share
information is captured on the
registration form.
Vulnerabilities
Developmental assessment (if applicable)
Speech, language and communication
development
Social and emotional development
Risks to staff
Consent is received from each
parent/guardian for each referral for a
service whether it is for a Flying Start
service or an externally provided service.
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 17 of 32

Concerns or safeguarding
issues
 Needs assessment
 Health risks
 Social risks
 Environmental risks
 Financial assessment
 Current housing situation
 Family support
 Vulnerabilities
 Developmental assessment
 (if applicable)
 Speech, language and
 Communication
development
 Social and emotional
development
 Risks to staff
Consent received at registration with
Flying Start and at point of referral.
Informal/verbal consent is also
provided on the day of the
assessment.
WASPI
4
a
Partner Organisation(s)
Details of provider and
recipient organisation(s).
Information Sharing Protocol for Vale of Glamorgan Flying Start
Who by
Who to
Who by
Who to
Who by
Who to
1 Vale of
Glamorgan
Council (VoG)
1 VoG
1 VoG
1 VoG
1 VoG
VoGl
2 C&V.
2 C&V
2 C&V
2 C&V
C&V
3 TSO
3 TSO
2 Cardiff and
Vale University
Health Board
(C&V)
4 Flying Start
Childminder Network
3 Third Sector
Organisations
(TSO)
Childcare Settings
Nurseries
Atal Y Fro
(Members of Vale
Council for Voluntary
Services)
Flying Start
Childminder Network
(Appendix C)
Welsh Government
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 18 of 32
WASPI
4
b
Role(s) of staff
responsible for
providing and receiving
the information.
Information Sharing Protocol for Vale of Glamorgan Flying Start
Who by
Who to
Who by
Who to
Who by
Who to
Vale of
Glamorgan Flying
Start Front Line
Practitioners/staff
Vale of
Glamorgan
Flying Start
Front Line
Practitioners
/staff
Vale of
Glamorgan Flying
Start Front Line
Practitioners
/staff
Vale of Glamorgan
Flying Start Front Line
Practitioners
/staff
Flying Start Child
minders.
Vale of
Glamorgan
Flying Start
Front Line
Practitioners
/staff
Vale of Glamorgan
Flying Start Front
Line Practitioners
/staff





















Health Visitors
Midwives
Social Workers
Parenting &
Parent Support
Workers
Early Years
Practitioners
SLTs
Childcare staff
Third Sector


Childcare staff
Community/
Support
Workers










Health
Visitors
Midwives
Social
Workers
Parenting &
Parent
Support
Workers
Early Years
Practitioners
SLTs
Childcare
staff










Health Visitors
Midwives
Social Workers
Parenting &
Parent Support
Workers
Early Years
Practitioners
SLTs
Childcare staff
Health Visitors
Midwives
Social Workers
Parenting &
Parent Support
Workers
Early Years
Practitioners
SLTs
Childcare staff
Third Sector


Childcare staff
Community/
Support
Workers
Third Sector


Status: ASSURED
Issue Date: 6TH July 2015
Childcare
staff
Community/
Support
workers









Health
Visitors
Midwives
Social
Workers
Parenting &
Parent
Support
Workers
Early Years
Practitioners
SLTs
Childcare
staff










Health Visitors
Midwives
Social Workers
Parenting &
Parent Support
Workers
Early Years
Practitioners
SLTs
Childcare staff
Third Sector


Childcare staff
Community/
Support Workers
Flying Start Child
minders.
Family Support
Programme
Officials, Welsh
Government
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 19 of 32
WASPI
5
Form title and reference
number
Detail the title and
reference number of any
form(s) or letter(s) used to
collect and / or convey the
information.
Information Sharing Protocol for Vale of Glamorgan Flying Start



Flying Start Registration Form
(includes consent to share
information).
Flying Start Referral Form.
FAT Form


Flying Start Referral Form
Flying Start Outreach and Special
Circumstances Form
Any other external organisation referral
form.
Where applicable and appropriate relevant
assessments will be attached to the
referral form i.e. FAT tool or SOGs
assessment.











Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 20 of 32
Neonatal Behavioural
Assessment Scale (NBAS) Form
Neonatal Behavioural
Observation (NBO)
Edinburgh Postnatal Depression
Scale (EPDS)
Family Assessment Tool (FAT
tool) Form
Common Assessment
Framework (CAF) form
Risk Assessment Form
Therapy and Treatment
Agreement
Schedule of Growing Skills
(SOGS) Assessment Form
Home Safety Checklist Form
Karitane Parenting
Confidence Scale
TOPSE (Tool to Measure
Parenting Self-Efficacy)
WASPI
6
How will the information
be transferred?
Detail all agreed secure
methods in which the
information can be
transferred to the recipient
e.g. fax, direct feed from
system, verbal transfer at
team meeting, telephone
call, e-mail.
Status: ASSURED
Issue Date: 6TH July 2015
Information Sharing Protocol for Vale of Glamorgan Flying Start
Share a copy of paper record in
person, secure fax of paper record
(Midwifery only due to policy and
practice of C&VUHB Midwifery
Service. Electronic solution in
development, access to PARIS IT
System, telephone call or secure
email.
Share a copy of paper record in person,
secure fax of paper record, access to
PARIS IT System and secure email.
Share a copy of paper record in
person, secure fax of paper record,
access to PARIS IT System and
secure email.
The fax machine is held in a secure
location and safe haven procedures
are followed for the sending and
receipt of any faxes (midwifery
only).
The fax machine is held in a secure
location and safe haven procedures are
followed for the sending and receipt of any
faxes.
The fax machine is held in a secure
location and safe haven procedures
are followed for the sending and
receipt of any faxes.
Only VoG email addresses are
authorised to be used by staff to
send emails internally. All health
partners working from the colocated Flying Start building have
been issued with a VoG email
address for communication within
the council. Health partners will
also have been issued with a
wales.nhs.uk e-mail account for
communication within NHS Wales
which is accessible via CAVapps.
Cavapps also provides a secure
link through which Vale of
Glamorgan Staff and health
partners based at the co-located
Flying Start building can access an
NHS portal and PARIS. PARIS has
its own internal messaging
specifically for providing secure
notification to other involved staff
Only VoG email addresses are authorised
to be used by staff to send emails
internally. All health partners working from
the co-located Flying Start building have
been issued with a VoG email address for
communication within the council. Health
partners will also have been issued with a
wales.nhs.uk e-mail account for
communication within NHS Wales which is
accessible via CAVapps. Cavapps also
provides a secure link through which Vale
of Glamorgan Staff and health partners
based at the co-located Flying Start
building can access an NHS portal and
PARIS. PARIS has its own internal
messaging specifically for providing
secure notification to other involved staff
that have a PARIS user account. Vale of
Glamorgan is Public Service Network
(PSN) compliant in how it stores and
secures all its files, software and
Only VoG email addresses are
authorised to be used by staff to send
emails internally. All health partners
working from the co-located Flying
Start building have been issued with a
VoG email address for communication
within the council. Health partners will
also have been issued with a
wales.nhs.uk e-mail account for
communication within NHS Wales
which is accessible via CAVapps.
Cavapps also provides a secure link
through which Vale of Glamorgan
Staff and health partners based at the
co-located Flying Start building can
access an NHS portal and PARIS.
PARIS has its own internal messaging
specifically for providing secure
notification to other involved staff that
have a PARIS user account. Vale of
Glamorgan is Public Service Network
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 21 of 32
WASPI
7
When will it be shared?
Details of when the
information needs to be
exchanged or shared e.g.
daily, weekly, monthly,
yearly, as and when
necessary.
Status: ASSURED
Issue Date: 6TH July 2015
Information Sharing Protocol for Vale of Glamorgan Flying Start
that have a PARIS user account.
Vale of Glamorgan is Public
Service Network (PSN) compliant
in how it stores and secures all its
files, software and applications and
provides ClearSwift as a secure email portal for external
communication. Where it is
necessary to send PID to Cardiff
and Vale uHB on a regular basis,
the Secure Data Transfer Portal
can be used. This is not an email
system, but it does allow for secure
2 way communication of
documents. For more information
please contact Cardiff and Vale
uHB’s Information Governance
Department
([email protected]).
applications and provides ClearSwift as a
secure e-mail portal for external
communication. Where it is necessary to
send PID to Cardiff and Vale uHB on a
regular basis, the Secure Data Transfer
Portal can be used. This is not an email
system, but it does allow for secure 2 way
communication of documents. For more
information please contact Cardiff and
Vale uHB’s Information Governance
Department ([email protected]).
(PSN) compliant in how it stores and
secures all its files, software and
applications and provides ClearSwift
