Operation Encompass
Guidance for early years providers on Operation Encompass, including how it works and how to receive police notifications.
Operation Encompass is a partnership between the police and early years settings. It helps schools and nurseries support children who may have seen or heard domestic abuse at home.
When the police attend a domestic abuse incident and a child is there, they share this information with the child’s early years setting. This helps the Designated Safeguarding Lead (DSL) to:
- understand how the child might be feeling or behaving
- offer support and reassurance
- look out for any safeguarding concerns
This means children can get the help they need, as soon as they need it.
At the moment, Operation Encompass is only available to group-based early years settings in West Sussex. It does not include childminders yet.
What you need to do to receive notifications
Step 1: Complete the free online training
All Designated Safeguarding Leads (DSLs) and their deputies must complete the free Key Adult training from Operation Encompass. This training is available to all schools and early years settings.
Most police forces won’t send notifications until your DSL has completed the training.
If your DSL changes, make sure the new DSL completes the training as soon as possible. This helps keep the process smooth and ensures your setting continues to receive notifications.
Step 2: Set up a secure email address
You must use a dedicated email address that only your DSL(s) can access. Don’t use your main setting email if other staff can see it.
Police emails will come from addresses like name.surname@sussex.police.uk. Make sure your email system doesn’t block these messages. You can do this by:
- adding @sussex.police.uk to your safe sender list
- setting up a rule so these emails never go to spam (this is called 'whitelisting')
To open the encrypted files sent by Sussex Police, you’ll need software like 7-Zip. The built-in Windows tool won’t work with these files.
If you want to test your setup, email mobiledata@surrey.police.uk. The police can’t provide technical support for individual systems.
Step 3: Keep your DSL contact details up to date
We can only send you notifications if we have the correct contact details for your DSL(s).
Log in to the Online Provider Portal and complete a staff update form for your DSL(s). Do this:
- if you haven’t submitted your DSL details yet
- whenever your DSL changes
We send updated contact lists to Sussex Police every term. If your details are out of date, you may miss important notifications.
What to do if you receive a notification
Check what you already know about the child
The Designated Safeguarding Lead (DSL) should look at any existing information about the child and their family. This helps decide whether the child needs any support right now.
Keep an eye on the child and give support if needed
Use your safeguarding knowledge to watch for signs that the child might be affected by the incident. These signs could include:
- acting more emotional than usual
- looking tired or unsettled
- changes in mood or behaviour
The DSL should let the child’s key person or other relevant staff know that the child might be going through some emotional changes. Only share what’s necessary - don’t give out more details than needed.
Don’t talk to the child about the incident.
You don’t need to ask the child about what happened. Don’t ask questions or suggest anything about the incident.
If the child chooses to talk or tells you something:
- listen carefully without asking leading questions
- write down what the child says, using their exact words if you can
- report what the child said to the Integrated Front Door, following your usual safeguarding procedures
Never make assumptions or contact the adult(s) involved
Do not contact the child’s parent or carer about the notification, even if you think they may be the adult victim. This could put both the child and adult victim at risk.
Sometimes the notification might name the adults involved, but this can change as the police investigate. Don’t assume who the victim or perpetrator is.
Keep the notification safe and private
Record the notification and any actions you take. Store this information securely and confidentially, following your setting’s safeguarding policy.
Remember, the purpose of the notification is to help you support the child’s wellbeing. You’re not expected to investigate or solve the situation.
You don’t need to have all the answers. Just stay alert to any changes in the child’s behaviour and respond with care and sensitivity.
If the child shares anything after the incident, report it to the Integrated Front Door as part of your safeguarding process.