Newham Domestic Violence
Inter-agency Procedure

Newham Domestic Violence Forum is committed to taking positive action on women’s equality issues. Newham Domestic Violence Forum believes that violence against adults and children is a crime, and supports the view that those experiencing domestic violence may require assistance from a number of agencies.

This document is, therefore, written in response to the needs of those seeking help in the London Borough Of Newham, and who require a cohesive response to domestic violence. It is written to promote good practice and to ensure a more effective approach in responding, referring and monitoring domestic violence cases.

This document is intended to be used in conjunction with the borough’s other policies (Child Protection, Community Safety, etc.) and can be used by all staff to improve their practice

The majority of domestic violence is violence perpetrated by men against women, therefore, most agencies offer assistance to women only. Some agencies, though, will deal with male victims of domestic violence as well.

The word ‘client’ is used in this document to denote the victim.

Aims of the procedure

�    To provide guidance on the sharing of information between agencies dealing with domestic violence clients, so as to improve inter-agency working and access to services.

�    To ensure a standardised client-centred approach amongst participating agencies and to make efficient use of time and resources.

�    To gain a commitment from the various agencies in the borough to co-operate and improve services for those experiencing domestic violence.

�    To improve the accessibility of agencies to those who are experiencing domestic violence.

�    To minimise the stress and anxiety for the client caused by having to recount her story during the referral process.

�    To have a common system of recording domestic violence cases to ascertain the true extent of domestic violence in the borough as required by the Crime and Disorder Community Safety Strategy.

�    To ensure that information which is vital to the protection and safety of adults and children experiencing violence is taken into account at every point of contact and at every stage of the inter-agency referral process.

�    To identify gaps in service provision and to identify effective practises in the inter-agency process.

Inter-Agency Policy Statement on Domestic Violence

All the domestic violence agencies participating in Newham Domestic Violence Forum believe in equal opportunities and will deal with domestic violence against women and children, supporting and enabling them to make positive decisions about their own future. 

All agencies will commit resources to deal with and prevent violence and abuse against women and their children.

Some agencies also deal with male victims of domestic violence and so the rest of this document will be gender neutral and will use the word ”client”  to refer to victims of domestic violence. We have, however, used the female pronoun for the client and male pronoun for the alleged perpetrator.

 All agencies will operate from client-centred approach; working together with other agencies so that allegations are investigated and progressed through the criminal justice system. 

All agencies will support inter-agency training for staff dealing with domestic violence.

All agencies will work together to deliver and promote a consistent and comprehensive response to domestic violence.

All agencies will participate in monitoring domestic cases.

Domestic violence is a complex problem, requiring  co-operation between different agencies. Agencies will promote co-operation in order to initiate and support groups and projects that aim to reduce the extent and impact of domestic violence.

All agencies will maintain the agreed standard of confidence in respect of the personal details of individual client. The exception will be where it is required by law to provide such information.

Initial Contact with the Client

·       Contact for advice/assistance might be made via any of the following:

·       By the client
 

·       Referral from a Participating Agency
 

·       Referral from a Non-Participating Agency
 

·       Other.

Advisors should use the section in Newham Domestic Violence Directory entitled Basic Principles for Advice Workers to provide the basic principles of working with clients living with or fleeing domestic violence.

All agencies will complete a DV1 form for all clients disclosing domestic violence. This information will be passed on to the Central Monitoring system for statistical monitoring purposes only. The DV1 form is also used for referral purposes, see below for more information on the procedure.

Form DV1 – Risk Assessment (PDF)

Interviewing the Client

The first interview with a client experiencing domestic violence is vital in determining what her needs are and what inter-agency response may be required to support her. The response a client receives from her first contact point may be a crucial factor in the choice or choices she decides to make.

An interview with a same sex member of staff must be offered wherever possible.

It is important to remember that English may not be the client’s first language, so she should be given the opportunity to make use of an interpreting service. The situation should be dealt with as an emergency, so an interpreter should be made available as far as possible.

It is crucial that she is given the time and space to explain her situation. This discussion should take place in a private room and not in the reception area

Assessing Clients Experiencing Violence

Establish the history of violence. Form DV1 may help you carry out a comprehensive assessment of the client’s current situation and what can be provided to help her and any children.

Once it has been established that domestic violence has occurred or is occurring, the member of staff needs to find out what the client’s requirements are. Initially these may be basic needs, such as seeking information.

Having assessed what the client wants, discuss the various options available to her. It is important to allow the client to decide what she wants to do, i.e. the client may want to come back at a later date.

At no stage should she feel pressurised into making a decision. It is important that the client feels that she will be supported regardless of her decision.

Where the agency is not able to carry out this work themselves, a referral to an appropriate agency must be offered.

Third Party Contact & Monitoring

Third party contact is the contacting of anyone other than the client. It should be made very clear to the client tat you may need to contact other staff both within and outside of your agency, i.e. Doctor, Housing, Health Visitors, Police etc.

No contact of any outside agency should be made without the client’s prior knowledge. It should be made clear to the client why you may need to contact another agency.

Information sharing with other agencies at this level will be strictly in accordance with the Confidentiality Policy. Personalised information shared would be that which is outlined on DV1.

Making a Referral

All participating agencies will appoint a named position within the agency which will have overall responsibility for receiving and forwarding referrals.

Before making a referral to another agency always check if the client is or has previously been in contact with any other agency.

