Recording written information accurately

Cofnodi gwybodaeth ysgrifenedig â chywirdeb

Completing paperwork

Childcare workers should ensure that they record written information in a timely, accurate, clear, relevant manner with an appropriate level of detail.

Accuracy

If a childcare worker observes cases of abuse these descriptions need to be recorded accurately in terms of grammar using language that is intelligible to everyone. The handwriting must be neat. If an electronic method is used to keep records, it is advisable to put the information through a checking programme. If a child discloses information, it needs to be recorded as soon as possible using the exact words spoken by the child. The date of the disclosure will also need to be added.

Clarity

The records need to be clear and easy to understand by everyone who reads them. If a childcare worker writes up records to gather information and use them possibly to voice their concern to other professionals. Jargon or acronyms should not be used when recording written information. If used, the content may not be intelligible other than to the childcare worker and professionals from a particular field. Parents/carers will have difficulty understanding the contents regarding their children and, as a result, will feel inadequate.

Relevance

The information needs to be relevant. It must be recorded for a reason, such as following a disclosure of abuse by a child or when it is thought that abuse is taking or has taken place. Consideration must be given as to whether the information is evidence seen directly or information gathered by other trusted adults. If the evidence is based on opinion, care must be taken as there are no reliable facts. It is necessary to foster a strong awareness of the norms of child development as well as receive appropriate training enabling childcare workers to recognise the signs and symptoms of abuse and neglect. Records are kept for a reason: to be used as the basis for further investigation regarding the safeguarding of the welfare of the child.

An appropriate level of detail and timeliness

Every member of staff within a setting needs to ensure that they use similar methods of recording so there is a progression making it easier to share information. It a childcare worker writes up notes concerning a presumption of abuse, or if there is concern about the health or welfare of the child, the contents should be as accurate as possible. They must write down what has been observed, not assumed. If there is an injury, the nature of the injury, its position and shape should be recorded. It will be helpful to show the injury on a diagram of the child's body in order to avoid misunderstanding. The records must be written immediately; by leaving them to the following day someone can forget, and so include the wrong information.

Dylai gweithwyr gofal plant sicrhau eu bod yn cofnodi gwybodaeth ysgrifenedig yn amserol, cywir, eglur, perthnasol a chyda lefel briodol o fanylder.

Cywirdeb

Os yw’r gweithiwr gofal plant yn sylwi ar achosion o gamdriniaeth mae angen cofnodi’r disgrifiadau hyn yn gywir o ran gramadeg gan ddefnyddio iaith sydd yn ddealladwy i bawb. Rhaid i’r lawysgrifen fod yn daclus. Os defnyddir dull electronig i gadw cofnodion, argymhellir rhoi’r wybodaeth drwy raglen wirio. Os yw plentyn yn datgelu gwybodaeth, mae angen ei gofnodi cyn gynted â phosib gan ddefnyddio’r union eiriau a ynganodd y plentyn. Bydd hefyd angen ychwanegu dyddiad y datgeliad.

Eglurdeb

Mae angen i’r cofnodion fod yn glir ac yn hawdd eu deall gan bawb a fydd yn eu darllen. Mae gweithiwr gofal plant yn ysgrifennu cofnodion er mwyn casglu gwybodaeth ac mae’n bosib eu defnyddio er mwyn mynegi pryder wrth weithwyr proffesiynol eraill. Ni ddylid defnyddio iaith jargon na chwaith acronymau wrth gofnodi gwybodaeth ysgrifenedig. Wrth wneud hynny, efallai na fydd y cynnwys yn ddealladwy heblaw i’r gweithiwr gofal plant a’r gweithwyr proffesiynol o fewn meysydd penodol. Bydd rhieni/gofalwyr yn cael anhawster deall y cynnwys sydd yn ymdrin â’u plant ac yn sgil hyn byddant yn teimlo’n annigonol.

