Registering emergency children’s homes as a direct result of COVID-19 pandemic: fast-track applications
Guide for local authorities and existing registered providers on fast-tracking their application to register children’s homes services.
Applies to England
During the COVID-19 (coronavirus) pandemic, we have put in place some temporary measures. We will prioritise all children’s home applications.
We will fast track applications to register children’s homes that are needed urgently to provide placements for children as a direct result of the pandemic. These can only be from:
- local authorities (LAs)
- existing, registered private/voluntary providers that can demonstrate the application has been directly commissioned by an LA
Our approach to fast-tracking
We will take a reasonable and proportionate view of any application and will amend the processes we use to reach a decision about registration. During these exceptional circumstances, we will, for example, consider applications to register 1 suitable manager for 2 children’s homes. The safety and well-being of children remain paramount in our decision-making.
If you already have registered provision with Ofsted, we will use the information you have previously supplied. We also require less information to progress LA applications. We will also consider the quality of any existing registered provision in our decision-making.
Fast tracking does not mean that we will reduce our examination of your suitability to operate. We will not register any premises that we do not consider to be suitable. We cannot relax or disapply any element of the Care Standards Act or the requirements of the associated regulations when considering a fast-track application.
Before you apply
We have made some temporary changes to our registration process for all children’s social care. Please follow that guidance alongside this, but note that for your fast-track application, you can submit the temporary health self-declaration form at the same time as submitting the full health declaration form to your GP.
We can only fast track your application if your proposed service is ready to provide care and accommodation and has staffing in place, as far as is reasonably practicable in current circumstances.
Contacting your Ofsted region
Once you have established that you intend to make an application, you should contact your local Ofsted region and speak to a Senior Her Majesty’s Inspector (SHMI) or Regulatory Inspection Manager (RIM). You should explain that the application is as a direct result of COVID-19 pandemic. The SHMI/RIM will not be able to give any guarantee that the application will be successful.
The region will need to know:
- the name of the LA/provider making the application
- the name of the person within the LA/provider organisation who is responsible for the application
- the name of the proposed manager
- the name of the proposed responsible individual
- any detail about timescale
Applications from those that already have registered provision (LAs or private/voluntary providers)
If the information relating to people connected with your previous application has not changed, we do not need that information again. If you put forward people who are currently known or registered with us, this will speed up the application.
You must complete the online SC1. You must also submit a signed and dated cover statement with the SC1, to confirm that the fast-track application is as direct result of the COVID-19 pandemic and a brief explanation of the reasons why it is urgent.
The following information is essential for us to accept your application:
- the relevant fee
- the name and address of the property
- the number and needs of children you want to register for
- for each person who is part of the registration, either the number from their last DBS certificate (with an update service reference number) or a new DBS certificate
- the names and contact details of the referees (if these are the same as those used in your last application, we will not contact them again but use the information they previously supplied)
- a completed additional health self-declaration form that confirms you have submitted a health declaration form to your GP
- address and employment details of your last post of employment before your current one
Applications from LAs that do not already have registered provision
You must complete the online SC1. You must also submit a signed and dated cover statement with the SC1, to confirm that the fast-track application is as direct result of the COVID-19 pandemic and a brief explanation of the reasons why it is urgent.
The following information is essential for us to accept your application:
- the relevant fee
- the name and address of the property
- the number and needs of children you want to register for
- for each person who is part of the registration, either the number from their last DBS certificate (with an update service reference number) or a new DBS certificate
- the names and contact details for referees for provider, responsible and individual and proposed manager with those referees willing and able to provide a prompt response to our requests for information
- a completed additional health self-declaration form that confirms you have submitted a health declaration form to your GP
- address and employment details of their last post of employment before their current one.
Your responsible individual and the proposed manager should complete an online SC2. This includes:
- the relevant fee
- the names and contact details of the referees used in your last application. We will not contact those referees but draw from the information they previously supplied. If the manager is not already registered with Ofsted, they should have identified two appropriate referees who are willing and able to provide a prompt response to our requests for information.
- a completed additional health self-declaration form that confirms you have submitted a health declaration form to your GP
- address and employment details of their last post of employment before their current one
- a pre-interview questionnaire (fit person and suitable person questionnaires)
Documents
If you already have registered provision, you may want to adapt existing documents, policies and procedures to make them specific to the proposed provision.
You do not need to submit the following documents in your initial application. You can present these later during the registration process:
- the certificate of insurance
- statement of purpose
- children’s guide
- location risk assessment
These documents must be specific to this application. The statement of purpose must refer to this home being registered as a result of the COVID-19 pandemic.
We need to see evidence of either planning permission or evidence that it is not required, but you can send us this while the application is processed.
You can adapt policies already in operation in your other registered provision, with appropriate amendments as required for the new provision. This includes policies on safeguarding; complaints; missing children; behaviour management (including restraint); and prevention of bullying.
Private providers need to submit financial referees, business plans and annual accounts in relation to the income and expenditure for the proposed setting. They should also update any previously submitted financial information that may be out of date. LAs do not need to do this.
The application process
If you have given us all the necessary information in your application, we will notify you that the application can be progressed.
If information is missing and we cannot accept the application, we will contact you quickly to see how we can resolve this.
Once the application is accepted, we will send out all necessary checks. We will chase responses from referees and may ask you to do so too.
The allocated inspector will then contact you and help you to ensure that all other required documentation, staffing details and information will be available at the registration visit and interviews. The region will follow current COVID-19-related guidance on registration. Most contact will be by telephone but some visits to properties may be necessary.
Timeframe
If you give us the right information at the right time and demonstrate that you are fully prepared and ready to open, we expect to determine your application within 10 working days of it being accepted.
This will depend on all checks and documents being received promptly and there being no information gathered that we need to explore further. The allocated inspector will advise you if there are delays to the expected timeline.
Refusing applications
We are legally unable to grant your application to register if it has not demonstrated that your proposed arrangements will comply with the relevant regulatory requirements.
If a proposed manager has applied to manage 2 homes, we will refuse registration if they have not demonstrated their ability to carry out day-to-day oversight of both homes.
We will refuse those applications we consider would not provide safe care that meets the needs of children and young people.