Recording of Supervision
Due to the differing nature and purpose of the two components of supervision previously described (i.e. practice and line management supervision), guidance relating to recording and retention of these also differ. Table 2 provides a summary of the different records required for supervision, how these different records should be stored and retained and the extent of confidentiality. This relates to all approaches to supervision.
For further information on recording of supervision, please click on this link (a live link will be included in final version).
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Storage and Retention of supervision records Organisational Record Line Management and Practice Supervision (see section 6) both require an organisational record. This should contain the date of supervision, who was present, high level discussion points and any actions agreed. This organisational record of the supervision session should be agreed, signed and retained by both supervisee and supervisor. The supervisor should retain supervision records relating to each supervisee for the duration of the supervision agreement / relationship. Retention of Supervision Records It is important to note that the retention period for practice supervision and line management supervision are different. When the supervision agreement / relationship ends for practice supervision, the records should be retained for a further three years by the supervisor for organisational purposes. Three years after the supervision contract ends with individuals, the records can be destroyed, as long as no further reason for retaining them has been identified. See Diagram 3. Records in relation to line management supervision should be stored by the line manager within the staff record and will be retained in line with the retention period for the staff record (six years after termination of contract with the organisation). It is not necessary to pass all supervision records onto a new supervisor at the end of a supervision contract. As noted previously, any concerns should be raised with the line manager. Therefore, supervision records will not follow the employee throughout their employment like a staff record For both practice and line management supervision, if the supervisor leaves the organisation, they must ensure that any issues/concerns are raised with the supervisee’s line manager. It may be appropriate in this scenario for the supervision records to be passed to a new supervisor or to the line manager for the retention period. A supervisee retains their personal copy of the supervision record. They should retain their copy of the records for the duration of the supervision agreement / relationship and can retain their copy of the records for the length of time they feel appropriate after the agreement / relationship ends. |
Diagram 3 – Retention of supervision record
