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Child and Youth Protection Services

PROCEDURE

Family Group Conferencing for Aboriginal and Torres Strait Islander children and young peopleDirection to staff

This document provides instructional information for Child and Youth Protection Services (CYPS) to conduct its business. All staff must comply with it.

Note: Unless otherwise indicated, the term ‘child’ or ‘children’ also refers to ‘young person’ or ‘young people’. The term ‘children in care’ refers to ‘children in out of home care’.

Summary of main points

This document outlines how to:

• Identify whether a Family Group Conference (FGC) is needed

• Complete the Family Group Conference Referral form

• Undertake and participate in the FGC consultation

• Prepare for a FGC

• Undertake and participate in the FGC

• Follow up post FGC

Purpose of this document

This procedure outlines the steps CYPS staff are to take when identifying the need for, and participating in, a Family Group Conference (FGC) for Aboriginal and Torres Strait Islander children and their families.

Scope

This procedure applies to all staff within CYPS who have involvement with Aboriginal or Torres Strait Islander children or young people and their families. ____________________________________________________________________________

In this documentThis document contains the following topics.

Purpose of this document......................................................................................................................1

Scope.....................................................................................................................................................1

This is a controlled document. Printed copies are not controlled and are to be checked against the online CYPS Knowledge Portal version before use.

Family Group Conference procedure

Last updated: July 2020 Publicly available online 1 of 22

In this document....................................................................................................................................1

Relevant policy......................................................................................................................................3

When to perform this procedure...........................................................................................................3

Understanding Family Group Conferencing...........................................................................................3

Procedures.............................................................................................................................................3

Step 1 – Identify when an FGC will be held........................................................................................4

Mandatory consideration of FGC...................................................................................................4

1. Following Emergency Action..................................................................................................4

2. Prior to seeking a planned application with the Childrens Court...........................................5

2. Family Preservation................................................................................................................5

Other considerations.....................................................................................................................5

1. Prenatal Reports....................................................................................................................5

2. Child Concern Reports which include an unborn child...........................................................6

Step 2 – Complete the FGC Referral form..........................................................................................6

Step 2.1 – FGC Referral form Part 1...............................................................................................6

Step 2.2 – FGC Referral form Part 2...............................................................................................9

Step 3 – Consultation.......................................................................................................................11

Step 4 – FGC Preparation.................................................................................................................12

Step 5 – Hold the FGC......................................................................................................................13

Step 6 – Implementation of the Family Plan....................................................................................16

Step 6.1 – Secondary FGC for significant changes in circumstance..............................................16

Step 6.2 – Incorporating the Family Plan into assessments.........................................................17

Step 7 – FGC Review........................................................................................................................17

Roles and responsibilities....................................................................................................................18

Record keeping....................................................................................................................................19

Related materials.................................................................................................................................20

Legislation........................................................................................................................................20

Policies, procedures and practice guides.........................................................................................20

Information sheets...........................................................................................................................20

Templates and forms.......................................................................................................................20

Feedback forms...............................................................................................................................20

Other documentation......................................................................................................................20

Document information........................................................................................................................21

Version history.....................................................................................................................................21

Definitions...........................................................................................................................................21




Relevant policy

This procedure upholds the principles of the Children and Young People Act 2008 and CYPS policies and is to be read in conjunction with the documents listed in the ‘Related materials’ section.

When to perform this procedureThis procedure is to be conducted whenever CYPS is making or reviewing decisions about an Aboriginal or Torres Strait Islander child and their family.

As part of case management process CYPS staff must regularly review whether families with whom they work would benefit from a FGC. FCG should be considered when staff are making significant decisions, reviewing case plan or cultural plan goals and during supervision. A FGC can be offered to a family at any point during CYPS involvement. The FGC is a parallel procedure to case management.

CYPS staff from Intake, the case management teams and Aboriginal Cultural Services can request a FGC for a family. Where there is an allocated case manager, other CYPS staff must complete the form and prepare for the FGC in collaboration with the case manager.

All Aboriginal or Torres Strait Islander children and their families must be offered the opportunity to participate in a FGC.

Understanding Family Group Conferencing Family Group Conferencing (FGC) is an innovative form of Alternative Dispute Resolution. It is a meeting where children, young people, their families, their community and significant others are provided the opportunity to come together in a supported environment to take part in family led decision making. It also supports children to be a part of the decision-making process and have their voice heard. Involvement from children is strongly encouraged.

Collaboration, communication, relationship-based practice and sharing the risks between the family and Child and Youth Protection Services (CYPS) is key within the FGC model. The success of FGC is based on CYPS forming respectful relationships with the child’s family and recognising sustainable positive change is most effective when family led decision making takes place.

It is important for CYPS staff to engage with FGC as a genuine opportunity for families to make decisions. FGCs allow families to discuss concerns and take responsibility for their own situation, which leads to the development of their Family Plan. The Family Plan will include strategies to meet the children’s needs for safety. The family will implement the Family Plan with the support of key family members, their community and support services.

FGC will always aim to meet the individual cultural needs of the family by creating a cultural safety. Cultural safety means understanding the values, connections and dynamics of the family.

