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LASWS Children and Families Meeting Conference Room 3 Victoria Quay Edinburgh on 1 July 2009 1 Introductions Attendees Gail Abraham Renfrewshire Council Anna Ait


									                 LASWS Children and Families Meeting
       Conference Room 3, Victoria Quay, Edinburgh on 1 July 2009

1. Introductions

Gail Abraham (Renfrewshire Council)
Anna Aitken (East Ayrshire Council)
Anne Anderson (Aberdeenshire Council)
Michael Barnes (Scottish Government, ScotXed)
Carrie Black (Corelogic Ltd.)
Raymond Buckley (Scottish Government, ScotXed)
John Campbell (Scottish Borders Council)
Heather Carey (East Ayrshire Council)
Patricia Clapham (East Renfrewshire Council)
Derek Clark (Perth and Kinross Council)
Ned Geddies (Fife Council)
Mike Hale (Northgate)
Caroline Hand (East Dunbartonshire Council)
Charlie Hogg (Scottish Government, Statistics)
Mandy Houghton (Fife Council)
David Hunter (East Lothian Council)
Kerstin Jorna (Dundee City Council)
Heather Lewars (HMIE)
Andrea Lockhart (Dumfries and Galloway Council)
George Maldonado (Highland Council)
Graham McCann (Scottish Government, Looked After Children)
Denise Macleod (Scottish Government, Statistics) Minutes
Caroline Morrison (Aberdeenshire Council)
Gayle Morton (Glasgow City Council)
Fiona Nicol (OLM)
Jacqueline Pender (West Dunbartonshire Council)
Isobel Prentice (South Lanarkshire Council)
Laura Pugh (North Lanarkshire Council)
Mark Smith (Stirling Council)
Margaret Steel (Perth and Kinross Council)
Gary Sutton (Scottish Government, Statistics) Chair
Jennie Syme (Clackmannanshire Council)
Malcolm Thomson (Argyll and Bute Council)

Wendy Duguid (West Lothian Council)
Anna Fowlie (Scottish Government, Corporate Parenting)
Andrew Keir (Scottish Government, Data Standards)
June McGill (Midlothian Council)
Linda McKay (Clackmannanshire Council)
Stuart Osborough (City of Edinburgh Council)
Iona Payne (Angus Council)
Gerry Sweeney (South Ayrshire Council)

2. Actions from previous meeting

The minutes from the previous meeting (26 March 2009) were passed. Actions points from
that meeting as follows:-

Actions from previous meeting

ACTION: Gary Sutton (Statistics, SG) to speak to Michael Barnes (ScotXed, SG) about how
an “open” episode at the end of one reporting period can be validated in the subsequent year‟s
         Gary to follow-up with Michael. Status – open.

ACTION: It was suggested that Gary talk to the national LAC nurses to get a clearer idea on
what the health assessment includes.
Status – open

ProcXed.NET (Michael Barnes, ScotXed)

ACTION: Michael to ensure that LAs are able to extract validation reports for data quality
teams. This issue has been raised and is on-going. Status – open.

Children Looked After Survey

ACTION: Gary to raise the issue of IT maintenance with Raymond (ScotXed).
      Raymond reported that there was no update for this other than the status for
        Northgate authorities. The Scottish Government can‟t get involved in this.
        However, if it remains an issue, this can be picked up with Northgate. Status –

ACTION: Denise is to circulate the Data Protection Act 1998 – Suggested Text document
along with the minutes.
        This was done but LAs requested it be re-issued.

7.   ProcXed.NET

Walkthrough and Discussion

Raymond Buckley (ScotXed) gave a brief summary of ProcXed to date. He reminded LAs
that the deadline for returns is 28 August 2009 although the data can be submitted at any
time. Raymond informed the group that any feedback/issues will be added to the LAC page:

Raymond then demonstrated the method for uploading a file which was followed by some
discussion. LAs enquired if an error log would be made available. Michael Barnes
(ScotXed) who is the technical expert on ProcXed said that software suppliers were working
on this – being able to export errors into excel is a priority. It was also hoped that navigation
of the software will improve. LAs were reminded that uploading a version overwrites any
previous versions. The issue of the SCN numbers losing the leading zeroes has been added to

the list of known issues. However, in the meantime, LAs can change the format of this so
that these are retained. LAs can request that their data is returned to them following the

ACTION: Michael is meeting with suppliers on Friday and will update the website
immediately after this with any developments.

ACTION: Michael advised LAs to try extracting a file (in either excel or html), and then to
transform the data ready for uploading.

