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Cyngor Sir Powys County Council Care & Wellbeing - Social Services

ADOPTION SERVICE

POLICY AND PROCEDURES

January 2012

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Adoption Procedures

This Policy has been developed within the context of Equality and Human Rights

statutory obligations and requirements

Document Location

Powys County Council Children’s Services Policy Wiki

Document Author Karl Sephton

Document Owner Powys County Council – Care & Wellbeing: Social Services

Lead Responsibility Ruth Peggrem

Accessibility

This document can be made available in electronic and hard copy formats.

Copies in other languages are not currently available.

Approved by Amanda Lewis – Head of Service

Date Approved ICS 03/01/12 SMT 10/01/12

Replaces

Document Name

Adoption Procedures 2008 & March 2009

Review Date

This document will be reviewed within 3 years of its approval date. The next

review will be held no later than January 2015.

Interim reviews may take place where necessary, following changes in

legislation.

External Circulation

Restrictions

None

Staff to whom

distributed & Date

All Children’s Services Staff 24/01/12

Updates, Revisions and Amendments

Version Details of Change Approved by Date

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Contents

Page

1 Statement of Purpose 4

2 Adoption Panel

Purpose & Function

Adoption panel membership

Appointments to panel

Attendance at the panel

Adoption panel minutes

Reports to adoption panel

Adoption panel meetings

Confidentiality

General conduct

Conflicts

Resignation from the panel

Termination of appointment to the panel

Decision making in respect of recommendations

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3 Assessment & Approval of Adoptive Parents

Responding to initial enquiries

Initial visit & information event

Checks & references

Adoption medical assessment

General

Preparation courses

Prospective adopters assessment

Prospective adopters report

Panel recommendations

Review of prospective adopters

Criteria for prospective adopters

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4 Placement for Adoption

Planning for permanence

Obtaining agency approval of adoption plan

Counselling & support of birth parents

Children’s Assessment Report for Adoption (CARA)

Presentation of CARA to adoption panel

After the adoption panel

Preparation of child for adoption

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Post-placement contact

Identification of adoptive parents

Matching / linking with adoptive parents

Presentation to panel

Planning the placement

The placement

Children approved for adoption but no placement available

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5 Monitoring & Supervision 69

6 Safeguarding Children Placed for Adoption

Importance of good planning & reviewing

Limits on the exercise of parental responsibility

Child protection concerns in relation to Powys children placed in Powys

Child protection concerns in relation to Powys children placed out of Powys

Child protection concerns in relation to children placed by another authority

Reviewing placements for adoption on welfare grounds

Conduct of the adoption service – arrangements for protecting children

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7 Adoption Reviews

Arrangements for adoption reviews

Convening & chairing of reviews

Timescales of reviews

Report for the review

Conduct of the review

After an adoption order has been made

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8 Disruption of Adoptive Placements 81

9 Allegations against Prospective Adopters 82

10 Inter-country Adoptions 88

11 Non-agency adoptions 102

12 Adoption Support Services

When to assess the need for adoption support

Which local authority should undertake the assessment

Process of assessment

Adoption Support Plan

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13 Adoption Case Records 113

14 Access to Birth & Case Records 117

15 Court Reports in Adoption 124

16 Life Story Books 134

17 Letterbox Scheme 137

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1. Statement of Purpose

1.1 The Adoption Service (Wales) Regulations 2007 require all adoption agencies to provide a written

statement that sets out the aims and objectives of the Agency and the services and facilities

provided. This document is made available to staff, adopters and prospective adopters, any child

placed by the service and the parent of any child placed. It is available in English and Welsh and

will be made available in any other language or format as necessary. It is reviewed on an annual

basis.

1.2 Legal Framework

1.2.1 All local authorities are required by legislation to establish and maintain a service designed to meet

the needs, in relation to adoption, of a child who has been or may be adopted, parents and

guardians of such children and persons who have adopted or may adopt a child.

1.2.2 The service should include arrangements for:

• the adoption of children,

• the provision of adoption support services.

The legal framework for adoption is the Adoption and Children Act 2002 and the regulation and

guidance arising from it. The Welsh Assembly Government, under section 49 of the Care

Standards Act 2000, has issued National Minimum Standards for local authority adoption

agencies in Wales.

1.2.3 Overall responsibility for the County’s Adoption Agency lies with the elected members.

Councillors appoint senior officers, the most senior being the Chief Executive, who in turn is

responsible for the work of all departments. A Director heads each department and reports to

members and the Chief Executive.

1.2.4 In Powys, the Social Services Department is accountable for the service, which is directly

managed by the Head of Service for Children and Families. The Area Manager for fostering,

adoption and children with disabilities is the Responsible Officer for adoption as required by the

regulations. The details of this person are attached as Appendix 1.

1.3 Aims, Objectives, Values and Standards 1.3.1 Powys County Council seeks to provide a comprehensive adoption service delivering the highest

possible quality to all parties involved in the adoption process.

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1.3.2 The Adoption Agency works to the following objectiv es

• To identify children whose best needs would be met by being placed with

adoptive families.

• To support and prepare children through the process of adoption.

• To identify and recruit appropriate people to act as adoptive parents.

• To assess and prepare people and approve them as adoptive parents.

• To match children with carers based on a clearly identified plan of need.

• To support the lifelong needs of families brought together by adoption.

• To offer lifelong support to families brought together by adoption, including

siblings, grandparents and significant others.

1.3.3 The Adoption Agency works to the following values

• Children are entitled to grow up as part of a loving family, which can meet

their needs during childhood and beyond.

• Every reasonable effort will be made to enable and support the child’s own

birth family to provide a permanent home for the child, when it is safe and

appropriate to do so.

• Children whose birth families cannot provide them with a secure, stable

and permanent home are entitled to have adoption considered for them.

• The child’s welfare, safety, needs and views should be the centre of the

adoption process and will be fully taken into account at all stages.

• Adoption is about meeting the needs of children, including their welfare and

safety, not the needs of adults.

• Delays in securing permanency through adoption can have a severe

impact on the health and development of children and should be avoided,

whenever possible.

• Adoption has lifelong implications for all involved and requires lifelong

commitment from many different organisations, professions and individuals

who have to work together to meet the needs for services of those affected

by adoption.

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• Children’s ethnic origin, cultural background, religion and language will be

respected and considered when decisions are made.

• Children will be placed with their brothers and sisters unless this will not

meet their individually assessed needs.

• Children will be matched with families who can best meet their needs but

they will not be left to wait indefinitely for the ‘perfect family’.

1.3.4 The Adoption Agency works to the National Minimum S tandards

These standards form the basis of the inspection process by the Care and Social Services

Inspectorate Wales in determining whether the local authority adoption service is meeting the

relevant regulatory requirements. They are ‘minimum’ standards and it is the intention of the

Powys Adoption Agency to meet the standards and the service aspires to exceed them.

1.4 Organisation Structure and Management

1.4.1 The adoption team, under the operational management of the Agency Manager, undertakes the

recruitment, assessment, training, management and support of adopters.

1.4.2 All the social work staff in the team hold the relevant qualifications; have appropriate experience

and are appointed by interview in accordance with equal opportunity good practice and human

resources recruitment policy. The Adoption Agency Manager is expected to hold an NVQ 4 in

management. Personnel files are available for inspection by the appropriate inspectors and

managers and contain staff qualifications, references and CRB checks (which are renewed every

three years) and other relevant information.

1.5 Scope of the Adoption Agency

The Adoption Agency provides the full range of adoption services including:

• Planning the services,

• development and implementation of policies and procedures,

• development of information on the service for potential service users, staff

within the agency and other professionals,

• management of the Adoption Panel,

• management of the Adoption Register

• recruitment, training and assessment of prospective adopters,

• support to approved adopters both prior to and after placement,

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• letter Box contact and other contact issues.

• work with adults who have been adopted (when not undertaken by outside agency – see note below)

• counselling of birth families (this function is shared with outside agency – see note below)

Note – Powys County council has a service level agreement with an outside agency to undertake these services

1.6 Work with the Children Work with children that are to be, or have been, placed for adoption

remains the responsibility of the children’s teams. The adoption team will

provide advice and support to social workers in the fieldwork teams on the

processes of adoption including:

• planning the adoption for individual children,

• working with birth parents,

• working with children,

• preparing assessments for Adoption Panel,

• matching and linking processes,

• making and supporting the placement,

• completion of reports to the Court.

1.7 Management Arrangements The Adoption Agency Manager is line-managed by the Area Manager for fostering, adoption and

children with disabilities.

1.8 Links with Other Services The Adoption Agency works very closely with:

• the children’s services teams,

• the fostering team,

• After Adoption Wales,

• Health

• BAAF,

• other local authorities and voluntary adoption agencies,

• Welsh Assembly Government particularly in respect of inter-country

adoption,

• the National Adoption Register.

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1.9 Procedures for Recruiting, Preparing and Assessing, Approving and Supporting Prospective Adoptive Paren ts

1.9.1 Eligibility Criteria The current eligibility criteria used by the Powys Adoption Agency are available in Section 3.

People who are interested in becoming adoptive parents will be welcomed without prejudice and

will be treated fairly, openly and with respect throughout the adoption process.

1.9.2 Recruitment The Adoption Agency has a recruitment policy and strategy aimed at recruiting a range of

adopters to meet the particular needs of the children and young people for whom it provides a

service.

1.9.3 Initial Contact People interested in adoption will make contact through the Adoption Agency team when basic

details will be taken and initial information given. This can be done by telephone or e-mail via the

authority’s website. An information pack will be sent.

1.9.4 Applicants can be invited to an information session or, if there is a delay before a suitable session

is available, one of the adoption team can make a visit. Information on adoption, examples of

children needing adoption and the processes that need to be followed will be given.

1.9.5 The Enquiry Stage An enquiry will be made and prospective adopters will be advised that a number of checks need

to be carried out. With their consent

These include:

• Personal Checks – to confirm the identity of the applicant(s),

• Criminal Records Bureau Checks – to ascertain if the applicant(s) has any

relevant criminal convictions,

• Disqualification Checks – to ascertain if the applicant(s) or any member of

their household has been disqualified under the Children Act 1989, and

the Children (Protection from Offenders) (Miscellaneous Amendments)

Regulations 1997, Disqualification from Caring for Children (Wales)

Regulations 2004.

• Checks with all the other local authorities where the applicant(s) has lived,

• Checks with other relevant agencies including CSSIW, Probation Services,

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NSPCC.

Applicants will also be expected to undergo medical examinations and

provide references.

1.9.6 Preparation and Training Pre-adoption training is provided on a periodic basis for prospective adopters and the expectation

is that all applicant(s), including second time adopters, will attend preparation sessions as part of

the adoption process. Where there are two applicants, It is expected that both applicants will

attend.

Training will be undertaken as early in the process as possible but if there is a delay the

assessment will commence.

On successful completion of the enquiry stage the prospective adopter(s) will be advised that their

enquiry will progress to assessment

1.9.7 Assessment Assessment will be carried out by a qualified social worker using the BAAF Prospective Adopters’

Report (PAR).

Adult applicant(s) will be interviewed together and at least once separately. The whole family will

be seen together at least once. Applicant(s)’ children will be interviewed and their comments

included in the report. This includes adult children who no longer live at home.

Previous partners must be contacted and interviewed if possible. Children from previous

relationships should be interviewed where appropriate.

The assessment process will explore issues and challenge perceptions. It is about assessing,

with the family, if it is appropriate for them to become adoptive parents, at this time, and the kind

of child or young person for whom they would be best suited.

The assessment will include the following areas:

• Strengths Needed – including the amount of time, energy and space

available within each family’s emotional and other commitments, the family’s

support networks and willingness to use professional help need to be clear.

• Issues Relating to the Family – including motivation, infertility issues, health

and disability issues, family structures, identity issues, discrimination and

disability, discipline issues, health and safety issues, financial matters

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• Meeting the Child’s Needs – including unidentified needs, attachment issues,

identity issues, abuse and neglect issues, behavioural, educational and health

and disability issues, contact, needs of siblings

The applicant(s) will be given a copy of the written report and offered the

opportunity to discuss or make comments on it. (excluding referee statements )

A final quality assurance visit will be undertaken by the adoption team manager

1.9.8 The Approval Process The Adoption Panel considers all adoption applications and can have an advisory role part way

through the process, where there is concern as to whether the assessment should proceed.

When assessments are completed, applicant(s) will be encouraged to attend the Adoption Panel

and will be sent advance information on the Panel. The applicant(s) are told verbally the Panel’s

recommendation on the day of the panel.

The authority’s designated Decision-Maker, who is the Head of Children’s Services, considers the

assessment and the panel recommendation and makes the final decision on whether or not the

applicant(s) should be approved or the matter deferred for further work to be done.

In cases where the Panel feels unable to recommend approval and the Decision-Maker agrees

with this, the applicant(s) will be given written notification, including the reasons for the proposal

and will be invited to submit written representations to the agency within 28 days. (see section on

the IRM process)

1.9.9 After Approval Supporting applicant(s) in the period following approval it is important and approved adopters will

be visited and their situation formally reviewed every 12 months.

Updated police checks will be requested after 3 years and updated medical examinations every 2

years.

With their agreement, the names of approved adopters will be entered on the Adoption Register

for England and Wales. The names will be on hold for up to three months to allow the Adoption

Agency to identify a local match. In some circumstances, the record will go live immediately for

linking with a child.

1.10 Intercountry Adoption

1.10.1 People wishing to adopt children from abroad will receive a service to the same standard as

domestic adoptions. A fee may be charged for the service.

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1.10.2 When an application is made to adopt a child from overseas, the intercountry adoption process

should take account of the legal requirements of both countries. Information is given below.

• The requirements in England and Wales are set out in a range of legislation

and guidance, outlined on the Department for Children, Schools and Families

at website www.dcsf.gov.uk/intercountryadoption.

• The requirements for individual countries are summarised in fact sheets

issued by the Department for Children, Schools and Families which can be

found on the same website.

• The website also gives details of some voluntary agencies, which work with

intercountry adoption.

• It also provides a useful link to the Home Office UK Border Agency, which

sets out the rules on entry to the Country.

1.10.3 The Powys Adoption Agency will:

• provide information about overseas adoption procedures,

• offer counselling to those wishing to adopt a child from overseas and to

people adopted from overseas,

• assess applicant(s)' suitability to be adoptive parents (to the same

standards as for domestic adoptions).

1.10.4 Preparation classes will be similar to those for domestic adoptions but with additional elements

covering the particular challenges of adopting a child from overseas.

1.10.5 There are a number of additional requirements for the assessment of intercountry adopters.

• The report will include an assessment of the applicant(s)’ suitability to adopt a

child from another country.

• Some sending countries do apply age restrictions and this may be a relevant

factor for some applicant(s) as they consider their options.

• Investigation of each adoptive applicant’s health and consideration of any

health risks, including those associated with lifestyle, should follow domestic

adoption practice.

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• The financial status of applicant(s) should be established and referred to in the report. This

should cover both current financial status and probable status after placement, if there is

likely to be a change. Some countries require applicant(s) to provide documentary evidence

of income, savings and property value. It should be remembered that one of the immigration

conditions is that the prospective adoptive child will be maintained and accommodated

adequately without recourse to public funds by the adoptive parents. Therefore, applicant(s)

in receipt of public funds can only be considered for overseas adoption if they will not have

to rely on further additional public funds to support their child.

• As with domestic adoptions, the Adoption Panel is required to consider the suitability of

adoptive applicant(s) and to make a recommendation to the agency Decision-Maker.

• The Panel should have an understanding of both domestic and intercountry adoptions and

should consider the suitability of adopters in the same way regardless of the type of

adoption being considered.

• The decision making and notification processes are the same as for domestic adopters.

1.10.6 Following Approval

There are also additional requirements following approval and these include:

• The assessment and all the checks, medical reports and references together with the

Adoption Panel minutes and the Decision-Maker’s decision are sent to the National

Assembly for Wales who endorses the application and forwards this to the Department for

Children, Schools and Families. A fee will be charged for this.

• The Department for Children, Schools and Families will issue a Certificate of Eligibility on

behalf of the National Assembly for Wales.

• The authorities in the country concerned will consider the application and, if the application

is approved, the applicant(s) will be added to the waiting list of approved overseas

adopters until the authorities can match them with a child.

1.10.7 When the family has been matched with a child and introductions have taken place, the family will

return with the child to the UK and will have to comply with immigration and entry clearance

requirements.

1.10.8 Depending on the country of origin of the child, the prospective adopters may need to notify the

Local Authority and apply to the Court for an Adoption Order.

1.10.9 Families who have adopted children from overseas may seek advice and assistance from the

Local Authority. This should be given if an assessment of need indicates that services are

required. All parties are also entitled to an assessment under the Adoption Support Regulations.

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1.11 Step-parent Adoption

Initial enquiries about step-parent adoptions will be dealt with by the Adoption Agency who will

provide advice and guidance on the process and on the alternatives which may be available.

If the applicants decide to proceed, the work will be undertaken by a social worker in the adoption

team.

1.12 Arrangements for Providing Adoption Support

Statutory Responsibility

1.12.1 The Adoption Agency has responsibility for providing adoption support under the Adoption and

Children Act 2002 and the associated regulations and guidance.

1.12.2 Those eligible for the provision of services include:

• a child who has been or may be adopted,

• the parents and guardians of such children,

• persons, who have adopted or may adopt a child.

1.12.3 The regulations place additional duties on local authorities to carry out assessments of need for

adoption support services and, having carried out the assessment, the local authority is required

to decide whether to provide a service.

1.12.4 Social Services Departments carry the lead responsibility for arranging both an assessment and

adoption support services. There are some services that they are required to arrange and these

include:

• support groups for adoptive parents and adoptive children,

• support for contact arrangements,

• therapeutic services,

• services to ensure the success of the adoptive placement or adoption such as training or respite care,

• counselling, advice and information.

It does not, however, mean that they are expected to provide all the necessary services. The

regulations emphasise the corporate responsibilities of local authorities and it is recognised

that services may be required from other agencies such as health and education.

• financial support

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1.13 Accessing Support Services

An assessment for adoption support will form part of the planning for all children being placed for

adoption.

It will be considered:

• as part of the report to Adoption Panel when consideration is given to whether the child

should be placed for adoption,

• when considering a match with prospective adopters,

• at a review of adoption support arrangements, when the placement for adoption of a looked

after child is reviewed within the first 4 weeks of placement.

The social worker for the child will have the responsibility for undertaking the assessment,

preparing, implementing and reviewing the plan.

Each local authority is required to nominate a single point of contact – the Adoption Support

Services Advisor (ASSA). This position is held by the Adoption Agency Manager.

When a referral is made for an assessment for adoption support post order, it will be passed to

the Adoption Agency Manager who will allocate the referral to an adoption social worker. If the

eligibility criteria for adoption support are not met, the family will be sign-posted to universal

services. If the criteria are met, an assessment will be completed. The Adoption Agency Manager

(in consultation, where appropriate, with the Designated Responsible Officer) will decide the

services that will be provided and an adoption support service plan will be completed. This plan

will be reviewed at agreed intervals.

1.14 Placements from Other Authorities The regulations require placing agencies to contact the authority where a child may be placed,

before the decision to place for adoption is made to ascertain if the required support services are

available within the area. The regulations also define responsibilities in this situation. With an

agency placement, both prior, after placement and after adoption, responsibility for undertaking

the assessment remains with the local authority who is considering, or who has placed, the child

for adoption. The exception to this is, where there is a new request for an adoption support

service (including financial support where none was previously provided) more than 3 years after

the date of placement or one year after the Adoption Order was granted.

In this case, it is the authority where the family lives who is responsible for carrying out

the assessment and providing the services.

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1.15 Monitoring and Evaluation of the Service

1.15.1 Regular Feedback

Systems will be established for routine feedback to be sought from all participants in the adoption

process. This information will be evaluated on a regular basis and will inform both the quarterly

and annual reports and practice development.

1.15.2 Information

The Adoption Agency regularly collects data in respect of adopters and children who are to be

placed, or have been, placed for adoption. This information (which includes agreed performance

indicators) is reported to the Departmental Management Group, elected members and the

National Assembly for Wales as required. It also informs the reports outlined below.

1.15.3 Supervision

The work of individual members of the team is monitored through regular supervision and

appraisal. As part of supervision, files are audited for compliance with regulation and the adoption

policy agreed by the authority..

1.15.4 Quality of Service Annual Report

A Quality of Service annual report will also be provided and will incorporate the Annual Report of

the Adoption Panel and the Business Plan for the Team for the forthcoming year.

1.15.5 The Quality of Service Annual report :

• summarises the work of the Adoption Agency over the past year,

• summarises the work of the Adoption Panel,

• gives examples of successful or particularly good working practices,

• gives the performance indicators and highlight any concerns about the maintenance of

adoption standards,

• highlights unmet need and service shortfalls and make suggestions as to how these are to

be addressed,

• provides a full budget statement,

• details any training needs in relation to:

the Adoption Agency members,

the Adoption Panel,

other child care staff,

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other professionals,

• reviews the functioning of the Adoption Agency and suggest changes or developments,

• outlines a work programme for the Adoption Agency and for the Adoption Panel for the

forthcoming year.

Reports will be provided as required to elected members.

Practice issues will be addressed at the Departmental Management Group if significant

matters arise.

1.16 Complaints and Representations The authority has a formal complaints procedures in line with legislation for

• children,

• parents/carers and other interested parties including adopters.

1.16.1 Complaints

The complaints’ procedures of the authority are available and contact information is attached as

Appendix E. The complaints’ procedures emphasise the need for staff to deal with disagreements

and difficulties before they become complaints.

However, if matters cannot be resolved any complaints should be forwarded to the appropriate

complaints’ officer, who will ensure that matters are properly investigated. The complaints’ officers

monitor all complaints and produce an annual report.

1.16.2 Children’s Complaints

All children involved in the adoption process have the right to access the Powys children’s

complaint process ‘Getting it sorted’. They can talk over a problem with their social worker, a

children’s advocate (see below) of get in touch with the complaints officer.

1.16.3 Advocacy

The authority uses Tros Gynnal to provide an independent advocacy service in order to assist

children to voice any complaint or grievance they may have.

1.17 Public Services Ombudsman At any stage in a complaint, the matter can be referred by the complainant to the independent

Public Services Ombudsman for Wales.

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1.18 Representations to Adoption Panel There is a procedure for the Adoption Panel to hear representations in cases where the Panel

feels unable to recommend approval and the Agency Decision-Making is minded to agree.

• The assessing social worker will visit the applicant(s) to give them written notification

including reasons for the proposal. After discussion of the issues, the applicant(s) will be

invited to submit written representations to the agency within 28 days.

• If none are received in that time, the Decision-Maker will proceed to make the final decision

on behalf of the agency, which will be conveyed to the applicant(s) in writing and will include

the reasons for the decision.

• If representations are received, the matter will be referred to the Adoption Panel for further

consideration. The Panel will then make fresh recommendations to the Decision-Maker who

will consider the matter in the light of these new recommendations and the representations

made by the applicant(s). This final decision will be conveyed in writing to the applicant(s)

along with the reasons for the decision and including the Panel’s recommendations if they

differ from that of the Decision-Maker.

Information will be given on the Independent Review Mechanism and how this can be

accessed.

1.19 Independent Review Mechanism

1.19.1 The Independent Review of Determinations (Adoption and fostering) (Wales) Regulations 2010,

which came into force on April 2nd 2010, set up a formal mechanism for an independent panel to

review certain adoption agency decisions in relation to prospective adopters.

1.19.2 These relate to decisions where the adoption agency does not propose to approve a prospective

adopter as suitable to be an adoptive parent or considers that a prospective adopter is no longer

suitable to be an adoptive parent following a formal review.

• The panel is managed by BAAF for the National Assembly for Wales and is comprised of no

more than five people who must (where reasonably practicable) include 2 social workers

with experience in adoption or family placement

• A registered medical practitioner

• 2 people who have personal experience of adoption

• The panel is supported by professional advisers

• A prospective adopter(s) makes a request to the National Assembly for a panel to be

convened to review the decision of the adoption agency.

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• The request must be made within 40 working days beginning with the date on which a

notification was sent by the adoption agency of their decision. The request must be in

writing and state the reason for the request.

• There are timescales for responding to the applicant, for notifying the local authority and for

setting the date for the review panel.

• The date fixed for the review will be no later than 3 months after the date that the

determination is referred and all parties must be notified of the date, time and place for the

review no less than 5 working days before the date fixed for the review.

1.20 Recommendation of Review Panel The panel's recommendation must be that of the majority and may be made and announced at

the end of the review or reserved.

The recommendation and the reasons for it must be recorded without delay in a document signed

and dated by the chair. The National Assembly must send a copy of the recommendation to the

adoption agency which made the qualifying determination and the prospective adopters no later

than 10 working days after the date on which the recommendation is made.

The recommendation is then considered by the Agency Decision-Maker who can decide whether

or not to refer the recommendation back to the Adoption Panel for consideration or to make a final

decision.

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2. Adoption Panel

2.1 Purpose and Function

2.1.1 The Adoption Panel is responsible for overseeing the running of the local authority’s Adoption

Service and receives annual reports and three-yearly reviews on the service and its performance.

2.1.2 In doing so it has an overriding responsibility to promote good practice, consistency of approach

and fairness in all aspects of the Adoption Service, in accordance with its principles

2.1.3 As part of this function, the Panel makes recommendations as to the following-

The suitability of prospective adoptive applicants to adopt

Whether a child should be placed for adoption

Whether a child should be placed for adoption with particular prospective adopters

The recommendations must be unconditional and cannot be ‘in principle’.

