Knowledge bite
Using Skype and other forms of video conferencing
for interviews with parents and direct work with children
Issue: version 2
Due to the Covid-19 pandemic we are now unable to conduct interviews or direct work on a face-to-face
basis and this guidance will be updated regularly. Cafcass is looking ahead to promote the use of Skype
and other forms of video conferencing as a medium for completing interviews with parents and direct work
sessions with children and young people. Cafcass is now routinely asking families to identify their preferred
available video conferencing application at the WTFH stage in order to reduce the need for face to face
contact. Below is some useful guidance for FCAs to consider when deciding whether a Skype or other
video conferencing session is an appropriate pathway.
What would be required to set up a Skype direct work session?
To use Skype with children and young people, you need to confirm that an
appropriate parent, family member or professional (school) can access and
download Skype or Skype for Business. It is essential that the Skype session can
be connected through a secure Wi-fi connection to minimise the risk of slow
connectivity or losing the connection altogether.
Guidance on setting up an external Skype call, and further information on how to
use Skype, can be accessed from the IT pages or by clicking the following links:
•
Schedule a Meeting with an External Contact
•
Joining a Meeting with an External Contact - Cafcass Staff
•
Participating in a Video Call with Cafcass - External Contact or Service User
•
End your Meeting
Top tip: If this is the first time that you’re using Skype for a meeting it is advisable that you do
a trial session with a colleague to make sure your audio settings are correct. If you are having
problems with your settings contact Littlefish for assistance.
What other forms of video conferencing are available?
Cafcass is also looking to accommodate the use of applications such as FaceTime, WhatsApp and
Zoom. By the time cases reach the WAFH stage, and as public law cases progress, we should have
identified and recorded the family’s preferred video conferencing option.
If you are using video applications with children under the age of 16 years it is essential that you
record parental consent to use the application in the contact log or case plan.
If you are unsure how to download or set up the family’s preferred video application, you can contact
the duty IT trainer for assistance (click
here for details). Alternatively you can contact your local IT
trainer (click
here for details of local contacts).
Top tip: Make sure the family can connect their video app through Wi-fi to avoid expensive
use of mobile data and unreliable connectivity.
Knowledge bite:
Using Skype and other forms of video conferencing
for interviews with parents and direct work with children
When can Skype be used for a direct work session?
The overarching principle for FCAs is to consider the unique case factors and record a defensible decision
as to why Skype would be safe and appropriate.
Top tip: Consider seeking situational supervision with a PS or SM if you are unsure about the
suitability of Skype.
Remember! If your case is impacted by Covid-19, record the issue(s) on the Covid-19 PowerApp.
Guidance is available here.
Using Skype can save valuable travelling time, therefore
Top tip: Evidence your planning in the
you are encouraged to invest additional time in planning,
case plan to demonstrate how you have
preparing and setting up your Skype session.
prepared the child/ren for the session.
If the parents and/or child are resistant or concerned about
Top tip: Make sure you inform both
a Skype session, this is unlikely to be the best option and
parents of your direct work plan and you
an alternative arrangement should be considered.
record their agreement.
Top tip: Consider speaking to the
Feedback from the FJYPB tells us some children may not
child/ren by phone in the first instance
feel comfortable using Skype with someone they haven’t
to introduce yourself and build rapport.
met, therefore ensure the child is fully included in the
This may also inform your views on the
decision-making process.
child’s capacity to engage in a Skype-
based session.
Top tip: Younger children may still be
able to engage with a Skype call if they
Consider the age of the child and the likelihood of them
have the appropriate support from a
being able to engage effectively in a skype based meeting.
safe parent, family member or school
teacher.
If there are significant concerns regarding the child being
Top tip: Consider accessing the CIAF
influenced or manipulated by one or both parents, consider
guidance on assessing children’s and
how a Skype session may impact on obtaining their
young people’s wishes and feelings
ascertainable wishes and feelings.
and the FJYPB top tips.
Are there known safeguarding risks or is the child likely to
recall traumatic memories in any way? If so,
then it may
not be appropriate to proceed with a remote interview. If
Top tip: Be mindful that the absence
you do proceed (for example if the court orders it) then
of tears or visible distress does not
please familiarise yourself with this knowledge bite on
indicate the absence of trauma.
trauma-informed practice and seek situational supervision
with a PS to agree how you will mitigate any distress that
might arise during the session.