You must seek the client’s written consent before you make a referral, e.g. by asking her to sign the referral form, etc.

Staff should ensure that referrals are appropriate. As far as possible refer to an agency that can deal with all aspects of her situation, as well as one that she is able to access (e.g. consider transport costs, etc).

Ensure that the client is kept informed throughout the referral process.

Inform the relevant agency about the client. Give the client full details of the name, address, phone number, appointment times and opening hours of the agency.

Staff should ensure that she has an emergency contact number.

Where there are child protection concerns with regard to a child(ren) who is in a family experiencing domestic violence, then a full referral must be made to the local Social Services office.

Where personalised information is to be shared with another agency which might be detrimental to the client, the implication of this, in particular with regards to clients’ safety, must always be explained to the client. Agencies making such referrals MUST carry out appropriate work with the client to ensure safety measures are taken to protect her from further violence. Where an agency is not able to carry out this work themselves, a referral to an appropriate agency must be made.

All agencies should accept the referral form as an accurate account.

A copy of the DV1 should be forwarded to all receiving or subsequent agencies and to the Domestic Violence Service Manager

Completing DV1

Form DV1 can be completed during or after assessment.

DV1 should be completed for every client experiencing domestic violence that your agency comes into contact with. A form needs to be filled in even if no referral is being made for monitoring purposes.

Where questions are not applicable, this should be indicated. This is to ensure that other staff receiving the referral form know that questions have not been missed in error.
 

New Contact

If this is the client’s first contact concerning domestic violence or you or the client are not sure if there has been any previous contact fill in DV1.

The original DV1 must always be kept by the Initial Contact Agency, i.e. the agency that was first in contact with the client.

A copy of DV1 should also be forwarded to the Domestic Violence Central Monitoring System held at 1 High Street South, East Ham, E6,
fax no:

Copies of DV1 should be forwarded to all agencies to whom you wish to refer the client (Receiving Agencies), subject to client consent. DV1 forms should be sent by fax or by using a sealed envelope. Agencies should ensure that information is forwarded or received in a manner that preserves confidentiality.

With subsequent contact the DV1 should also be completed. Copies of the original DV1 and completed previous DV1 recordings should be forwarded to all agencies you wish to refer the client to. A copy of any new DV1 should also be forwarded to the Domestic Violence CMS.

Ongoing Cases

With all ongoing cases a DV1 only must be completed and faxed to the DV CMS.

All DV forms must be filled in as thoroughly as possible, ensuring that the agency name, the client’s details and a list of any known agencies she has been in contact with previously are properly documented BEFORE FORWARDING. The client’s date of birth is crucial information and must always be filled in.

Monitoring Protocols

Domestic Violence cases will be monitored continually across the borough via the DV forms.

All participating agencies will appoint a name position within the agency which will have overall responsibility for receiving and forwarding referrals.

All agencies should accept the referral form as an accurate account.

Agencies and Individuals within the Agency should be aware of the Caldicott principles around the use of confidential information.

Personalised information shared will only be used for helping the victim access support and help as outlined in this document and will not be used for any other purpose unless the client gives consent to do so.

It is the responsibility of the individual agency to obtain the written consent of the client to pass on their personal details for the purpose of making a referral.

It is the responsibility of the individual agency to seek the consent of the client where it is needed to obtain personal information that is recorded.

Where personalised information is to be shared with another agency which might be detrimental to the client, the implication of this, in particular with regards to client’s safety, must always be explained to the client. Agencies making such referrals MUST carry out appropriate work with the client to ensure safety measures are taken to protect her from further violence. Where an agency is not able to carry out this work themselves, a referral to an appropriate agency must be made.

Where the agency is not able to carry out this work themselves, a referral to an appropriate agency must be offered.

It is the responsibility of the individual agency to obtain the written consent of the client to pass on their personal details.

Central Monitoring Systems Protocols

·       All participating agencies are required to forward copies of all DV1s to the Central Monitoring System within 10 working days of initial contact with the client.

·       The person inputting the data will ensure that the DV forms are destroyed in line with confidentiality.

·       All reports made from the Central Monitoring System will be depersonalised. They will not identify any individuals.

·       Management of the Central Monitoring System will be held within Newham Social Services Department’s Domestic Violence Team, under the day to day supervision of the Domestic Violence Service Manager.

·       The Central Monitoring System will be independent of any Social Services computerised or manual systems. A stand-alone computer will be used.

• A dedicated fax machine will be used for the monitoring.

Direct Access to the Central Monitoring System

Only the following personnel will have direct access to all personalised and depersonalised data contained in the Central Monitoring System:

• The Data Input Person(s) under the supervision of the Domestic Violence Service Manager.
  
  

Depersonalised Information from the Central Monitoring System

Any of the participating agencies will be able to request depersonalised information in aggregated form.

Agencies requesting this will have to provide the Central Monitoring System with one month’s notice.

Quarterly and annual reports will be provided to the Domestic Violence Forum.

Guidance Notes

DV1: the form to be completed when a client first contacts an agency.

DV1 is used for the purpose of monitoring and referral.

If you need further information or assistance please contact:

Domestic Violence Service Manager
East Ham Office
1 High Street South
East Ham
London
E6 6EN

Tel: 020 8430 2000 x22767

Produced by:
The Inter-agency Working Party
Newham Domestic Violence Forum
Agreed by Newham Domestic Violence Forum 12 March 2002