The Adoption Panel may also advise on the following issues-

2.1.4 Where prospective adoptive parents are recommended as suitable to adopt, the number of

children the adoptive parents may be suitable to adopt, as well as their age range, gender, likely

needs and background;

2.1.5 Where it is recommended that a child should be placed for adoption, what the contact

arrangements for the child should be and whether a Placement Order should be applied for;

2.1.6 Where it is recommended that a child should be placed with particular prospective adopters, the

proposed adoption support, future contact arrangements and whether/how the exercise of

Parental Responsibility by birth parents and/or prospective adopters should be restricted;

2.1.7 The Adoption Panel monitors the progress of individual children for whom adoption is the plan up

to the making of an Adoption Order, through progress reports as required under the Placement for

Adoption Procedure, and receives Disruption Reports in relation to any breakdowns in adoptive

placements

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2.2 Adoption Panel Membership

2.2.1 Adoption Agency Advisor

The adoption agency must also appoint a senior member of staff to be known as the "agency

adviser" , with such qualifications, skills and experience as the agency considers appropriate.

Their role is -

(a) To assist the agency with the appointment (including re-appointment), termination and review

of appointment of members of the adoption panel;

(b) To be responsible for the induction and training of members of the adoption…panel:

(c) To be responsible for the administration of the adoption panel including assisting with liaison

between the agency and the adoption panel and monitoring the performance of members of the

adoption panel; and

(d) To give such advice to the adoption panel as the panel may request in relation to any case or

generally.

2.2.2 Other Panel Members : The Adoption has a maximum of 10 members; they are appointed by the Adoption Agency

Advisor

The membership must include-

2.2.2.1 The Chair

2.2.2.2 Two social workers with at least 3 years’ relevant post-qualification experience one of whom

should have experience of working within a fieldwork childcare team, undertaking care

proceedings and have experience with ‘Looked after’ children. The other should have experience

of assessing prospective adopters and identifying suitable matches

2.2.2.3 One elected member of the Council. If possible with responsibility for children’s services or from

the corporate parenting group

2.2.2.4 The Panel’s Medical Advisor

2.2.2.5 At least three independent persons , of which, where reasonably practicable, two of whom

should have personal experience of adoption, for example as an adoptive parent, an adopted

person or a birth parent.

The Panel membership should be gender balanced and reflect the composition of the community

served by the agency.

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The Agency Decision Maker on adoption matters must not be a member of the Panel. In Powys,

the Agency Decision Maker is the Head of Children’s Services.

The quorum is 5, one of whom must be the Chair or Vice Chair, one of the social worker

representatives and at least 1 independent member.

2.2.2.6 The Panel Chair and Vice Chair

The Chair must be an independent member, and is appointed by the Adoption Agency Advisor

2.2.2.7 The Panel must also have two Vice Chairs (not necessarily independent members), who are

also appointed by the Adoption Agency Advisor. These should be designated ‘Principal and

Deputy Vice Chair.’

The Panel Chair should have knowledge and experience of the area of adoption, be familiar with

the regulatory framework of the Adoption Service and be able to analyse the discussion and

summarise the views expressed.

He or she should command respect from Panel members and be able to manage the meeting

with firmness, tact and wisdom, by eliciting the views of Panel members fairly and ensuring all

views are heard in a way which values each member’s opinion.

In doing so, the Chair will manage dominant members and encourage those reluctant to

contribute.

The Panel Chair must always manage any Panel member who acts in a manner which is

oppressive or discriminatory to other Panel members or those attending Panel.

2.3 Appointments to Panel

2.3.1 Panel members are appointed by the Adoption Agency Advisor usually for periods of 5 years.

2.3.2 Panel members can be appointed for consecutive term of 5 years but no member (other than the

Medical Advisor) may serve more than 2 consecutive terms, whereupon there must be a break of

at least 3 years, before they become eligible for re-appointment.

2.3.3 Panel members will complete induction training (which should include attending a meeting as an

observer) within 10 weeks of being appointed and thereafter should participate in at least one

Panel training day per year.

2.3.4 New appointees will be asked to give signed agreement to checks being undertaken through the

Criminal Records Bureau and cannot take up their appointment until the outcome of the checks

are known.

2.3.5 They are excluded from Panel membership if they have any offences against children or of

violence.

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2.3.6 They are required to notify the Panel Advisor immediately if they receive such a conviction or

caution while serving as a Panel member. Criminal Records Bureau checks will be renewed every

three years.

2.3.7 Written information about the expectations arising from their appointment should be given to new

members

2.3.8 New members should be asked to sign a written agreement confirming their acceptance of these

before taking up their appointment.

2.3.9 They should also be asked to supply a photograph for their personal file to be kept by the

Adoption Service.

2.4 Attendance at Panel

Appointed Panel members are expected to make every effort to attend Panel meetings punctually.

If Panel members are unable to attend, they should inform the Panel Administrator as soon as

possible, to ensure the Panel is quorate.

Failure to attend 3 consecutive Panel meetings or less than 75% of Panel meetings in one year,

for other than medical reasons, may result in the member’s appointment being withdrawn.

2.5 Adoption Panel Minutes

2.5.1 The Panel minutes will always record the information in relation to the following:

The reports received.

Who attended and for which part of the discussion

Medical advice

Legal advice

The Panel’s discussions (main points) and conclusions

The Panel’s recommendations and reasons, including any reservations expressed by any

member.

Any advice given by the Panel.

2.5.2 The Panel minutes will be written in accordance with the agreed format and kept on very child’s or

prospective adopter’s Adoption Case Record.

2.5.3 The draft Panel minutes will be approved by the Panel Advisor and the Chair, before being

forwarded to the Agency Decision Maker. The reports considered by the Adoption Panel when the

recommendation was made are also forwarded to the Agency Decision Maker, so that s/he can

meet the timescales for making the decision as set out in the relevant procedures.

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2.6 Reports to Adoption Panel 2.6.1 Reports to the Adoption Panel in relation to matters upon which the Panel are asked to make

recommendations must be prepared by qualified social workers .

2.6.2 Where the author of the report does not have the requisite qualifications and experience, he or

she must have either a qualification in social work or be a social worker in training, and must be

supervised by a qualified social worker with 3 years’ relevant experience.

2.6.3 Where the person preparing the report is an independent social worker, they must always be

suitably qualified and experienced and be supervised by a member of staff with the suitable

qualifications and experience.

2.6.4 The same qualifications and experience are required for social workers undertaking visits to

children placed for adoption – see Monitoring and Supervision of Adoptive Placements Procedure

- and authors of Court Reports in Adoption cases – see Court Reports in Adoption Procedure.

2.7 Adoption Panel Meetings 2.7.1 The Adoption Panel usually meets every first Monday in the month at Neuadd Brycheiniog,

Brecon or County Hall Llandrindod Wells. The Panel Advisor will ask the Panel Administrator to

arrange additional special meetings as necessary, with the Chair’s authority, where for example

there is a need to consider an urgent placement.

2.7.2 The Panel Administrator will prepare and circulate an annual list of Adoption Panel dates and

deadlines each November for the following year.

2.7.3 The Panel Advisor, who must be a senior practitioner or manager in the Adoption Service with at

least 5 years’ relevant post-qualification and management experience, attends all Panel meetings

to advise the Panel but is not a member of the Panel. His or her role is to ensure all the

necessary reports are available for the Panel, to advise Panel on social work and procedural

matters and to report to social workers and their managers on issues arising from Panel meetings.

2.7.4 Where the Panel is considering a matter relating to an inter country adoption, the Panel Advisor

must arrange to provide specialist advice and any relevant information required.

2.7.5 The Panel Advisor’s role is also to assist with appointments to the Panel, to arrange induction and

other training for Panel members, to monitor and review their performance and monitor and

review the administration of the Panel.

2.7.6 The Panel Administrator, in consultation with the Panel Advisor, will prepare the agenda for each

meeting.

2.7.7 Social workers presenting reports to the Panel must send their report and any supporting

documentation required (as specified in the relevant procedures elsewhere; see Placement for

Adoption Procedures and Assessment and Approval of Prospective Adopters Procedure) to the

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Panel Administrator at least 10 working days before the date of the Panel meeting. Items will be

withdrawn from the agenda where the paperwork is inadequate to enable the Panel to consider

the matter.

2.7.8 The agenda and Panel papers should be sent to members at least one week before the meeting.

2.7.9 The Panel’s Legal Adviser attends or gives advice in advance to all Panel meetings, but is not a

Panel member.

2.7.10 Observers may attend Panel meetings with agreement in advance from the Panel Advisor and

Panel Chair. Only one observer may be present at any meeting. Observers must have a

legitimate reason for requesting attendance, for example a social work, legal or medical student,

or a prospective Panel member. Observers cannot attend unless they have signed a

confidentiality agreement.

2.7.11 The agenda for each meeting will include at the beginning an opportunity for any Panel member

to declare an interest in any item on the agenda (see 2.6 Conflicts of Interest) If an interest is

declared, the Chair must then decide whether the Panel member should withdraw during

consideration of the item.

2.7.12 Items will be withdrawn from the agenda where the person presenting the report is late in

attendance making it impractical for the item to be managed at the meeting. In addition, items will

be withdrawn where the applicants or prospective adopters have suffered a significant recent

trauma, which could impact on their judgment, for example a recent bereavement or a serious

accident.

2.7.13 The Panel will discuss each case and any issues of concern or missing information, before those

attending for specific items of business join the meeting.

2.7.14 Once those attending have joined the meeting, and after introductions have been made, the

Panel members have the opportunity to ask their questions and the Panel Chair will invite those

attending to ask any questions they may have. Those attending withdraw from the meeting while

the Panel considers its recommendation and, if they wish, wait to be informed of the outcome of

the Panel discussion and any recommendation and advice given.

2.7.15 In the event of a disagreement between Panel members, the Chair will consider whether further

information is required or whether the Panel should go ahead and make a recommendation on the

basis of the majority view. In this event, any dissenting view should be fully recorded in the

minutes.

2.7.16 At the end of each Panel meeting, the Panel Administrator will collect all members’ papers. Panel

members unable to attend a meeting will be asked to return his or her papers to the Panel

Administrator.

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2.8 Confidentiality

2.8.1 All written and verbal information given to Panel members in the course of their duties is strictly

confidential.

2.8.2 Panel members are required to sign a written agreement, before taking up their appointment, to

confirm that all information they receive will remain confidential.

2.8.3 The agreement will be retained on their personal file kept by the Adoption Service.

2.8.4 Panel members are expected to keep all written information in a secure place and return all Panel

documents to the panel administrator immediately after each Panel meeting.

2.8.5 Panel members must not copy, in part or in whole, any documents that relate to a case.

2.8.6 If a Panel member has some knowledge of a case, whether in a personal or professional capacity,

they should declare an interest and inform the Chair of the Panel.

2.8.7 This should be done at the earliest opportunity, to ensure the Panel is quorate

2.8.8 Failure to comply with the above paragraphs may result in the member’s appointment being

withdrawn.

2.9 General Conduct

2.9.1 Panel members should be committed to anti-discriminatory practice and should be prepared to

consider each case on its own merits.

2.9.2 Panel members should have read the Panel papers carefully prior to the Panel meeting and come

prepared to contribute to the Panel discussion and express a view on the matter under

consideration, including voicing any concern or disagreement with other members of the Panel.

2.9.3 The Panel Advisor will review each Panel member’s performance on a regular basis.

The Panel Advisor, in consultation with the Chair, will review each member’s performance on a

more formal basis at least annually.

2.9.4 If there are concerns about the conduct or behaviour of a Panel member, this should be conveyed

to the Panel Chair who will raise these concerns with the member in private.

2.9.5 If concerns about a Panel member’s conduct or behaviour cannot be resolved informally, the

Chair, in consultation with the Panel Advisor, will write to the member concerned setting out the

concerns and what action it is proposed to take.

2.9.6 The Chair’s performance will be reviewed annually by the Agency Decision Maker, taking into

account the views of Panel members and those who attend Panel meetings, for example social

workers and prospective adopters.

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2.10 Conflicts of Interest

2.10.1 Panel members should consider any conflicts of interest in relation to Panel agenda items.

2.10.2 A potential conflict arises if an interest may be seen to adversely affect a Panel member’s

capacity to act without prejudice or preference in a matter.

2.10.3 It is anticipated that in many circumstances there may be professional knowledge of a case which

should be notified to the Chair but which will not affect a member’s capacity to participate in the

Panel.

2.10.4 In other circumstances there may be a personal interest or connection which would require the

Panel member to refrain from participation.

In cases where it is less clear, advice should be sought.

2.10.5 In the case of a potential conflict of interest where advice is required, Panel members should

consult the Chair, Panel Advisor or Legal Adviser, giving as much advance notice as possible,

particularly having regard to the implications for the quorum.

2.11 Resignations from the Panel 2.11.1 Panel members are expected to give a minimum of one month’s written notice, except where

personal emergencies e.g. accidents, illness, make this impossible.

2.11.2 Resignation letters should be addressed to the Adoption Team Manager, with a copy to the Chair

of the Panel.

2.11.3 Initial verbal resignations may be given, but only at the close of Panel business and should always

be followed by a written resignation.

2.11.4 Panel members are asked, as a matter of courtesy, to inform the Chair of the Panel of their

intention to resign, before making any public announcement.

2.11.5 Panel members wishing to withdraw a submitted written resignation must do so before the one

month notice period expires by writing to the Adoption team Manager, who reserves the right not

to accept a withdrawal of notice and to allow the original letter of resignation to stand.

2.12 Termination of Appointment of Panel Members 2.12.1 Where there are concerns about a Panel member’s behaviour either inside or outside the

meetings, and the difficulties have not been resolved by discussion and correspondence between

the Chair, Panel Advisor and the member concerned, the matter will be raised by the Panel

Advisor with the Area Manager, who will decide whether to propose the end of the appointment

and if so, will advise the Panel member in writing giving clear reasons for the proposal.

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2.12.2 The Panel member will be given the opportunity to make observations on the matter before a final

decision is made by the Area Manager .

2.13 Decision Making in respect of Adoption Panel

recommendations

2.13.1 Once Adoption Panel members have made a recommendation about a child or prospective

adopters, the reports presented to Adoption Panel, together with the Minutes of Panel, are sent to

the Head of Children’s Services, who is the Agency Decision Maker.

2.13.2 The Agency Decision Maker takes into account all the information surrounding the case and the

panel’s recommendation before making a considered decision.

2.13.3 The Agency Decision is made without delay after taking into account the recommendation of the

adoption panel and promotes and safeguards the welfare of the child.

2.13.4 The child’s social worker is responsible for conveying the decision orally to the child. The adoption

agency will convey the decision, orally to the prospective adopters and in writing, to the child, the

child’s parents and prospective or approved adopters, as appropriate.

Please refer to Adoption & Permanence Panel Policy & Procedures

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3. Assessment & Approval of Adoptive Parents

3.1 Responding to Initial Enquiries

3.1.1 All members of the public who make an initial enquiry should, following a preliminary discussion

with the duty social worker at the Adoption Service, be sent an Information Pack containing

information about the following-

• The adoption process

• Placement Orders

• The children requiring adoptive placements (including their age ranges, background and

characteristics)

• The Habitual Residence and Domicile requirements for adoptive parents

• The assessment process and timescales (including the checks, references and preparation)

• Matching

• Support

• The Independent Review of Determinations

• The Complaints procedure.

3.1.2 The Information Pack will usually be sent within 2 working days – and must be sent within 5

working days - of the initial enquiry.

The Information Pack should include a Reply Form, which enquirers should be asked to complete

and return to the Adoption Service if they wish to receive an initial visit.

3.1.3 Where an enquiry is received by email, the email should be acknowledged and the enquirer

should be asked to telephone the duty social worker for a preliminary discussion before an

Information Pack is sent out.

3.1.4 At this early stage, it may be appropriate to advise enquirers against pursing adoption if they

clearly do not meet the basic criteria

If the enquirer is responding to publicity for a specific child, this should immediately be passed to

the adoption social worker with responsibility for home finding for the child concerned.

3.1.5 The procedure for any enquirer requesting a second placement will be the same as for new

applicants.

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3.1.6 The Adoption Team Manager will consider those who confirm they wish to proceed with their

interest by returning the Reply Form and, depending on whether they appear to meet the criteria

and the priority needs of the service, a decision will be made about whether to pursue or decline

the offer.

If so, the case will be allocated to an Adoption Social Worker to carry out an Initial Visit

3.1.7 Once the adoption social worker has provided a report of the Initial Visit to the Adoption Team

Manager, the Adoption Team Manager’s decision will be communicated to the person concerned,

with reasons given, and the decision will be recorded.

3.2 Initial Visit and Information Event 3.2.1 The allocated Adoption Social Worker will arrange with the enquirer to make an initial visit.

An appointment for the initial visit must be sent within 2 weeks of the allocation.

3.2.2 Prior to making the initial visit, checks will be made by the allocated worker to see whether the

enquirer is already known to the local authority and to ascertain the safety of the worker to visit.

3.2.3 The purpose of the visit is to explain further the procedures (including the need to complete a

Preparation Course) and the priority recruitment needs of the service.

The needs of the children currently waiting for adoptive families will be outlined.

3.2.4 The allocated worker should check that the accommodation is acceptable and discuss with the

prospective applicants why they wish to adopt and the type of child they would wish to consider.

3.2.5 A second visit may be required for many potential applicants to cover areas not explored at the

first visit or to explore further any areas of concern highlighted during the first visit.

3.2.6 Prospective applicants should be specifically asked to identify anything that they know may

preclude them from adopting.

3.2.7 If any factors emerge which may have an adverse effect on an application, appropriate advice will

be given about proceeding further or about the possible need to make early checks, for example

in relation to health issues.

3.2.8 The allocated worker should record the outcome of the visit(s) and the recording should be shared

with the Adoption Team Manager.

3.2.9 The Adoption Team Manager will decide whether it is appropriate to proceed with the enquiry

The decision will be based on the information obtained so far in relation to the enquirers and the

needs of the children waiting for adopters, taking into account the resources currently available

within the existing pool of approved adopters.

3.2.10 A letter will be sent to the prospective adopters outlining the issues discussed during the visit and

any areas of concern highlighted.

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3.2.11 Where a decision is made to proceed, the enquirer will be invited to submit an initial information

Form and to attend a Preparation Course.

Information about the dates of the next Preparation Course should be given to the applicants

although a place on the first course should not be guaranteed

3.2.12 If there are reasons for not inviting an application, the Adoption Team Manager will write to the

enquirers setting out the decision not to proceed and the reasons.

Advice should be given of any steps they may take in order to meet the criteria or of how they

might pursue their interest elsewhere, if appropriate, or of steps they may take if they disagree

with the decision.

3.2.13 If there appear to be issues of concern in relation to the prospective applicants’ health, the

Medical Advisor should be consulted for advice before a decision is made.

Where advised by the Medical Advisor, the prospective applicants should be requested at this

stage to obtain a medical report from their G.P.

3.2.14 Dependent on the outcome of the health information received and the medical advice from the

Medical Advisor, the Adoption Team Manager will decide whether to proceed with the application

and the decision will be communicated to the enquirer in writing with reasons.

3.2.15 The case will be allocated for a full assessment to a qualified social worker with suitable

experience on successful completion of all checks. The allocated worker will not necessarily be

the same as the social worker carrying out the initial visit.

3.2.16 Where it is decided to proceed, a new Adoption Case Record for the prospective applicant will be

opened (including where it is a second or foster carer application, in which case copies of relevant

information from other files should be placed on the new Adoption Case Record.)

3.3 Checks and References

3.3.1 Checks Checks should be undertaken before applicants are accepted onto a preparation course.

Applicants will be asked to complete an Application form for the necessary checks to be

undertaken for all members of the household aged 18 and over.

On receipt of the completed form, the following checks will be taken up on all adult members of

the household aged 18 and over-

Criminal Records Bureau (enhanced criminal record certificates will be sought)

Probation

Health Trust

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Education Authority

Children’s Social Care Services.

NSPCC

CSSIW

Local Authority Checks. Where the applicants live (or have previously lived) outside the county,

checks must be made with the local authority and health trust where the applicants live or have

previously lived.

3.3.2 Frequency

Criminal Records Bureau checks for prospective adopters should be updated every three years

until an Adoption Order is made.

When a second application is made by adopters, the checks should be repeated.

Where applicants have recently moved to the UK (within the last 10 years), checks will also be

made through International Social Services and/or the relevant Consulate on all members of the

household aged 18 and over.

Where there are concerns about an applicant’s circumstances as a result of the information

obtained from the above checks, for example as a result of a conviction which means the

applicant or a member of the household is a Disqualified Person (Adopter), the applicant will be

advised not to proceed with the process

A further visit may be arranged to the prospective adopters to explain the decision not to proceed.

The applicants must always be notified in writing of the decision, with reasons.

If the information leading to this decision relates to a previous conviction of a member of the

prospective adopters household, the details of the offence can only be disclosed to the

prospective adopters with the consent of the relevant person; without such consent, the

prospective adopter t can only be informed that the reason relates to information obtained from

the checks but no details can be given.

Where the prospective adopters are not willing to withdraw, a brief Prospective Adopter’s Report

on the prospective adopters should be presented to the Adoption Panel and the procedure to be

followed should be the same as if the report was a full report on the Prospective Adopters

3.3.3 References

Where an enquiry is accepted, each applicant will be asked to provide the names of two personal

referees, who are adults, and who have known the applicant for at least five years and are not

related to the applicant.

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Referees should be people who know the applicants well in a personal capacity, and it is

desirable that the referees have direct experience of caring for children, either in a personal or

professional capacity, and can comment on the prospective adopter’s capacity to provide safe

and secure care for a child.

Where there is a joint application, referees should know both applicants, or additional referees will

be required.

A third reference from a member of each of the prospective applicant’s wider families must also

be taken up.

A written reference should also be obtained from each applicant’s last/current employer to verify

employment dates, role and whether there may have been any disciplinary proceedings/disputes.

If the applicant has previously worked with children , a reference should be obtained from that

employer

Where the prospective applicant has made a previous application to foster or adopt, the relevant

agency must be asked to confirm in writing the outcome of the application and provide a written

reference.

The adoption agency will send requests for written references to each referee.

References should also be obtained from ex partners, especially where they have had children

together. (there has to be justifiable reasons why such a reference is not taken up

3.4 Adoption Medical Assessments

All requests for Adoption Medical Assessments should be made in writing or by email, or where

there are less than 10 weeks notice, by telephone, to the Consultant Paediatrician for Powys, who

is the Medical Advisor for the Powys Adoption Service.

3.4.1 Child’s Adoption Medical

Requests for a ‘Child’s Adoption Medical’ should be made as soon as adoption becomes part of

the child’s Care Plan and before the child’s plan for adoption is considered at the Adoption Panel.

3.4.2 The request should be made by the child’s social worker who should include the following

information to ensure that the Medical Advisor has the correct background information :

• Completed Part A of the BAAF Initial Health Form -

BAAF IHA Form C for 0-9 years or IHA Form YP for 10 + years.

• Completed BAAF Obstetric report on mother / neonatal report on child -

BAAF Form M / B

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This form should be completed, following request, to the maternity unit at the

hospital where the child was born, or where born at home , to the mother’s GP.

• Completed BAAF Report on health of birth parent –

BAAF Form PH

• A report by the child’s social worker detailing relevant background information, including that

pertaining to the emotional health and behaviour of the child and, where appropriate,

information about the parents drug and alcohol use, particularly during pregnancy. The report

should also give an indication of the timing of the proposed adoption process.

For BAAF Forms, please see : ‘Standard Forms’ - ‘H ealth Assessments’ on wiki

3.4.3 The child’s social worker must seek the cooperation of both birth parents to provide written

consent to the disclosure of medical information if this has not already been provided when the

child was first Looked After, including obtaining their consent to the Medical Advisor approaching

their GP if necessary, as well as obtaining their written consent to the obstetric report on the

mother and neo-natal report on the child.

3.4.4 The importance of the disclosure of medical information must be explained to the parents but

where the parents refuse to sign consent forms, the child’s social worker must complete as

much as possible on the relevant forms, record the attempts made to engage the parents and the

reasons for refusal in the child’s Adoption Case Record on DRAIG, and inform the Medical

Advisor of the position.

3.4.5 Following agreement from their team manager, the child’s social worker should then seek legal

advice, regarding the appropriateness of applying to the court for dispensation of the parents

consent to undertake the medical. They should keep the Medical Advisor up to date, regarding the

application, so that a date can be set for the medical, with minimal delay.

3.4.6 The Medical Advisor should be asked whether any tests or additional medical opinions are

required. (In some cases, the Medical Advisor may consider that there is already sufficient up-to-

date health information on the child and a further medical examination is not required.)

3.4.7 The information on the child’s medical report must be kept up to date if a placement is not

immediately forthcoming. This must be done twice yearly for a child aged below 2 and annually

for a child of 2 and above. The Medical Advisor may, however, make specific recommendations

in relation to particular children.

The child’s social worker , as well as the foster carer should attend the medical with the child

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3.5 Prospective Adopters Medical

3.5.1 Requests for a ‘Prospective Adopters Medical’ should be made, as part of the assessment and

approval process for prospective adoptive parents.

The request should be made by the adoption social worker who should include the following

information to ensure that the Medical Advisor has the correct background information :

• Completed BAAF Adult health report –

BAAF Form AH

- Part A to be completed by adoption s ocial worker

- Part B to be completed by applicants

- Part C to be completed by applicant’s GP, following a medical arranged by them

within the 6 months prior to the Adoption Panel mee ting considering the

application.

• Completed BAAF Update to Adult health report required 2 years after initial report

BAAF Form AH 2

- Part A to be completed by adoption s ocial worker

- Part B to be completed by applicants

- Part C to be completed by applicant’s GP, following a medical arranged by them

within the 6 months prior to the Adoption Panel mee ting considering the

application.

3.5.2 For the completion of the BAAF Form AH, applicants will be required to have a full medical and

undergo any further tests/checks that may be required by the Medical Advisor.