The Family Group Conferencing: Caseworker Training is mandatory training for all CYPS staff. While CYPS staff can participate in FGCs without this training, it is strongly encouraged CYPS staff attend the training as soon as practicable.

ProceduresThere are seven steps in the FGC procedure:

1. Determine whether an FGC is needed

2. Complete the FGC Referral form

3. Consultation

4. FGC Preparation




5. FGC

6. Post FGC

7. FGC Review

Step 1 – Identify when a Family Group Conference will be heldAll Aboriginal and Torres Strait Islander families involved with CYPS will be provided with the opportunity to take part in a FGC. The use of a FGC allows family-led decision making to inform critical phases of CYPS involvement.

An FGC will only occur with the agreement of the child (if age appropriate) and at least one person who provides daily care to the child. However, CYPS staff will make active efforts to engage families in the FGC process, including seeking advice from the FGC Facilitators and the Aboriginal and Torres Strait Islander Cultural Services Team regarding the best approach to support family participation.

Throughout the entire FGC process, case management activities must continue. For example, activities following Emergency Action (EA) to mitigate risks, such as engaging in safety planning cannot be delayed due to an upcoming FGC. In addition, the completion of case management tasks must be a priority during the preparation stage as this contributes to the success of the FGC.

Mandatory consideration of FGC

There are circumstances when it is mandatory for staff to consider holding a FGC. This will include completing at least Part 1 of the FGC Referral form and attending a consultation with an FGC Facilitator. The need for an FGC and potential benefits for the family will be determined by an FGC Facilitator in collaboration with staff. Mandatory consideration will occur:

1. Following Emergency Action

When an Aboriginal and/or Torres Strait Islander child is taken into care following EA, case managers must attend a consultation with an FGC Facilitator as soon as practicable. Consultations will occur once Part 1 of the FGC Referral form (at minimum) has been completed and submitted to the FGC team (see ‘Step 2: Complete the FGC Referral form’). Depending on the circumstances of the family, the FGC Facilitator will determine if a FGC is suitable option following EA.

An FGC following EA may aim to:

• Determine how children can be returned to the care of their parents as soon as possible and support the restoration process

• Review how family led decision making which occurs at the FGC can influence the court process. This may include:o Withdrawing an application for a Care and Protection Order due to the strategies the

family has put in place to ensure the safety of the children, oro Amending the Care and Protection Order application to support the restoration process,

such as supporting the children to live at home while a short term order with a supervision provision is in place.

• Support parents and families so children can live safety at home

• Ensure robust cultural planning occurs

• Facilitate contact arrangements and strengthen the child’s cultural identity

• Conduct parallel planning.




2. Prior to seeking a planned application with the Childrens Court

During a Family Preservation response, a case manager may submit a planned application with the Childrens Court (see the ‘Planned applications’ procedure). A planned application aims to support family preservation while providing active CYPS case management for up to 12 months.

Prior to lodging a planned application, the case manager must consider holding an FGC. The outcome of the FGC may inform the Care and Protection Order provisions recommended as part of the planned application and can support children to live safely at home.

2. Family Preservation

Aligned with principles of the ACT Family Group Conferencing model, the use of an FGC supports family preservation, cultural awareness and diverting children from ongoing statutory involvement. Therefore, holding an FGC during a Family Preservation response is strongly encouraged (see the ‘Family Preservation’ procedure). For example, and FGC should be held when an Appraisal has determined:

• a child’s parents require support to address risk, and

• the parents are willing to work with CYPS voluntarily, and

• the risks can be mitigated with support to allow the child to remain at home.

If a family requires support to implement their Family Plan, the case may remain open to a CYPS case manager under a Family Preservation response. This will allow the case manager to actively support the progress of the Family Plan and attend the FGC Review (see ‘Step 7: FGC Review’).

Other considerations

Staff will also consider holding a FGC during other stages of a family’s involvement with CYPS. This includes:

1. Prenatal Reports

A FGC can be undertaken in response to a Prenatal Report relating to an unborn Aboriginal or Torres Strait Islander child, where a Prenatal Report Risk Assessment outcome is:

• CYPS has formed a suspicion the unborn child may be in need of care and protection after birth, or

• CYPS requires further information to determine if the unborn child may be in need of care and protection after birth.

CYPS Intake may recommend voluntary support as part of a Prenatal Action Plan. If the Prenatal Action Plan is endorsed by a team leader, the Intake worker may refer the case to the Aboriginal and Torres Strait Islander Cultural Services Team who can provide support throughout the voluntary engagement. Intake and the Cultural Services Team will consider FGC as part of the support strategy.

The Intake worker will:

1. Confirm if the mother consents to engage voluntarily with CYPS for support.

2. Consult the Cultural Services Team to:

a. Discuss the best way to engage with the mother and her family

b. Determine who will seek the mother’s agreement to participate in an FGC




Following agreement on who will speak to the mother about FGC, the Intake worker or the Aboriginal and Torres Strait Islander Cultural Services Team will:

1. Seek the mother’s agreement to participate in an FGC (see ‘Step 2.1 – FGC Referral form Part1’)

2. Ask the mother which family members could participate in the FGC.

a. Other family members will only be invited to the FGC with the agreement of the mother.

b. Agreement to participate in a FGC should be sought from other family members including the child’s father (if applicable) and significant members of the family’s network.