as a secure e-mail portal for external
communication. Where it is necessary
to send PID to Cardiff and Vale uHB
on a regular basis, the Secure Data
Transfer Portal can be used. This is
not an email system, but it does allow
for secure 2 way communication of
documents. For more information
please contact Cardiff and Vale uHB’s
Information Governance Department
([email protected]).
As and when necessary. Every
time a new Flying Start client
becomes eligible for a Flying Start
Service they will be registered with
Flying Start and their information
will be shared. This will be the first
point of contact they have with
Flying Start i.e. antenatally or after
they have given birth to a child and
live in a FS area or they have child
aged 0-4 years and transferred into
a FS area.
As and when necessary according to the
assessed needs of the child/family.
As and when necessary according to
the outcomes identified by the
assessment to best address the
needs in the best interests of the
child.
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 22 of 32
WASPI
8
Information Sharing Protocol for Vale of Glamorgan Flying Start
Additional
considerations
Issues or comments not
included (where
appropriate)
19
All information is collected via a
paper form/record but will then be
transferred onto electronic record
systems either 1) Flying Start
Database and 2) PARIS System
and/or 3) TRIM (document
management system). Both
systems operate on secure
networks/servers that are all
password protected. On TRIM all
files stored on this system have
privacy settings applied, so that
documents can be locked down
and viewed only by authorised
individuals. Client information that
is not stored electronically is held
as a paper based client or Health
Visiting record. Both sets of paper
files are stored securely in locked
filing cabinets.
All information is collected via a paper
form/record but will then be transferred
onto electronic record systems either 1)
Flying Start Database and 2) PARIS
System and/or 3) TRIM (document
management system). Both systems
operate on secure networks/servers that
are all password protected. On TRIM all
files stored on this system have privacy
settings applied, so that documents can
be locked down and viewed only by
authorised individuals. Client information
that is not stored electronically is held as a
paper based client or Health Visiting
record. Both sets of paper files are stored
securely in locked filing cabinets.
All information is collected via a paper
form/record but will then be
transferred onto electronic record
systems either 1) Flying Start
Database and 2) PARIS System
and/or 3) TRIM (document
management system). Both systems
operate on secure networks/servers
that are all password protected. On
TRIM all files stored on this system
have privacy settings applied, so that
documents can be locked down and
viewed only by authorised individuals.
Client information that is not stored
electronically is held as a paper based
client or Health Visiting record. Both
sets of paper files are stored securely
in locked filing cabinets. Anonymised
data from assessments (SOGS) is
also shared with the Welsh
Government that is transferred via a
secure and encrypted web-based
portal known as Afon.
Appendix B – Continued Information Reference Table (Information flows 004-006)
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 23 of 32
WASPI
Information Sharing Protocol for Vale of Glamorgan Flying Start
CONTINUED
The sharing of personal information to support the provision of Flying Start Programme-Vale of Glamorgan
Description
1
004
005
006
1
Information exchange
General description of the
process or stage to which
the information exchange
relates.
Service Delivery-Delivery of core Flying
Start services as defined by the
guidance including bespoke
interventions as agreed (consented) with
the family following an assessment of
need.
Childcare Transition- transition of
Flying Start children into Flying Start
childcare settings. This also involves the
tracking of a child's educational progress
upon leaving Flying Start childcare and
making the transition to a school setting.
Discharge- Exit from Flying Start
Service
2
What information will be
shared?
Description of the
information to be
provided.
Basic personal information: Child's
name/s, DOB, address,
Basic personal information: Child's
name/s, DOB, address,
Other details including name/s mother
and father/partner's names, and any
other associated family
members/emergency contacts,
parent/guardian DOB, address (if
different) and telephone number,
Parent/guardian other demographics:
ethnicity, language spoken at home,
religion, cultural needs, disability, receipt
of benefits, employment status.
Basic personal information:
Child's name/s, DOB, address,
Please note: Only the
minimum and relevant
personal information is to
be shared and strictly on
a case by case basis.
2
What information will be
shared?
Description of the
information to be
provided.
Please note: Only the
minimum
and relevant
Status: ASSURED
personal
information
is to
Issue Date:
6TH July 2015
Other demographic details including
name/s mother and father/partner's
names, name/s of siblings and any other
family members, DOB, address (if
different) and telephone number.
Concerns or safeguarding issues