The Medical Advisor will advise on the applicants’ ability, from a health point of view, to meet the

needs of a child throughout his or her childhood.

3.5.3 Any comments or advice given by the Medical Advisor must be taken seriously by the applicants

and will be addressed during the assessment process.

Health issues need to be seen in the context of the expectations to retain health and vigour with

the likelihood of being able to parent a child to independence

Health encompasses a healthy lifestyle.

3.5.4 Applicants are expected to positively promote a healthy life-style which will enable a child to reach

his or her full potential.

This would encompass attention to nutrition, exercise, routine and hygiene.

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3.5.5 A child under 5 or a child vulnerable to chest complaints would not be placed in a household

where one or both parents are smokers.(unless there are circumstances such as keeping siblings

together)

3.5.6 It is expected that adoptive parents will comply with nationally recommended alcohol consumption

levels and that children’s needs and safety will be met at all times.

Any evidence of illegal drug use will disbar an application.

3.5.7 No applicant will be discounted solely on the grounds of past or present mental or psychological

ill-health or learning disability.

Such applicants will be looked at individually and the most important issue will be the impact of

any condition on the child placed and the ability of the applicant to understand the needs of the

child.

3.5.8 Where the applicant’s GP has expressed concerns or where clarification of the implications of any

health issues is required, detailed advice must be sought from the Medical Advisor and the

implications fully discussed with the applicant.

It may be necessary for reports from other health professionals also to be obtained and presented

to the Medical Advisor and the Adoption Panel.

3.5.9 In some circumstances, the Medical Advisor may not consider such a medical examination is

necessary, for example where the applicant is a foster carer and a health report is already

available.

In relation to foster carers, the medical fee will usually paid by the Adoption Service.

3.6 General

3.6.1 Where there are concerns about an applicant’s circumstances, for example where there are

concerns about their health or about the information obtained from referees, the applicant may be

advised not to proceed with the application.

Any such advice must be confirmed to them in writing and the reasons explained.

3.6.2 Where the applicant disagrees with the decision and/or is not willing to withdraw, a brief

Prospective Adopter’s Report on the application should be presented to the Adoption Panel and

the procedure to be followed should be the same as if the report was a full report on the

Prospective Adopter

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3.7 Preparation Courses

3.7.1 All prospective adopters will be required to complete a Preparation Course (unless they are

second time adopters who have attended a course within the last 5 years).

The Adoption Team Manager will prioritise applicants’ attendance at courses according to the

priority needs of the Adoption Service.

3.7.2 The Preparation Course is an integral part of the application process, and all applicants are

expected to attend all sessions.

Where they are unable to attend all sessions, consideration will be given to deferring their

attendance and giving their place to another applicant.

The Preparation Course comprises three full days.

3.7.3 The objectives of the Groups are-

• To raise awareness and understanding of the key issues which need to be addressed by

all prospective adopters

• To assist applicants to consider more thoroughly the implications of adoption and to

decide whether or not adoption is right for them

• To assist applicants to determine the type of resource they can offer to the children

needing adoptive placements.

3.7.4 Where issues emerge during the Preparation Course as a result of which the Adoption Team

Manager decides that it is not appropriate to proceed with the application, the applicants should

be visited by their allocated worker and notified in writing of the decision, with reasons.

Advice should be given of any steps they may take in order to meet the criteria or of how they

might pursue their interest elsewhere, if appropriate.

3.8 Prospective Adopter’s Assessment 3.8.1 The assessment must be carried out by a qualified social worker with suitable experience

Where the assessment is of a foster carer, the assessing social worker should be different from

the carer’s family placement support social worker, whether he/she has experience of adoption or

not.

The assessment will comprise a series of interviews, the majority of which will take place in the

applicants’ home.

3.8.2 Applicants should be interviewed at least once individually, as well as several times with their

partner, and all other members of the household will also be interviewed, including the children.

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3.8.3 The areas covered in interviews will follow the subject areas-

• Individual profiles of all members of the household, including racial origin and religious

persuasion

• Information about the home, the local community and the neighbourhood

• Details of education and employment - past and present

• Income and expenditure

• Details of past and present relationships

• Motivation to adopt/childlessness

• Parenting capacity, experience of being parented and experience with children

• Support network, including wider family network

• Expectations of the placement, including understanding of issues from the preparation

course

• Attitudes to birth families and approach to openness in adoption

• Applicants will be encouraged to be actively involved in contributing towards the

assessment, ---

• As part of the assessment a family tree and chronology of key events in the applicant’s life

must be compiled, showing his or her-

• Educational history

• Employment history

• Marital and/or relationship history

• Addresses for the previous 10 years

• Any gaps and/or unusual patterns should be explored.

3.8.4 All information provided by the applicant must be independently verified where possible, by

checking it against other sources such as referees

Where an applicant has been divorced or separated, factors contributing to the breakdown of the

relationship must be verified.

This applies equally to significant relationships between couples who are not married.

3.8.5 The safety of the accommodation will also be thoroughly checked, including any risks posed by

pets and where the family own a pet the applicants will be asked to complete a questionnaire.

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3.8.6 The time taken to complete the assessment after a formal application has been received will

generally be no more than eight months from the receipt of the application unless the need for

additional work with the prospective adopters is identified or recommended by the Adoption

Panel.

3.8.7 If the assessment is of foster carers wishing to adopt a child in their care, the assessment should

be completed by the social worker and the draft Prospective Adopter’s Report submitted to the

manager within four months of the application prior to being submitted to Panel.

3.8.8 The assessment will consider the likely need for adoption support services of the prospective

adopters and any member of their family - see Adoption Support Services Procedure.

As part of this, the family’s finances and the criteria for financial support should also be discussed.

3.8.9 Where the prospective adopters live outside the county, the social worker should ascertain the

extent of any support services identified as necessary in their local area.

3.8.10 The assessment will also cover the applicants’ willingness to notify the Adoption Service if the

adopted child dies during childhood or soon afterwards, their views on post-placement and post-

adoption contact and their willingness to pass on information to birth parents about the progress

of the adopted child.

These issues should be specifically reported on to the Adoption Panel.

3.9 Prospective Adopter’s Report 3.9.1 The information gathered during the assessment, the Preparation Course and the checks and

personal references, will form the basis of the Prospective Adopter’s Report.

The report will also include a summary by the Medical Advisor of the health report obtained on the

applicant/s.

3.9.2 Reports should address anti-discriminatory practice issues.

It should contain a summary of the assessed strengths and weaknesses of the applicants,

together with an opinion of the type of placement likely to be provided successfully. Potential risk

factors should be highlighted.

3.9.3 Once the assessing social worker has completed a draft of the report, it should be submitted to

the manager for approval.

A final visit to the applicants by the team manager should be undertaken -

3.9.4 When the Prospective Adopter’s Report is finalised, a copy should be sent to the applicants.

The applicants should be asked to sign and return the report, if agreed, and/or send their

comments in writing to the assessing social worker.

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3.9.5 It should be explained to them that they have 10 working days to do this, (or they can be asked to

sign a disclaimer stating they do not wish to take 10 days to comment) and that any written

comments they make will be circulated to Adoption Panel members, with the report.

Steps must be taken to ensure the confidentiality of referees and other third parties.

3.9.6 The applicants should also be advised of the expectation of them to attend the meeting of the

Adoption Panel, which considers their application.

3.9.7 The social worker will then send the Prospective Adopter’s Report, the applicants’ written

comments (if any), a full health report, the report on the interviews with the referees, the report

from the local authority for the area where the applicant lives (if outside the county) and any other

relevant documents, to the Panel Co-ordinator at least 10 working days before the relevant

Adoption Panel meeting.

3.9.8 The date, time and venue of the Adoption Panel meeting will be communicated to the applicants

as soon as possible, together with the leaflet “Attending Panel – Information for Applicants” which

details the Panel process, who will attend and their respective roles.

3.9.9 If the applicants know a particular Panel member, the applicants may request that the Panel

member stand down. (Panel members are in any event expected to declare an interest in these

circumstances ).

3.10 The Panel Recommendation 3.10.1 The Prospective Adopter’s Report should be presented to the Adoption Panel within 6 weeks of its

completion.

3.10.2 The assessing social worker will attend the Panel meeting together with the applicants if they so

wish.

The decision to attend rests with the applicants and a wish not to attend will not prejudice

consideration of their application. Applicants who decide they wish to attend should be fully

prepared as to the procedure prior to their attendance

3.10.3 The Panel will consider the Prospective Adopter’s Report together with all the supporting

documentation and any additional information presented verbally, and make a recommendation to

the Agency Decision Maker regarding the suitability of the applicant to adopt a child.

3.10.4 The recommendation will be recorded in writing and, where approval is recommended, the record

will include any advice given about the number of children the prospective adopter may be

suitable to adopt, their age range, gender, likely needs and background.

3.10.5 Reasons for the recommendations and any advice as set out above will also be recorded in the

Panel’s minutes.

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3.10.6 Where the applicant does not attend the Panel meeting, the family placement social worker

undertaking the assessment will advise the applicant of the Panel recommendation within 24

hours of the Panel meeting.

This will be verbally, by telephone or, where appropriate, a home visit.

3.11 After the Panel Recommendation 3.11.1 The Agency Decision Maker will make a decision as to the suitability of the applicant, and express

a view on any Panel advice given, based on the reports presented to the Adoption Panel and the

minutes detailing the Panel’s recommendation and advice.

3.11.2 Where the Agency Decision Maker is minded to disagree with the Panel recommendation, he/she

must first discuss the case with another senior officer with relevant experience, who must not be a

Panel member, before arriving at a final decision.

3.11.3 This discussion must be recorded and placed on the child’s and the prospective adopter’s

Adoption Case Record.

The decision must be made within 7 working days of the Adoption Panel meeting and must be

recorded, together with reasons.

3.11.4 The Panel Co-ordinator will arrange for the applicants to be sent oral notification of the decision

within 2 working days and written notice of the decision, signed by the Agency Decision Maker,

within 5 working days of the decision.

Where the decision differs from the recommendation of the Adoption Panel, a copy of the Panel

recommendation will be sent to the applicant/s with the written notification of the decision.

3.12 Review of Approved Prospective Adopter’s

3.12.1 All successful applicants will be supported by the Adoption Social Worker who prepared their

Prospective Adopters Report, through the period of waiting for a placement

3.12.2 The Adoption Social Worker will –

• Identify any further training needs

• Arrange updated medical examinations as requested by the Medical Advisor

• Consider any potential matches and discuss any such matches with the approved

adopters and the Medical Advisor

• Support the approved adopters through the matching process and when a match is

presented to the Adoption Panel of the placing authority.

• Visit at least once every 2 months.

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3.12.3 Approved adopters will be asked to be available for any children from the county in need of an

adoptive placement.within the agreed social work advice as recommended by panel

3.12.4 Where there are no available placements, approved adopters will be referred with their consent to

the National Adoption Register and to the Consortiums and given advice about contacting other

adoption agencies with children waiting for placements, such as Be My Parent.

3.12.5 They will also be informed of local support groups and be advised of their responsibility to

maintain links with their allocated adoption social worker and keep him or her informed of any

significant changes in their situation.

3.12.6 The Adoption Team Manager will review the adopters’ approval at least annually.

As part of the review, a medical interval certificate of health questionnaire (AH2) must be

completed by the prospective adopters and a declaration made regarding criminal convictions.

3.12.7 The completed questionnaire must be sent to the Medical Advisor for comment.

3.12.8 All approved adopters will be subject to Criminal Records Bureau checks every three years.

All reviews will be considered by panel indicating any changes in circumstances and

recommending any changes in approval.

3.12.9 The prospective adopter should be given a copy and given 10 working days to comment before

arrangements are made for the report to be presented to the Panel.

Please see Panel Recommendation and After the Panel Recommendation

3.12.10 If the approval is still considered suitable, the prospective adopters should be notified in writing

and a copy of the reports, minutes, decision and notification placed on their Adoption Case

Record.

3.12.11 If the prospective adopters are considered no longer suitable, the same procedure should be

followed as set out in the procedures for Representations and the Independent Review of

Determinations Procedure

3.13 Criteria for Prospective Adopter's 3.13.1 Individual and Joint

3.13.1.1 Applications will be considered from married couples, unmarried couples or single people.

3.13.1.2 In the case of married and unmarried couples, while there is no minimum requirement on the

length of the relationship, the Panel will need to be satisfied about its quality and stability and a

period of three years living together is usually regarded as a minimum indication of stability

together with a demonstrable commitment to the relationship continuing.

3.13.1.3 Any evidence of domestic violence or abuse between the couple or major issues of inequality of

power will preclude applicants from being regarded as suitable.

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3.13.2 Religion

Applications will be considered from people of any or no religious persuasion.

All applicants will be expected to bring a child up with a sense of moral values regardless of their

own personal religious beliefs.

3.13.3 Ethnicity

Applications will be considered from people of any race or culture.

3.13.4 Age

3.13.4.1 The minimum age for adopters is 21 years.

3.13.4.2 There is no specific upper age limit although there is an expectation that any applicants will have

a reasonable expectation of retaining health and vigour sufficient to be able to meet the many and

varied demands of children during their formative years and reasonably be expected to live until

that child achieves independence.

3.13.4.3 If there is a wide disparity of age between partners, then the resilience of the younger partner to

parent alone and the available and realistic support network needs to be considered.

3.13.5 Gender

Applications will be considered from people of either sex and from same sex couples.

3.13.6 Sexual Orientation

Applications will be considered from people of any sexual orientation.

In relation to same sex couples, the applicants will need to demonstrate that they have important

relationships with members of the opposite sex who can provide a role model for any child placed.

3.13.7 Income and Work Commitment

3.13.7.1 Applicants may be in work or not.

Whatever the applicants’ income, they will need to consider the financial implications of increasing

their family.

3.13.7.2 It is an expectation that the adoptive parent with primary care of a child placed for adoption will

place the needs of the child above their employment/career.

This is because virtually all children placed for adoption are traumatised and have been moved

more than once with a change of primary carer.

3.13.7.3 Their overwhelming need following an adoptive placement is to develop healthy attachments to

their new adoptive parents and to feel that this is where they will be staying permanently.

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3.13.7.4 It takes time for this to occur and although it is tempting to use outside help to reduce this early

pressure, we do not generally expect adopters to make use of day care facilities for an adopted

child to enable them to return to work.

3.13.7.5 Daily care of the child should be with the prospective adopter(s) (or very close extended family)

and any use of nursery or play-group should be to meet the child’s needs to begin exploring their

wider world when they are secure enough to use this experience.

3.13.8 Health

Please see : Adoption Medicals

3.13.9 Criminal Convictions

3.13.9.1 A person who is seeking approval as an adoptive parent will not be considered if s/he or any adult

member of the household has been cautioned for or convicted at the age of 18 or over of any

offence against a child or any of the list of offences specified in the Adoption Agencies

Regulations 2005, regulation 23 and Schedule 3, Parts 1 and 3.

3.13.9.2 Other convictions will not necessarily preclude an application, but this will depend on the

seriousness of the offence and how long ago it was committed.

In cases of doubt or dispute, the matter will be referred to the Adoption Team Manager who may

also consult the Agency Decision Maker.

3.13.10 Accommodation

3.13.10.1Applicants may own their own home or live in rented accommodation.

3.13.10.2They will have to demonstrate that they have a financially secure home environment in which to

bring up a child.

Applicants who are in the process of moving or plan a move in the near future will have their

application put ‘on hold’ until they have a stable environment.

3.13.10.3They will need living and sleeping accommodation appropriate to the number and ages of the

children they are seeking to adopt.

3.13.10.4It is important that the home environment is child-friendly, welcoming to the child, safe and meets

reasonable levels of hygiene.

3.13.10.5All applicants will have a safety check on their home undertaken by a trained safety assessor.

This will include the outdoor space, animals (including the sleeping and toileting arrangements for

any pet) and the holding of any firearms.

3.13.11 Fertility

3.13.11.1For those applicants who have fertility difficulties, all fertility investigations must be complete

before any application to adopt is received.

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If it becomes known that fertility treatment has continued, any application will cease immediately

and the applicants will become ineligible.

3.13.11.2Applicants must have come to terms with their infertility sufficiently to move towards adoption as a

positive option (accepting that the pain of infertility may return in the future).

3.13.11.3Applicants who do not have fertility difficulties but who consider adoption in preference to

conceiving their own child will be a matter of concern and the implications will be thoroughly

investigated.

3.13.11.4There is a high probability that they will want to have their own birth children later, and there is a

significant danger that a birth child could displace a vulnerable adopted child.

3.13.11.5If applicants with uncertain (or very low probability) reasons for their infertility are accepted as

adopters, they are asked to take contraceptive measures around the time they are matched with a

child and for the time it takes the adoptive child to settle.

3.13.11.6This is because fertility is complex and subtle; couples are known to conceive when their

parenting needs are being met or likely to be met through adoption.

The addition of a birth child at this stage could seriously affect the relationship with a recently

placed child for adoption.

3.13.12 Applicants who have a Child or Children

3.13.12.1Applications will be accepted from people who already have a child, in which case any children

already in the household should usually be at least three years older than the age of the child an

applicant is seeking to adopt.

3.13.12.2If the intention is to adopt a child in the middle of the family, there should be a three-year age gap

between the siblings.

3.13.12.3Exceptions will be considered where the sibling of an adopted child requires an adoptive

placement and it is considered in the best interest of both children, for them to be placed together.

3.13.13 Domicile/Habitual Residence in the British Isles

Applicants do not have to have British Citizenship, but should have their Domicile or be Habitually

Resident in the British Isles.

Where there is a joint application, only one of the applicants need to be domiciled in the British

Isles or both should be habitually resident here.

In all these cases it is essential to see all relevant documents in order to fully establish nationality

and immigration status.

Where there is doubt, potential applicants should be asked to seek independent advice.

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3.13.14 Location

Applications are welcome from those who reside within the county or elsewhere.

Applicants must be prepared to travel for group meetings, introductions etc. and be available for

assessment and home visits.

3.13.15 Support Network

Applicants will need to demonstrate that they have accessible and established support networks

of family and friends outside the home, who will be in a position to provide support with parenting,

both practically and emotionally.

The support network must be realistic and preferably include those who have some understanding

of the needs of children (and knowledge of the needs of adoptive children in particular).

3.13.16 Post Placement / Post Adoption Contact

It is important that adopters are able to acknowledge the importance of a child’s identity through

maintaining knowledge of their birth family.

All applicants must be prepared to consider meeting the birth parents before the child is placed if

that is felt appropriate. Prospective adopters will also be expected to comply with arrangements

for post placement/post adoption contact with the child’s birth family, where the agency considers

it is in the child’s best interests for such contact to take place or there is a Court Order in force,

whether this is through the Letter-box scheme or through direct contact arrangements.

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4. Placement for Adoption

4.1 Planning for Permanence

4.1.1 Every Looked After child must have a Permanence Plan by the date of his or her second Looked

After Review. This does not mean that plans for adoption should be delayed; twin tracking can be

considered at the outset.

4.1.2 When an adoption plan is being considered in relation to a Looked After Child either as the

preferred Care Plan or as part of twin tracking, this must be considered at the child’s Looked After

Review, and the child’s social worker must notify the Adoption Team Manager immediately after

the meeting. A copy of the Review minutes should also be sent to the Adoption Team Manager

as soon as they are available. The Adoption Team Manager will then convene an Adoption

Planning Meeting to start the process of home-finding for the child

4.1.3 In relation to an unborn child or a child relinquished for adoption by the parents and not yet

Looked After, the initial agreement to an adoption plan should be discussed at an early planning

meeting, to which the Adoption Team Manager should be invited. The Adoption Team Manager

will convene an Adoption Planning Meeting at the appropriate time to start the process of home-

finding for the child – see Identification of Adoptive Parents.. The adoption plan should

subsequently be confirmed in the child’s Care Plan, once the child becomes Looked After.

4.1.4 Where there is a plan for adoption/twin tracking, whether the child is unborn, Looked After

or to be relinquished by the parents, a Legal Planning Meeting should be held to identify any legal

issues associated with the plan and recommend any legal steps needed to achieve it. The

meeting will be arranged by the child’s social worker and will include a representative from Legal

Services and the Adoption Team Manager; it will be held whether or not there are current legal

proceedings in relation to the child. A date for presentation to the Adoption Panel must be time-

tabled in after receipt of any assessments commissioned in the Court process.

4.2 Obtaining Agency Approval to Adoption Plan 4.2.1 As soon as adoption is the Permanence Plan for the child, the child’s social worker must:

• Make a referral to the adoption Team Manager, who will convene and Chair an Adoption

Planning Meeting. The Adoption Planning Meeting will record: the child’s legal status;

whether care proceedings have been initiated and what stage these have reached; whether

there are family or friends who could offer permanence for the child, and if so, whether a

viability assessment has been undertaken and whether an adoption assessment is required.

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• The Adoption Planning Meeting will also consider the child’s needs, which will include

whether the child is to be placed with siblings, and what contact arrangements are

anticipated once the plan for adoption is achieved.

• A deadline for the Child’s Assessment Report for Adoption, together with the outcome of any

relevant reports - for presentation of the case to the Adoption Panel will be agreed. -

• Continue to provide counselling for the child – see , Preparation of the child for adoption.

4.2.2 The adoption social worker will be allocated at the Adoption Planning Meeting.

S/he will make a referral to after adoption re the birth parents, in order to seek their views about

the adoption plan and establish their wishes and feelings and offer birth parent counselling to

each parent throughout the adoption process.

4.2.3 The child care social worker will gain consent to access neonatal and health records and gather

information about the parent’s own health and lifestyle issues

4.2.4 The Adoption Agency must open an Adoption Case Record for the child. Where the plan relates

to a group of siblings, there must be a separate Adoption Case Record for each child.

4.2.5 If not already obtained, the child’s social worker should obtain 2 certified copies of the child’s full

birth certificate. These will be required for future Court applications and for the prospective

adopters. A copy of the child’s birth certificate should be retained on the child’s Adoption Case

Record.

4.2.6 Both birth parents should be given a copy of the leaflet “Birth Parent Counselling” and

“Information for Parents Where the Plan for their Child is Adoption” and any other information

leaflets appropriate to their situation.

4.2.7 They should be asked to sign the Confirmation of Receipt - a copy of which should be kept on the

child’s Adoption Case Record and a further copy should be handed to the parents.

4.2.8 If either or both of the birth parents decline or do not receive the leaflet, this should be recorded,

including the reasons, on the child’s case file and Adoption Case Record.

4.3 Counselling and Support of Birth Parents.

4.3.1 If not already obtained, the adoption social worker must seek the birth parents’ consent to the

disclosure of information on their medical history to facilitate the Adoption Medical for the child.

For detailed procedures, see , Child’s Adoption Medical.

4.3.2 The after adoption social worker must discuss with the parents their views on the adoption plan,

and provide the necessary counselling and support for both of the birth parents and any other

significant relatives. For detailed procedure, see Section 4, Counselling and Support of Parents.

If either or both of the parents decline or refuse counselling and/or support, then this should be

recorded, including the reasons, on the child’s Adoption Case Record.

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4.3.3 Where one or both of the birth parents cannot be found, the child’s social worker must make

extensive enquiries as to their whereabouts. The social worker should write to the parent’s last

known address via Recorded Delivery and contact the Benefits Agency/Housing and other

agencies as appropriate. Consideration should also be given to the need to place advertisements

in the local and national press and legal advice should be sought as to any additional steps that

should be taken.

4.3.4 The child’s social worker must contact the child’s health visitor or school health Nurse for current

information in relation to the child’s health and development.

4.3.5 The child’s social worker must contact the child’s school or the relevant local education authority

for current information in relation to the child’s educational needs.

4.3.6 The child’s social worker must ask the child’s carer to complete a report on the child. (This will be

required for Matching/Linking with Adoptive Parents.)

4.3.7 The child’s social worker must ensure that the adoption plan addresses the issue of post-

placement and post-adoption contact between the adoptive family and birth family and foster

family. The foster family will continue to be an important link between the child’s two families. A

meeting between the parents and the adopters should be considered and whether there may be

ongoing direct contact or indirect contact via a letterbox system – see – Post Adoption Contact.

4.3.8 If the child has siblings, the plan must analyse the relationship between each child in the sibling

group and, if the decision is to place siblings separately, address the issue of post-placement and

post-adoption contact between them.

4.3.9 The child’s social worker must also carry out an assessment of the likely needs for adoption

support services in relation to the child (including the likely need for financial support), the birth

parents and any other person with a significant relationship to the child. For the detailed

procedures, see Adoption Support Services Procedure.

4.4 Child’s Assessment Report for Adoption 4.4.1 Using all the information obtained in relation to the above, the child’s social worker must prepare

the Child’s Assessment Report for Adoption. (CARA)

4.4.2 This CARA must be written by a qualified social worker with suitable experience (see Adoption

Panel Procedure.) It must be written having regard to its functions, namely to provide

comprehensive information to the Panel, to provide information to prospective adopters about the

child and to provide for the child an accurate and compassionate but fair picture of the birth family

and the events which led to the adoption plan.

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4.4.3 The following areas must be included or addressed in the Report:

• Profile of the child, based on a report from the child’s current carer as well as other

information about the child’s personality, nationality, racial origin, religious persuasion, legal

status and relationship with his/her birth family

• A chronology (or flowchart) of significant events in the child’s life since birth

• The preparation work with the child, both undertaken and planned, and the views of the child

in relation to the adoption plan and future contact with his or her birth family

• The views of the Children’s Guardian (where possible)

• The views of the birth family and significant others in relation to the adoption plan and

contact

• A report of the child’s educational history and current needs, including the Personal

Education Plan (PEP)

• Any other relevant specialist reports on the child, for example, expert reports presented in

court proceedings, psychologists' or family centre reports

• An assessment of the child’s emotional and behavioural development

• An assessment of the child’s needs for post-placement and post-adoption contact, including

with siblings, and the child’s and birth relatives’ needs for adoption support services

• An analysis of the options for the child’s future care and the alternatives to adoption

considered

• Where the child has siblings, whether the decision is to place siblings separately or together

and the rationale for the decision

4.4.4 A copy of the Report or the relevant sections of the Report should be provided to the parents and

the child where appropriate. The parents should be asked to sign the Report and provide any

written comments they wish to make.