3. Complete the FGC Referral form (see ‘Step 2 – Complete the Family Group Conference ’).

Ideally, an FGC will occur before the mother is 30 weeks into the pregnancy. Staff must factor in the time required to prepare for an FGC (4-6 weeks) and the need to conduct a Child Protection Case Conference.

2. Child Concern Reports which include an unborn child

A FGC may be undertaken in response to a CCR which includes a prenatal and siblings in the same risk environment. If there is an open CYPS case for the siblings who are in the care of their parent/s:

4. The CCR is provided to the allocated case manager.

5. The case manager will complete the CCR Risk Assessment and determine if the report will be upgraded to a Child Protection Report (see the ‘Child Concern Report’ procedure).

6. The case manager will consult the Aboriginal and Torres Strait Islander Cultural Services Team about the support available for the mother, and if an FGC is required.

7. The case manager will determine if an FGC is an appropriate method to support the family

a. Where a FGC is agreed to, case managers must seek explicit agreement from the mother to include the unborn child as part of the FGC process in accordance with the ‘Prenatal Report’ procedure.

Step 2 – Complete the Family Group Conference Referral form

The FGC Referral form consists of two parts. Part 1 may be completed by case managers, the Intake teams and the Aboriginal and Torres Strait Islander Cultural Services Team. Where there is an allocated case manager, other CYPS staff must complete the form in collaboration with the case manager. Part 2 of the form documents the agreement of the child and family to participate in a FGC and is completed by CYPS staff in collaboration with the child and family.

If CYPS staff are unable to gain agreement from a family, other methods to encourage participation must be explored. This will include seeking advice from the Aboriginal Cultural Service Team and the FGC Facilitator during the FGC consultation.

Step 2.1 – FGC Referral form Part 1

To start the FGC process, CYPS staff will use the FGC Referral form to record:

1. Why the family has been considered for a FGC:

a. Ensure the purpose and intended outcome of the FGC is included.

b. Record if the family is being considered due to one of the mandatory circumstances.

c. Specify if:




i. the family is being supported to care for the child at home, or

ii. alternative care arrangements are necessary.

2. Child protection concerns:

a. Provide any relevant information regarding the safety, wellbeing and risk factors for the child and their family.

b. Ensure reasons for current CYPS involvement with the family are recorded.

3. Any risk considerations for potential attendees including:

a. Family violence concerns, and Family Violence Orders currently in effect.

b. Inter-generational and high levels of physical or sexual abuse that have occurred within the family.

c. Any matters that may impact the safety of all participants (particularly the child’s if they are attending).

4. Strengths of the family and children

a. Record any factors or characteristics which help to maintain family cohesion whilst also supporting the development and wellbeing of the children (e.g. both parents work with services in order to provide a safe and stable home life for their child).

5. Once Part 1 of the FGC Referral form is completed, organise to meet with the family to seek their agreement to participate in a FGC.

a. It is preferable for the meeting with the family to take place in the community, such as the family home.

b. Inform the family a member of the Aboriginal and Torres Strait Islander Cultural Services Team can attend the meeting to support the discussion and help them prepare for the FGC.

c. If the family have asked for the Aboriginal and Torres Strait Islander Cultural Services Team to attend, CYPS staff must request a consult with the team using the referral function on the client management system.

6. Explain the FGC process to the child and family.

a. Provide families and children with brochures:

i. Family group conferencing for parents and families

ii. Family group conferencing for children and young people

b. Ensure the process is clearly understood by the family. This includes:

i. the confidentiality agreement,

ii. the need for the family to identify, understand and acknowledge the children’s needs for safety,

iii. the FGC will give the family the opportunity to develop their own plan on how they will keep their children safe

iv. the FGC will only occur with their agreement.

c. Discuss any concerns the family may have about the FGC process.

Example script for explaining a FGC




Family Group Conferencing or FGC is a service for Aboriginal and Torres Strait Islander families. It supports you, your family members and people who are important to your family to make decisions to keep your children safe. This will be done at the FGC meeting. Lots of families have gone to FGC meetings and think it’s a helpful way to talk about keeping their children safe.

Taking part in FGC is completely voluntary and a FGC meeting will only take place if you agree to it. I will also ask anyone else who takes care of the children, and the children themselves if they agree to a FGC to being organised.

If you agree to a FGC, we’ll get ready for the FGC meeting by talking about what we both think the children need so they can be safe. Then you will tell me who you think should be invited to the FGC meeting. I’ll talk to your children and other people important to your family about the FGC. If your children want to, they will be invited to the meeting.

The FGC meeting will be organised by an Aboriginal and Torres Strait Islander staff member who is not a CYPS case manager. If you have worries about the FGC you can contact them or me.

At the FGC meeting, you and your family will come up with a Family Plan. The plan will include how your family will keep your children safe. It’s important that you come up with the plan because you and your family know best on how to make sure your children are safe.

