Using chronologies to support decision-making in the initial assessment phase

1 Compile the chronology

Identify key events by looking at reports of concern, contact records and assessment reports, and where appropriate considering the All About Me plan and relevant youth justice information.

Key events may be, but are not limited to, reports of concern. Other examples of key events could include:

• changes in care arrangements or school
• the loss of a parent or significant whānau or family member
• parental or caregiver offending, arrest or incarceration
• a completed specialist assessment, or
• a parent not engaging with support.

Positive factors should also be recorded. Include times where the whānau or family have demonstrated kaitiakitanga – nurturing the oranga of tamariki or rangatahi, and behaviours or responses that might indicate opportunities to use strengths and protective factors within the whānau or family. 

A key event may relate to the circumstances of someone other than te tamaiti or rangatahi who is the subject of this report of concern. For example, information about older siblings may be relevant to assessing a concern for an unborn pēpi or infant, and a parent's history of parenting, abuse, offending or care experience may be relevant to include in a chronology for their own tamariki or rangatahi. Another example could be tamariki witnessing the arrest of a parent or usual caregiver, and the subsequent impact of parental or usual caregiver incarceration on tamariki.

Consider what other information is a key contribution to understanding cumulative impact and assessing the best response to the report of concern.

Start with the most recent records and build a picture of significant events from there. Look for key events in the history of te tamaiti or rangatahi and their whānau or family that help us understand the current concerns within the context of the history of the whānau or family. If a chronology already exists, ensure the analysis is supported by the information it contains and is accurate. A previous chronology can then be used as a base and we can build on the knowledge and understanding that this provides.

The depth and breadth of the chronology should be proportionate to the purpose of the assessment phase and the decision we are making. It will be used along with other information gathered in the intake phase to inform the decision on how to respond to a new report of concern.

2 Record the chronology

The chronology should be 'minimal but meaningful'. It should contain facts (not opinion), be constructed with sentences and identify key relevant life events, transitions, and key professional and whānau or family responses.

Chronology to support initial assessment phase – template (DOCX 52 KB)

Remember the chronology becomes part of the official record for te tamaiti or rangatahi and their whānau or family. We ensure that the information we record is accurate and reflects known facts. If we are building on an existing chronology, it is important we have confidence in the existing information and take reasonable steps to ensure it is also accurate.

Each entry in the chronology should include:

• the date and time when the event is said to have taken place
• the age of te tamaiti or rangatahi at the time of the event
• short but useful detail about the significant event and its impact on the mana, tapu, mauri and oranga of te tamaiti – for example:
  • changes in care arrangements either through formal means or by whānau or family responding to changing needs
  • report from school that te tamaiti or rangatahi arrives from home hungry, unkempt and tired
  • the loss of a parent or significant whānau or family member or friend
  • the arrest or incarceration of the parent or usual caregiver for te tamaiti, resulting in distress, trauma or a change in care arrangement
  • missed medical appointments
  • whānau or family taking steps to protect or support the oranga of te tamaiti or rangatahi
  • adherence to contact or connection agreements or other plans previously agreed
• who the information came from (for example, did the whānau or family share this information, or has te tamaiti or rangatahi told us this through a previous disclosure or interview, or has the information been received from a professional working with the whānau or family?) – this provides us with insight into the relationship between the notifier and te tamaiti or rangatahi and their whānau or family and the context of the concerns being shared
• the strengths and protective factors and resources identified within the whānau or family that assisted in responding to the event
• identification of key community and cultural supports that were involved.
• action taken to respond to the event, including by professional or whānau or family supports – do we know what impact previous involvement by Oranga Tamariki has had on the whānau or family? For example, a mother might have shared appreciation for referrals that were made to support her, or overt hostility might have been expressed by whānau or family members. If Oranga Tamariki involvement ended, what strengths and resources existed to provide confidence that no further statutory involvement was required?

3 Analysis and decision-making

We use the completed chronology, along with the decision response tool and information from the notifier and others, to determine the appropriate response to a report of concern. Our written analysis of the combined information recorded in the Pathway Rationale casenote will consider the impact on te tamaiti or rangatahi of previous individual events alongside patterns of behaviour, concern and impacts of cumulative harm. It will also consider who the notifier was, the impact of our previous involvement and how best to support and engage with te tamaiti or rangatahi and their whānau or family.  

Pathway Rationale casenote – template (DOCX 56 KB)

The chronology we develop is based on our records of contact with te tamaiti or rangatahi and their whānau or family. If we determine further assessment is required, we need to hear from whānau or family about what has shaped their whānau or family story to date and impacted the oranga of their tamariki or rangatahi and whānau or family.