4.5 Presentation of CARA to the Adoption and Permanence Panel: 4.5.1 This must take place within 6 weeks of the completion of the CARA.

4.5.2 To enable the Adoption Panel to consider whether the child is suitable to be placed for adoption,

the child’s social worker must present the following reports:

a. The Child’s Assessment Report for Adoption (CARA) signed by the child’s social worker, the

team manager and the parents (if willing), and a photograph of the child, together with the

parents’ written comments (if any).

b. A proposed Adoption Support Plan for the child and the birth family.

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c. Legal advice about parental consent and the option of seeking a Placement Order.

4.5.3 The child’s social worker will send an electronic version of the CARA and any other relevant

reports to the Adoption Team Manager at least 12 working days before the relevant date of the

Adoption Panel.

4.5.4 The child’s social worker together with his or her manager, if appropriate, will attend the Panel

meeting during consideration of the matter.

(N.B. Where the social worker is seeking a recommendation in relation to a proposed placement

of the child with particular prospective adopters at the same time, the procedure set out in ,

Matching/Linking with Adoptive Parents must also be followed.)

4.5.5 The Panel will consider the written reports and any additional information presented verbally.

4.5.6 The Panel will make a recommendation to the Agency Decision Maker. Where the Panel

recommends that the child should be placed for adoption, it must consider and may give advice

as to future contact arrangements for the child and whether an application for a Placement Order

should be made.

4.5.7 The recommendation and advice will be recorded in writing, together with reasons, in the Panel’s

minutes. A copy of the relevant Minutes must be held on the child’s Adoption Case Record.

4.6 After the Adoption Panel 4.6.1 After the Adoption Panel, the Panel Administrator will send the draft panel minutes to the agency

advisor and the Panel Chair for approval. Once approved, the written recommendations and

advice, together with the reports considered by the Panel, and the approved Panel minutes are

forwarded to the Agency Decision Maker, who will make a decision based on these documents

within 7 working days. The decision will be recorded in writing, with reasons.

4.6.2 Where the Agency Decision Maker is minded to disagree with the Panel recommendation, he/she

must first discuss the case with another senior officer with relevant experience, who must not be a

Panel member. This discussion must be recorded and placed on the child’s Adoption Case

Record.

4.6.3 The Panel Administrator will communicate the decision to the child’s social worker, who will

convey the decision orally to the parents within 2 working days.

4.6.4 The Panel Administrator will write to the parents informing them of the decision. The letter will be

sent by recorded delivery within 5 days, except where delivery by hand has been agreed as

appropriate, in which case the letter will be forwarded to the social worker for delivery by hand.

4.6.5 The child’s social worker will also ensure that the child is informed of the decision in a timely and

age-appropriate way.

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4.6.6 Where the decision is different from the Panel’s recommendation, a copy of the Panel Minutes

should also be sent to the parents.

4.6.7 Where the Local Authority has made a decision to seek a Placement Order in relation to the child,

they should consult Legal Services in order to prepare the Court application.

4.6.8 Where there is Parental Consent to the adoptive placement and/or advance parental consent to

the child's adoption, and the child is more than 6 weeks old, the adoption social worker must

arrange for a written request to be sent to CAFCASS to appoint an officer to witness the consent.

See also CAFCASS Protocol for Children Relinquished for Adoption.

4.6.9 The social worker should send to the CAFCASS office closest to the parents’ address, a certified

copy of the child’s birth certificate, the name and address of the parents, a chronology of the

actions and decisions made by the local authority and confirmation that the parents have received

counselling and written information on the legal implications of giving consent to the

placement/adoption.

4.6.10 On receipt of the parent’s consent witnessed by the CAFCASS officer, the original must be placed

on the child’s Adoption Case Record as it will be required for the future adoption application.

4.7 Preparation of Child for Adoption

See also Life Story Work Guidance.

4.7.1 The child’s social worker will ensure that Life Story Work with the child continues, either carried

out directly by them or by a skilled CSO who knows the child well and is supervised by the child’s

social worker or team manager, with the aim as far as possible that:

• The child has an understanding of what has happened in his or her life so far, the reasons

for the adoption plan and what adoption will mean,

• The child has an opportunity to express his or her wishes and feelings about the future, and

• The child has information on his or her birth family, which is kept safe and provided to the

adopters and the child at the appropriate time

• All assessments in relation to the child and their assessment

4.7.2 As part of the above, the child will be given a Child’s Guide to Adoption as soon as adoption is

part of the child’s Care Plan, together with the age-appropriate version of the Adoption Service’s

Statement of Purpose. Any information given to the child should be confirmed in writing and any

discussions with the child should be fully recorded. An interpreter should be arranged where

necessary to ensure that there is effective communication with the child.

4.7.3 The social worker should specifically ensure that the child’s wishes in relation to adoption,

religious and cultural upbringing and contact with his or her birth family are ascertained.

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4.7.4 Where a child’s wishes are not acted upon, for example a child’s wish to be placed with his or her

siblings, this should be explained to the child, with reasons, and should be fully recorded.

4.7.5 The fostering social worker attached to the child’s foster carers will support the foster carers in

playing their part in the implementation of the plan, including careful recording by the foster carers

of any changes in the child’s behaviour.

4.7.6 Once an adoptive placement has been identified and approved, the child’s social worker is

responsible for ensuring the child is properly prepared for the first meeting with the prospective

adoptive family and is appropriately counselled during the period of introductions – see, Planning

the Placement.

4.7.7 It is the child’s social worker’s role during the introductions to keep in touch with the child

throughout, to assess how the child feels about what is happening. This should continue after the

placement throughout the monitoring and supervision of the placement (see Monitoring and

Supervision Procedure.)

4.7.8 The child’s social worker will encourage the parents to write a letter for the child to have when

they are older, and to provide information to enable the social worker to write a ‘Later Life’ letter

for the child.

4.8 Counselling and Support for Birth Parents

4.8.1 Both parents must be offered counselling and support irrespective of whether they have Parental

Responsibility unless there are exceptional circumstances, in which case legal advice should be

taken and the reasons for not arranging counselling recorded.

4.8.2 It may also be appropriate for members of the extended family to receive counselling or support,

where they have played a significant role in the child’s life.

4.8.3 The adoption social worker/after adoption social worker must explain to both parents (including a

parent without Parental Responsibility) the reasons for the adoption plan and the key stages of

the adoption process, including the likely time-scales and possible contact arrangements.

4.8.4 The adoption social worker/after adoption social worker must also seek to ascertain the parent’s

views on the matters set out in Section 8 h) and k) below and offer to arrange independent

support for both birth parents (including unmarried fathers). The purpose of the independent

support is to ensure that the alternatives to adoption have been explored and the implications of

adoption fully discussed. It also offers the parents the opportunity to express their views in

relation to the plans for the child, and to be involved in planning for the child’s future wherever

possible.

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4.8.5 Birth parents should be provided with written information on the adoption process covering the

areas set out in Section 4.8 a) to g) l) and m) below, and this should be recorded. If either of the

birth parents decline or do not receive the written information, this should be recorded on the

child’s Adoption Case Record.

4.8.6 Where the parent has poor mental health or learning difficulties, the adoption social worker/after

adoption social worker should ensure that appropriate support is identified to help the birth parent

to access counselling and information about the plan.

4.8.7 The specific needs of parents arising from their ethnicity must always be taken into account. An

interpreter must be arranged where English/Welsh is not their preferred language, or where the

adoption social worker/after adoption social worker is not able to communicate in the parent’s first

language.

4.8.8 The counselling and support will cover the following areas:

a. Explaining the key stages of the adoption process and likely time-scales

b. Explaining, where appropriate, the procedure for seeking a Placement Order.

c. Explaining the parents’ legal rights, including the right of the unmarried father to seek a

Parental Responsibility Order or a Residence Order in relation to the child

d. Explaining the role of the Adoption Panel

e. Explaining the role of CAFCASS in witnessing consent or acting as the Child’s Guardian

within Care Proceedings.

f. Explaining the way the Adoption Contact Register works and how an adopted adult may

seek information about the birth family in the future or register a wish not to be contacted

g. Explaining how prospective adoptive parents are assessed

h. Ascertaining the parents’ views on the adoption plan, including the selection of the adoptive

family, any specific ethnic, cultural or religious needs of the child, and any plan to separate a

sibling group. Their views wishes and feelings on these issues should be recorded.

i. Offer advice and information in dealing with grief and loss, and provide written information

about services available and how these can be accessed

j. Where there is parental consent to the adoption, explaining the process for giving their

written consent to an adoptive placement or advance consent to the adoption (including the

role of CAFCASS), their right to state that they do not wish to be informed of an adoption

application, and that they have the right to withdraw their consent to an adoptive placement

at any time up to the making of an adoption application, but the restriction of their rights to

do so after an adoption application has been made.

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k. Ascertaining the parents’ views on post-placement and post-adoption contact including

whether they would wish to meet the adoptive family and if so, how they might prepare for

this and who might support them.

l. Providing information to the parents on national and local support groups, and other possible

sources of help

m. Explaining how the parents may be able to provide information to be passed to adopters, for

example, on the child’s birth and early life, which may be of benefit to the child

4.8.9 The parents should be encouraged to seek legal advice, particularly where they are opposed to

the adoption plan. Where there is an unmarried father without Parental Responsibility, the

adoption social worker should also ascertain if he intends to apply for a Parental Responsibility

Order or a Residence Order.

4.8.10 Where the parents decline to accept counselling and/or support, the adoption social worker/after

adoption social worker must record the attempts made to engage the parents and the reasons, if

known for their declining this right to counselling and support. On the child’s Adoption Case

Record.

4.8.11 Where the parents are wishing to have an expected child adopted, the counselling must start as

early as possible before the baby’s birth. In addition to the matters listed in paragraph 4.8, the

child’s social worker must cover practical tasks such as the arrangements for the birth, the

parents’ own contact with the child after the birth, the intended length of the mother’s hospital stay

and their wishes regarding the timing of the placement. The hospital staff must be made aware of

the mother’s stated wishes. After the child’s birth, the counselling and support must continue, and

an adoption social worker must be allocated. The adoption social worker should then confirm with

the parents that they still wish to pursue adoption for the child.

4.8.12 The child’s social worker should arrange for photographs to be taken of the child and, if they

agree, the parents and other significant people and places, for inclusion in the child’s Life Story

Book.

4.9 Post-Placement Contact 4.9.1 The child’s social worker must undertake a written assessment as to the best interests of the child

to support any contact proposals. This assessment will take account of the views of the child, the

parents, the foster carers and any other significant family members. It should address evidence

of attachment and the quality of relationships, as well as give consideration to issues of safety and

confidentiality.

4.9.2 Where there is a sibling group, each child must be assessed separately and together as a group.

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4.9.3 The assessment should determine whether post-placement and post-adoption contact between

the child and the parents and/or siblings and foster carers would be in the child’s best interests,

and if so, what form it should take. The nature and frequency of contact will be influenced by the

need to maintain attachments and/or long-term identity issues.

4.9.4 Post-placement and post-adoption contact may take the following forms:

a. Adoptive parents providing non-identifying information about the child to the birth family

through letter-box contact organised and maintained by the Adoption Service (one way

indirect contact)

b. Adoptive parents and the birth family sharing non-identifying information about themselves

through letter-box contact organised and maintained by the Adoption Service (two way

indirect contact)

c. Direct face-to-face contact between the child and the birth family, which may be facilitated

and supervised by the Adoption Service, or another appropriate agency (e.g After Adoption)

where such continuing support is appropriate.

See Letter Box Scheme Guidance for further informat ion.

4.9.5 Any proposed post-placement and post-adoption contact should be in line with any Court Orders.

4.9.6 Where post-placement and post-adoption contact is considered to be in the child’s interests, it

should be part of the information shared with prospective adoptive parents during the matching

process - see Section 7, Identification of Adoptive Parents and also part of the planning of the

placement – see Section 9, Planning the Placement.

4.10 Identification of Adoptive Parents (including Inter Agency

Placements) 4.10.1 The overall time-scale for matching a child with a prospective adoptive family is that the match is

to be identified, recommended by the Adoption Panel and approved within 6 months of the

agency’s formal approval that the child is suitable to be placed for adoption, except in the

following cases:

• Where a parent requests adoption for a child of less than six months of age, in which case

the match is to be identified, recommended by the Adoption and Permanence Panel and

approved within 3 months of the agency’s formal approval that the child is suitable to be

placed for adoption.

• Where matching is not possible because of current Court proceedings in relation to the child

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4.10.2 Following the holding of an Adoption Planning Meeting and the identification of the adoption social

worker the timing of the start of the home finding will depend on the legal position and will be

agreed between the child’s social worker and the adoption social worker, in conjunction with their

managers and the Legal Adviser where necessary.

4.10.3 The child’s social worker, in conjunction with the current foster carer and the adoption social

worker, will identify the child’s needs in relation to a new family, including ethnicity, culture,

religion, language, contact with birth family and existing networks, education, health, other special

needs and location, and the qualities required in the adoptive family, based on the child’s

identified placement needs. This should identify which needs are essential to meet and which

preferred.

4.10.4 The adoption social worker, in conjunction with the child’s social worker, will draw up a short list of

prospective adopters who may be suitable for the child, as set out below

4.10.5 Priority will be given to any potentially suitable in-house approved families (including families who

are currently being assessed). The availability of suitable in-house adopters will be considered

before seeking a placement outside the county boundary.

4.10.6 Where the child’s social worker disagrees with the suitability of an identified in-house resource,

the case must be discussed with the Adoption Team Manager, who will consult with the Area

Manager for agreement for the payment of inter-agency fees.

4.10.7 Where there are no potentially suitable families available in-house or through the Adoption

Register, the adoption social worker and child’s social worker should seek the agreement of the

Adoption Team Manager to explore other inter-agency options, for example through featuring the

child in ‘Be My Parent’, or other appropriate publications or contacting other adoption agencies

within or outside of Wales. Where approval is given, the adoption social worker must:

• check that either the parents (for a Looked After child) and/or the child’s social worker’s

manager have signed the Consent to Publicity Form and/or the Court’s leave has been

granted where Court proceedings are ongoing

• arrange for professional photographs to be taken of the child for publicity purposes

• agree with the child’s social worker which publications are to be used for publicity purposes,

and draw up suitable profiles, in conjunction with the child’s social worker, for the feature

4.10.8 The adoption social worker and child’s social worker will agree how the child may be involved in,

and express views about the process of finding a family.

4.10.9 The adoption social worker and child’s social worker will also agree how the parent(s) may be

involved in the process, for example through the sharing of brief non-identifying information about

potential families with them.

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4.10.10 The child’s social worker will keep Legal Services informed of developments in the home finding

process and seek the Court’s leave for any publicity, if applicable, where Court proceedings are

ongoing.

4.10.11 The adoption social worker and child’s social worker will also agree how the child’s current foster

carer may be involved in the family finding process, for example through the sharing of brief non-

identifying information about potential families with them.

4.10.12 Where foster carers express an interest in adopting a child they are looking after, and there is an

adoption plan for the child, the adoption social worker will talk to them about the implications of

adoption and will convene a meeting involving the child’s social worker, his or her team manager

and the Fostering social worker attached to the foster carers (with his or her manager where

appropriate). The chair of the meeting will be the Adoption Team Manager.

4.10.13 If the outcome of the meeting is that the foster carers appear to be able to meet the child’s

essential needs, the case will be allocated for an assessment of the foster carers as adopters to

proceed.

(see Assessment and Approval of Agency Adoptive Parents Procedure). This will be undertaken

by an adoption social worker and not by the foster carers` social worker.

4.10.14 If the foster carers are approved as adopters, the requirements set out in Matching/Linking with

Adoptive Parents as to the approval of the matching and in the Placement as to the provision of

information and notification of the placement, must be followed.

4.10.15 If the outcome of the meeting is that the foster carers are unlikely to meet the child’s essential

needs, the recruitment of adopters as set out in the preceding and following paragraphs of this

chapter will apply. The social worker attached to the foster carers will provide support and

counselling to the foster carers as appropriate.

4.10.16 If the foster carers decide to proceed with an application to adopt the child without the agreement

of the agency, the procedure set out in Non-Agency Adoptions Procedure will apply.

4.10.17 It is the adoption social worker’s task to follow through expressions of interest and potential

matches with the social workers for the prospective adoptive families. If a child has been featured

in ‘Be My Parent’, the expressions of interest may come from the prospective adopters

themselves, but discussions will also be held with the prospective adopter’s social worker. If the

expression of interest is from another adoption agency, the discussion will be with the social

worker for the prospective adopters.

4.10.18 If there appears to be a potential match, the child’s social worker will anonymise a copy of the

child’s CARA, and forward this to the adoption Team Manager. The adoption social worker will

provide the relevant adopter’s social worker with an anonymised copy of the CARA and arrange

to receive their Prospective Adopter’s Report..

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The adoption social worker will discuss the Prospective Adopter’s Reports with the child’s social

worker and the Adoption Team Manager and draw up a list of of preferred placements

4.10.19 Once a short list has been drawn up, the adoption social worker and child’s social worker will

arrange the preferred family If the first family visited appear well placed to meet the child’s needs,

further families need not be visited.

The prospective adoptive family’s social worker should also be present at the visit.

4.10.20 The purpose of the visit is to share information about the child’s needs with the family and to

identify which family is the most able to meet those needs. This will include information about the

proposed post-placement and post-adoption contact arrangements for the child as well as

proposed adoption support. After the short-listed family have been visited, a decision will be

made about Whether to proceed

4.10.21 Where there is any doubt -, the adoption social worker will consider the need to arrange a -

Meeting involving the child’s social worker and the social worker’s manager. The Adoption Team

Manager will chair the meeting.

4.10.22 Once a selection has been made, consideration must be given to:

• the designated roles and responsibilities for completing the Adoption Placement Report, the

proposed Adoption Support Plan, the Adoption Placement Plan and the Matching Form.

• the proposed Adoption Support Plan and any proposed contact arrangements

• the prospective adopter’s exercise of Parental Responsibility

• the preparation of the child, the present carers and the prospective adopters for the

proposed placement, including the sharing of information with the prospective adopters;

• the preparation of the birth family and the information to be given;

• the allocation of preparatory tasks for the introductory work;

4.10.23 The adoption social worker will provide the selected prospective adopters with full information on

the child, including the CARA, the child’s profile, a full description of the birth family including any

siblings and the reasons for any decision to place the child separately, the child’s medical history

(including the birth details), the carer’s report on the child, the current school reports and the

child’s Personal Education Plan, if the child is of school age.

4.10.24 The items provided should be clearly recorded and the prospective adopters should be asked to

sign confirmation of receipt of this information.

4.10.25 The proposed contact arrangements, adoption support and any restrictions on the exercise of

Parental Responsibility by the prospective adopters and/or the birth family should also be

discussed, and the views of the prospective adoptive family on these issues clarified.

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(This may be supplemented in appropriate cases by the holding of a ‘Child Appreciation Day’

after the placement has been approved (see Planning the Placement). In appropriate cases, the

prospective adopters should have the opportunity to meet other specialists involved with the child,

for example the Medical Advisor or member of the CAMHS team.

4.10.26 The child’s social worker, in conjunction with the adoption social worker and the prospective

adopter’s social worker, should prepare the Adoption Placement Report giving details of the family

recommended -, evaluating how this family will meet the child’s needs.

4.10.27 The proposed Adoption Support Plan should also be prepared setting out the proposed adoption

support services to be offered to the child, adoptive family and birth family – see Adoption Support

Services Procedure. The Adoption Placement Report must include the prospective adopter’s

views on the proposed placement, contact arrangements (including meeting with the birth

parents), adoption support and any proposed restrictions on their exercise of Parental

Responsibility after the placement.

4.10.28 The Adoption Placement Report must be written by a qualified social worker with suitable

experience (see Adoption Panel Procedure.)

4.10.29 The child’s social worker and the prospective adopters’ social worker and their respective

managers should sign both the Adoption Placement Report and the proposed Adoption Support

Plan.

4.10.30 The prospective adopters’ social worker should provide a copy of the Adoption Placement Report

to the prospective adopters and give them 10 working days to submit any written comments on its

contents (they may sign a waiver indicating that they do not need 10 days to consider it) . As the

prospective adopters will be invited to the Panel meeting considering the placement, they should

also be provided with the leaflet “Attending Panel – Information for Approved Adopters attending

Panel for Linking”. The child’s social worker should contact the Team Manager to arrange a date

for the Adoption Panel to consider the proposed placement ( the link).

The child’s social worker will keep the child and the parents informed of progress (unless the

parent has stated that he or she does not wish to be kept informed).

4.11 Matching / Linking with Adoptive Parents The overall time-scale for matching a child with a prospective adoptive family is that the match is

to be recommended by the Adoption Panel within 6 months of the agency’s formal approval that

the child should be placed for adoption, except in the following cases:

• Where a parent requests adoption for a child of less than six months of age, in which case

the match is to be recommended by the Adoption Panel within 3 months of the agency’s

formal approval that the child should be placed for adoption

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• Where matching is not possible because of current Court proceedings in relation to the child

4.12 Presentation to the Adoption Panel 4.12.1 The child’s social worker must provide:

• The CARA with an update which is no more than 6 months old

• The Adoption Placement Report

• The proposed Adoption Support Plan.

• The views of the prospective adopters on the Adoption Placement Report and the

Proposed Adoption Support Plan and the proposed contact arrangements

• The Foster Carer information on the child

4.12.2 The Adoption Agency will collate the Panel Pack, which will include the above, together with:

• The Prospective Adopter’s Report, updated as necessary, on the identified prospective

adopters and a recent medical (in the last 2 years)

• Any other relevant information

4.12.3 The child’s social worker will ensure that the relevant paperwork is sent electronically to the Panel

Administrator at least 10 working days before the date of the Adoption Panel.

4.12.4 The Panel Administrator will arrange for the Panel minutes in relation to the recommendations

that the child should be placed for adoption and that the prospective adopters are suitable to be

adopters, to be circulated to Panel members, together with all relevant reports. Where there is a

proposed inter-agency placement, the adoption social worker will obtain the relevant Panel

minutes for circulation.

4.12.5 The child’s social worker, the prospective adopter’s social worker and the prospective adopters

will attend the Adoption Panel during consideration of the matter. They will withdraw from the

meeting while the Panel come to its recommendation but will be advised of the recommendation

by the Panel Chair once it has been made.

4.12.6 The Adoption Panel’s recommendation as to whether the child should be placed for adoption with

the particular prospective adopters will be recorded in writing, together with reasons, in the

Panel’s minutes.

4.12.7 The Panel must also consider and may give advice in relation to the proposed adoption support,

the proposed arrangements for contact and any proposed restrictions on the exercise of Parental

Responsibility by the prospective adopters and/or the birth parents. A copy of the relevant

Minutes must be placed on the child’s and the prospective adopter’s Adoption Case Record.

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4.12.8 Where the prospective adopters do not attend the meeting, the prospective adopter’s social

worker will convey the Panel’s recommendation orally to the prospective adopters within 24 hours.

4.12.9 After the Panel has considered the reports and made a written recommendation, the Minutes will

be forwarded to the Panel Advisor and the Panel Chair for checking Once these have been

checked , the minutes and reports considered by the Panel will be sent to the Agency Decision

Maker who will make a decision based on this information within 7 working days of the Panel

meeting. The decision will be recorded in writing. If the Panel has given advice in relation to

adoption support, proposed contact and/or the exercise of Parental Responsibility by the

prospective adopters and/or the birth parents, the Agency Decision Maker may express a view on

such advice.

4.12.10 Where the Agency Decision Maker is minded to disagree with the Panel recommendation, he/she

must first discuss the case with another senior officer with relevant experience, who must not be a

Panel member. This discussion must be recorded and placed on the child’s and the prospective

adopter’s Adoption Case Record.

4.12.11 The child’s social worker will convey the decision orally to the parents within 2 working days.

4.12.12 The prospective adopters’ social worker will convey the decision orally to the prospective adopters

within 2 working days.

4.12.13 The Panel Administrator will prepare written notification of the decision by the Agency Decision

Maker and this will sent by recorded or hand delivery to the parents within 5 working days.

4.12.14 The Panel Administrator will send the written notification, signed by the Agency

Decision Maker, to the prospective adopters’ Adoption Agency for sending to the adopters within

5 working days. Copies of this letter will also be sent to the adoption social worker and the child’s

social worker.

4.13 Planning the Placement

4.13.1` Once the link has been approved and the legal position allows it, the adoption Team Manager will

convene a Introductions Placement Planning Meeting to draw up an Adoption Placement Plan,

confirming the details of the introductions, placement and post-placement work. The Adoption

Team Manager or his/her nominee will chair the meeting.

4.13.2 For inter agency placements, the Adoption Team Manager or his/her nominee, will complete

BAAF Form H2 which details the contract between the Adoption Service and the relevant agency

in relation to the placement.

4.13.3 The purpose of the first Placement Planning Meeting is to draw up a proposed Adoption

Placement Plan.

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4.13.4 This will set out the steps required leading up to the child’s placement with the prospective

adopters, including the first meeting between the child and the prospective adoptive family and

who will be present (see paragraph 9.7), the programme of and detailed arrangements for the

child’s introduction to the placement (dates, times, venues, transport and accommodation), the

reimbursement of any expenses of the introduction programme, any other financial assistance to

enable the placement to occur and, where appropriate, a meeting between the parents and the

prospective adopters.