Your Family Plan can include others who will help you with the plan. This can be family members, people from your community or staff from support services. But you and your family own the Family Plan and you decide the best way to follow the plan.

Once the Family Plan is developed, everyone who is a part of the FGC will talk about how the plan is going to work, and we will support your family to get the plan done.

7. Seek agreement for participation:

a. The agreement of the child (if old enough to participate) and at least one person who provides daily care to the child is required to progress to an FGC.

i. CYPS staff should discuss whether the child’s participation in the FGC is appropriate with both the family and the child

o Staff will encourage the child’s attendance at the FGC where safe

ii. A person who provides daily care to a child can include a parent or a family member, such as when a child is being cared for by a grandparent due to a family arrangement

iii. If a child is being cared for by a parent, it is preferable to seek agreement from both parents.

b. Agreement to participate will also be sought from key family members and/or significant others (see ‘Step 2.2 – FGC Referral form Part 2’).

i. Once agreement has been provided by one caregiver and the child, CYPS staff and the FGC Facilitator will seek agreement from other significant family and community members. To encourage family participation, this may be an ongoing process that occurs throughout the FGC preparation stage.

c. If the family do not wish to participate

i. Create an Event and Case Note (ECN) with the category referral and event type CYPS – Family Group Conferencing

ii. Attach the FGC Referral form.




iii. Send the ECN link to [Redacted] and specify the family have not provided agreement.

a. Ensure the correct ECN is used, as some FGC ECN’s are sensitive and can only be seen by the FGC team.

iv. Ensure the reason for declining participation is recorded.

v. The FGC team will contact CYPS staff for a consult. During the consult, other methods of engaging the family in an FGC will be discussed.

d. If the family agreement to participate in the FGC, continue to ‘Step 2.2 – FGC Referral form Part 2’

i. Agreement can be attained verbally or written. Ensure either form of agreement is recorded on the FGC Referral form.

Step 2.2 – FGC Referral form Part 2

The second part of the FGC Referral form will only be completed after receiving agreement from the family. In circumstances when CYPS staff obtained agreement following a consultation with the FGC Facilitator (i.e. following the implementation of strategies to support family engagement), the case manager must complete the remaining sections of the FGC Referral form and return the document to the FGC Facilitator within 10 working days.

To complete part 2 of the FGC Referral form, CYPS staff will:

1. Consult the family regarding other members of their family, kinship network and community who should attend the FGC.

a. Developing a genogram and/or eco-map with the family can assist in identifying other people who should be included in the FGC process.

i. It is important to document information about the child’s family and community on the client management system. This information will be used to develop the child’s case plan and cultural plan.

b. The following are generally invited to FGCs:

i. the child,

ii. the child’s parents and any other carers,

iii. the child’s siblings (such as siblings who live in a different household)

iv. extended family members such as grandparents, aunts, uncles, cousins,

v. family friends and neighbours who have a significant relationship with the child,

vi. professionals who have knowledge of the children and parents or carers,

vii. professionals who may be able to provide support to the family and child/young person,

viii. support person/s who can assist the family during the FGC. This can be an individual known to the family or a staff member of a community organisation

o See section 10 of the Act – Aboriginal and Torres Strait Islander children and young people principle – which details information that needs to be considered when making a decision about Aboriginal and Torres Islander children




ix. A member of the Aboriginal and Torres Strait Islander Cultural Services Team (if the family agree to their attendance).

c. The agreement of other participants must also be recorded on the FGC Referral form.

i. If seeking agreement from a family member who may potentially impact the safety of other participants, provide advice on the alternative methods of participation which may be offered to them. This may include:

o Attendance at a second FGC which does not include attendees who would be at risk (i.e. when a Family Violence Order is in place)

o Taking part in the FGC over the phoneo Allowing their view represented at the FGC by another family

member.

ii. The FGC Facilitator will advise how this family member will be included in the FGC process.

2. Identify the children’s needs for safety.

a. The child protection concerns previously identified should be explained to the family.

b. Use non-blaming language which avoids jargon when explaining child protection concerns to the family

i. As an example of non-blaming language, (Mother’s) non-engagement with a support service will be rephrased to (Mother) has chosen not to go to the support service.

c. The identification of the needs for safety must be done in collaboration with family

d. The family will be supported to understand the needs of the children, as the family led development of strategies to meet these needs will be the purpose of the FGC

e. The needs for safety must be written in a manner that does not dictate to the family what their Family Plan should include. See the ‘Children’s needs for safety and Family Yarnin questions examples’ document for further guidance.

3. Record cultural details and considerations

a. List any known cultural information that can support the FGC, such as the family’s traditional mob and cultural connections

b. Record family dynamics and norms, such as how the family prefer to communicate and their decision making process

c. Identify considerations which will be used to create cultural safety during the FGC (see the ‘CYPS Staff Information Sheet’ for additional information on cultural safety).

