View Categories

SSW Respite Procedure

7 min read

SSW Respite Procedure

Purpose and Principles

This procedure provides clear guidance to ensure that any respite arrangements for children and young people are planned, communicated, and implemented in a way that is consistent with the principles of trauma-informed practice, attachment awareness, and the child’s sense of safety and belonging.

Respite should always be considered in the context of the child’s needs, emotional security, and relationships. The Positive Aspirations Group recognises that changes in a child’s care environment can evoke anxiety, fear, or confusion, particularly for children who have experienced trauma or instability. Therefore, every decision relating to respite must prioritise continuity, connection, and clear communication.

Reference Documents

When an SSW becomes aware that a Foster Carer may need respite, they must consult the following:

  • Respite Policy
  • Respite Procedure
  • Respite Risk Assessment Template

Introduction

Where respite is unavoidable, the Positive Aspirations Group’s policy is that, wherever possible, children should be cared for by a familiar, trusted, and emotionally safe person, ideally identified from the Foster Carer’s support network (Enhanced Support).

The Positive Aspirations Group discourages respite periods of over 14 days unless it is demonstrably in the child’s best interests. Longer breaks can disrupt attachment and stability. Where unavoidable, careful planning must occur to support the child’s understanding and emotional adjustment.

In rare and exceptional cases where a Foster Carer requests respite for 28 days or longer, this will be considered a new placement, as continuity and legal safeguards must be applied. The child would therefore be placed with an approved Foster Carer, and this cannot be classed as “Enhanced Support.”

Where Foster Carers cannot use Enhanced Support, the Positive Aspirations Group will seek to identify an appropriate Foster Carer who can meet the child’s needs. These arrangements will only proceed once the local authority has provided written consent and where they are in the best interests of the child.

This procedure safeguards all involved — the main Foster Carer, the Enhanced Support or respite Foster Carer, the child, and the agency — by ensuring clear communication, safe practice, and a positive respite experience.

The Referrals and Placement Team (RAPT) must be informed and involved as early as possible in all respite planning.

All respite must have written authorisation from the local authority before commencing.

Actions for the Social Work Team

Before any care is provided by someone other than the main Foster Carer:

  • The SSW must discuss the proposed respite with the Team Manager, ensuring it is appropriate and meets the child’s needs.
  • Support Services, RAPT, and Finance must be notified in writing as soon as respite need arises.
  • The SSW should explore the Foster Carer’s Support Network/Enhanced Support as the first option.
  • Where the respite involves a Foster Carer from another team, the SSW and Team Manager from that team must be informed.
  • The Local Authority Social Worker (LASW) must be informed promptly, and written permission obtained.
  • The compliance, approval status, and training records of the Enhanced Support or respite Foster Carer must be verified.

Safety and Care Planning

  • Confirm that the Safer Caring Plan (SCP) is up to date and tailored for the respite provider. This plan should be reviewed and discussed with the LASW and any other relevant SSW.
  • Ensure that the Safer Caring Policy, Risk Assessment/Matrix, and Respite Risk Assessment Template are reviewed and shared with all involved professionals.
  • There must always be a signed SCP, even for short (1-day) respite periods.
  • Confirm that the respite carer has the relevant training for the child’s specific needs (e.g., CSE, self-harm, behaviour support).
  • Review other children in placement with the respite carer and assess any potential impact or risks.
  • Ensure that the home safety check is current, including a Health and Safety report if not already completed.

Emotional Safety and Communication

  • Hold a briefing meeting between the main Foster Carer, the respite carer, and the SSW. This meeting should focus on ensuring the child feels safe and prepared for the change.
  • The child must be supported to understand why respite is happening in a way that is age-appropriate and emotionally reassuring.
  • Where the respite carer is unfamiliar to the child, introductions must take place prior to the respite to build trust.
  • Ensure Out-of-Hours staff are informed of arrangements and all details recorded on Base.