Needs assessment
Health risks
Social risks
Environmental risks
Current housing situation (FAT)
Family support
Vulnerabilities
Developmental assessment (SOGS) (if
applicable)
Speech, language and communication
development


Child/Parent reference number/s.
Health information: GP surgery
and telephone number, FS
Health Visitor (name), allergy
information, medication
information, immunisation
information,
diagnosed
Review Date:
July 2017 medical
conditions,
Quality Assurance
Date:diagnosed
6th July 2015disability,
Page 24 of 32
Other demographic details
including name/s mother and
father/partner's names, name/s of
siblings and any other family
members, DOB, address (if
different) and telephone number.
 Concerns or safeguarding
issues
 Needs assessment
 Health risks
 Social risks
 Environmental risks
 Current housing situation
 Family support
Vulnerabilities
 Developmental assessment
SOGS (if applicable)

Speech, language and
communication
development
WASPI
be shared and strictly on
a case by case basis.
3
Consent to share
Details of when and how
consent will be sought.
Status: ASSURED
Issue Date: 6TH July 2015
Information Sharing Protocol for Vale of Glamorgan Flying Start
Social and emotional development
Risks to staff
Consent received at registration with
Flying Start and at point of referral.
Always ongoing verbal consent from
parent at each contact/intervention that
is delivered.
and other agency involvement.
 Information on FS services
received
 Child developmental and
personality: personal, social,
emotional, cognitive,
language/communication and
physical/gross motor skills
development.
 Needs assessment
 Additional support/needs
information: additional childcare
(special entitlement) with reason
and details, one to one support
with reason and details and early
identification of high needs and
any speech and language
concerns/referrals to SLT.
 Flying Start childcare setting
attendance rate.
 Childcare consent information
 Concerns or safeguarding issues
 Developmental assessment
information i.e. Schedule of
Growing Skills (SOGS)
assessment profile results.
 Child’s achievement, SEN and
attendance data at school level
once child has left Flying Start.
Consent received from each
parent/guardian via home visit
undertaken by Childcare Liaison Officer.
Parent/guardian signs consent in the
Childcare Admission booklet.
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 25 of 32


Social and emotional
development
Risks to staff
Consent received at registration
with Flying Start and at point of
referral. Always ongoing verbal
consent from parent at each
contact/intervention that is
delivered.
WASPI
4
a
Partner Organisation(s)
Details of provider and
recipient organisation(s).
Information Sharing Protocol for Vale of Glamorgan Flying Start
Who by
Who to
Who by
Who to
Who by
Who to
Vale of Glamorgan
Council
Vale of Glamorgan
Council
Vale of
Glamorgan
Council
Vale of Glamorgan
Council
Vale of
Glamorgan
Council
Cardiff and Vale
Health Board
Cardiff and Vale
Health Board
Cardiff and Vale
Health Board
Flying Start
Childminder
Network
4
b
Role(s) of staff
responsible for
providing and receiving
the information.
Cardiff and Vale
Health Board
Third Sector
Individual Play group
Provider
Childcare
Provider/s
Flying Start
Childminder
Flying Start
Childminder
Network
Network Individual
School at transition
Welsh Government
Cardiff and Vale
Health Board
Who by
Who to
Who by
Who to
Who by
Vale of Glamorgan
Flying Start Front
Line Practitioners
/staff
Vale of Glamorgan
Flying Start Front
Line Practitioners
/staff
Vale of
Glamorgan
Flying Start Front
Line Practitioners
/staff includes
Flying Start
Childcare Staff.
Vale of Glamorgan
Flying Start Front
Line Practitioners
/staff includes Flying
Start Childcare Staff.
Vale of
Relevant Health
Glamorgan
Board Child
Flying Start
Health Team.
Front Line
Practitioners/staf
f (Primarily
Flying Start
Health Visitor)
Local Authority
Staff
Flying Start
Childminders.
Third Sector
commissioned
Childcare
Provider staff.
Flying Start
Childminders
Status: ASSURED
Issue Date: 6TH July 2015
Cardiff and Vale
Health Board
Third Sector
commissioned
Childcare Provider
staff.
Flying Start
Childminders
Each individual
School/Nursery's
Head Teacher
/Foundation Phase
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 26 of 32
Who to
WASPI
Information Sharing Protocol for Vale of Glamorgan Flying Start
Teacher (or
appropriate
representative)
School Nurse
Local Authority
Education Service.
5
Form title and reference
number
Detail the title and
reference number of any
form(s) or letter(s) used to
collect and / or convey the
information.