4. Consult the family on a suitable location for the FGC.

a. FGCs must not be held at the CYPS office

5. Ensure the family’s genogram is up to date on the client management system.

6. Create an Event and Case Note (ECN) with the category referral and event type CYPS – Family Group Conferencing

a. Attach the FGC form.

b. Send the ECN link to [email protected].

c. Ensure the correct ECN is used, as some FGC ECN’s are sensitive and can only be seen by the FGC team.




mailto:[email protected]

Step 3 – Consultation

All FGC Referral forms must be provided to the FGC team and a consultation scheduled, regardless of whether the family have agreed to participate in the FGC process. This allows the FGC Facilitator and CYPS staff to develop strategies to support family participation.

Referrals received to the FGC inbox at [Redacted] will be allocated to an FGC Facilitator within five business days. To prepare for the consultation, the Facilitator will:

1. Upload the FGC Referral form to the client management system.

2. Invite the relevant CYPS staff member, their team leader and the Aboriginal and Torres Strait Islander Cultural Services Team (if involved) to discuss:

a. Any issues associated with receiving agreement from the family and advise on the best way for CYPS to proceed, this may include:

i. Working with the Aboriginal and Torres Strait Islander Cultural Services Team to try to reengage the family with the FGC process

o The family has a choice regarding whether they will engage with the Aboriginal and Torres Strait Islander Cultural Services Team on a voluntary basis. This will determine if the Team can support the FGC process.

b. Whether some attendees may compromise the safety of other attendees:

i. This may be due to sexual abuse or family violence concerns, including Family Violence Orders.

ii. Even where family members are excluded, they may be able to participate in the preparation stage and the FGC via phone or alternative method.

c. What the child’s needs for safety are and how the identified needs will inform the Family Plan.

d. The attendance of the child or young person, or how their views will be expressed if they do not attend.

3. Record the outcomes of the consultation on the client management system.

If the family have not provided agreement to the FGC, CYPS staff will:

1. Meet with the family to implement the strategies developed with the FGC Facilitator to encourage engagement with the FGC process.

a. If the family agree to a FGC:

i. Complete Part 2 of the FGC Referral form in consultation with the family, including recording agreement and identifying the child’s needs for safety

ii. If staff are unable to engage with certain family members to get their agreement, they will inform the FGC Facilitator. The Facilitator can approach these family members during the FGC Preparation stage (see ‘Step 4 – FGC Preparation’) to encourage their participation.

iii. Provide the ECN link to the FGC Referral form to the inbox at [email protected].

b. If the family do not agree to a FGC:

i. Document why the family have declined to take part on the FGC Referral form

ii. Provide the FGC Referral form to the FGC inbox.




mailto:[email protected]

iii. Continue normal case management.

The FGC Facilitator will upload the updated FGC Referral form on the client management system.

Step 4 – Family Group Conference PreparationThe FGC Facilitator is primarily responsible for the preparation of the FGC, which takes approximately 4 – 6 weeks. The Facilitator will:

1. Engage with parents or carers and family members to:

a. Provide information about the FGC process.

b. Ensure the children’s needs for safety have been developed in collaboration with the family and the family understand why these needs have been identified.

c. Begin drafting the questions for the Family Yarnin stage of the FGC

i. The Family Yarnin questions will be based on the children’s needs for safety (see the ‘Children’s needs for safety examples and draft Family Yarnin questions’)

ii. For example, if a child’s need for safety was to live in a household without drug affected people, the Family Yarnin question may be how will we keep our home free from drug affected adults?

iii. The family’s answers to the questions will form the basis of the Family Plan.

iv. A single child’s need for safety may be addressed through multiple Family Yarnin questions

d. Explain how the Family Plan will be developed, including the need to address each Family Yarnin question with strategies proposed by the family.

e. Identify other parties who could be involved in the FGC.

f. Identify a suitable, culturally safe venue and time for the FGC

g. Identify meeting needs including travel, childcare requirements and catering.

h. Determine what will happen if the children need to leave the room during the FGC (e.g. if family discussions become tense or if the children need a break). This will include who will be responsible for the children.

i. Advise of any personal information that may be discussed at the FGC.

2. Meet with the children:

a. Children must be given the opportunity to be included in the preparation stage of the FGC to ensure their voice is heard.

b. The Facilitator can use the preparation stage to seek the children’s agreement to the FGC (if this has not previously been provided)

3. Meet with the case manager, their team leader and/or other CYPS staff to discuss:

a. The FGC process and the expectations of CYPS staff during the different stages

b. What will happen at the FGC and the type of information that needs to be provided by staff, with an emphasis on strength-based practice and focusing on the future

c. Any concerns staff have about the FGC or sharing responsibility to address risk with the family so they can make their own decisions

d. The goals of the child’s case plan and cultural plan




e. How to create a culturally safe place during the FGC and meet the family’s cultural needs (e.g. recognition of family dynamics, communication methods and the roles and responsibilities of different family members, such as decision makers or story holders).

i. consider information captured in the child’s cultural plan to help create cultural safety

ii. it is important for staff to remember that many people in the ACT Aboriginal and Torres Strait Islander community come from diverse communities across Australia, so the family may have different cultural protocols including preferred methods to communicate, interact and discuss matters in relation to their children.

