Operation Encompass
Guidance for early years providers on Operation Encompass, including how it works and how to receive police notifications.
Operation Encompass is a police and education early information-sharing partnership. It enables schools and early years settings to provide timely and appropriate support to children who may have been exposed to domestic abuse in any form.
Operation Encompass allows police to share information with a child’s early years setting following an incident of domestic abuse at the child’s home, even if the child was not present. This enables Designated Safeguarding Leads (DSLs) to:
- recognise the potential impact on the child’s wellbeing or behaviour
- provide support and reassurance
- monitor 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 free and available to all schools and early years settings.
Notifications will not be sent to you unless your DSL has completed the training.
If the DSL in your setting changes, make sure the new DSL completes the training as soon as possible. This supports a smooth transition and ensures your setting continues to meet its responsibilities, including receiving Operation Encompass notifications.
Step 2: Set up a secure email address
You must use a dedicated email address that only your DSLs 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 will 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. Due to the high number of education providers across Surrey and Sussex the police can’t provide technical support for individual systems.
Step 3: Keep your DSL contact details up to date
To receive notifications from Sussex Police under Operation Encompass, we must have the correct contact details for your DSLs. If we do not have up-to-date details, your setting will not receive these vital notifications.
Log in to the Online Provider Portal and complete a staff update form for your DSLs. Do this:
- if you haven’t submitted your DSLs details yet
- if your DSLs information changes (for example, their name or DSL email address)
- 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 DSL should consider 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:
- displaying unexpected or unusual emotional responses
- looking tired or unsettled
- changes in mood or behaviour
The DSL should make sure the child’s key person or other relevant staff are aware there may be a change in the child’s emotional behaviour or needs. Only share what’s necessary - don’t give out more details than needed.
Don’t talk to the child about the incident.
You should not ask the child about what happened. Don’t ask questions or suggest anything about the incident.
If the child chooses to talk or makes a disclosure:
- 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 makes any disclosures after the incident, report it to the Integrated Front Door as part of your safeguarding process.