ACTION: Local Authorities are asked to contact Michael with any comments or enquiries
on how to use ProcXed.

ACTION: The group were reminded that there is a contacts list available to assist LAs in
obtaining SCNs of children educated in other LAs. This will be re-sent to LAs.

Argyll and Bute‟s Data Protection and Information Security Manager has an issue with
submitting SCN data as do some other LAs. Raymond issued documentation on this a month
ago which should have satisfied any legal concerns.

ACTION: Raymond to re-issue information on SCN data legal issues.

East Lothian was concerned about the involvement of a company that doesn‟t have an
agreement with their council. The use of a third party would be an issue for some. Raymond
and Michael reported that the company is only used for the physical hosting of the servers
and has no access to data. This company is also used by large public sector organisations like
Lothian and Borders Police. The Information Commissioner who Raymond has previously
met with is also happy with the CLAS system

ACTION: Any LAs (or their legal teams) that have issues with providing SCNs are asked to
put their concerns in writing and forward to Raymond so that this issue can be resolved.

Gary reminded the group that the CLAS data is required purely for statistics and research
purposes. The Fair Processing Notice documentation previously provided should be used by
LAs to inform the children (or carers) that data about looked after children is being shared
with the Scottish Government for these purposes only.

ACTION: Denise to re-issue the Fair Processing Notice text to LAs. ScotXed will also add
this to their website.

4.   Children Looked After

Data Specification 2010/11

Possible changes included adding the SCRA child ID number, changes in ethnicity groups
and the addition of a religion question.

The idea of asking for the SCRA ID number was to try to get a feel for the number of
children given a secure authorisation but not going into secure accommodation. LAs said
that not every child will have gone through SCRA and that they did not feel that it would be

useful for them to hold this information. Therefore, the SCRA number will not be added to
the 2010/11 Data Spec. If policy colleagues still need information on how many children are
given a secure authorisation but do not go into secure accommodation, then this can be done
as an ad hoc request.

Fiona Nicol (OLM) enquired if there was a standard algorithm that could be used for
calculating which legal reason takes priority when a child has several given that the main
legal reason only is requested for the CLAS data collection. For 2008/09, their system has
left this as an error (if more than one), with the LA having to decide which is the main code,
then delete the extra one. There followed a great deal of discussion on this including whether
the legal reason determines the placement. Gary pointed out that he had raised this issue a
couple of years ago. Gary emphasized that this was a decision that LAs and key users of the
data must make. As a statistician, his role was to facilitate the collection of the information.
The main legal status will continue to be asked for.

The new ethnicity classifications that were issued in July 2008 (and which are likely to
appear in the 2011 Census) will be incorporated in the 2010/11 Data Specification. The
number of detailed codes has increased from 14 to 21 categories. Gary has added very
detailed information on this to the guidance notes. In the meantime, further information can
be        found       at:

In addition, policy colleagues have requested that information is collected on Religion/Belief.
Gary has added the recommended question from the Census. Further information can be
found at:-

A change to the destination categories with „child died‟ being included in this section.

Gary pointed out that the updates on ethnicity and religion will also be added to the Aftercare
and Short Term Placements sections of the return.

LAs agreed to these proposed changes to the 2010/11 Data Specification.

ACTION: Gary will produce detailed guidance notes according to the changes mentioned
above and final documentation will be added to the ScotXed website.

Data Schema 2009/10

ACTION: Raymond will send out information on what will change with the 2009/10 data

3. Child Protection

2010/11 Survey

The only changes are to the number on registers, by including the amended ethnicity codes
and the addition of Religious Background (both of which will be the same as those used in
the CLAS 2010/11 Data Spec).

National Child Protection Guidance Working Group update
Although the main Working Group met last week, the Workstream looking at definitions
(etc) will only be meeting for the first time on 13 July 2009.

5.   Individual Level CLAS Data Presentation

Charlie Hogg (Scottish Government, Statistics) who has recently joined Gary‟s team as an
Assistant Statistician has been analysing the six early adopters‟ data for 2007/08. She has
been linking this with some schools data (such as attendance and absence, exclusions and

ACTION: Denise to circulate a copy of Charlie‟s presentation with the minutes. However,
please note that any statistics should not be quoted and are not representative of Scotland as a

There followed some discussion on what information will be made available to LAs and also
how the information would be published and presented. It was pointed out that this analysis
would not be possible without the SCN.

ACTION: Gary to give some thought to how to present linked data for LAs i.e. in a
comparator tables format. He will also decide whether all statistics will be published
together, or whether CLAS statistics will be published followed by schools data.


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