f. If the case manager has developed new concerns for the children’s safety which have not been discussed with the family.

i. as the children’s needs for safety must be developed in collaboration with the family, and form the basis of the Family Plan, any additional needs must be discussed with the FGC Facilitator at least 2 weeks before the FGC. It is not appropriate to propose new needs for safety at the FGC meeting as the family require time to reflect on the children’s need and develop their Family Yarnin question.

g. Updates on the family’s progress during the Preparation stage

h. Any case management tasks which need to be resolved before the FGC takes place. This includes preparation to ensure the Family Plan can be endorsed at the FGC meeting

i. for example, if the family is likely to require financial assistance to meet the children’s needs for safety, the case manager should inform the financial delegate (a senior manager) of the date and time of the FGC. This provides the delegate with notice they may be contacted during the FGC meeting to provide verbal endorsement for financial support.

4. Meet with professionals and other services who may be involved.

Step 5 – Hold the Family Group Conference

The FGC will occur 4 – 6 weeks after the consultation where possible. The CYPS staff member and their team leader must attend the FGC.

The FGC involves three stages:

1. Sharing the Story invites all parties to participate to jointly determine key priorities for the children and share information about needs and support, as well as answer any questions from the family that arise from the information.

a. The ‘Confidentiality Agreement’ form is explained by the FGC Facilitator and signed by all parties.

b. The FGC Facilitator will develop a group agreement, rules and guidelines for the meeting with all parties

c. If the children are not attending the FGC Facilitator will seek and provide photos of the children at the meeting and any other drawings or information to keep the family child-focused.

d. Previously identified children’s needs for safety are reiterated.

i. Staff will respect the family’s cultural norms while communicating the children’s needs for safety, such as acknowledging the different roles of family members




ii. Staff must be mindful of the type of language they use while sharing information with family, including avoiding the use of jargon and potentially stigmatizing terms

iii. For example, instead of saying a child will have weekly contact with their grandparents staff can talk about the child’s regular visits to grandma and grandpa’s place.

e. Family strengths are reiterated to support family-led decision making and inform the Family Plan. This will include exploring strategies the family is already using to keep the children safe.

f. Purpose of the FGC is outlined, and parties are introduced and give updates of concerns and the support they are able to provide the family.

g. The FGC Facilitator will communicate the children’s views and wishes to the other participants. This can be done by reiterating what the children have previously told the FGC Facilitator, a drawing or statement created by the children, etc

h. The family are invited to ask CYPS and other services for information which will help them develop their Family Plan

2. Family Yarnin is where the family discusses the children’s needs for safety and develop a Family Plan. Families are to take control of the decision making.

a. Non-family members are asked to leave, bar the FGC Facilitator.

i. Family members can ask non-family members to stay in a support capacity. However, the decision making must remain with the family.

o Non-family members who may be asked to stay could include an advocate or support person for the family, a member of the Aboriginal and Torres Strait Islander Cultural Services Team etc.

ii. The case manager and their team leader must stay in the vicinity as family members may require additional information to develop their Family Plan.

iii. Staff members from other services will be encouraged to stay in the vicinity. However, if they are unable to stay due to time constraints, the FGC Facilitator will record their contact details in case the family has questions for them while developing the Family Plan.

b. The FGC Facilitator discusses the children’s needs for safety and answers any further questions from the family.

c. The Facilitator explains Family Yarnin Time.

d. With the support of the FGC Facilitator, the family will review the Family Yarnin questions developed during the Preparation stage

a. Family Yarnin questions guide the Family Plan to address the children’s needs for safety directly.

b. If required, the family can develop additional Family Yarnin questions or adjust the existing questions.

e. The Facilitator leaves, unless the family request the Facilitator’s support to complete the Family Yarnin Time template.

i. The Facilitator may remain in a support role but does not give input into the decision making.

f. The family work through questions on the template and develop their Family Plan




i. This includes an Action Plan which specifies who will be responsible for particular tasks to meet the children’s needs for safety.

ii. The family may identify community services which can help them with their Action Plan.

iii. Children who attend the FGC will participate in decision making.

g. Once the family have developed their Family Plan, they invite the FGC Facilitator back in.

i. With help from the Facilitator, the family will discuss ‘back up’ strategies which can be used if the actions outlined in the Family Plan are not being completed.

ii. This may include other family members helping the responsible person accomplish the action they have been assigned, increased engagement with support services or making contact with the CYPS case manager.

h. The Facilitator asks other parties to re-join proceedings.

3. Moving Forward involves all parties and is a time when the family members share their decision making.

a. The family present their Family Plan to all parties:

i. If staff from other services left after the Sharing the Story stage, the FGC Facilitator will ask them to attend Moving Forward by phone

ii. If CYPS agrees to the Family Plan:

o The Facilitator ensures everyone understands the responsibilities assigned to them in the Family Plan, especially actions which address the children’s needs for safety.

o All parties document their endorsement by signing off the Family Plan

The Family Plan must be endorsed by a CYPS team leader.

Where there are financial costs associated with the implementation of the Family Plan, team leaders must seek the appropriate financial delegation for sign off.