Financial Arrangements

  • Where respite is with an Enhanced Support member, financial arrangements remain between them and the main Foster Carer.
  • Where respite is provided by another PA Group Foster Carer, fostering fees and allowances are paid directly to the respite carer.
  • The main Foster Carer does not receive payment during respite periods, as respite costs are included within the fostering fee.

The SSW must visit the child during the respite period and complete an unannounced visit where appropriate, in line with the main policy.

Checklist for the Briefing Meeting

The meeting should cover practical, emotional, and relational aspects of the child’s care:

  • Reason for Care and Background: Share essential information in a strengths-based, factual, and non-judgemental way.
  • Basic Details: Full names, DOB, contact details (LASW, SSW, EDT, school, GP, family). Provide the child’s Welcome Pack.
  • Introductions: Ensure introductions occur before respite begins whenever possible.
  • Arrangements: Confirm drop-off/pick-up details and times.
  • Care Plans: Review SCP, Risk Matrix, and relevant risk tools (CSE, Missing from Care). Ensure “Grab Pack” is available if needed.
  • Health and Safety: Confirm home checks are current.
  • Matching Needs: Consider ethnicity, culture, religion, gender, identity, and strategies to support any differences.
  • Health: Dietary needs, allergies, medication, routines, and parental consent for over-the-counter medication.
  • Mental and Emotional Health: Discuss known triggers, regulation strategies, and how to provide consistent emotional responses.
  • Contact Arrangements: Clarify contact type, supervision, and logistics.
  • Education: Confirm arrangements for school or college, transport, and homework.
  • Activities: Discuss continued access to hobbies or clubs.
  • Routines and Rules: Share details that support consistency and predictability (e.g., bedtimes, use of devices).
  • Cultural/Religious Observance and Celebrations: Plan for birthdays and significant events; ensure continuity of traditions.
  • Meetings: Identify any CLA reviews, PEPs, or appointments during respite and ensure attendance continuity.
  • Finances: Clarify allowances and pocket money.
  • Recording: Ensure Base notes and plans are updated.
  • Handover Back: Plan how information will be shared when the child returns, focusing on emotional transition.

Additional for Babies and Toddlers

  • Confirm cot and bedding safety, and that a familiar mattress or comforter is used where possible.
  • Ensure baby equipment (stair gates, bottles, etc.) is available and safe.
  • Share the Red Book and ensure immunisations and health appointments are up to date.
  • Provide familiar routines, toys, and sensory items to reduce distress.

Actions for RAPT

  • All respite notifications must be confirmed in writing by the SSW and shared with all relevant Team Managers.
  • RAPT must liaise with the SSW to identify the most appropriate carer, ensuring a safe match that supports the child’s emotional and physical well-being.
  • Full background information must be shared with any potential carer to support informed decisions and emotional preparation.
  • Inactive Foster Carers may be prioritised to prevent bed blocking.
  • Verify the respite Foster Carer’s Terms of Approval and compliance.
  • Once agreed, ensure relevant documentation (Form F, Review, checks) is sent securely to the Local Authority and Commissioning Team.
  • Notify Finance of respite arrangements to ensure correct payments.
  • Ensure concurrent consents are obtained where other placements may be affected.
  • Log all contacts and consents on Base.
  • Record confirmed respite dates in team calendars and notify Out-of-Hours staff.
  • Once respite ends, ensure Base is updated promptly to record the end date and closure.
  • All respite placements must include personalised matching forms on the relevant agency Base.

Respite Periods Exceeding 28 Days

Where respite exceeds 28 days, this constitutes a new placement and the following actions must occur:

  • RAPT to notify the LA Placement Team and share updated documents.
  • Complete placement end and start records in Base.
  • Arrange a Placement Planning Meeting and Initial Placement Agreement (IPA).

Complete SCP and initial visits (within 72 hours).

Respite
What are your Feelings