4.13.5 The Adoption Placement Plan should also include:

• Whether the placement is to be made under a Placement Order or with Parental Consent

to Adoptive Placement

• Who will be present when the placement takes place

• The details of the Adoption Support Plan

• Whether and how the exercise of Parental Responsibility by the prospective adopters

and/or the birth parents is to be restricted

• The arrangements for the monitoring and supervision of the placement (including contact

details of key support staff during office hours and out of hours)

• The date when the Life Story Book and any Later Life letters will be passed to the

prospective adopters

• The date and arrangements for the first Adoption Review

• Any post-placement contact between the child and members of his or her birth family

and/or the child and the foster carers

• And clarification of who will make the necessary notifications of the placement (see, The

Placement).

• The Adoption Placement Plan will also address when the prospective adopters will be

supplied with all relevant written information about the child and who will provide it (for a

full list of information to be supplied – see , The Placement).

4.13.6 The child’s social worker must ascertain the child’s views and report these to the meetings.

4.13.7 Those attending Placement Planning Meetings will be the child’s social worker, his/her manager

as appropriate, the prospective adopters and their social worker, the foster carers, the fostering

social worker attached to the foster carers, the adoption social worker and any other worker

engaged in direct work with the child.

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4.13.8 The child’s first meeting with the prospective adopters should be on the child’s familiar territory

(unless the child is older and requests otherwise) and the child’s social worker should be present.

The pattern of introductory visits thereafter will depend on the child’s age, needs and stage of

development but consideration will be given to a gradual introductory programme involving visits

increasing in length, perhaps involving an overnight stay for an older child (only in specific

circumstances), prior to the final move.

4.13.9 The Adoption Team Manager will be responsible for co-ordinating Placement Planning Meetings.

However, all workers involved must be clear about their respective roles and responsibilities in the

implementation of the plan, and what should happen in the event of difficulties. Changes to the

Adoption Placement Plan can only be made with the agreement of the Adoption Team Manager

and must be notified to the prospective adopters in writing.

4.13.10 The child’s social worker is expected to be in regular and frequent contact with the child, foster

carers and prospective adopter(s) during the period of the introductions and all involved should

share information with each other on a regular basis, at the frequency identified at the Placement

Planning Meetings. The prospective adopter’s social worker should be in close and regular

contact with them to assess their engagement with the introductions.

4.13.11 The Adoption Placement Plan will then be reviewed at an agreed date

4.13.12 The Plan will identify the named workers and when they will have contact with the child.

4.13.13 At the mid-point of the introductions, the decisions made at the Placement Planning Meeting will

be reviewed, either at a meeting between the original participants or through discussions between

the social workers for the child, foster carers and adopters, reporting to the chair of the original

meeting (the Adoption Team Manager).

4.13.14 A further meeting can be called by any of the parties if issues of concern arise.

4.13.15 Where the child is to be adopted by his or her foster carers, whilst there will be no need for a plan

for introductions, a Placement Planning Meeting should be convened in order to draw up the

Adoption Placement Plan to cover the areas other than introductions as set out above and to

specify the date when the placement is to be regarded as an adoptive placement.

4.13.16 A copy of the final Adoption Placement Plan, signed by the child’s social worker, should be given

to the prospective adopters, their social worker and the child’s Independent Reviewing Officer.

The prospective adopters must confirm in writing that they wish the placement to proceed and that

they agree to the Adoption Placement Plan. A copy must be retained on the child’s Adoption Case

Record and the prospective adopters Case Record.

4.13.17 Where contact is part of the adoption plan, the proposals must be drawn up in written agreements

to be signed by the birth parents and the prospective adoptive parents. The agreements must

specify the form and timing of the contact and the arrangements for putting the contact in place.

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The agreements must also specify that the arrangements may change dependent upon the

wishes of the child. All parties must sign and retain copies of the agreement. The parent’s copy

should not reveal any identifying information about the placement. Where letter-box contact is to

be arranged, see Letter Box Scheme Guidance.

4.13.18 If the Adoption Placement Plan is varied or terminated, the child must be informed in a timely and

age appropriate way. Where the Adoption Placement Plan is terminated, the parents must be

informed (unless the parent has stated that he or she does not wish to be kept informed.)

4.13.19 If the Adoption Placement Plan is terminated, the Adoption Team Manager should consider the

best way to conduct a disruption meeting – see Disruption of Agency Adoptive Placements

Procedure. In the event of the placement’s disruption/termination, direct work will be undertaken

with the child to make sense of the reasons why the placement broke down and to prepare the

child for any future placement.

4.13.20 In this event, the child’s social worker and adoption social worker must re-start the process of

identifying a suitable prospective adoptive family or amend the plan for the child (depending on

the outcome of the Disruption Meeting).

4.14 The Placement 4.14.1 Once the matching of the child has been approved, the adoption agency has authority to place the

child (either through a Placement Order or Parental Consent to Adoptive Placement), the plan of

introductions has been successfully completed, the Adoption Placement Plan has been completed

and signed by all parties and the prospective adopters have given confirmation that they wish the

placement to proceed, the placement can go ahead.

4.14.2 Prior to the placement, the child’s social worker must ensure that all the following

information/items have been provided to the prospective adopters:

a. Authority to consent to medical and dental treatment

b. The child’s ‘Red Book’ and NHS Card

c. Any letters, photographs or mementos from the birth family, including a ‘Later Life’ letter

from the birth parent if possible, and the Life Story Book

d. The child’s passport (if applicable)

e. Four certified copies of the child’s birth certificate and any relevant Court Orders

f. A written plan of the contact arrangements pre and post adoption with the birth parents and

any previous carers

g. The Adoption Support Plan, including a named adoption support social worker

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h. The Adoption Placement Plan including arrangements for support and visits by the child’s

social worker and their own social worker

i. Any other relevant information, including specialist reports (subject to the author’s consent)

4.14.3 The prospective adopters should be asked to sign confirmation of receipt. Where the

information/items are provided at different times, the prospective adopters must sign and date

confirmation of receipt on each occasion.

4.14.4 Prior to the placement, notification must be sent by the adoption team admin to the present and

new GP, the local authority (where the adoptive family live outside the county), the relevant Health

Trust and, if the child is at nursery or of school age, the relevant local education authority (with

information about the child’s education history and whether the child has special needs).

4.14.5 These notifications are still required where the prospective adopters were previously the child’s

foster carers.

4.14.6 Prior to the placement, the Medical Advisor should be requested to send a medical report on the

child to the child’s new GP and, in appropriate cases, to meet the adopters to discuss medical

issues.

4.14.7 The child’s social worker should be present when the child transfers from their carer to the

prospective adopters.-

4.14.8 Where the child’s foster carers are the prospective adopters, the Adoption Team Manager must

confirm in writing to them the date from which the placement becomes an adoptive placement.

4.14.9 The child’s social worker must inform the parents of the date of the placement, unless the parents

have stated that they do not wish to be kept informed. No identifying information about the

placement should be conveyed to birth parents or relatives.

4.14.10 The child’s social worker should ensure the date of the placement is recorded on DRAIG, so that

the record identifies that the child is placed for adoption but does not show the placement

address.

4.14.11 The child’s social worker will inform the Panel Administrator of the date of the placement as soon

as it is made and inform the relevant finance officer so that, where appropriate, payments to the

foster carers can cease and, where the Adoption Support Plan includes financial support to the

prospective adopters, these payments can start.

4.14.12 Following the making of an Adoption Order, the child's social worker should ensure that DRAIG is

updated to reflect the new legal status.

4.14.13 The Adoption social worker will inform the child's GP of the date of the Adoption Order and

change of name and status. The Adoption Case Record should then be prepared for archiving.

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4.15 Children Approved for Adoption for whom no Placemen t has

been Identified

4.15.1 The child will be the subject of regular Adoption Reviews, chaired by an Independent Reviewing

Officer. – see Adoption Reviews Procedure..

4.15.2 In all cases, where a child has been approved for adoption but not placed within 6 months, the

child’s social worker must present a further report to the Adoption Panel identifying the length of

the delay, the reasons and the steps being taken to address any difficulties, including

consideration of a review of the adoption plan and/or a possible change to long-term

fostering/separation of siblings.

4.15.3 The Adoption Panel may request an earlier progress report on an individual case when first

considering the child.

4.15.4 The outcome of any reviews by the Adoption Panel should be notified to the child (if old enough),

the birth parents (in appropriate cases) and any other relevant person.

4.16 Adoptive Placements Abroad

4.16.1 Where an adoptive placement outside the UK (e.g. with extended family members) appears to be

a viable option, and consultation with the child (if old enough) supports this, the proposal must be

considered at a child’s looked After Review before becoming part of the child’s Care Plan..

4.16.2 The child may be considered for an adoptive placement with known prospective adopters in which

case it will be for the adoption agency to satisfy itself that the prospective adopters are suitable to

adopt the child. It is likely that International Social Services will need to be contacted, in order to

conduct an assessment of the prospective adopters.

4.16.3 In either circumstance, the case must be referred to the Adoption Panel in accordance with

Section 2, Seeking Agency Approval of the Adoption Plan of this procedure, seeking a formal

recommendation that adoption outside the UK is in the best interests of the child. The CARA

must include an assessment of the possibility of placing the child for adoption in the British Isles

and consideration of whether adoption of the child by a person in a particular country would be in

the best interests of the child.

4.16.4 The Agency Decision Maker must consider the recommendation and decide whether the child

should be placed for adoption overseas. The notification to the child (if old enough) and the

parents must include an explanation of the placement possibilities in the British Isles and abroad.

4.16.5 Where a decision is made to pursue the option of placement overseas, the child’s social worker

should consult with Legal Services about the legal process, and seek the approval of their

Manager to an application for a Placement Order.

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4.16.6 It will be for the adoption agency to satisfy itself that the prospective adopters are suitable to

adopt the child. The assessment should usually be carried out in the prospective adopters’

country and then sent to the adoption agency in the same way as for any other prospective

adopter.

4.16.7 The matching procedures will then apply as for any other potential placement.

Placement Planning Meetings should be convened in accordance with the usual placement

procedures (see Section 9, Planning the Placement) to plan the prospective adopters’ first

meeting with the child, introductions and where the placement goes ahead, regular reports should

be required from the relevant overseas authority after the placement.

4.16.8 The prospective adopters will need to seek independent legal advice about the need to apply for a

Section 84 Order from the High Court granting them Parental Responsibility to take the child

outside the UK for the purposes of adoption (which will require the child to be with the adopters for

at least 10 weeks prior to the application). Where such an application is made, the Court will

require a social worker’s report – see Court Reports In Adoption/Special Guardianship Guidance

for a detailed list of the contents.

4.16.9 The child’s social worker will need to arrange for the foreign authority to monitor the placement as

required by the Placement Planning Meeting.

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5. Monitoring and Supervision of Placement

5.1 Arrangements for and frequency of visits for supervising the placement must be made at

Placement Planning Meetings and set out in the Adoption Placement Plan

5.2 This will involve at a minimum-

• The child’s social worker visiting the child within the first week of the placement

• Then weekly until the first review.

• If this is not practicable, the social worker for the adoptive family may visit instead.

5.3 Thereafter, the frequency of visits will be determined at the child’s Adoption Review or, if not

specified, a minimum of every six weeks for the first year and after this, on a three-monthly basis

5.4 Where there are any concerns, additional visits should be arranged.

5.5 The adopters’ social worker will also carry out visits at intervals agreed in the Adoption Placement

Plan - and more frequently if circumstances require.

5.6 The visits should continue until an Adoption Order has been made or until the placement is

terminated.

5.7 Where the placement is with prospective adopters approved by another agency, these

arrangements will also be as agreed in the Contract between the Adoption Service and the

relevant agency (recorded on BAAF Form H1).

5.8 Visits must be made by suitably experienced qualified social workers or social workers/student

social workers who are supervised by suitably qualified and experienced social workers

5.9 Records of all visits must be made and copies placed on the child’s Adoption Case Record.

5.10 Between visits, the social workers involved must discuss progress in the placement and read

each other’s recording of visits during the monitoring period.

5.11 Where there are concerns that the placement is at risk of breaking down, a review meeting must

be convened immediately by the child’s social worker - see Adoption Reviews Procedure.

5.12 The child should be seen alone (if appropriate according to his or her age and understanding) at

all of the visits, whether undertaken by the child’s social worker or the adopters’ social worker,

and his or her wishes and feelings recorded.

5.13 The child’s social worker will arrange for the child to continue to have health assessments in line

with his or her Health Care Plan and that the Health Care Plan continues to be reviewed up to the

Adoption Order in accordance with the procedures for Looked After Children.

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5.14 The procedures to be followed where a placement disrupts are set out in the Disruption of

Placement Procedure.

5.15 Visits to the child and adopters after the Adoption Order will be made as and when required under

the Adoption Support Plan - see Adoption Support Services Procedure

6. Safeguarding Children Placed for Adoption

1 Introduction

6.1 These guidelines address the particular safeguarding needs of children who are placed for

adoption but not yet adopted and those who may receive or are in receipt of adoption support

services.

6.2 The guidance describes the risks inherent in placing children and seeks to demonstrate how good

practice in planning, assessment and review can safeguard children. It sets out the way in which

social workers must put children’s welfare at the forefront of their work and follow child protection

procedures when the appropriate threshold is reached.

6.3 This guidance sets out the imminent changes in the legal status of prospective adopters and the

ways in which the adoption agency will usually limit the sharing of parental responsibility with the

prospective adopters until an adoption order is made.

6.4 These guidelines apply to:

• Children’s social workers

• Adoption social workers

• Child care and adoption managers

• Prospective adopters

6.5 Parenting children who are placed for adoption is a real challenge, and many of the children

placed by the adoption agency have specific health, emotional or behavioural needs arising from

their previous experiences. For all children placed for adoption the ‘adoption dimension’ is a

reality: they have and continue to have a birth family that is part of their identity.

6.6 Some adoptive parents may already be parents although others will be new to parenting and to

the adoption dimension. There are many ways in which the adoption agency seeks to manage the

process of assessment and matching in order to secure positive outcomes for children.

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6.7 These are described in section 2 – The importance of good planning and reviewing to safeguard

children placed for adoption, although however thorough the process of assessment and

preparation, this process will never be without risk to children and their new families.

6.8 This guidance deals with risks of two kinds:

1. Where, to varying extents, the child’s needs are not met in their adoptive family, or the future

may be insecure.

2. Where there are concerns that the child may have suffered or be likely to suffer significant

harm in the care of his/her adoptive parents (i.e child protection concerns)

6.9 The Importance of Good Planning and Reviewi ng to Safeguard Children Placed for Adoption

The most effective way of safeguarding children from a future in which their needs are not met,

where they face disruption or are in need of protecting is by good planning. Powys adoption

agency is committed to:

6.9.1 Gaining a thorough understanding of the child’s needs and making sure that all aspects of the

plan to meet those needs make sense and can be transposed into an adoption support plan.

6.9.2 Understanding the child’s previous patterns of relationships, behaviour and attachment patterns is

one particular factor. The quality of the child’s CARA report and associated information is of

central importance.

6.9.3 Testing the feasibility of adoption compared with other permanence outcomes. This is the role of

the adoption team, the adoption panel and the child’s social worker and managers.

6.9.4 Assessing and preparing prospective adopters in a way which matches the challenges they are

likely to face as adoptive parents, and reaching a clear view of their capabilities, support systems,

strengths and vulnerabilities.

6.9.5 Through careful assessment, matching and scrutiny by supervisors, panels and decision makers

and not exposing adopters or children to such a mismatch of needs and capabilities so as to

mean children are unlikely to have their needs met or become vulnerable to abuse or neglect.

6.10 Limits on the Exercise of Parental Responsibility b y Prospective Adopters

6.10.1 Under the Adoption & Children Act 2002, prospective adopters will share some aspects of

Parental Responsibility (PR) with the child’s parents and the Local Authority once the child is

placed for adoption with them. This allows prospective adopters to make a range of day to day

decisions about the child, empowering them to take the initiative for the child without having to

clear every small matter with the Authority. This will help adopters and children to move

progressively towards the point where adoptive parents exercise PR exclusively once an adoption

order has been made.

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6.10.2 However, the Local Authority retains overriding PR and can place limits on the extent to which

prospective adopters exercise the PR which is bestowed on them. This is because whilst the child

remains a looked after child, the adoption agency must continue to be satisfied about the child’s

safety and welfare.

6.10.3 The agency has to balance the desire to empower adopters to take up their new role and the

need to be sure that the child’s welfare is being promoted, with the child’s welfare being the most

important consideration.

6.10.4 The adoption agency will ensure that prospective adopters are clear about the limit of PR that is

shared with them when a child is placed. Before a placement can proceed, prospective adopters

must sign their agreement to:

6.10.5 Adhere to Powys County Council’s Policy and Procedure on behaviour management and physical

chastisement

6.10.6 Retain the child’s given birth name until an Adoption Order is made, except where the adoption

agency, adoption panel or the Court has given written agreement for the child’s name to be

changed (for example to protect the identity of a child)

6.10.7 Co-operate fully with continuing visits and reviews

6.10.8 Actively promote the child’s health, development and wellbeing, to include following the advice of

the agency’s Medical Adviser, and in particular to follow current Government health advice

regarding protecting children’s health by being protected by vaccination against the full range of

childhood illnesses at the appropriate age, which includes the MMR vaccine.

6.11 Child Protection Concerns in regard to Powys childr en placed for Adoption in Powys

6.11.1 Where there is a concern about a child placed for adoption, the Powys child protection procedures

should be followed. All the main features of the enquiry, investigation and decision making

process will be identical in relation to a child who is placed in a foster placement.

6.11.2 A strategy meeting will be called to decide:

• Whether an investigation is warranted

• How to investigate and

• Whether the child can remain or needs to be removed from the adoptive placement in the

interim.

6.11.3 What is different is that in the case of an adoptive placement, this meeting must involve a

representative from the adoption agency as well as the other professionals mentioned in the Powys

Child Protection Procedures.

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6.11.4 Since the prospective adopters will automatically have parental responsibility since the

implementation of the Adoption and Children Act 2002, the meeting should consider the need to

consult with them formally about the investigation and decide how this should be done, balancing

this with the overriding need to ensure the child’s safety.

6.11.5 If the child has been placed for adoption but no adoption order has been made or filed with the

Court, the strategy meeting is legally able to decide, where necessary, to remove the child from

the care of the prospective adopters.

6.11.6 If an application for an adoption order has been made, then legal advice must be sought since it

will usually be necessary to make an application to the Court before the child can be removed.

6.11.7 Following an investigation, the strategy meeting will be reconvened. Once again, the main feature

of this process will be identical to other children’s investigations. The reconvened meeting will

evaluate the investigation and decide on the nature and level of harm or risk, if any, and make

decisions on how to proceed.

6.11.8 Where the current risk of harm to the child is judged to be minor but where there may be longer

term concerns about the placement, then the placement for adoption must be reviewed. The LAC

reviewing process is an appropriate forum for this since it is empowered to endorse plans both for

the child’s current and future welfare.

6.11.9 Where placements have been ended following such a Review decision, the adoption team must

present a review of the approval of the prospective adopters to the adoption panel and the agency

decision maker. In addition, the procedure for disruptions must be followed.

6.11.10 For an adoptive placement, at each stage the decision making meeting will need to consider:

• The likely immediate and future risk to the child

• Any harm suffered by the child or likely to be suffered in future

• The potential that the placement has to meet the child’s needs now and for the remainder

of their childhood

• The wishes and feelings of the child

• The nature of the attachment between carer and child

• Whether there has been a breach of trust by the carers (for example, by smacking the

child when they have undertaken not to)

• Other relevant issues from the Welfare Checklist at Section 1 of the Adoption and Children

Act 2002.

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6.12 Child Protection Concerns for Powys children place d for Adoption outside Powys County

Council

6.12.1 These concerns must be investigated according to the procedures of the local authority

concerned. Where inter-agency placements outside of Powys are being planned for Powys

children, a copy of the local safeguarding and child protection procedures for that area, relevant to

children placed for adoption should be obtained by the family finding worker and kept on the

child’s adoption file.

6.12.2 The placing agency should be advised that Powys adoption agency would wish to be told

immediately of any child protection concerns that may arise and to be involved in any strategy

discussions or meetings in regard to investigating and evaluating those concerns.

6.13 Child Protection Concerns for children who are Loo ked After by other Local Authorities

and placed for Adoption in Powys

6.13.1 Where children are placed with Powys prospective adopters on the basis of an interagency

agreement, the agency for the child should be given a copy of these guidelines when the

interagency agreement is made. The adopter’s social worker within the adoption agency is

responsible for ensuring this occurs.

6.13.2 The procedure for investigating child protection concerns is similar to that set out above, with the

following differences:

6.13.3 If the child’s agency does not have a copy of these guidelines, a copy should be faxed or emailed

to them immediately it has been decided to convene a strategy meeting.

A representative of the child’s agency – with the relevant authority to take full part in the range of

decisions set out previously – should be invited to attend any strategy meeting.

6.14 Reviewing the Placements for Adoption of Powys Chi ldren on Welfare Grounds

6.14.1 There are other situations in which no allegations of abuse has been received and where

concerns about the care of a child by prospective adopters do not meet the threshold for a formal

child protection investigation, but where there are concerns about whether the placement can

meet the child’s needs now and in the future.

6.14.2 The child’s social worker and the adoption support worker should consider the nature of these

concerns against the following checklist:

• The likely immediate and future risk to the child

• Any harm suffered by the child or likely to be suffered in future

• The potential that the placement has to meet the child’s needs now and for the remainder

of their childhood

• The wishes and feelings of the child

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• The nature of the attachment between carer and child

• Whether there has been a breach of trust by the carers (for example, by smacking the

child when they have undertaken not to)

• Other relevant issues from the Welfare Checklist at Section 1 of the Adoption and Children

Act 2002.

6.14.3 The nature of the concerns should be discussed with the prospective adopters by the adoption

support worker and an assessment should be made as to whether they are willing and able to

address the issues concerned. The child’s wishes and feelings should be taken in account,

bearing in mind the child’s age and understanding.

6.14.4 The adoption support plan should be reviewed to determine whether the provision of additional

support, advice, information or specific services to any party who qualifies for such help would

enhance the placement for the child.

6.14.5 Where the child’s social worker and the adoption support social worker agree that even with

further work and the provision of adoption support services the placement is unlikely to meet the

child’s needs for the remainder of their childhood, a LAC review meeting should be convened. A

LAC review is an appropriate forum for this since it is empowered to endorse plans both for the

child’s protection and present and future welfare.

6.14.6 Where placements have been ended following such a Review decision, the adoption team must

present a review of the approval of the prospective adopters to the adoption panel and the agency

decision maker. In addition, the procedure for disruptions must be followed.

6.14.7 In appropriate cases, where the outcome for the child remains uncertain, the opinion and advice

of the adoption panel may be sought. In any event, the adoption panel should be advised of the

outcome.

6.14.8 If the child has been placed for adoption but no adoption order has been made or filed with the

Court, the strategy meeting is legally able to decide, where necessary, to remove the child from

the care of the prospective adopters.

6.14.9 If an application for an adoption order has been made, then legal advice must be sought since it

will usually be necessary to make an application to the Court before the child can be removed.

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6.15 Conduct of the Local Authority Adoption Service Arrangements for the protection of children

Each local authority must prepare and implement a written policy which—

(a) is intended to safeguard from abuse or neglect every child placed for adoption by the

authority or who may receive or is receiving adoption support services from the authority;

(b) sets out the procedure to be followed in the event of any allegation of abuse or neglect;

(c) ensures that the procedure in (b) is consistent with the Local Safeguarding Children Board

procedures;

(d) ensures that all allegations and incidents of abuse in relation to the agency’s staff or

volunteers are investigated promptly and details of the investigation and action taken are

recorded on a file set up and kept specially for that purpose, and that details are also placed

on the service user’s record;

(e) ensures that separate records are kept in respect of:

(i) all staff, and any other persons employed or who are contracted for services,

(ii) complaints,

(iii) any allegations made against any person.

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7. Adoption Reviews

7.1 Arrangements for Adoption Reviews

7.1.1 Once an adoption agency has Authority to Place for Adoption, the requirement to review the

child’s case under the Adoption Agencies Regulations 2005 supersedes the requirement to hold a

Looked After Review.

7.1.2 The child’s social worker should provide written information about the intended arrangements for

Adoption Reviews, to the child (depending on age and understanding), to the prospective

adopters (usually this will be part of the Adoption Placement Plan), and to any other person

considered relevant, such as the child’s parents.

7.2 Convening and Chairing Adoption Reviews

7.2.1 So far as reasonably practicable, all Adoption Reviews will be chaired by the child’s Independent

Reviewing Officer.

7.2.2 The child’s social worker, in conjunction with the Independent Reviewing Officer, will invite

relevant persons to Adoption Reviews.

7.2.3 There is no requirement to invite birth parents to Adoption Reviews or to consult them prior to a

Review, but the child’s social worker, in conjunction with the Independent Reviewing Officer, may

consider that their views should be ascertained and reported to an Adoption Review.

7.3 Timescales for Adoption Reviews

The timescales for holding Adoption Reviews are as follows :-

7.3.1 Adoption Reviews of children not yet placed for ado ption

Arrangements must be made so that an Adoption Review is held no later than 3 months after

Authority to Place for Adoption has been obtained at least every 6 months thereafter until an

adoptive placement is made.

7.3.2 Adoption Reviews of children who have been placed f or adoption

Arrangements must be made so that an Adoption Review is held within 4 weeks of the placement

not more than 3 months after the first Review unless an application for an Adoption Order has

been made and at least every 6 months thereafter until an Adoption Order has been made or the

adoptive placement ends.