The parties participating by phone will be asked for their verbal endorsement. The FGC Facilitator will ensure their sign off following the FGC.

o Parties move on to discuss how the plan will be implemented.

o Parties agree on a review date for the FGC (usually three months after the FGC)

iii. If CYPS disagrees to the Family Plan:

o The family and CYPS negotiate an acceptable alternative. The Family Plan will be updated in the family’s language.

o Where an acceptable alternative cannot be reached, CYPS will continue usual case management.

o The Family Plan should only be challenged if the plan did not address the children’s needs for safety or endangered the children.

b. The FGC Facilitator provides participants with feedback forms.

Following the FGC:




1. The FGC Facilitator creates a typed version of the Family Plan (using the family’s language)

2. The Family Plan is distributed to all parties by the Facilitator within two business days.

Step 6 – Implementation of the Family Plan

Depending on the circumstance of the case, once the Family Plan has been developed the case manager may:

• Close the case (see the ‘Case closure’ procedure) as the children’s network will be responsible for meeting the children’s needs for safety (e.g. applicable to a FGC which is held as a post Appraisal action and ongoing CYPS involvement is not required), or

• Keep the case open as part of a Family Preservation response, but allow the family to manage risk and make their own decisions, or

• Keep the case open as statutory processes need to be completed (e.g. actions required following Emergency Action)

As the Family Plan is owned by the family, CYPS is not responsible for monitoring the implementation of the plan. Instead, CYPS (if the case remains open), community services and identified family and community members will support the action plan developed by the family. It is important the family maintains responsibility for the Family Plan to allow for family led decision making and self-determination.

The Family Plan will be implemented until the FGC Review (generally 3 months1, however shorter timeframes can be negotiated with the FGC Facilitator as needed). A secondary FGC, rather than a FGC Review, may be held if significant changes occur to the children’s or family’s circumstances (see ‘Step 6.1 - Secondary FGC for significant changes in circumstance’).

If the case will remain open during the implementation of the Family Plan, CYPS staff will:

1. Take note of the actions they are responsible for in the Family Plan and ensure these tasks occur in a timely manner, including:

a. Communication with community services listed in the Family Plan to discuss progress of the actions they are responsible for

b. submitting referrals

c. co-ordinating support from other services.

2. Support communication between the FGC participants to identify any challenges and develop strategies to address this in a strength-based manner.

3. Ensure the child’s case plan and cultural plan align with the Family Plan and supports family led decision making (only applicable when a case plan and cultural plan are required).

4. Speak to the family about the progress of the Family Plan

a. If the family believe the Family Plan needs to be updated as the plan is not progressing as first intended, the date of the Review FCG may be brought forward.

b. This can occur with agreement from the family, the CYPS staff member’s team leader, the Aboriginal and Torres Strait Islander Cultural Services Team (if they attended the FGC) and the FGC Facilitator.

1 Case managers are strongly encouraged to keep the case open during the implementation of the Family Plan. This can be achieved by engaging in a Family Preservation response (i.e. up to six months) or as part of ongoing case management.




Step 6.1 – Secondary FGC for significant changes in circumstance

Where there are significant changes to a family’s circumstances following an FGC (e.g. a child is born) or additional child protection concerns have been identified, CYPS staff may request to have a secondary FGC to ensure the new information is captured in the Family Plan.

Step 6.2 – Incorporating the Family Plan into assessments

An integral component of the FGC model is the family’s ownership over the Family Plan. As such case managers wanting to incorporate information from the Family Plan into assessments must:

1. Seek agreement from the family as the owners of the Family Plan prior to incorporating the information into assessments

2. Explain how the Family Plan will be used in the assessment.

It is important to remember the FGC process is a strength-based practice and the incorporation of the Family Plan in any assessment must reflect this. This may include the family’s capacity to identify the children’s needs for safety and the strategies they have developed to address concerns.

Note: the entire Family Plan cannot be used as an attachment to an assessment. Instead, sections of the plan may be cited in the assessment.

Step 7 – Family Group Conference Review

The review of the FGC is held at the time agreed to in the initial FGC, this date is generally three months following the initial FGC. If the case remains open to CYPS, the review must be attended by CYPS staff, their team leader, at least one parent or carer, and the children where appropriate. It is strongly encouraged that all attendees of the original FGC attend the FGC Review to ensure the Family Plan can be reviewed fully.

It is not appropriate for CYPS staff or community services to introduce new children’s needs for safety at the FGC Review. Any concerns which have been identified since the FGC was held must be addressed by holding another FGC.

Note: if the CYPS staff member who organised the FGC is no longer involved in the case by the time the FGC Review occurs, the Aboriginal and Torres Strait Islander Cultural Services Team may attend the review.

1. Preparing for the FGC Review. In preparing for the review the FGC Facilitator will:

a. Contact all parties for the review date for the FGC.

b. Complete the ‘Review Agenda’ template.

c. Send an invite and review agenda to all parties.