Top tip: Don’t assume children with
Children with communication difficulties may struggle to
disabilities can’t use Skype and
use Skype, therefore this should be checked with a parent
consider reviewing the FJYPB top tips
before considering using Skype.
on working with children with
disabilities/autism
.
Knowledge bite:
Using Skype and other forms of video conferencing
for interviews with parents and direct work with children
Once you’re on a Skype session…
Top tip: Make sure your iPhone is fully charged as video conferencing can drain battery quickly.
•
When completing a video call from home, you should create a
neutral space/background and avoid having pets or other people
present during the call.
Top tip: Try and avoid having personal effects on view
as this can be intrusive for the child and also exposing
for you.
•
Check that the young person can hear and see you alright. Check
a few basic details with the young person first to ensure you can
understand each other.
•
Confirm with the young person that they feel comfortable where
they are. Ask if anyone else is present and confirm with them that
they feel able to talk openly and honestly about what they want to
happen.
•
You can still offer the young person the opportunity to complete direct work sheets or the direct work
apps however explain that you will input the information due to the session being Skype based.
Remember to share any completed direct work with the young person before ending the session to
make sure they agree with what you have written.
•
To complete direct work on Skype, you can use the share screen facility (click the blue circle with the
TV and arrow symbol then select share my desktop or share window). If you do share your desktop,
make sure all other screens/documents are closed as you may inadvertently share sensitive data.
•
Always be mindful of the child’s non-verbal communication whilst you’re on the Skype call. For
example, does the child appear to be distracted by someone else in the room? Is the child’s body
language congruent with their responses?
•
If at anytime during the session you are concerned about the effectiveness of the Skype session, or
the child’s ability to engage, consider ending the session and exploring an alternative option.
•
In some cases it might be appropriate to send the child some direct work sheets ahead of the direct
work session for them to look at and complete at home or whilst you are online. If this is the case,
make sure there is a safe and appropriate parent to assist in returning the direct work sheets to you.
•
Allow some time at the end of the session for a quick debrief (with the adult supporting the child) to
make sure the child is settled and happy for the session to close.
NIS is developing some ‘remote working’ webinars to help FCAs set up and
access video conferencing.
Webinars should be available to book on CafcassLearning from 30th March
2020.
An IT trainer and NIS officer will be available to assist with both IT and
practice issues on the webinars.
Knowledge bite:
Using Skype and other forms of video conferencing
for interviews with parents and direct work with children
Advice on using Skype or other video conferencing to interview parents
• When you send a Skype invite to a parent from
Skype for Business, the parent’s Skype should
automatically update. However, it is a good
idea to ask them to join a few minutes early to
get connected ahead of the interview start time.
• If you can’t access a verified email address, you
can use the parent’s phone number to access
the mobile video conferencing options.
• Generally, a telephone interview will be suitable
for parents. However, you should offer and
accommodate video conferencing if preferred.
Feedback
“I had my first remote direct work session today with a young person and although I was initially quite
anxious the session went really well via skype. I confirmed that the young person was alone, but she
could also call her mum from another room if she needed assistance. I opened the “How it looks to
me” app on my desktop and then shared the screen with the young person so they could see it. I
explained they couldn’t add information into the app, but if they wanted to say anything I could add it in
for them. It was fun following the directions of the young person and watching the app being
completed together. The young person wanted me to draw a Unicorn for them and they were highly
amused by my attempt. Once we had finished the sections I had chosen for the session we reviewed
it together and then I sent it to a PDF document.
The session was much less directive than a usual face to face meeting, which allowed the young
person to relax and express themselves very clearly. I rounded off the session by emailing the
completed direct work to her. The young person also said they would send me a picture of a proper
Unicorn in the post!” ~
FCA, Anytown.
“I did my first remote direct work session with a little girl aged 4 years
today. I kept it very simple but she showed me round her bedroom,
which she wanted to do, and told me who lived in her house and who
she loved. She also showed me a selection of her favourite toys. She
enjoyed using the tech, as she has face-timed and used messaging
apps before with family members, and also enjoyed being able to lead
the conversation. I was really surprised how well it went with such a
young child”. ~
FCA, Anytown.
Version 2 created March 2020
