Monitoring Quality


  1. Suitability of Premises
  2. Review of Quality of Care

    Appendix 1: Regulations 45 Report on Review of Quality of Care

1. Suitability of Premises

An annual review will be undertaken (in consultation with the police and any other relevant bodies) of the appropriateness and suitability of the location of the Home. The purpose of this review is to ensure that Children/Young People cared for in the Home are effectively safeguarded and able to access services as identified on their Care Plans/Placement Plans.

This location assessment will be kept under review and amended to take into account any new risks as these are identified.

Considerations to be taken into account in carrying out a location assessment may include:

  • Whether the location of the home influences the potential for an already vulnerable Child/Young Person to be a victim of crime, such as being targeted for sexual exploitation (CSE);
  • Whether there is a likelihood of Children/Young People placed in the home becoming drawn into gang crime, anti-social behaviour in the local area or be a victim of criminal exploitation (CCE);
  • The suitability of the local neighbourhood as a location to care for Children/Young People who may have already been victims of abuse and neglect; and
  • Whether there are environmental factors that would represent a hazard to Children/Young People, such as locations near level crossings or busy roads.

2. Review of Quality of Care

The review of the quality of care provided within the home will be carried out by:

  • A process of regular monitoring of the activities within the home by the Registered Manager or, in their absence, their appointed deputy;
  • Reports prepared as part of Regulation 44 visits completed by an Independent Person;
  • A formal Review of Quality of Care (regulation 45) completed by the Registered Manager and submitted to HMCI at least once every 6 months.

Regulation 44 Visits

The charity will arrange for all of its homes to receive monthly visits from an Independent Person. These visits are an on-going process that identifies where the home is are at any given point in time and provides a potential basis in moving forwards. The visits should usually be unannounced but can be announced if it is necessary to arrange to meet a particular person.

The independent person cannot be a person employed by the local authority in connection with the carrying on of social services functions relating to children.

The visit will be for a minimum of one hour. The person should complete a written report of the visit. This may include recommendations for improvement with timescales.

The report should be shared with the Registered Manager and Responsible Individual, with the opportunity to make comment e.g. if there is disagreement with the comments and recommendations.

The report should be stored with the home for the Registered Manager and staff to read and respond to.

A copy of this report is sent to the Regulatory Authority in the following month after the visit.

The independent person, when carrying out a visit, shall:

  • Interview, with their consent and in private, such of the Children/Young People accommodated there, their parents, relatives and persons working at the children’s home as appears necessary in order to form an opinion as to whether:
    • Children accommodated at the children’s home are effectively safeguarded; and
    • The conduct of the children’s home promotes the wellbeing of the children accommodated there.
  • Inspect the premises of the children’s home, and such of the children’s home’s records, as the independent person requires (Children/Young People’s case records may only be inspected with the consent of the child and the child’s placing authority).

This may include the following:

  1. Meet and talk to children and staff of the home to ascertain their views, comments and any complaints about the running of the home;
  2. Read the Daily Log, records of Restraints, Incidents, reports of Notifiable events;
  3. Checks of any disciplinary measures and use of restraint in the home;
  4. Read the records of Comments, Representations and Complaints and (Child Protection Referrals), commenting on the frequency and type made and whether they appear to have been dealt with adequately;
  5. Read and comment on the record of Children's and Staff Meetings, or other methods used by the manager to consult the Children/Young People and staff, held in the home. The person should also check that staff supervisions have taken place as required;
  6. Check on the physical condition and decoration of the home, including the Children/Young People's bedrooms.

Regulation 45 Report – Review of Quality of Care

As identified earlier, the formal Review of Quality of Care (regulation 45) completed by the Registered Manager must be submitted to HMCI at least once every 6 months which is sent within 28 days of the completion of the review.

It is the expectation of the Responsible Individual that these reviews are completed at least every 6 months or as and when the Registered Manager assesses it to be necessary. The Registered Manager may assess that due to events in the home, changes in residents or significant changes in staff for example it may be helpful to complete an additional review outside of these timescales.

In order to complete a review of the quality of care the Registered Manager must establish and maintain a system for monitoring, reviewing and evaluating:
  1. The quality of care provided for Children/Young People;
  2. The feedback and opinions of the Children/Young People about the children’s home, its facilities and the quality of care they receive in it; and
  3. Any actions that the registered person considers necessary in order to improve or maintain the quality of care provided for children;
  4. The feedback and opinions of the parents, placing authorities and other significant stakeholders in the care of the children and in the home such as the staff working there.  

The Registered Manager should make available their schedule of monitoring to ensure that in their absence monitoring will continue.

Whilst it is the responsibility of the Registered Manager to establish and maintain their system of monitoring for the home, the charity expects that that the following are monitored:

Minimum of weekly

  1. Incidents including:
    1. The use of Restrictive Physical Interventions;
    2. Episodes of Missing from Care;
    3. Accidents and injuries;
    4. Safeguarding or child protection;
    5. Notifications under regulation 40.
  2. Day notes;
  3. Complaints log;
  4. Fire log;
  5. Day/shift planner;
  6. 1:1 Consultations or debriefs following incidents;
  7. Medication records;
  8. Sanctions.