Perthnasedd

Mae angen i’r wybodaeth fod yn berthnasol. Rhaid iddo gael ei gofnodi am reswm, sef yn dilyn datgeliad plentyn o gamdriniaeth neu pan dybier fod camdriniaeth yn, neu wedi digwydd. Rhaid ystyried a yw’r wybodaeth yn dystiolaeth a welwyd yn uniongyrchol neu’n wybodaeth a gesglir gan oedolion dibynadwy eraill. Os yw’r dystiolaeth yn seiliedig ar farn, mae’n rhaid bod yn ofalus gan nad oes yna ffeithiau dibynadwy. Mae angen mabwysiadu ymwybyddiaeth gadarn o normau datblygiad plentyn yn ogystal â derbyn hyfforddiant priodol a fydd yn galluogi gweithwyr gofal plant i adnabod arwyddion a symptomau camdriniaeth ac esgeulustod. Mae cadw cofnodion yn cael ei wneud am reswm, a hynny er mwyn eu defnyddio fel sail ar gyfer ymchwil pellach yn ymwneud â diogelu lles y plentyn.

Lefel briodol o fanylder ac yn amserol

Mae angen i bob aelod o staff o fewn y lleoliad sicrhau eu bod yn defnyddio dulliau tebyg o gofnodi fel bod yna ddilyniant a fydd yn gwneud y dasg o rannu gwybodaeth yn haws. Os ydy gweithiwr gofal plant yn ysgrifennu nodiadau sy’n ymwneud â rhagdybiaeth o gamdriniaeth, neu os oes pryder am iechyd neu les y plentyn, dylai’r cynnwys fod mor gywir â phosib. Rhaid ysgrifennu’r hyn a welir, nid yr hyn a dybir. Os oes yna anaf, dylid cofnodi natur yr anaf, ei leoliad a’i siâp. Bydd o gymorth pe gellid dangos yr anaf ar ddiagram o gorff y plentyn er mwyn osgoi camddealltwriaeth. Rhaid ysgrifennu’r cofnodion yn syth; bydd eu gadael tan y diwrnod wedyn yn achosi i rywun anghofio, ac felly cynnwys gwybodaeth sy’n anghywir.

Recording written information accurately

Highlight each sentence in two places to demonstrate good practice in recording.

Cofnodi gwybodaeth ysgrifenedig â chywirdeb

Amlygwch pob brawddeg mewn dau le er mwyn dangos arfer da mewn cofnodi.

Key Allwedd

  1. Records need to be accurate in terms of grammar and the date of the disclosure needs to be added.
  2. The records need to be clear and easy to understand by everyone who reads them.
  3. The information needs to be relevant and there needs to be a reason for recording it.
  4. Every member of staff within a setting needs to ensure that they use similar methods of recording.
  5. The records must be written immediately using the exact words spoken by the child.
  1. Mae angen cofnodi yn gywir o ran gramadeg gan ychwanegu dyddiad y datgeliad.
  2. Mae angen i’r cofnodion fod yn glir ac yn hawdd eu deall gan bawb a fydd yn eu darllen.
  3. Mae angen i’r wybodaeth fod yn berthnasol a bod rheswm i’r cofnodi.
  4. Mae angen i bob aelod o staff o fewn y lleoliad sicrhau eu bod yn defnyddio dulliau tebyg o gofnodi.
  5. Rhaid ysgrifennu’r cofnodion yn syth gan ddefnyddio’r union eiriau a ynganodd y plentyn.
  1. Records need to be accurate in terms of grammar and the date of the disclosure needs to be added.
  2. The records need to be clear and easy to understand by everyone who reads them.
  3. The information needs to be relevant and there needs to be a reason for recording it.
  4. Every member of staff within a setting needs to ensure that they use similar methods of recording.
  5. The records must be written immediately using the exact words spoken by the child.
  1. Mae angen cofnodi yn gywir o ran gramadeg gan ychwanegu dyddiad y datgeliad.
  2. Mae angen i’r cofnodion fod yn glir ac yn hawdd eu deall gan bawb a fydd yn eu darllen.
  3. Mae angen i’r wybodaeth fod yn berthnasol a bod rheswm i’r cofnodi.
  4. Mae angen i bob aelod o staff o fewn y lleoliad sicrhau eu bod yn defnyddio dulliau tebyg o gofnodi.
  5. Rhaid ysgrifennu’r cofnodion yn syth gan ddefnyddio’r union eiriau a ynganodd y plentyn.