1. Facilitating the FGC Review. The Facilitator will:

a. Facilitate in accordance with the review agenda, covering:

i. What is going well?

ii. Acknowledgement of the family’s progress

iii. Challenges

iv. Family Plan actions and progress made

v. Agreed actions for moving forward.

2. The ‘Review Action Plan’ is completed by the family.




3. Parties are provided review feedback forms

4. The Review Action Plan is updated and sent out to all parties.

5. If the recommendations do not include the need for another FGC, the Facilitator closes the FGC and ceases to contact the family.

Roles and responsibilities

The following table outlines the roles and responsibilities under this procedure.

Role Responsibility

Case manager • Attending compulsory FGC training

• Understanding FGC and explaining the process to families

• Ongoing case management

• Seeking agreement for participation in the FGC

• Completing the FGC Referral form Part 1

• Completing FGC Referral form Part 2 with the family

• Providing information to the FGC Facilitator on context and background of the family

• Attending the FGC consult

• Participation in FGC preparation

• Attending the FGC

• Determining whether the Family Plan meets the children’s needs for safety

• Signing off Family Plan in consultation with CYPS team leader

• Attending the FGC Review

• Supporting the family to implement Family Plan.

Aboriginal and Torres Strait Islander Cultural Services Team

• Working with the case manager to support the family to engage with the FGC process.


• Supporting the family to implement Family Plan

• Same responsibilities as case manager if requesting the FGC.

FGC Facilitator • Consulting with FGC parties during the preparation of the FGC

• Referring any case management enquiries or concerns to the case manager

• Record referral forms on client management system

• Record consultation outcomes on client management system

• Contacting families and discussing assessment and reports with family members if they will be discussed at the FGC

• Negotiating with family about a venue and time for the FGC

• Meeting needs including travel details, childcare requirements, catering, assessments and reports.

• Facilitating the FGC and explaining its processes for all parties.




Role Responsibility

• Typing up Family Plan for sending out to parties

• Distributing Family Plan to all FGC parties

• Contacting FGC parties for FGC Review

• Facilitating FGC Review

• Distributing outcomes of FGC to all parties.

FGC team leader • Approving referrals for FGCs.

Team leader • Approving referrals for FGCs


• Determining whether the Family Plan is acceptable

• Signing off the Family Plan

• Contacting the relevant delegation where family plans include a financial component.

Intake worker • For prenatal cases, seeking the mother’s consent to receive voluntary support from CYPS

• For prenatal cases, refer the mother to the Aboriginal and Torres Strait Islander Cultural Services Team for support

• Seeking agreement for participation in the FGC

• Completing the FGC Referral form Part 1

• Completing FGC Referral form Part 2 with the family

• Providing information to the FGC Facilitator on context and background of the family

• Attending the FGC consult


• Determining whether the Family Plan meets the children’s needs for safety

• Signing off Family Plan in consultation with CYPS team leader

• Attending the FGC Review

• Supporting the family to implement Family Plan.

Record keeping

All information gathered in relation to the FGC process is to be recorded in the CYPS client management system as progress notes, minutes, service events and other scanned documents.

CYPS staff and the FGC Facilitator will ensure that the following documentation is completed and distributed to the relevant parties where required:

• Family Group Conference Referral form

• Confidentiality agreement

• Family Plan and the Family Plan sign off sheet




• Review Action Plan

A copy of each completed document is to be saved on the client management system and placed on the child’s registry file.

Related materials

The following materials directly relate to this procedure.

Legislation

• Children and Young People Act 2008

Policies, procedures and practice guides

• Procedure: Case Closure

• Procedure: Child Concern Report

• Procedure: Family Preservation

• Procedure: Planned Applications

• Procedure: Prenatal Report

Information sheets

• ACT Family Group Conference Model

• Family Group Conference brochure – children and young people

• Family Group Conference brochure - NGO

• Family Group Conference brochure – parents and family

• Family Group Conference – information for CYPS staff

• Family Group Conference - Confidentiality for participants

Templates and forms

• Family Group Conference Referral form

• Family Group Conference Confidentiality agreement

• Family Yarnin Time

• Family Plan

• Family Plan sign-off sheet

• Family Group Conference Review Agenda

• Family Group Conference Review Action Plan

Feedback forms

• Family Group Conference Feedback form - children and young people

• Family Group Conference Feedback form - CYPS staff

• Family Group Conference Feedback form - parents and families




https://www.communityservices.act.gov.au/__data/assets/pdf_file/0008/1653173/FGC-parents.pdf

https://www.communityservices.act.gov.au/__data/assets/pdf_file/0010/1653175/FGC-children.pdf

https://www.legislation.act.gov.au/a/2008-19/

Other documentation

• Family Group Conference Children’s needs for safety examples and draft Family Yarnin questions




Document information

Authorising officer: Senior Manager, Practice and Performance, CYPS

Effective date: 20/07/2020

Last reviewed: 20/07/2020

Next review date: By July 2022

Access: Open access – Available to all staff and the public

Version historyThe following table details the published date and amendment details for this document.

Date Amendment details

20/07/2020 First publication of this procedure.

DefinitionsFor definitions of terms used in this document, access the CYPS glossary.




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