Flying Start Referral Form
Flying Start Individual Care
Plans/Family Plans

Flying Start Individual Intervention
Plan


6
How will the information
be transferred?
Detail all agreed secure
methods in which the
information can be
transferred to the
recipient e.g. fax, direct
feed from system, verbal
transfer at team meeting,
telephone call, e-mail.
Status: ASSURED
Issue Date: 6TH July 2015





Flying Start and Social Services
Liaison Group Terms of Reference
Flying Start and Social Services
Liaison Group Meeting Minutes
Share a copy of paper record in person,
secure fax of paper record, access to
PARIS IT System and secure email.
Face to face meetings that are minuted
at the Flying Start and Social Services
Liaison meeting on a monthly basis.
The fax machine is held in a secure
location and safe haven procedures are
followed for the sending and receipt of
Family Support
Programme Officials,
Welsh Government
Flying Start Admission Booklet
Flying Start Child Development
Profile
Flying Start Transition Report
Flying Start Individual Play Plan
(where applicable)
Education outcome tracking report
supplied by the Education Service.
Face to face information exchange via
transition meetings, share a copy of the
paper record in person at transition
meeting. Information/ data on unique
pupil tracking sent via secure email
within VoG Council domain and via face
to face meetings with the Education
service. This information will also be
shared with NHS (PARIS team) via a
secure portal for storage on the PARIS
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 27 of 32
Transfer of all client information
relating to Flying Start referrals and
service delivery for all health
visiting information held on PARIS.
Copies of relevant assessments
e.g. NBAS, NBO, EPDS, FAT,
CAF, Risk Assessments, Speech
and Language Assessment, SOGs
assessment and home safety
checklist (where applicable).
Copies of relevant Care Plans
Flying Start Discharge Form
Health visiting information stored
on PARIS is transferred
electronically via the discharge
process to the Child Health Team
for Cardiff and Vale University
Health Board. Where discharge is
to a different Health Board all
information is printed off PARIS
and sent as hard copy in the post
under confidential cover to the
WASPI
Status: ASSURED
Issue Date: 6TH July 2015
Information Sharing Protocol for Vale of Glamorgan Flying Start
any faxes.
software.
Only VoG email addresses are
authorised to be used by staff to send
emails internally. All health partners
working from the co-located Flying Start
building have been issued with a VoG
email address for communication within
the council. Health partners will also
have been issued with a wales.nhs.uk email account for communication within
NHS Wales which is accessible via
CAVapps. Cavapps also provides a
secure link through which Vale of
Glamorgan Staff and health partners
based at the co-located Flying Start
building can access an NHS portal and
PARIS. PARIS has its own internal
messaging specifically for providing
secure notification to other involved staff
that have a PARIS user account. Vale of
Glamorgan is Public Service Network
(PSN) compliant in how it stores and
secures all its files, software and
applications and provides ClearSwift as
a secure e-mail portal for external
communication. Where it is necessary to
send PID to Cardiff and Vale uHB on a
regular basis, the Secure Data Transfer
Portal can be used. This is not an email
system, but it does allow for secure 2
way communication of documents. For
more information please contact Cardiff
and Vale uHB’s Information Governance
Department ([email protected]).
The fax machine is held in a secure
location and safe haven procedures are
followed for the sending and receipt of
any faxes.
Only VoG email addresses are
authorised to be used by staff to send
emails internally. All health partners
working from the co-located Flying Start
building have been issued with a VoG
email address for communication within
the council. Health partners will also
have been issued with a wales.nhs.uk email account for communication within
NHS Wales which is accessible via
CAVapps. Cavapps also provides a
secure link through which Vale of
Glamorgan Staff and health partners
based at the co-located Flying Start
building can access an NHS portal and
PARIS. PARIS has its own internal
messaging specifically for providing
secure notification to other involved staff
that have a PARIS user account. Vale of
Glamorgan is Public Service Network
(PSN) compliant in how it stores and
secures all its files, software and
applications and provides ClearSwift as
a secure e-mail portal for external
communication. Where it is necessary to
send PID to Cardiff and Vale uHB on a
regular basis, the Secure Data Transfer
Portal can be used. This is not an email
system, but it does allow for secure 2
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 28 of 32
relevant Health Board.
The fax machine is held in a secure
location and safe haven
procedures are followed for the
sending and receipt of any faxes.
Only VoG email addresses are
authorised to be used by staff to
send emails internally. All health
