Requirements
Timescales
3.2 The Safeguarding Officer must decide when to hold the initial SCMG meeting based on the urgency and individual circumstances of a case, provided that the initial meeting is held no later than ten working days after receiving the allegation. This may be delayed on agreement of the Safeguarding Officer and the Chair if there are good reasons to do so, and the Safeguarding Officer must record this decision and the rationale for it in the case notes.
3.3 The timing of subsequent SCMG meetings must be decided by the SCMG and be determined by the urgency and individual circumstances of a case.
3.4 If more than six weeks pass between two SCMG meetings, the Safeguarding Officer must record the reasons for this in the case notes and must ensure that SCMG members are kept up to date through regular written updates.
Guidance
The timing for the initial SCMG meeting may be affected by other processes, such as police investigations or social services assessments, which will always take primacy, although sometimes these processes can run in parallel. If relevant information is likely to become available shortly, or there are other reasons for a short delay in order to make the initial SCMG meeting more effective, this is acceptable and the reasons for a delay should be recorded in the case notes.
The expectation is that most initial SCMG meetings would be held within ten working days from the Safeguarding Officer receiving the allegation. In high-risk situations, including where there is a need to immediately consider a decision to suspend the respondent, they may need to take place within two working days.
Subsequent SCMG meetings need to be held at points that are productive and meaningful for the case, whilst also ensuring that the case is progressed in a timely manner. Generally, no more than six weeks should pass between SCMG meetings, however, there is recognition that each case will be different and there may be circumstances in which an SCMG will need to meet less often, for example if a police investigation is underway.
Where more than six weeks pass between SCMG meetings, the Safeguarding Officer should record the reasons for this in the case notes and should ensure that SCMG members remain engaged and up to date with developments regarding the case. If SCMG members become disengaged and unsure of developments, this can lead to lack of consistency and focus. This is why communication is key, and the Safeguarding Officer is required to provide regular written updates to the SCMG members. How “regular” these updates are is a decision for the Safeguarding Officer, however it may be beneficial to follow the six-week cycle, as this aligns with Requirement 3.4 to keep complainants and respondents informed (unless they have requested alternative arrangements). In certain instances, these updates may need to simply include an acknowledgement that the circumstances of a case have not changed in the previous six weeks.