7.3.3 Where there are concerns that the placement is at risk of breaking down, an Adoption Review

must be convened immediately.

7.3.4 Where a placement breaks down, see Disruption of Placements Procedure.

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7.3.5 Where Parental Consent to Adoptive Placement has been given and, after the placement, notice

is received that such consent has been withdrawn, a Review must be convened immediately and

urgent legal advice should be taken as to whether there are grounds for an application for an

Emergency Protection Order/Interim Care Order (if no Care Order exists) and/or a Placement

Order.

7.3.6 Unless there are exceptional circumstances, for example child protection concerns and/or

significant risk, no decision to move a child from a placement shall take place without a formal

review having taken place.

7.3.7 In such circumstances, legal advice should be sought as soon as possible and prior to any action

being taken.

7.3.8 The child’s social worker must inform the Independent Reviewing Officer of any failure to make

arrangements agreed at a Review or any significant changes in the child’s circumstances at a

Review, so that a decision can be made as to the need to convene a further Review.

7.4 Reports for Adoption Reviews

The child’s social worker will prepare a report for the Adoption Review using current LAC

paperwork, incorporating the views of the child, the prospective adopters and the prospective

adopters’ social worker (where the child is placed), the birth parents or family members (in

appropriate cases) and any other relevant person (for example health visitor or teacher), which

should be circulated prior to the meeting.

7.5 The Conduct of Adoption Reviews (pre and post placement)

7.5.1 The Adoption Review will consider the following areas-

• Whether it remains satisfied that the child should be placed for adoption

• The child’s needs, welfare and development, and whether any changes need to be made

to meet the child’s needs or assist his/her development

• The existing arrangements for contact and whether they should continue or be altered

• Where the child has been placed for adoption, evidence of the child’s attachment to the

prospective adopters and the arrangements in relation to the exercise of Parental

Responsibility for the child and whether they should continue or be altered

• The arrangements for the provision of adoption support services for the adoptive family

and whether there should be any re-assessment of the need for those services

• In consultation with the appropriate agencies, the arrangements for assessing and

meeting the child’s health care and educational needs

• Any concerns

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• Outstanding Court proceedings

• Where the child is placed for adoption, the timing of the adoption application (NB the child

must have lived with adoptive applicants for 10 weeks before an adoption application can

be made)

• The timing of the letter from the social worker being given to the child

• The responsibility for providing Court reports

• The frequency of future reviews and the date for the next Review

7.5.2 Where the child is the subject of a Placement Order and has not been placed for adoption by the

time of the first six month Review, the Review must also-

• Establish why the child has not been placed for adoption and consider what further steps it

should take to arrange for the child to be placed for adoption

• Consider whether it remains satisfied that the child should be placed for adoption

7.5.3 The Independent Reviewing Officer must ensure that the views of the child are properly

understood by the Review and taken into account.

7.5.4 Where the child wishes to take proceedings on their own account, for example to apply for the

revocation of a Placement Order, the Independent Reviewing Officer must assist the child to

obtain legal advice or establish whether an appropriate adult is able and willing to provide legal

advice and/or bring the proceedings on the child’s behalf.

7.5.5 The Independent Reviewing Officer must also ensure that anyone responsible for implementing a

decision taken at the Review is identified, and that any failure to review the case or implement

decisions made at a Review is brought to the attention of senior managers within the agency.

7.5.6 Any decisions made at the Review should be notified in writing to the child (depending on age and

understanding), the prospective adopters (where the child has been placed for adoption) and any

other person considered relevant by the child’s social worker and the Independent Reviewing

Officer, such as the birth parents.

7.5.7 The information obtained during an Adoption Review, any decisions made at the Review and the

minutes of any meeting arranged to consider any aspect of the Adoption Review must be placed

on the child’s Adoption Case Record.

7.5.8 Where a child has been placed for adoption but not adopted within 12 months, the child’s social

worker must present a further report to the Adoption Panel identifying the length of the delay, the

reasons and the steps being taken to address any difficulties.

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7.5.9 Where an agency decision has been made to place a child for adoption but the child has not been

placed within 6 months, which is not due to the Court process, the child’s social worker must

present a further report to the Adoption Panel identifying the length of the delay, the reasons and

the steps being taken to address any difficulties, including consideration of a review of the

adoption plan and/or a possible change to long-term fostering/separation of siblings.

7.6 After an Adoption Order is made

7.6.1 Once an Adoption Order is made, the child’s social worker should inform the Panel Co-ordinator

of the date of the Order complete the Adoption Case Record and ensure that the necessary work

has been undertaken to complete the adoption process, i.e. update the child's current position

sheet and the statutory orders screen.

7.6.2 The Adoption Case Record should then be closed and any paper files delivered by hand to the

Modern Records Unit who will ensure it’s safe storage.

7.6.3 Records management will record the Adoption Order and the Archive Number from the Modern

Records Unit, once supplied

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8. Disruption of Adoptive Placements

8.1 Where an agency adoptive placement breaks down prior to the granting of an Adoption Order, a

Disruption Meeting must be held to identify the reasons for the breakdown and to learn lessons

from the events surrounding the breakdown.

8.2 The Disruption Meeting will be held no sooner than 28 days after and no later than 42 days after

the placement breaking down, and will follow a set agenda.

8.3 The Adoption Team Manager will arrange for the meeting to be chaired by an experienced

practitioner or manager from outside the Adoption Service and not involved in the line

management of the case responsible social worker.

8.4 The Disruption Meeting will be convened by the Adoption Team Manager, who will invite the

prospective adoptive parents, the social worker for the adopters, the current carers, the child’s

Independent Reviewing Officer and any other relevant people.

8.5 The line managers for both the child’s social worker and the adopters’ social worker must also

attend.

8.6 The child’s social worker will also ensure that the child’s views and feelings are given to the

meeting in the most appropriate way.

8.7 The meeting will consider-

• The child’s needs and whether the adoption plan for the child remains appropriate,

• The existing arrangements for contact and whether they require amendment

• The arrangements for meeting the child’s health and educational needs and whether any

changes are required to assist the child’s development.

• Where the child is subject to a Placement Order, the need to seek revocation of the Order.

8.8 The child’s social worker and the prospective adopters’ social worker should attend the Adoption

Panel to present a report from the Disruption Meeting.

8.9 The Panel should also receive copies of the Panel minutes recommending the adoption plan for

the child, the prospective adopters’ approval and the placement with the particular prospective

adopters, to enable learning points to be shared.

8.10 The child’s social worker should contact the Panel Administrator to book a date for the Adoption

Panel to consider the matter and the relevant documents should be sent to the Panel

Administrator 12 working days before the Panel meeting.

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8.11 Where an Adoption Placement Plan is terminated before the adoptive placement takes place, the

adoption social worker for an in-house approved family, or the child’s social worker in the case of

an inter agency placement, will prepare a report for the Adoption Panel.

The report must outline the reasons for the breakdown.

8.12 In all such cases, the Adoption Panel may consider whether the plan for the child should be

reviewed and/or whether the prospective adopters’ approval should be reconsidered, and these

issues may need to be further investigated and reports be presented to a subsequent meeting

9. Allegations against Prospective Adopters

9.1 All children are entitled to the same level and standard of protection from harm including those

receiving services from statutory or other agencies.

9.2 For this reason, enquiries and investigations relating to children in receipt of such services must

be dealt with under the principles, policies and procedures laid down by the Powys Local

Safeguarding Children Board’s Inter Agency Child Protection Procedures for Safeguarding

Children or, in relation to children placed outside the county, in accordance with the principles,

policies and procedures of the relevant Local Safeguarding Children Board.

9.3 Allegations or suspicions that a prospective adopter has caused Significant Harm to a child will be

investigated thoroughly, speedily and sensitively under those procedures and will involve open

and honest communication with, and support to all those affected.

9.4 Clear timescales will be integral to the procedure and those involved must avoid delay unless

there is good reason.

There will be clarity regarding access to reports and documents relating to the investigation.

9.5 It is important to note that, although there may be insufficient evidence to support a Police

prosecution, this does not mean that action cannot be taken to protect a child nor that the

termination of a prospective adopter’s approval cannot be considered.

9.6 The welfare and safety of all children in the prospective adopters’ household, and children with

whom the prospective adopters may have contact, must also be considered during any Section 47

Enquiry.

9.7 At the time of a child’s placement, prospective adopters will be provided with detailed information

as to the child’s background and in particular the context of any abusive experiences of and/or

previous allegations made by the child - see Placement for Adoption Procedure.

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9.8 All prospective adopters will receive preparation and guidance to help them provide a safe

environment for the child and all members of the adoptive family.

All prospective adopters will have received information about this procedure.

9.9 Initial Action

9.9.1 Any person who receives information or suspects that a child has suffered or is suffering

Significant Harm in an adoptive placement or during an introduction to an adoptive placement

must immediately inform the child’s social worker.

9.9.2 On receipt of any such information, the child’s social worker must immediately (i.e. within a

maximum of one working day)-

• Inform his or her line manager

• Inform the prospective adopter’s social worker and his or her manager

• Inform the Area Services Manager or in their absence, the Children’s Safeguarding

Manager and the child’s Independent Reviewing Officer if considered necessary.

• Inform the Local Authority Designated Officer

9.9.3` In consultation with the social worker, his or her manager and the Local Authority Designated

Officer, the Area Service Manager will determine whether the matter should be treated as a child

protection concern and be referred for a Strategy Meeting or a concern about standards of care,

in which case the convening of an urgent Placement Planning Review Meeting - see Placement

for Adoption Procedure - or an urgent review of the adoptive placement should be considered -

see Adoption Reviews Procedure.

9.9.4 If there are serious and/or multiple referrals about standards of care, it may still be appropriate to

refer the matter for a Strategy Meeting for a full investigation.

9.9.5 The Area Service Manager will direct who should chair the Strategy Meeting, and if necessary,

appoint an independent social worker to carry out any investigation.

9.9.6 Consideration must be given to the immediate safety of the child. Where removal is being

considered, legal advice must be sought.

9.9.7 If the child is removed, or no longer in placement, then no further placements with the prospective

adopters must be made until the investigation is resolved

9.9.8 While recognising the practical difficulties, there should be no discussion about the allegations

with the prospective adopters prior to the Strategy Meeting.

9.9.9 The prospective adopter’s social worker will-

• Inform the social workers for any other child in the placement

• Inform any other local authority with an interest in the adoptive placement

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• Provide support to the prospective adopter

9.9.10 Where it is appropriate to treat the allegation/suspicion as a child protection concern, the child’s

social worker will be responsible for initiating the above action in relation to the

allegation/suspicion, in accordance with the Powys Local Safeguarding Children Board’s Inter

Agency Child Protection Procedures for Safeguarding Children, by making a referral to the

Children and Families team in which the child lives unless the prospective adopter lives outside

the county. In this case the child’s social worker will make a referral to the relevant local authority

and that local authority will be responsible for implementing their own local Child Protection

Procedures and inviting the child’s social worker and adopters’ social worker to the Strategy

Meeting.

9.9.11 In relation to a prospective adopter resident in the county where there are any allegations or

suspicions of Significant Harm, a Strategy Meeting will be convened in accordance with the Local

Safeguarding Children Board’s Inter Agency Child Protection Procedures as soon as possible

after concerns have been identified and within a maximum of 2 working days of the concerns

arising.

9.9.12 Any action to protect the child in question or any other children in need of protection should not be

delayed because of the Strategy Meeting.

Prior to the Strategy Meeting, the prospective adopter’s social worker should notify CSSIW of the

allegation/suspicion and invite them to be represented at the Strategy Meeting.

9.10 Strategy Meeting

9.10.1 The Strategy Meeting will be chaired by an Area Manager In Children’s Services

The purpose of the meeting will be to plan the investigation of the allegation/suspicion.

9.10.2 The following people will be invited-

• The child’s social worker and his or her manager

• Independent social worker, if appointed

• The prospective adopter’s social worker and team manager

• The Local Authority Designated Officer

• The Police Family Protection Unit

• Safeguarding Nurse

• Any other agency significantly involved with the child or adoptive family

• A representative of CSSIW

• A minute taker

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• The child’s Independent Reviewing Officer

• Legal representative

9.10.3 The Strategy Meeting must consider-

• The current allegation and how it is to be investigated.

• Whether there should be a concurrent police investigation

• Any previous allegations or concerns about the prospective adopters and the outcome of

previous investigations

• Any previous allegations made by the child in question and the outcome of previous

investigations

• The suspension of introductions or whether the child should remain in placement whilst the

investigation is carried out.

• The need to call an urgent placement planning review meeting - see Placement for

Adoption Procedure - or an urgent review of the adoptive placement - see Adoption

Reviews Procedure - and the timing of any such review

• The safety and well being of other children living with, or having contact with the

prospective adopters.

• Support to be offered to the children in the family during the investigation

• Who will inform the prospective adopters of this meeting

• Who will support the prospective adopters through the investigation process

• Contact and information to be given to the parents of the children concerned; how and

when this should be done

• Whether or not the Strategy Meeting considers that the allegation or suspicion has any

foundation, the matter should be investigated unless there are exceptional circumstances

and CSSIW must always be kept informed.

• This should also clearly state who is responsible for what actions, record timescales for

completion of any agreed actions and reporting/information sharing systems.

• Minutes of the meeting with actions will be recorded on DRAIG using the Strategy Meeting

format.

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9.11 Investigation and Action

9.11.1 The actions agreed at the Strategy Meeting should be implemented by those responsible within

the agreed timescales.

9.11.2 If the person raising suspicions or making the allegation wishes to remain anonymous, these

wishes should be respected.

9.11.3 Unless there are circumstances when the details or nature of the allegation cannot be shared

immediately, the prospective adopters should be advised of the allegation as agreed at the

Strategy Meeting and of the process to be followed in the investigation, including the possibility

that an Initial Child Protection Conference may be convened in relation to their own children,

subject to the outcome of the investigation.

9.11.4 Depending on the level and nature of any concerns and whether they are immediate, the

prospective adopters may be given the opportunity to respond to the allegations before any final

decision is made about necessary action to protect the child and other children in the household.

9.11.5 Such protective action may include asking the person against whom the allegation has been

made to leave the household while the investigation is conducted.

9.11.6 Any decision to suspend the approval of the prospective adopter while the investigation is being

conducted should be communicated in writing to the prospective adopter by the Adoption Team

Manager.

9.11.7 Those supporting the prospective adopters must contact the prospective adopters as soon as

practicable after they are made aware of the allegation, and explain their role.

They must make clear their responsibility to report to the local authority, the Police and in some

circumstances to the Court if any information relevant to the investigation comes to their attention.

9.11.8 They must provide to the prospective adopters-

• A copy of this procedure and the relevant part of the Local Safeguarding Children Board’s

Inter Agency Child Protection Procedures for Safeguarding Children or those of the

relevant area

• Advice about consulting a solicitor

• Advice about insurance arrangements for legal expenses

9.11.9 Where the prospective adopters are in receipt of financial support, they should be informed of any

implications for the payment of such support, where placements have been suspended.

9.11.10 If an Initial Child Protection Conference is convened, the Conference Chair must be consulted in

advance to discuss whether the prospective adopters should be invited to attend.

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In any event, the prospective adopters’ views must be obtained and communicated to the

Conference.

9.12 Concluding the Investigation

9.12.1 The Strategy Meeting should be reconvened within 28 days of the first Strategy Meeting, following

the completion of the investigation.

9.12.2 The investigation must be concluded as speedily as is commensurate with ensuring that it is

thorough. If it cannot be concluded within 28 days, the Strategy Meeting must be reconvened at

no more than 28 day intervals from the first Strategy Meeting, to track the progress of the

investigation to its conclusion.

9.12.3 The same people will be invited and the same person will chair the meeting. The investigating

social worker will provide written update reports and a final report, to be distributed 5 days in

advance of the final Strategy Meeting.

9.12.4 The investigating social worker’s final report will be shared with the prospective adopters

sufficiently in advance of the meeting to enable them to respond if they feel the matter has been

inaccurately or unfairly recorded. (An Advice and Mediation worker may be involved in this

meeting).

9.12.5 The purpose of the reconvened Strategy Meeting is to agree on the outcome of the investigation

and responsibilities for any further action, including the need to call an urgent review of the

adoptive placement - see Adoption Reviews Procedure and reporting on the matter to the

Adoption and Permanence Panel.

9.12.6 The meeting should determine who will write to the prospective adopters, informing them of the

outcome of the investigation.

9.12.7 The child, the parents, other relevant agencies and CSSIW (if not in attendance) will also be

informed of the decisions made at the meeting.

9.12.8 The Chair and the child’s social worker will agree the most appropriate way of informing the child

and parents, and also who will notify the other agencies and CSSIW.

A report should be presented to the next available Adoption Panel.

9.12.9 As well as the investigation, the report should address the ability of the approved adopters to help

come to terms with past events and to handle future behaviour, and whether the proposed

placement or placement continues to be suitable.

9.12.10 The procedure to be followed will be the same as for reviews of prospective adopter’s approval -

see Assessment and Approval of Prospective Adopters Procedure.

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9.12.11 The social worker preparing the report should consult with the Panel Advisor and the Chair of the

Adoption Panel who will advise on who should attend the Panel meeting (usually the child’s social

worker and the prospective adopter’s social worker) and whether or not a special Panel meeting

should be convened.

9.12.12 All relevant documents in relation to the investigation, whatever the outcome, must be retained on

the child’s file and the prospective adopter’s file, and their respective Adoption Case Records.

9.12.13 Consideration should be given to holding a debriefing meeting for all involved as to the impact of

the allegations and the investigation, whatever the outcome, and any necessary assistance

should be made available as necessary.

10. Inter-Country Adoptions

10.1 Introduction

10.1.1 Adoption applications can only be accepted from residents of the county.

Applications will be accepted from couples or single people.

10.1.2 Applicants will be expected to identify one country from which they wish to adopt and should have

a good understanding of that country’s culture and be able to demonstrate that understanding.

10.1.3 Applicants will be expected to bring any adopted child up in the knowledge that he/she is adopted

and to preserve and promote the child’s cultural and ethnic origin.

10.1.41There is a charge for the assessment process for applicants.

This is paid in two installments – 50% before the Prospective Adopter’s Report and 50% before

the presentation of the Prospective Adopter’s Report to the Adoption Panel.

10.2 Responding to Requests for Information

10.2.1 All requests for information about inter country adoption made by telephone or letter will be

responded to promptly.

10.2.2 During an initial telephone conversation, the duty social worker in the Adoption Service will

establish that the caller lives in the county and have a preliminary discussion about inter country

adoption.

10.2.3 If the enquirer remains interested in pursuing this option, the duty social worker will arrange to

send an Adoption Information Pack relating to both domestic and inter country adoption within 5

working days.

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10.2.4 An Initial Enquiry Form should be completed in relation to each enquiry received and Information

Pack sent.

10.2.5 The Information Pack will include information about the nature and implications of adoption, the

procedures involved in adopting a child domestically and from overseas, the assessment process

and charges, the checks required in relation to the prospective adopters and members of the

household, and the likely time-scale involved.

10.2.6 The information will also relate to the preparation and support services available to adopters

(made available before, during and after adoption), including addresses and other contact points

of other agencies that may be able to assist the prospective adopters particularly in relation to any

specific requirements of different countries

10.2.7 Those receiving the Information Pack will be asked to contact the Adoption Service if they wish to

know more and proceed further.

10.3 Initial Meeting

10.3.1 Those who contact the Adoption Service to know more will be visited at home, by social workers

from the Adoption Team, to explore the main issues.

It is expected that where prospective adopters are a couple, both will be present.

10.3.2 If the social workers and applicants agree that adopting from overseas is viable, following

consultation with the Adoption Team Manager, a social worker with specialist knowledge of inter-

country adoption will be asked to visit the applicants to-

10.3.3 Explore why the prospective adopters wish to adopt, whether they have considered domestic

adoption and how fully they understand the issues and challenges involved in adopting from

overseas,

10.3.4 Discuss the need to identify personal referees, the process of Criminal Records Bureau and other

required checks including full medical reports

10.3.5 Discuss and advise on any factors that may have an adverse effect on their application including

any health problems, previous police convictions, age restrictions for such countries as China,

financial status and particularly whether they are in receipt of any public funds that may affect

their application

10.3.6 Identify tasks that the prospective adopters will need to complete before proceeding to a formal

application, including the need to have identified the country from which they wish to adopt and

the relevant regulations for that country

10.3.7 Ascertain whether the prospective adopters have identified the country from which they wish to

adopt and if not encourage them to consider this and to begin to develop their knowledge of the

country chosen.

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10.3.8 Answer as far as possible any questions the prospective adopters may have regarding inter

country adoption

10.3.9 Explain clearly the law relating to inter country adoption and the need to comply with the relevant

requirements, including whether they meet the relevant requirements as to Domicile and Habitual

Residence (all prospective adopters must either be domiciled or have been habitually resident in

Great Britain for a minimum of one year).

10.3.10 Explain the implications for the adoption process of whether the chosen country is a Designated

Country or a Non-Designated Country, and whether the Hague Convention applies

Outline the process involved in adopting a child from overseas

10.3.11 Identify the Adoption Service’s expectations of the prospective adopters, including their

attendance at a Preparation Course (whether run by the Adoption Service or another approved

adoption agency), their commitment to the Prospective Adopter’s Report process and their

commitment to complete pieces of work themselves as part of the Prospective Adopter’s Report

10.3.12 Explain the Council’s charges for the Prospective Adopter’s Report and the charges involved in

attending a Preparation Course. Also to explain that the charges are non refundable and are

payable regardless or whether or not the applicants are approved.

10.4 Formal Application

10.4.1 If the prospective applicants wish to proceed further with an application after the initial visit, they

will be sent a formal application form to complete and return, together with the fee for the

Prospective Adopter’s Report and checks.

10.4.2 At the point of the formal application, the prospective adopters will be expected to have identified

their country of choice, researched the country’s specific requirements and be in a position to

confirm their eligibility under that country’s criteria.

10.4.3 They should also be clear about the age range and gender of the child or children they wish to

adopt and whether they are prepared to consider adopting a sibling group.

The appropriate level of fee is payable regardless of whether an application is successful.

10.4.4 Applicants who withdraw before a report is completed will receive a refund less an amount

commensurate with the amount of work already undertaken.

The applicants must also agree to undertake and pay for a medical examination, identify three

personal referees (including one relative for each applicant) and consent to the taking up of

references and other statutory checks

10.4.5 Once a completed Application Form has been received, a new Adoption Case Record should be

opened for the applicants.

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10.4.6 The allocated worker must fulfill the qualifications and experience criteria set out in the Adoption

Panel Procedure.

The allocated worker will make a referral for the prospective adopters to attend a Preparation

Course.

10.5 Preparation Course

10.5.1 The prospective adopters will be expected to attend a Preparation Course for those wishing to

adopt from abroad and must meet all the costs in relation to their attendance.

10.5.2 Powys do not run such courses and so applicants will be given details of specialist inter-country

adoption courses run by other agencies/voluntary organisations.

10.5.3 The Preparation Course forms part of the assessment process and the applicants will be advised

that their Prospective Adopter’s Report will not be undertaken until their full attendance at the

course has taken place.

10.5.4 A report by the facilitators of the course will be included when the Prospective Adopter’s Report is

presented to the Adoption Panel.

10.5.5 In the event that the prospective adopters are unavoidably absent from one or more of the

sessions, the allocated adoption social worker will liaise with those running the course as to

whether the prospective adopters can fit into the missed session on a later course.

10.5.6 If prospective adopters decide to withdraw from the assessment process during the course, they

should be encouraged to discuss this with the course facilitator and their adoption social worker

will be informed.

10.5.7 No refund will be paid.

Where applicants confirm their withdrawal from the process, they will be informed in writing that

the application process is terminated.

10.6 Health

10.6.1 Prospective adopters must have a full medical examination and agree to a written report being

obtained, at their own cost, from their GP.

The GP must be specifically requested to review the prospective adopter’s full medical history and

address any matter relevant to the applicant’s parenting or caring capacity.

The report should be provided on Form AH.

10.6.2 The prospective adopters should have been seen in the three months prior to the medical report

having been completed, and the report must have been written within the 6 months prior to the

Adoption Panel meeting to consider the application.

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10.6.3 Where the prospective adopter’s GP has expressed concerns or where clarification of the

implications of any health issues is required, detailed advice must be sought from the Medical

Advisor at an early stage and the implications fully discussed with the prospective adopter and in

the report.

It may be necessary for reports from other health professionals also to be obtained and presented

to the Adoption Panel.

10.7 Checks and References

10.7.1 A Criminal Records Bureau Form should be completed once a formal application has been made.

Applicants will be asked to confirm their identity in accordance with the requirements set out on

the Form.

10.7.2 As well as writing to the Criminal Records Bureau (for enhanced checks), checks will be made

with the relevant Health Trust, Probation, Education, NSPCC and Children’s Social Care Services

records.

10.7.3 In some instances, the relevant overseas authority may consider that Criminal Records Bureau

checks are only valid for 6 months, in which case the adoption social worker should explain to the

applicant that second Criminal Records Bureau checks will need to be carried out again later in

the assessment process.

10.7.4 Each applicant will also be asked to provide the names of two personal referees and a third

referee, who is a relative.

Applicants should be encouraged to choose people who have known them well, for at least five

years, have children of their own and have knowledge of the applicants’ contact with children.

10.7.5 At the same time as the statutory checks are sent out, the personal referees and the relative

referee will be sent a letter of introduction and form to complete.

10.7.6 Referees and any other family members spoken to during the preparation of the report should be

informed in writing about the position in relation to confidentiality.

A written reference will not be shown to an applicant unless the applicant requests disclosure and

the referee consents to disclosure.

10.7.7 The same applies to information and opinions shared in the course of conversation.

These will not be disclosed to an applicant without permission.