partners working from the colocated Flying Start building have
been issued with a VoG email
address for communication within
the council. Health partners will
also have been issued with a
wales.nhs.uk e-mail account for
communication within NHS Wales
which is accessible via CAVapps.
Cavapps also provides a secure
link through which Vale of
Glamorgan Staff and health
partners based at the co-located
Flying Start building can access an
NHS portal and PARIS. PARIS has
its own internal messaging
specifically for providing secure
notification to other involved staff
that have a PARIS user account.
Vale of Glamorgan is Public
Service Network (PSN) compliant
in how it stores and secures all its
files, software and applications and
provides ClearSwift as a secure email portal for external
communication. Where it is
necessary to send PID to Cardiff
WASPI
Information Sharing Protocol for Vale of Glamorgan Flying Start
way communication of documents. For
more information please contact Cardiff
and Vale uHB’s Information Governance
Department ([email protected]).
7
When will it be shared?
Details of when the
information needs to be
exchanged or shared e.g.
daily, weekly, monthly,
yearly, as and when
necessary.
As and when necessary as identified
from referrals, assessments and care
plans to address child/ family's assessed
needs.
Appropriate and relevant information
shared at Flying Start and Social
Services Liaison Group Meeting on a
monthly basis.
Transition into Flying Start ChildcarePrior to the start every term as and when
children make the transition into Flying
Start childcare term after their 2nd
Birthday.
and Vale uHB on a regular basis,
the Secure Data Transfer Portal
can be used. This is not an email
system, but it does allow for secure
2 way communication of
documents. For more information
please contact Cardiff and Vale
uHB’s Information Governance
Department
([email protected])..
As and when a child leaves the
Flying Start service.
Transition into School Nursery- Just prior
to the child leaving Flying Start childcare
and making the transition to School
Nursery setting, the term after their third
Birthday.
Education Outcome Tracking data is
shared on annual basis
8
Additional
considerations
Issues or comments not
included (where
appropriate)
Status: ASSURED
Issue Date: 6TH July 2015
All information is collected via a paper
form/record but will then be transferred
onto electronic record systems either 1)
Flying Start Database and 2) PARIS
System and/or 3) TRIM (document
management system). Both systems
operate on secure networks/servers that
are all password protected. On TRIM all
files stored on this system have privacy
settings applied, so that documents can
be locked down and viewed only by
All information is collected via a paper
form/record but will then be transferred
onto electronic record systems either 1)
Flying Start Database and 2) PARIS
System and/or 3) TRIM (document
management system). Both systems
operate on secure networks/servers that
are all password protected. On TRIM all
files stored on this system have privacy
settings applied, so that documents can
be locked down and viewed only by
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 29 of 32
For all discharges, all paper-based
client records/files i.e. client paper
record and Health Visiting paper
records are archived and retained
for 25 years (from the DOB of the
child) in line with the Vale of
Glamorgan's Retention Policy.
WASPI
Information Sharing Protocol for Vale of Glamorgan Flying Start
authorised individuals. Client information
that is not stored electronically is held as
a paper based client or Health Visiting
record. Both sets of paper files are
stored securely in locked filing cabinets.
Status: ASSURED
Issue Date: 6TH July 2015
authorised individuals. Client information
that is not stored electronically is held as
a paper based client or Health Visiting
record. Both sets of paper files are
stored securely in locked filing cabinets.
Anonymised education tracking data is
also shared with the Welsh Government
that is transferred via a secure and
encrypted web-based portal known as
Afon.
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 30 of 32
WASPI
20
Information Sharing Protocol for Vale of Glamorgan Flying Start
Appendix C – Nurseries and Schools and Independent Child
minders (part of the Flying Start Childminding Network)
Flying Start catchment Nurseries and Schools:
Cadoxton Nursery,
Cadoxton Primary School,
Jenner Park Primary School,
Ysgol Gwaun Y Nant,
Oakfield Primary School; and
Holton Road Primary School.
Vale of Glamorgan Flying Start Childminder Network
Current commissioned providers:
A Barry
A Adams
A Jeans
A Davies
C Bateman
J Hewitson
J Ford
J Weston
J Cannon
R James
R Brown
S Knight
T Anstee
V Walters
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 31 of 32
WASPI
21
Information Sharing Protocol for Vale of Glamorgan Flying Start
Appendix D – Vale of Glamorgan Flying Start Consent Forms
Flying Start
Registration Form.doc
Flying Start Referral
Form.docx
Childcare Setting
Consent form.docx
Status: ASSURED
Issue Date: 6TH July 2015
Review Date: July 2017
Quality Assurance Date: 6th July 2015
Page 32 of 32