Part A — Adult social care
1. Recording systems
Please confirm whether the council maintains any register, database, spreadsheet, case-management system, reporting system or other recorded dataset used to record, collate or monitor deaths involving adults receiving externally provided social care funded wholly or partly by a public body.
If such systems exist, please provide any existing data dictionary, field list, system specification or equivalent document describing the information recorded.
In particular, please indicate whether the council records:
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Date of death and, where recorded, location of death.
Date of death is recorded within a specific field on our case management system. We do not record location of death
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Type of care service received.
If the person was funded by the local authority or the care had been arranged by the LA, the type of care the person received will be recorded within our case management system
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Name or category of the external provider.
The name of the provider will be recorded within our system unless the person was using a direct payment
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Whether the council commissioned, arranged or funded the care.
We only recorded cases where the council arranged or funded the care
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Whether the care was funded wholly or partly by the council, including any distinction between local-authority funding, joint funding, NHS funding and self-funding.
The system records joint funding with health. With regards to fully funded CHC, we only hold records for Learning Disability cases. We do not specifically note that a person is self funding but their financial assessment contribution will show as full cost.
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Whether the death was notified to the council, including the source and date of notification where recorded.
Not recorded
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Whether the death led to a safeguarding referral, incident report, investigation, review or other recorded follow-up action.
There is no specific link within the system from the date of death to subsequent referrals, but a report could be built to identify these specific types of cases.
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Whether the care was delivered within the commissioning authority's geographical area or outside it.
The persons current address would be recorded within the system
If information is recorded only in individual case files or separate operational systems rather than a central register or aggregate dataset, please indicate this where known from existing records or documentation.
The information is recorded within our case management system. BI Reports can extract required data sets
I am not asking the council to manually review individual case files to create new totals.
Part B — Children's social care
2. Recording systems
Please confirm whether the council maintains any register, database, spreadsheet, case-management system, reporting system or other recorded dataset used to record, collate or monitor deaths involving children receiving externally provided social care funded wholly or partly by a local authority.
Children who are looked after by Leeds City Council have a record on Mosaic, our case management system. The system has a field for 'date of death', which is completed if required. Mosaic is configured to meet the requirements of the SSDA903 return on children looked after, which has (amongst many) a 'reason episode ceased' reason of 'died'. This is completed in the case of a child's death.
If such systems exist, please provide any existing data dictionary, field list, system specification or equivalent document describing the information recorded.
In particular, please indicate whether the council records:
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Date of death and, where recorded, location of death.
Date and location of death is recorded for children who were looked after at the point of their death. Mosaic contains reportable fields for date of death, and placement details (which are linked to reasons a placement starts and finishes). Non-reportable case notes are also recorded in a child's record, where greater detail may be found.
https://www.gov.uk/government/publications/children-looked-after-return-2026-to-2027-guide
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Whether the child was looked after by the local authority at the time of death
Yes
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Whether the placement or service was commissioned, arranged or funded wholly or partly by the council.
Placement details are recorded on Mosaic to meet the requirements of the SSDA90 return. This includes placement type, and who the service provider is - see screenshot below. Further details may be held off-system
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Type of placement or service, including children's residential care, independent fostering agency placements, supported accommodation for children under 18, respite care and other relevant externally provided services.
Yes
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Name or category of the external provider.
Yes
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Whether the placement was within or outside the council's geographical area.
Placement details are recorded on Mosaic to meet the requirements of the SSDA903 return. This includes, amongst other details, postcode, so geographical area can be identified
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Whether the child was placed by the council or by another local authority.
A Leeds child looked after would only be placed by Leeds City Council
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Whether the death was notified to the council and, where recorded, the source and date of notification.
Yes
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Whether the death led to a safeguarding referral, incident report, investigation, child death review or other recorded follow-up action.
Case notes may record some of this information, depending on the circumstances related to the death of a child. A child dearth review, or serious case review, however, would be conducted by an independent body and it is unlikely that the outcome would be recorded on a child's record. We are unclear about the 'safeguarding referral' ask - a referral would not be made on a child who had died so it is unclear what the referral would be about and to
whom it would be connected.
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Whether the funding arrangement or commissioning authority was recorded.
Not recorded in Mosaic but is recorded within Case Management systems.
If information is held in separate children's social care, looked-after children, safeguarding, placement or death-notification systems, please indicate this where established by existing system documentation.