Minimum of Termly (6 weekly)

  1. Cleaning rota;
  2. Fridge/freezer temps;
  3. Menus (Quality and evidence of Child involvement);
  4. Communications book;
  5. Rotas and timesheets;
  6. Visitors book;
  7. Staff supervision records;
  8. 1:1 work/key worker sessions;
  9. Maintenance log;
  10. Health records;
  11. Monetary records;
  12. Meetings – staff and Children’s;
  13. Child/Young Person's records including:
    1. Placement plans;
    2. Individual Behaviour Support Plans;
    3. Monthly reports/summaries;
    4. Contacts with Parents/Social workers;
    5. Education attendance and attainment.
  14. Case management meetings;
  15. Training matrix;
  16. First aid boxes.

Minimum of Quarterly

  1. Children’s Contracts;
  2. LAC Paperwork;
  3. LAC Reviews;
  4. Education Paperwork (plans and targets).

For Guidance on what should be included within the report see Appendix 1: Regulations 45 Report on Review of Quality of Care.

Once a review is complete it must be sent to HMCI within 28 days.

Reports may also be provided to a placing authority, if the placing authority is not the parent of a child accommodated in the home.

Appendix 1: Regulations 45 Report on Review of Quality of Care

It is the responsibility of the Registered Manger to decide on what should be included in the review of the home. The report should be an analysis of the information monitored, reviewed and evaluated, with the aim of learning from the information to inform and drive improvements in the home and for the quality care of the children placed there.

The following headings and guidance are for reference to help inform a structure for reporting. The views and wishes of children and other key stakeholders should form an integrated part of the analysis within the report.

Caring for Children/Young People

  1. Any safeguarding concerns or incidents in respect of a Child/Young Person resident at the children’s home and the measures taken by the persons working at the children’s home to respond effectively to these to ensure the safeguarding and welfare of the child. What has been learnt from these incidents?
  2. The arrangements for Children/Young People coming to and leaving the children’s home, taking into consideration the impact  on the home;
  3. The arrangements for monitoring the quality of care provided by the children’s home, including the actions taken in response to recommendations made by the independent person or, as the case may be, the reasons why the registered person did not consider it appropriate or necessary to take any such actions;
  4. In respect of each Child/Young Person accommodated in the children’s home, compliance with the placing authority’s care plans and placement plans;
  5. The arrangements for:
    1. Consulting Children/Young People about the quality of the children’s home’s care and for acting on the results of such consultation;
    2. Involving Children/Young People in decisions about:
      1. Their own care; and
      2. The day to day running of the children’s home.
  6. Complaints in relation to the children’s home or Children/Young People accommodated in it, including any actions taken in response to such complaints and how complaints were resolved;
  7. Notifications of the events under regulation 40 (see Delegated Authorities and Notifiable Events).


  1. The effectiveness of the children’s home in promoting the educational attainment of children in its care and the quality of relationships between the children’s home and local schools.

Encouraging positive behaviour

  1. The arrangements for promoting and supporting the positive behaviour of Children / Young People resident in the children’s home;
  2. The effectiveness of the children’s home’s approach to behavioural support, including arrangements for commissioning training for staff in behaviour management and restraint;
  3. The number of times that Children/Young People resident at the children’s home are restrained and the steps taken by the children’s home to minimise the use of restraint;
  4. Whether there have been any occasions when Children/Young People resident in the children’s home have been charged with a criminal offence.


  1. The arrangements, if any, for commissioning therapeutic services appropriate to the needs of Children/Young People accommodated by the children’s home and the effectiveness of any such arrangements in achieving health outcomes for the children accommodated by the children’s home;
  2. The arrangements for Children/Young People to be provided with GP and other primary health care services, including access to preventive and screening services in the local community;
  3. Details of Children/Young People requiring accident and emergency treatment and other hospital services;
  4. Illnesses of Children/Young People accommodated in the children’s home.

Health and safety

  1. Risk assessments for health and safety purposes and subsequent action taken;
  2. Fire drills and tests of alarms and of fire equipment.

Missing children

  1. The number of reports of Children/Young People accommodated at the children’s home being absent without permission;
  2. The measures taken by staff:
    1. To prevent Children/Young People from being absent from the children’s home without permission; and
    2. In response to a Child/Young People being absent without permission from the children’s home.
  3. The effectiveness of arrangements agreed between the children’s home, local police and the local authority for responding to missing person incidents in relation to Children/Young People accommodated at the children’s home.

Staffing matters

  1. The arrangements for the management and supervision of staff working at the children’s home, including duty rosters and staff deployment in relation to incidents at the children’s home;
  2. The arrangements for continuing professional development, recruitment and training of staff working at the children’s home;
  3. Details of:
    1. Disciplinary action concerning persons working at the children’s home;
    2. Staff grievances.
  4. The reasons for staff ceasing employment at the children’s home.

Working with local services

  1. The arrangements for consultation with placing authorities, the local authority in whose area the children’s home is located and other community services used by Children/Young People accommodated at the children’s home;
  2. The effectiveness of the children’s home’s guidance and procedures concerning police involvement in the children’s home.

On an annual basis, the Registered Manager must also review the Home's Statement of Purpose, and make necessary amendments, which should be approved by the Regulatory Authority.