Information on creation of MERLIN reports

Freedom of information request reference no: 01.FOI.22.023379

I note you seek access to the following information:

Reason and process for the creation of MERLIN reports.

Information on training and guidance provided to police officers in respect of the creation of MERLIN reports:

- What training or guidance are officers provided with?
- What evidence should they be presented with before they make allegations of mental health difficulties, and referrals?
- Is there an existing requirement to verify any such evidence with the individual subject to the report?
- Another officer 'supervises' the creation of the report. Do these officers have relevant qualifications, or are they simply a more senior officer, required to provide sign-off?

How is case closure is explained to the accused. Specifically, what explanation and/or level of detail is provided?

Why would the stated reason for case closure ever be different for the accused and the complainant? On what grounds would this be justified?

Explanation of the acronyms / coding systems used in these reports (‘no research’ etc)

Decision

I have today decided to disclose the located information to you in full.

Please find below information pursuant to your request above.

Q1 - Reason and process for the creation of MERLIN reports.

The Merlin system was created as a vehicle for police officers to deal with vulnerability. This allowed the recording and sharing of concerns with partners in order to effectively safeguard members of the public. An MPS employee records their findings in a Merlin which is then processed according to the type of report written.

Q2 - Information on training and guidance provided to police officers in respect of the creation of MERLIN reports:
- What training or guidance are officers provided with?

All officers/staff who have access to the Merlin system have undergone Merlin computer based training. All officers and staff follow the SoP’s, Merlin User Group and details the history and how all types of Merlins should be recorded with guidance for officers and staff.

- What evidence should they be presented with before they make allegations of mental health difficulties, and referrals?

Police do not allege anything. We are not health care professionals and not medically trained. We do not refer we notify the Local Authority of our findings and as the lead agency they decide how best to safeguard the individual.

- Is there an existing requirement to verify any such evidence with the individual subject to the report?

Police record what they see and may ask an individual questions. It is a report for identifying vulnerability and the creator is writing it based on their observations.

- Another officer 'supervises' the creation of the report. Do these officers have relevant qualifications, or are they simply a more senior officer, required to provide sign-off?

When a Merlin is written it is supervised by an officer of the rank of Sergeant. A sergeant verifies the quality of the report and that it contains necessary information to help safeguard the individual.

How is case closure explained to the accused. Specifically, what explanation and/or level of detail is provided?

Case closure is not something a Merlin does, it is not a ‘case’. It is a report to notify partners of vulnerabilities. Once that is done the Merlin is closed. It is the Local Authority who determine how they may safeguarding the individual.

Why would the stated reason for case closure ever be different for the accused and the complainant? On what grounds would this be justified? Explanation of the acronyms / coding systems used in these reports (‘no research’ etc)”

In a Merlin there is no such thing as an accused and a complainant. There are only subject fields. Once a report is shared police will close the Merlin as it will not be necessary to keep it open after it has been shared with partners. No research is required when an individual is known to the Local Authority and has a named social worker. In this case the report will be sent directly to them without research as they will already be working with the individual.

The coding for Merlin reports is as follows:
Level 1 - Blue: No identified additional needs
Held on Merlin for record only purposes.

Level 2 - Green: when Adults needs are unclear or not known:
One off incident with minimal significance to the adult. No recent history of referrals:
Physical: No injuries or need for medical treatment
Financial: No evidence that loss of material /possessions or finances has occurred
Sexual: No physical contact. No evidence of grooming/coercion to view sexually explicit materials
Emotional / Psychological: No evidence of lasting distress
Neglect: Single failure to meet the person’s needs with little or no impact. Is not willful neglect if the person lacks capacity.

Level 3 - Amber: when complex needs are likely to require longer term intervention from statutory and/or specialist services.
High level additional unmet needs - this will usually require an intervention from adult social care:
Physical: Injuries of a minimal nature which may have necessitated medical treatment. Traumatisation.
Financial: Loss of material possessions or finances increasing in value or significance.
Sexual: No physical contact but evidence of grooming/coercion to view sexually explicit materials or acts, evidence of attempts to groom and/or coerce the person to engage in acts
Emotional /Psychological: harm to the persons emotional well-being/mental health (loss of self-confidence and self-esteem)
Neglect: Frequent failure to meet the persons needs resulting in the likelihood of harm occurring

Level 4 Critical – Red: when acute needs identified. These cases may require immediate police intervention.
Harm is life threatening or likely to have permanent detrimental impact on health and well-being.
Serious Abuse or a serious incident has occurred or Adult Emotional and Behavioural Concerns such as;
1. Concerns regarding criminal activities
2. Puts self or others in danger
3. Self-harming, depressive episodes or suicide attempts
Physical: Person receives injuries of sever nature or life threatening. Urgent medical attention vital
Financial: Loss of material possessions or finances high in value/impact on living conditions severe.
Sexual: Serious Sexual assault. Evidence of grooming/coercion to engage in sexual activity, including prostitution.
Emotional /physiological: Serious lasting damage to the persons emotional/mental health (lasting change in personality, need of continuing treatment)
Neglect: persistent failure to meet person’s needs, resulting in serious and lasting impact on the person’s health and well-being. Probable willful neglect if the person lacks capacity