However, referees and others should be made aware that it will often be necessary to discuss

with applicants information and opinions expressed and where this happens, the particular source

of the information or opinion will not be disclosed.

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10.7.8 Where the checks disclose information as a result of which a person is a Disqualified Person

(Adopter), the prospective adopter will be informed that the application cannot proceed.

10.7.9 If the information leading to this decision relates to a previous conviction of a member of

the applicant’s household, the details of the offence can only be disclosed to the applicant with the

consent of the relevant person; without such consent, the applicant can only be informed that the

reason relates to information obtained from the checks but no details can be given.

10.7.9 Where there are concerns about an applicant’s circumstances, for example where there are

concerns about their health, or about the information obtained from referees or about the

applicants’ attempt to cover up information about offences, the applicant may be advised not to

proceed with the application.

10.7.10 Where the applicant disagrees with the advice and/or is not willing to withdraw, a brief Prospective

Adopter’s Report on the application should be presented to the Adoption Panel and the procedure

to be followed should be the same as if the report was a full report on the Prospective Adopter

10.8 Prospective Adopter’s Report

10.8.1 The allocated adoption social worker will carry out a Prospective Adopter’s Report of the

applicants, which should be completed within 8 months of the receipt of the application. (The

allocated worker must fulfill the qualifications and experience criteria set out in the Adoption Panel

Procedure.)

10.8.2 The assessment is carried out in the same way as for domestic adopters and the same

procedures should be followed as set out in the relevant sections of Assessment and Approval of

Agency Adoptive Parents Procedure.

This procedure only sets out the additional procedures in relation to inter country adopters.

10.8.3 In addition to obtaining detailed background information on the applicants, the process should

examine the applicants’ understanding of the issues involved in adopting a child from overseas,

their ability to cope with the practical and emotional difficulties that may arise and their

understanding of trans-racial adoption.

10.8.4 During the Prospective Adopter’s Report, applicants should be asked to prepare pieces of work in

order to demonstrate their understanding of the issues involved and their ideas for managing

these.

10.8.5 As part of the Prospective Adopter’s Report, the assessing social worker should consider the

Adoption Support Services Procedure

Once the assessing social worker has completed a draft report, it should be submitted to the

manager for approval.

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10.8.6 A second opinion visit from the Adoption Team Manager or another experienced practitioner will

take place.

As with all assessments of prospective adopters, the completed Prospective Adopter’s Report

should be shared with the applicants.

10.8.7 The applicants should be given a copy of the Report and asked to sign the report and/or submit

any comments in writing, for example, by expressing disagreement or support for the

recommendations.

10.8.8 The applicant will be given 10 working days in which to provide any such comments or they can

be asked to sign a disclaimer stating they do not wish to take 10 days to comment.

The applicant should also be advised of their right to attend the meeting of the Adoption Panel,

which considers their case.

10.8.9 The social worker will then send the Prospective Adopter’s Report, the applicants’ written

comments (if any), full health report, report on the interviews with the referees and the Preparation

Groups, and any other relevant documents, to the Panel Administrator at least 12 working days

before the relevant Adoption Panel meeting

10.9 Presentation to the Adoption Panel

10.9.1 The procedure is the same as for all prospective adoptive applicants and the applicants will be

invited and encouraged to attend the Panel when their application is considered.

The decision to attend rests with the applicants and a wish not to attend will not prejudice

consideration of their application.

Applicants who decide they wish to attend should be fully prepared and provided with written

information on the procedure prior to their attendance, including the membership of the Panel.

10.9.2 If the applicants know a particular Panel member, the applicant may request that the Panel

member stand down. (Panel members are in any event expected to declare an interest in these

circumstances - see Adoption Panel Procedure.

During the consideration of the application, the Adoption Panel should have advice from a Panel

Advisor with experience in the area of inter country adoption.

10.9.3 The Panel will consider the written report, together with all the supporting documentation and any

additional information presented verbally, and make a recommendation to the Agency Decision

Maker regarding the suitability of the applicants to adopt a child from a named country.

10.9.4 The Panel must also consider and may give advice on related matters, including the number, age

range, gender, likely needs and background of the child or children for whom the applicant would

be suitable.

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10.9.5 In relation to cases where the assessment is in relation to a particular child, the advice should

specify the name and date of birth of the child.

10.9.6 The recommendation and any advice given will be recorded in writing, with reasons, in the Panel’s

minutes.

The applicants will be informed verbally of the Panel recommendation on the same day as the

meeting.

10.10 After the Adoption Panel’s Recommendation

10.10.1 The Adoption Panel’s written recommendation, advice and copies of all reports considered will be

sent to the Agency Decision Maker, who will make a decision as to the suitability of the

applicant(s) to adopt a child from a named country.

10.10.2 Where the Agency Decision Maker is minded to disagree with the Panel recommendation, he/she

must first discuss the case with another senior officer with the appropriate experience, who must

not be a Panel member.

10.10.3 This discussion must be recorded and placed on the child’s and the prospective adopter’s

Adoption Case Record.

The decision must be made within 7 working days of the Panel meeting and must be recorded,

together with reasons.

10.10.4 The applicants will be advised orally of the decision within 2 working days.

Written notice of the decision, signed by the Agency Decision Maker, will be sent to the applicants

within 5 working days of the decision. Where the decision is that the applicants are suitable, the

notice will include the agency’s view as to the number, age range, gender, likely needs and

background of the child or children for whom the applicant would be suitable, as well as the

country from which they wish to adopt.

10.10.5 In cases where the assessment is in relation to a particular child, the decision and notice should

specify the name and date of birth of the child.

10.10.6 The letter should also make clear that the decision is subject to the endorsement of the

Department for Children, Schools and Families, after first being sent to the National Assembly for

Wales, for checking.

10.10.7 The approval of the applicant(s) as suitable to adopt does not guarantee that a child will be

considered suitable for them by the overseas authorities.

10.10.8 The notice should also advise the applicants of the next stages of the process, the length of time

for which the assessment report is valid, the need to report any change of circumstances and the

circumstances in which an update report may be required.

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10.10.9 Where the decision differs from the recommendation of the Adoption Panel, a copy of the Panel

recommendation will also be sent with the notification.

10.10.10Counseling, advice and support should be offered to the applicants as necessary.

10.11 Review Procedure

10.11.1 If the Agency Decision Maker decides not to approve the application, the applicant will be advised

that if he or she wishes to challenge the decision, representations should be submitted or a

referral can be made to the Independent Review of Determinations.

10.11.2 Either process, not both, is available and must be taken up within 40 working days.

The Representations/Review Procedure is set out in the Assessment and Approval of Adoptive

Parents Procedure.

10.12 After Approval

10.12.1 Following approval, the Panel Administrator will forward to the Welsh Assembly Government:

Written confirmation of the agency’s decision and any recommendations the agency may make

about number of children the prospective adopter may be suitable to adopt, their age range, sex,

likely needs and background.

10.12.2 All the documents and information which were presented to the Adoption Panel

The prospective adopter’s report and the prospective adopter’s views

The prospective adopter’s health report, references and information from their Local Authority

And any other relevant information obtained by the agency.

10.12.3 The relevant part of the Adoption Panel minutes, its recommendation and the reasons for its

recommendation

10.12.4 If the prospective adopter applied to the Independent Review Panel administrator for a review by

an independent panel of a qualifying determination, the minutes of that panel, its recommendation

and the reasons for its recommendation

And any other information relating to the case which the Welsh Assembly Government or the

relevant authority in the State of origin may require.

10.12.5 The documents must be sent by recorded delivery, and should include the originals of the

prospective adopter’s report, the medical report(s) and the CRB enhanced disclosure

certificate(s).

Once the documents are sent, the Adoption Service will usually not be involved further with the

application, until the chosen country identifies a child for whom an adoptive family is sought.

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10.12.6 Some countries, notably India and Thailand, require undertakings from the applicants’ local

authority to be included in the support documents.

10.12.7 Where applicable, a letter confirming this undertaking needs to be given to the applicants for the

applicants to include with the documents they have to send to the Department for Children,

Schools and Families.

10.12.8 The Welsh Assembly Government will check the application. In Convention cases it will normally

issue a certificate of eligibility and suitability to adopt. Documentation on non-Convention cases

will be sent to DfES who will normally issue a certificate of eligibility and suitability to adopt.

10.12.9 The agency will inform the prospective adopter that (s)he must receive written

notice that a certificate has been issued before bringing a child into the UK. Failure to do so may

prevent a Convention adoption from going ahead and in a non-Convention case is an offence

under Section 83 of the Act.

10.12.9 The Certificate, if granted, will state that the prospective adopters have been assessed as suitable

to adopt and a child adopted by them will be granted leave to enter the United Kingdom subject to

Entry Clearance and the making of an Adoption Order.

10.12.10The Department for Children, Schools and Families will then arrange for the necessary papers to

be passed to the relevant overseas authority, which decides whether to accept the application and

identifies a child to be matched with the adopters.

The Department for Children, Schools and Families will confirm in writing to the adoption service

and the prospective adopters that the papers have been sent.

10.13 Matching

10.13.1 The matching part of the process may be the subject of considerable delay depending on the

waiting list of the chosen country.

10.13.2 If the authorities in the relevant country approve the application, when a suitable child is available

for placement, they should send the papers to the Department for Children, Schools and Families,

who will in turn send them to the Adoption Service and the prospective adopters.

10.13.3 Occasionally, the country will inform the prospective adopters directly; they should be advised

during the home study to inform the adoption social worker immediately if this happens.

10.13.4 The adoption social worker should then arrange to discuss the child with the prospective adopters

at a face-to-face meeting to be held within 10 working days of receipt of the information, before

the prospective adopters make a decision or make any plans to travel to meet the child.

10.13.5 Before accepting a child, the prospective adopters must travel to meet the child.

Where a couple are applying to adopt, both applicants must travel.

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10.13.6 As soon as the prospective adopters have accepted the match, the adoption social worker should

advise them to apply for entry clearance for the child, by sending the child’s details to the Entry

Clearance Officer at the UK Embassy or High Commission closest to the country where the child

is living.

10.13.7 Where there are no suitable children to match with the prospective adopters, the overseas

authority will notify the Department for Children, Schools and Families, and they will notify the

adoption service.

10.13.8 An adoption worker will be allocated to inform the prospective adopters and assist them to decide

what further action to take, including a further report to the Adoption Panel seeking approval for a

different country.

10.14 Post Placement Duties

The Adoption (Designation of Overseas Adoptions) Order 1973 as amended in 1993 enables

Adoption Orders in countries listed in the Order to be recognised in the UK.

10.15 Children from Designated Countries

If an adoption order has been made in a Designated Country, it is recognised under UK law and

the child’s visa usually states ‘for settlement’.

Adoption Orders made in Designated Countries do not automatically result in the child acquiring

British citizenship.

An application for registration will usually need to be made; application forms can be obtained

from the Nationality Directorate of the Home Office or from any British Diplomatic Post.

10.16 Children from Non-Designated Countries

10.16.1 The arrangements for the placement will vary from country to country; the prospective adopters

will either adopt child in the child’s country or bring the child to the UK for the purposes of

adoption in a UK Court.

10.16.2 If an Adoption Order has been made in a Non-Designated Country, the Order is not recognised in

the UK.

10.16.3 The prospective adopters must seek clearance for the child to enter the UK from the nearest

British Embassy, Consulate or High Commission.

10.16.4 If the Entry Clearance Officer is satisfied that entry requirements have been met, a visa for a

limited period, usually one year, will be issued.

10.16.5 The prospective adopters must notify the adoption service within 14 days of arriving in the UK with

the child of their intention to apply for an Adoption Order (or their intention not to provide a home

to the child).

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10.16.6 This gives the child the status of a Privately Fostered Child until adopted (unless the prospective

adopters are close relatives) and the notice should be acknowledged by the Adoption Service.

10.16.7 An adoption application cannot be made until the child has lived with the prospective adopters for

6 months or more.

10.16.8 Where the prospective adopters have not complied with all the necessary regulations, the child

must have lived with them for at least 12 months.

On receipt of the notification, the Adoption Team Manager will allocate the case to a social worker

to monitor the child’s welfare by regular visits to the family home.

10.16.9 The allocated worker must fulfill the qualifications and experience criteria set out in Section 5,

Adoption Panel Procedure.

An Adoption Case Record must also be set up for the child.

10.16.10Any information received from the relevant authority in the child’s state of origin, the agency that

approved the prospective adopters (if not the local authority), the prospective adopters, the Entry

Clearance Officer and the Department for Children, Schools and Families should be placed on the

Adoption Case record.

10.16.11The allocated worker must send notification of the child’s arrival in the UK to the prospective

adopter’s GP (including a written and up to date health report on the child), the Primary Care

Trust and (where the child is of school age) the local education service for the area where the

prospective adopter lives.

10.16.12Visits to the child should be weekly until the first review, and written reports must be made of

these visits and a copy must be placed on the child’s case record.

The allocated worker should also arrange for the placement to be reviewed within 4 weeks of the

receipt of notice of intention to adopt.

10.16.13Thereafter the requirement is for the local authority to visit and review not more than 3 months

after the first review and thereafter every 6 months.

The purpose of the review is to enable the local authority to consider whether the child’s needs

are being met and if not, what advice and assistance may be provided.

10.16.14To do this, the review must consider the child’s needs, welfare and development, and if any

changes are required to meet the child’s needs or assist his/her development; the arrangements

for the provision of adoption support and whether there should be a re-assessment of the need for

those services; and the need for further visits and reviews.

10.16.15If the prospective adopters notify the local authority of their intention to move to the area of

another local authority, the original local authority must notify the new authority of the child’s:

• name

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• sex

• date and place of birth

• each prospective adopter’s name ,sex, date and place of birth;

• the date the child entered the UK

• the date of the notification to adopt

• whether an adoption application has been made and if so, the stage of the proceedings;

and any other relevant information.

10.16.16The allocated social worker should advise prospective adopters of the most appropriate timing of

their adoption application.

It is likely that the prospective adopters will need to apply for an extension of the child’s visa,

which is usually straightforward if an adoption application has been made.

10.16.17When the prospective adopters make their adoption application, the Court will notify the Adoption

Service and request that a Court Report is produced supplied directly to the court. (See Guidance

for Court Reports )

10.16.18If no adoption application has been filed within 2 years, a special review must be held.

This review must consider the child’s needs, welfare and development, and if any changes are

required to meet the child’s needs or assist his/her development; the arrangements for the

exercise of Parental Responsibility in relation to the child; the terms of the child’s entry clearance

and the child’s immigration status; the arrangements for the provision of adoption support and

whether there should be a re-assessment of the need for those services; the arrangements for

meeting the child’s health care and educational needs; the reason why no adoption application

has been made; and the options for the child’s future permanence.

10.16.19When an Adoption Order is made in the UK, it automatically confers British Citizenship on the

child provided one of the adoptive applicants is a British citizen at the time the Adoption Order is

made.

Where the adopters are not British citizens, they will need to seek clearance to allow the child to

remain in the UK, on the same basis as them.

10.17 Post Adoption Support

Families who have adopted from abroad are eligible for assessment for adoption support as set

out in Adoption Support Services Procedure.

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10.18 Placement Breakdowns

10.18.1 If, after the child is placed, the prospective adopters decide not to proceed with the adoption or an

Adoption Order is refused or a Convention Adoption Order is annulled, the child’s social worker

must regard the child as a Child in Need and assess the child within 7 days in accordance with

the Assessment Framework, including whether it remains in the child’s interests to be placed in

the UK and/or to be placed with an alternative adoptive family.

10.18.2 The child’s social worker must notify the Welsh Assembly Government, so that the relevant

authority in the child’s State of origin can be informed. Where it is determined that it would be in

the child’s best interests to remain in the UK, the child’s social worker must take the necessary

steps to identify a suitable alternative placement in accordance with Placement for Adoption

Procedure and amend the child’s immigration status.

10.18.3 Once an adoptive family has been identified, the child’s social worker will notify the Welsh

Assembly Government, who will advise the child’s country of origin of the change.

10.19 Review of Prospective Adopter's Approval

The requirements for reviewing the approval of approved inter country adopters with no

placement is the same as for agency adopters, i.e. every 12 months - see Assessment and

Approval of Prospective Adoptive Parents Procedure. This requirement to review continues until

(in relation to a Convention country) the prospective adopters have received notification in writing

from the central authority that an agreement under Article 17 has been made so the adoption may

proceed or (in relation to a non-Convention country) the prospective adopters have visited the

child in their country and confirmed in writing that they wish to proceed with the adoption.

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11. Non-Agency Adoptions

11.1 Initial Contact

11.1.1 Where a request for advice is received by letter, telephone or in person in relation to a non-

agency adoption or notification of intention to adopt is received, the matter should be referred to

the Adoption Team.

11.1.2 Those enquiring about step-parent/partner adoption should be sent the BAAF leaflet ‘Step

children and adoption (England and Wales)’ which highlights the issues in step-parent/partner

adoptions.

11.1.3 This includes the explanation of alternatives such as the birth parents making a will appointing the

step-parent/partner as the child’s testamentary guardian on the death of the parent.

All prospective applicants should be offered information and advice on the adoption process and

the implications of adoption, including the following-

11.1.4 Alternatives to adoption – find out why an Adoption Order is being sought and offer information

about alternatives such as Residence Orders, a change of the child’s name and, in the case of

step-parents/civil partners, Parental Responsibility Orders.

The child’s need to know that s/he is adopted and have information about the birth family

11.1.5 The requirement for the consent of parents with Parental Responsibility to be obtained and the

fact that this will be the responsibility of the applicant, and not the local authority

The role of the Reporting Officer and Children’s Guardian in the Court proceedings

11.1.6 The requirement to notify the local authority of their intention to apply for an Adoption Order.

If it is clear that the prospective applicants do not fulfil the criteria of Domicile/Habitual Residence

in the UK, the duty social worker should advise them to obtain legal advice.

11.2 Notifications

11.2.1 Applicants for adoption, in the case of non-agency placements, must notify the local authority for

the area where they live, of their intention to apply for an Adoption Order.

The notification should be sent at least three months and not more than two years before the date

of the adoption application.

11.2.2 Any such notification received should be passed to the Adoption Team Manager, who will arrange

for the notification to be acknowledged and allocated at the appropriate time.

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11.2.3 The allocated worker must fulfil the qualifications and experience criteria set out in the Adoption

Panel Procedure.

11.2.4 Upon receipt of the notification, the local authority will have a duty to supervise the welfare of the

child - see section 5.

An Adoption Case Record should be opened for the child or each of the children involved.

11.2.5 As soon as practicable after notification is received, the allocated social worker will provide forms

for the prospective adopters to complete for Criminal Records Bureau checks for all members of

the household aged 18 or over.

11.3 Medical Information

11.3.1 Except where the application is by a step-parent/civil partner in which case a medical report is not

required, the allocated social worker will check that the applicants(s) and the child have received

a medical examination before the adoption application is submitted.

11.3.2 If medical examinations are required, the allocated social worker will provide the applicants with

the relevant BAAF medical forms for completion.

11.3.3 These should be submitted to the Court with the adoption application and the Court will send

copies to the local authority when a Court report is requested. Upon receipt, the completed

medical forms should be passed by the allocated social worker to the Medical Advisor for

comment. These comments should then be included in the Court report

11.4 Other Checks

11.4.1 On receipt of the notification of intention to apply to adopt, the allocated social worker should

arrange for a Criminal Records Bureau check to be undertaken on the applicant(s) and any

member of the household aged 18 or over.

11.4.2 Forms should be left for the prospective adopters to complete as soon as practicable after

notification of an intention to adopt is received.

11.4.3 Consent should also be obtained for checks to be carried out with the local authority, probation

and the health trust - and the necessary checks should be made.

11.4.4 Except in the case of an applicant who is a step parent/civil partner of the parent, the prospective

adopters should also be asked for the names of two personal referees, whom the allocated social

worker should interview.

11.5 Local Authority Duty to Supervise Child

11.5.1 On receipt of a notification in relation to a child who comes within the definition of a Privately

Fostered child, the allocated social worker must supervise the child until an Adoption Order is

made in accordance with the local authority’s Private Fostering Procedures.

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11.5.2 Visits should be within one week of notification of intention to adopt and thereafter at intervals of

not more than 6 weeks for the first year of placement and thereafter at intervals of not more than 3

months until the order is made.

11.5.3 The exception is where the child is already known to the local authority (for example where the

prospective applicant is the child’s foster carer), in which case the requirements under the Private

Fostering Regulations as to the initial visit to the placement will not apply.

11.5.4 Unless the applicant is a step parent/civil partner or close relative, the child will continue to have

the status of a Privately Fostered child until an Adoption Order is made or otherwise until the

placement ends.

11.5.5 The aim of the supervision is-

• To ensure the child is well cared for and in receipt of appropriate health and education

services

• To support the prospective adopter(s) and help them focus on the task of integrating the

child into their family and of providing the child with full information about his or her

background and birth family

11.5.6 Even where the child does not fall within the definition of Privately Fostered, the allocated social

worker should still visit the applicants and the child at home for the purposes of gathering

information for their Court report.

11.5.7 All visits should be recorded, including whether the child was seen and if so, whether the child

was seen alone.

11.5.8 Except where the applicant is a step parent/civil partner, the allocated social worker should advise

the prospective adopters of the need for them to provide medical reports on themselves and the

child to accompany their adoption application

11.5.9 The social worker should also attempt to obtain medical information on the birth parents and a

neonatal report on the child if under 5 years old.

The social worker should send all available medical information to the Medical Advisor for

comment.

11.5.10 Prospective applicants should be asked to clarify their intentions if there is a delay and no

adoption application is lodged. If this is not forthcoming, the allocated social worker involved

should write to the prospective applicants indicating that unless confirmation is provided of an

intention to adopt, it will be assumed that the notification is withdrawn.

In any event, after 2 years the notification will lapse.

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11.6 Court Request for Report

11.6.1 Where a Court receives an adoption application in relation to a non-agency adoptive placement,

the Court will notify the local authority of the hearing date and request a report be prepared and

submitted to the Court, usually within 6 weeks of the receipt of the notification.

11.6.2 The Court timescales should be clarified at an early stage and if more time is required, a written

request must be submitted to the Court as soon as the need for an extension is identified.

11.6.3 The allocated adoption social worker responsible for the supervision of the child will be

responsible for preparing the report, and for this purpose should gather available information on

the child and parents

11.6.4 The allocated worker must fulfil the qualifications and experience criteria set out in the Adoption

Panel Procedure.

Once completed, the allocated social worker should send the Court report to the Adoption Team

Manager for approval so that it can be filed with the Court within the required timescale.

11.7 Parental Consent

11.7.1 The adoptive applicants will have to indicate in their adoption application whether or not there is

parental consent to the application.

If the parents do not consent, it is for the applicants to ask the Court to dispense with the

agreement of the parent or parents. In these circumstances, the Court will appoint a Children's

Guardian.

11.7.2 The allocated social worker preparing the report should attempt to interview both birth parents in

relation to the adoption application and ascertain their views.

11.7.3 If the parents do not live within a reasonable travelling distance, the social worker may request

that a social worker from the local authority for the area where the birth parents now live interview

them.

11.7.4 The report should address the significance of the role played so far by the birth parents in the

child’s life and the implications of an Adoption Order for any future parental role.

11.8 Child’s Wishes and Feelings

11.8.1 The social worker should speak to the child to ascertain his or her wishes and feelings in relation

to the adoption and report on these to the Court.

11.8.2 Where the child is not aware of the adoption application, the social worker should discuss with the

adopters the best way to address this so that the child’s views can be obtained.

The discussion with the child should address any confusion on the part of the child in relation to

the implications of an Adoption Order, for example where the adoptive applicant is a relative.

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11.9 The Applicants

The report will need to comment on the strength and duration of any new family relationships,

particularly in the case of an adoption application by a step-parent/civil partner of the parent.

Where there is limited evidence of the strength and stability of the relationship, the applicants

should be advised to consider deferring the application until there is more evidence of stability.

In addition, alternatives to adoption should be discussed and explored with the applicants, who

should be encouraged to consider them.

For example where the main concern is the child’s name, the applicants should be advised to

seek legal advice on how to achieve this without the need for an adoption order.

11.10 Adoption Support

Other than an application by a step-parent/civil partner of the parent, the allocated social worker

should consider the likely need of the child and adoptive family for any adoption support to which

they may be entitled.

11.11 Alternatives to Adoption

The report should address any alternatives to adoption, which may offer a better framework for

the child and the birth parents’ future role.

11.12 Adoption Hearing

The allocated social worker responsible for preparing the report should attend the adoption

hearing.

11.13 After the Court Process

Once the adoption proceedings are complete, the social worker should complete the child’s

Adoption Case Record and send it to the Adoption Team Manager who will arrange for its safe

storage in the Adoption Archives.

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12. Adoption Support Services

12.1 What is Adoption Support

Adoption Support includes any support likely to be required for an adoptive placement to endure

through to adulthood and is applicable to both existing and new situations.

Local authorities must make arrangements, as part of their Adoption Service, for the provision of a

range of adoption support services.

Local authorities may arrange for the required services to be provided by appropriate voluntary

organisations.

12.2 Examples of Adoption Support

Adoption support is defined as including-

• Financial support to adopters

• Services to enable groups of adoptive children, adoptive parents and birth parents to

discuss matters relating to adoption

• Assistance, including mediation, with contact arrangements between adopted children and

their birth parents or others with whom they share a significant relationship.

• Therapeutic services for adoptive children.

• Assistance to adoptive parents and children to support the adoptive placement and enable

it to continue, including respite care.

• Assistance to adoptive parents and children where a placement disrupts or is at risk of

disruption.

• Counseling, advice and information.

• Intermediary Services - see Intermediary Services Procedure

• Training.

12.3 When to assess the need for Adoption Support

12.3.1 In relation to adoptions arranged by the agency, practitioners must assess the need for adoption

support at the following stages of care and permanence planning-

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12.3.2 When preparing the Child’s Assessment Report for Adoption (CARA) for presentation to the

Adoption Panel as to whether the child should be placed for adoption (see Placement for Adoption

Procedure).

12.3.3 When preparing the Prospective Adopter’s Report for presentation to the Adoption Panel as to the

suitability of prospective adoptive parents to adopt (see Assessment and Approval of Prospective

Adopters Procedure).

12.3.4 When considering and preparing the Adoption Placement Report for presentation to the Adoption

Panel in relation to the proposed placement of a child with particular prospective adopters (see

Placement for Adoption Procedure).

12.3.5 In relation to placements arranged by the agency, adoption support must also always be

considered at a child’s Adoption Reviews following the adoptive placement.

12.3.6 Local authorities must also undertake assessments of need for adoption support at the request of

the following-

• Children who may be adopted, their parents or guardians

• Persons wishing to adopt a child

• Adopted persons, their parents, birth parents and former guardians

• Other children of adoptive parents (whether or not they are adopted)

• Birth siblings of adopted children

• Relatives of the adopted child or other persons with whom the child has a beneficial

relationship

12.3.7 The requirement to assess the need for support is limited to the entitlement to services of the

person making the request.

As well as adoptions arranged by the local authority, children adopted from abroad are entitled to

be assessed for therapeutic services and disruption support.

12.3.8 It is only where the adoption is by a step parent that there is no requirement to carry out an

assessment, although in such cases, counseling, advice and information may be offered as

appropriate.

12.4 Which Local Authority should carry out the assessm ent?

12.4.1 The list below sets out which local authority has responsibility for carrying out the assessment of

need for adoption support, and in what circumstances.

12.4.2 a) Child being Looked After and in respect of whom an adoption plan is being considered

The local authority looking after the child

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12.4.3 b) Child placed with or adopted by family living i n the area of the local authority arranging

the adoption

The local authority for the area where the child and adopters live

12.4.4 c) Child placed with and/or adopted by family livi ng outside the county

The Placing Authority has responsibility at the time of the placement and for up to 3 years after

the Adoption Order is made, and then the local authority where the adopters live will have the

responsibility.

12.4.5 d) In all other cases (i.e. non agency placements except step parent adoptions)

The local authority where the requester lives must undertake the assessment.

12.5 Process of Assessment for Adoption Support

12.5.1 In all cases where an assessment is required, the practitioners involved should conduct

assessments by following the guidance set out in the Assessment Framework.

12.5.2 The assessment should take account of the adoption context and, where the assessment relates

to the child, all the developmental needs of the child should be covered including health,

education and emotional needs, and contact issues.

The relevant education authority and health trust should be consulted as necessary.

12.5.3 Assessments of need for adoption support in relation to adoptions arranged by the agency, prior

to the child being matched with prospective adopters should be carried out by the child’s social

worker in conjunction with the prospective adopter’s social worker, and have the approval of the

Adoption Team Manager prior to being presented to the Adoption Panel.

12.5.4 The assessment at the time of the child’s proposed placement with prospective adopters should

be considered on the Matching Form and also have the approval of the Adoption Team Manager

prior to being presented to the Adoption Panel with the Adoption Placement Report.

12.5.5 At all stages, the Adoption Panel must consider and may give advice on the proposed adoption

support and this advice will be considered by the Agency Decision Maker, before making a final

decision on the contents of the Adoption Support Plan – see Placement for Adoption Procedure.

12.5.6 Any assessment considered necessary at an Adoption Review, as a result of which a change in

the Adoption Support Plan is required should be referred to the Adoption Team Manager who will

consider whether the case should be referred back to the Adoption Panel and the Agency

Decision Maker.

12.5.7 Requests for assessment for adoption support under other circumstances will be allocated to an

adoption social worker to carry out an assessment, with advice from the Adoption Team Manager

as necessary.

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12.5.8 The assessing social worker will usually need to interview the person being assessed - where this

is a child, the adoptive parents will also need to be interviewed depending on the case and the

age, understanding and wishes of the child.

An assessment will not be required before providing advice and information.

12.5.9 Where an assessment is carried out as a result of a request, a written report of the assessment

should be produced and agreed by the Adoption Team Manager.

12.5.10 A copy of the assessment report, once approved, should be sent to the person assessed with

notice of the outcome of the assessment, which should state-

• The person’s assessed needs for support.

• Whether the local authority proposes to provide adoption support services and if so, what

the proposed services are.

• Where the assessment relates to the need for financial support, how this has been

determined and calculated and the conditions to be attached

• Where the person assessed is a child, and it is not appropriate to send the notice to the

child, notices should be sent to the adoptive parent or the most appropriate adult.

12.5.11 Where services are proposed, a draft Adoption Support Plan should usually be attached to the

notice and those assessed should be allowed time to consider and make representations on the

proposal as set out in The Adoption Support Plan.

12.5.12 Where the service proposed is one-off, the notice of the outcome of the assessment will be

sufficient to outline what is proposed and a draft plan will not be required.

12.6 The Adoption Support Plan

12.6.1 An Adoption Support Plan should set out clearly-

• The objectives of the plan and the key services to be provided

• The timescales for achieving the plan

• Those responsible for implementing the plan and the respective roles of others; what

should be provided, when and by whom

• The criteria that will be used to evaluate the success of the plan

• The procedures that will be put in place to review the services to be provided and the plan

12.6.2 The Adoption Support Plan will need to be completed after consultation with the appropriate

Health Primary Care Trust, CAMHS or education departments where any special arrangements

may need to be made.

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12.6.3 Where the child is placed in the area of another local authority, the agencies in that authority’s

area will need to be consulted as to what services may be available for the adopters and the

adopted children.

12.6.4 The Adoption Support Plan should include any proposed financial support, how the amount has

been calculated, where it is to be paid in installments - the frequency of payment, the period over

which it will be paid and when the first payment is to be made, the conditions and the

consequences of failing to meet them and the arrangements for review, variation and termination,

12.6.5 Once a proposed Adoption Support Plan has the approval of the Adoption Team Manager, a copy

should be sent to the proposed recipients of the support, as well as to any party involved in the

delivery of the plan.

12.6.6 The recipients of the proposed support should be given 10 working days to consider the proposals

and make representations to the local authority about the proposed plan.

Any representations made should be considered by the Adoption Team Manager, who will amend

the draft plan as appropriate and inform the recipients of the outcome of his or her consideration.

12.6.7 In relation to proposed agency adoptive placements, the proposed Adoption Support Plan should

then be submitted to the Adoption Panel when the proposed placement of a child with particular

prospective adopters is recommended.

12.6.8 The final Adoption Support Plan will be approved by the Agency Decision Maker, taking into

account any advice given by the Adoption Panel.

12.6.9 In relation to other situations in which adoption support is proposed, the Adoption Support Plan

can be approved by the Adoption Team Manager, who may decide to refer the matter to the

Adoption Panel for advice.

12.6.10 A copy of the final plan should go to all those involved in implementing it, and to the recipients of

services (or appropriate adult).

Where the plan relates to a Looked After child, a copy should be sent to the child’s Independent

Reviewing Officer.

12.6.11 Where adoption support is in place prior to an Adoption Order, the Adoption Support Plan should

be reviewed at the reviews of the adoptive placement - see Adoption Reviews Procedure - or, if

there is a significant change of circumstances, within four weeks of the notification of the change.

12.6.12 After the Adoption Order has been made, the Adoption Support Plan will be reviewed if a change

in circumstances is brought to the notice of the local authority.

The Adoption Team Manager will decide on the format and content of any such review, which will

depend on the circumstances of the case.

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12.6.13 It may refer to only one element of the Plan or be relatively minor in which case an exchange of

correspondence may be sufficient.

12.6.14 Where the change of circumstances is substantial, such as a serious change in the behaviour of

the child, it may be appropriate to conduct a new assessment of needs involving other parties.

12.6.15 If as a result of a review, whether before or after an Adoption Order has been made, it is proposed

to vary or terminate the support, the proposed change must be referred to the Adoption Team

Manager for approval, who, in the case of agency adoptive placements, may decide to refer the

case back to the Adoption Panel for information and advice and then to the Agency Decision

Maker for a decision to be made.

12.6.16 Once approved, the person concerned must be notified of the proposed change, together with a

copy of the revised Adoption Support Plan in draft.

He or she must then be given 10 working days to make representations on the proposals.

12.6.17 Any such representations should be submitted to the Adoption Team Manager whose decision as

to the final contents of the revised Adoption Support Plan should take into account any

representations made.

12.6.18 Notice of the decision must then be sent to the person concerned with reasons and, where

appropriate, a copy of the revised plan.

Where there is an urgent need for support, the support can be provided before a Plan is drawn up

but the above procedure should then be followed as soon as possible.

12.7 Financial Support

Please refer to Adoption Allowances Policy

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13. Adoption Case Records

13.1 Opening an Adoption Case Record

13.2 Children

13.2.1 An Adoption Case Record for a child should be opened by the adoption agency once the child is

referred with a plan of adoption..

13.2.2 The Adoption Case Record is separate from the child’s existing case file, and is stored at the

adoption agency.

13.2.3 The child’s Looked After case file should indicate that a separate Adoption Case Record exists

and must not include information in relation to the new identity or address of the child or any

information whereby the child’s pre and post-adoption identity could be linked.

Such information should only be contained on the Adoption Case Record.

13.2.4 This principle applies to information kept in whatever form - electronic, hard copy or microfilm.

Where the plan relates to a group of siblings, there must be a separate Adoption Case Record for

each child.

13.3 Applicants to Adopt

13.3.1 An Adoption Case Record should also be opened for every prospective adopter who pursues an

application for approval.

13.3.2 In the case of a couple, a single case record can be set up for them both.

This also applies to foster carers wishing to be considered as prospective adopters.

13.4 Contents

13.5 Children

The child’s Adoption Case Record should contain the following information and documents-

• The child’s original birth certificate and birth details (time, weight, type of delivery etc)

• Description and details (including family tree) of the birth family and household set out in a

Core Assessment or other relevant document

• Photographs, certificates, other significant personal mementos and Life Story book/disc

• Completed BAAF Forms M and O (neonatal and obstetric reports)

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• Medical information provided by birth parents

• BAAF Development Assessment Forms or equivalent

• The Child’s Assessment Report for Adoption (CARA)and other documents prepared and

presented for Adoption Panel recommendation and agency decision that the child should

be placed for adoption.

• Adoption Placement Report, Adoption Support Plan, Matching Report, Foster Carer Profile

and any other documents prepared and presented for Panel recommendation and agency

decision that the child should be placed for adoption with the particular prospective

adopters.

• Record of social work with child about adoption, including recording of direct work

• Details of siblings, together with any assessments and decisions to place brothers and

sisters separately, including minutes of relevant meetings

• All relevant Adoption Panel minutes and the Agency Decision Maker’s decisions in relation

to the child’s adoption plan and placement, including records of discussions held by the

Agency Decision Maker with non-Panel members.

• Looked After Review minutes and the child’s Care Plan from the point when adoption was

identified as the plan.

• Assessments, correspondence and signed agreements relating to post-placement and

post-adoption contact

• Any other key correspondence to and from members of the child’s birth family

• List and copies of information supplied to child

• List and copies of information supplied to adopters

• Later Life letter/information from the birth parents to the child

• Later Life letter from the social worker outlining the circumstances of the adoption plan

• The Adoption Placement Plan and any amendments

• Reports of social worker visits to the child post-placement and records of any Adoption

Reviews.

• Court reports and other documents, including Statements of Facts, prepared for

Placement Order application (if applicable) and adoption application.

• Copy of Care Order

• Written agreement to placement, signed by parents, where child is less than 6 weeks old

(if applicable)

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• Parental Consent to Adoptive Placement and/or Advance Parental Consent to Adoption,

witnessed by CAFCASS officer (if applicable)

• Copy of Placement Order (if applicable)

• Copy of Adoption Order

• Any recording relating to birth records counseling of the adopted person or requests for

access to the Adoption Case Record.

• Any Veto - absolute or qualified - registered by the adopted person after they attain 18

years.

• Adoption planning meeting minutes

• Sec 19/20 consents if applicable

• Withdrawal of consent if applicable

• Adoption support plan

• Adopters par

• Foster carer profile

• Copy of adoption application

13.6 Applicants to Adopt

The prospective adopter’s Adoption Case Record should contain all the information obtained

about him or her in relation to their application for approval, including:

• Initial Enquiry/request for Initial Visit

• Initial Visit /counseling record

• The BAAF Form F or Prospective Adopter’s Report, photographs etc.

• All relevant checks.

• References

• All relevant Panel minutes and the Agency Decision Maker’s decisions in relation to the

suitability of the adopters and the placement of the child with them

• Assessments, correspondence and signed agreements relating to post-placement and

post-adoption contact

• The Adoption Placement Plan, Adoption Placement Report, Adoption Support Plan

• List and copies of information supplied to adopters

• Any other key correspondence

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• Reports of visits to the adopters

• Where the placement of a child is with an adopter approved by another adoption agency,

an Adoption Case Record for the prospective adopters must still be set up and maintained

in the Powys Adoption Service.

13.7 Security and Retention of Records

13.7.1 Adoption Case Records must be stored in secure conditions.

Paper records should be kept in locked cabinets.

Electronic records should be password protected.

13.7.2 In cases where an Adoption Order is made, the Adoption Case Record should then be closed and

passed to the Modern Records Unit for safe storage within 2 months of the Adoption Order being

received.

13.7.3 Adoption Case Records must be retained for a minimum of 100 years after the Adoption Order is

made.

13.7.4 Where an Adoption Order is not made, children’s Adoption Case Records should be transferred

back to the child’s Looked After file.

Any duplicated information should be shredded.

13.7.5 Where an Adoption Order is not made, the prospective adopter’s Adoption Case Record should

be retained for a minimum of 5 years.

13.7.6 Whenever it is necessary to transfer any part of an Adoption Case Record from one office to

another, either within or outside the Council, the information should be delivered personally

wherever possible and placed in a sealed plain envelope and marked ‘PERSONAL AND

CONFIDENTIAL’.

13.7.7 When the external post is necessary, then arrangements should be made for copies of relevant

documents to be sent by recorded delivery

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14. Access to Birth and Case Records

14.1 Provision of Counselling

14.1.1 In all cases where an application or request is dealt with under this procedure, the allocated

adoption social worker must provide written information about the availability of counselling to the

applicant and to the subject, including information about agencies that provide counselling in the

relevant area and any fees which may apply.

14.1.2 Where the applicant indicates a wish to receive counselling, the allocated social worker must

ensure that the person receives the counselling, which may be through another agency. Where

another agency is used, the allocated social worker should ensure that the counsellor will have

the necessary skills and experience.

14.1.3 Where a referral is made to another agency for counselling to be provided, the allocated social

worker should provide the agency carrying out the counselling with sufficient information about the

applicant and/or the subject to enable the counselling to be beneficial.

14.2 Access to Birth Records

Adopted people aged 18 or over can apply for access to and a copy of their birth certificate. The

procedure for dealing with any such application will differ depending on whether the Adoption

Order was made before or after 30 December 2005.

14.3 Adoption Orders made before 30 December 2005

14.3.1 When a caller enquires about access to birth records, the caller should be referred to the Adoption

Service. If it is established that the caller was adopted and that the Adoption Service was

involved in arranging the adoption or that the caller is a resident of the local authority area, the

enquiry can be pursued. In other cases, the caller should be advised to re-direct his or her

enquiry to the appropriate adoption agency.

14.3.2 Where an enquiry is accepted, counselling will be offered in accordance with the Provision of

Counselling.

14.3.3 The Adoption Service will advise enquirers to write to the General Register Office (Adoption

Section), Postal Applications, Smedley Hydro, Trafalgar Road, Southport PR8 2HH, to ask for an

application form.

14.3.4 On receipt of the relevant papers containing the linking information from the General Register

Office, the Adoption Team Manager will allocate the case to an adoption social worker, who will

await contact from the adopted person to arrange an appointment.

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14.3.5 At the interview, the adoption social worker will ask for proof of the identity of the adopted person

to ensure confidentiality, for example a passport an/or driving licence, before providing any

information.

14.3.6 The adoption social worker should share the information provided by the General Register Office

and complete Form CA6 giving authority for the applicant to receive information from Court

records. The adoption social worker should also give the adopted person the application form

(CA5) to obtain a copy of his or her birth certificate.

14.3.7 The adoption social worker should then complete Form CA7 confirming the interview has taken

place, and return it to the General Register Office.

14.3.8 Where issues of concern have arisen at the counselling interview, for example in relation to the

adopted person’s stability, the adoption social worker should alert the General Register Office.

14.3.9 The adopted person should be advised about the Adoption Contact register, , the right to seek

access to their Adoption case record (see Section 3, Access by an Adopted Person to Their

Adoption Case Record) and, for those who wish for help in tracing members of their birth family,

the availability of Intermediary Services - see Intermediary Services Procedure.

14.3.10 He or she should also be advised where appropriate about the right to register an absolute or

qualified veto on their Adoption Case Record - see Intermediary Services Procedure – and be

informed of any other relevant agencies offering support.

14.4 Adoption Orders made on or after 30 December 2005

14.4.1 When a caller enquires about access to birth records, the caller should be referred to the Adoption

Service.

14.4.2 If it is established that the caller was adopted and that the Adoption Service was involved in

arranging the adoption or that the caller is a resident of the local authority area, the Adoption

Team Manager will allocate the case. All cases of adopted persons wishing to seek access to

their adoption case records is referred to After Adoption, where it is allocated to an adoption social

worker. The allocated After Adoption social worker will arrange for an initial interview to take

place.

14.4.3 At the initial interview, the After Adoption social worker will ask for proof of the identity of the

adopted person to ensure confidentiality, for example a passport or driving licence, before

providing any information.

14.4.4 For those adopted persons who confirm their wish to obtain a copy of their original birth certificate,

they should be given the appropriate information to enable them to complete the application form

to obtain a copy of their birth certificate. Where the requisite information is not held by the

Adoption Service, the After Adoption social worker should assist the adopted person to seek the

information from the General Register Office.

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14.4.5 Adopted persons should be advised of their right to have a copy of the Child’s Assessment Report

for Adoption.

For those who wish to trace members of their birth family, they should be advised of the various

courses of action they can take – see Section 3, Access by an Adopted Person to Adoption case

Records.

14.4.6 The After Adoption social worker should continue to offer support and advice to the adopted

person for as long as he or she needs it and will also inform him or her of any other relevant

agencies offering support.

If it is considered that the adopted person should not have access to the information, legal advice

should be obtained regarding a possible application to the High Court to prevent access.

14.5 Access by Adopted Persons to Adoption Case Records

See Adoption Case Records Procedure for the contents of the Adoption Case Record.

14.6 Adoption Orders made before 30 December 2005

14.6.1 The Adoption Service provides a service to adopted persons seeking access to their Adoption

Case Records where they are residents of the local authority area or where the Adoption Service

arranged their adoption and/or where the Adoption Service holds the files relating to their

adoption.

14.6.2 Any request by an adopted person for access to their Adoption Case Record must be in writing

and accompanied by a photocopy of identifying information, such as passport or driving licence.

The adopted person will be asked to sign a confidentiality agreement regarding the information

shared, as will anyone accompanying them.

14.6.3 The Adoption Service has discretion to disclose to the adopted person material from the Adoption

Case Record, and this discretion should be exercised in the context of the particular

circumstances of each request. The adoption social worker should discuss the case with

Adoption Team Manager before arranging any access to the Adoption Case Record.

14.6.4 There should be a clear record on file of all information disclosed. Where copies of documents

have been provided, this should also be recorded.

14.7 Third Party Information

14.7.1 Careful consideration should be given to the disclosure of information held on third parties.

Specific consent from the third party is not required, but consideration needs to be given to the

nature of the information, the relevance and benefit to the adopted person of knowing the

information and the likely effect on him or her of receiving it.

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14.7.2 There may be instances where the information held has been given by a third party (for example a

birth relative) with a clear understanding that it may be disclosed to the adopted person in the

future.

14.7.3 Conversely, there may be information held about a third party that is highly confidential and would

serve no purpose for the adopted person to know - for example information that a birth mother

had had a number of terminations prior to the adopted person’s birth.

14.7.4 All decisions should be based on professional judgment and the adoption social worker should

discuss the case with his or her line manager before making a decision.

14.7.5 All decisions made about disclosure should be recorded on the file, with reasons for the decision

being clearly documented.

14.7.6 Where there is information about siblings held on the record, again consideration needs to be

given to the benefit and relevance to the adopted person of knowing the information. Where, for

example, a sibling has been placed for adoption separately, and the disclosure of information

about the sibling may reveal confidential information about the sibling’s new family, then extreme

caution must be exercised.

14.7.7 However, if the information relates to the past family history, will provide no identifying information

about the sibling’s present whereabouts and the disclosure will enable the adopted person to

understand more about the family and the reason why the siblings were separated, then

disclosure is more likely to be appropriate.

14.7.8 The most difficult situations arise when the information relates to past family history, concerns

confidential information about a sibling or family member and would clarify for the adopted person

the reason why children were removed from their family of origin, or siblings were separated.

14.7.9 These situations should always be discussed with the line manager and the discussion and

decision to disclose or not to disclose information should be clearly recorded on the file, together

with reasons for the decision.

14.8 Adoption Orders made on or after 30 December 2005

14.8.1 Any person may apply to the appropriate adoption agency for the disclosure of protected

information about any person involved in adoption. Applications for the disclosure of protected

information* may therefore be made by adopted people, birth relatives or any other person

involved in an adoption. The adoption agency has discretion not to agree to the requested

disclosure. It must record its decision and the reasons.

14.8.2 Protected information is defined as information which is about a person and contains identifying

information about that person.

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14.8.3 The adoption agency must consider the following matters before deciding whether to disclose

protected information to the applicant:

• the welfare of the adopted person

• the views of the person to whom the information relates and if this is a child, his or her

parents

• all the circumstances of the case

14.8.4 The Adoption Service cannot disclose identifying information about an adopted person to birth

relatives without the consent of the adopted person.

14.8.5 Where the request relates to an adopted child, the obtaining of consent will depend on the child’s

age and understanding and the consent of the prospective adopters will also be required.

14.8.6 Persons involved in adoptions can provide their consent in advance to the disclosure of identifying

information about them at some point in the future.

14.8.7 Decisions made in relation to applications for disclosure of protected information must be

communicated in writing both to the applicant and the subject, and the reasons for the decision

must be outlined.

14.8.8 Where an application for disclosure of information relating to an adult is refused, this is a

Qualifying Determination and the applicant may apply to the Independent Review Mechanism in

relation to the decision.

14.8.9 Where an application for disclosure of information is agreed despite the objection of the subject,

this is also a Qualifying Determination and the subject of the information may apply to the

Independent Review Mechanism.

14.8.10 The person requesting an Independent Review must apply within 40 working days of receiving

notification of the decision.

There is no similar right to an Independent Review where the application relates to information

held on a child and is refused.

14.8.11 Where a matter is referred to an Independent Review Panel, the Independent Review Panel will

send their recommendation to the Adoption Service. The Adoption Service is not obliged to follow

the recommendation, but must take it into account when reconsidering the application.

The Adoption Service must then notify the applicant, the subject and the Independent Review

Panel of the decision and reasons.

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14.9 Access by Birth Relatives to Adoption Case Records

Adoption Orders made before 30 December 2005

14.9.1 Where a birth relative requests access to an adoption Case record, there is no entitlement on their

part to such access and it is for the Adoption Service to decide whether information contained

within the records may be disclosed. Any decision to disclose such information can only be taken

after discussion with and the agreement of the Adoption Team Manager.

14.9.2 In all cases, a balance must be struck between the confidentiality of the information, the enquirer’s

need to know, the relevance of the information to the enquirer and, when considering a request by

a birth parent or relative, whether the anonymity of the adoptive placement can be preserved.

14.9.3 Information which would enable the birth relative to identify the adopted person should not be

given, for example whether or not there was a change of name on the adoption, or the name of

the adoptive family. However, sometimes the records include information received in the

intervening years such as news of progress made at school, health problems, achievements,

requests for post-adoption support. Careful consideration needs to be given as to whether it may

be appropriate to disclose any of this information to a birth relative.

14.9.4 Where the birth relative makes an enquiry in relation to an adopted child who is still under 18,

consideration should be given to approaching the adopters to request up-to-date information

about the child and/or to offer to pass on information about the birth family and/or to seek the

views of the adopters about any future exchange of information. Adopters may also be asked to

clarify whether the adopted child is to be told of the birth family’s request although there should be

no implied expectation that they should do so against their wishes - and they should be given

information about independent support agencies which may be able to assist them.

14.9.5 The response to a birth relative should take into account any contact between the birth family and

the Adoption Service since the child was adopted and any arrangements/agreements for post-

adoption contact and how these have worked.

14.10 Access by Adopters to Adoption Case Records

Adoption Orders made before 30 December 2005

14.10.1 In the case of requests for information by adopters, regard must be had to the requirements on

the part of the Adoption Service to share full information about the child and his or her history with

prospective adopters prior to the placement - see also Placement for Adoption Procedure.

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14.10.2 If the disclosure of information would assist and enhance their ability to care for the child in the

placement, then the balance should weigh heavily in favour of the disclosure of the information

save for confidential details about a birth parents’ medical history, which would have no relevance

to the adopters’ in their care for the child.

14.11 Adoption Orders made on or after 30 December 2005

See paragraph above.

14.12 Access by Others to Adoption Case Records

14.12.1 Any other request for access to Adoption Case Records must be referred to the Adoption Team

Manager. In some circumstances, the Adoption Team Manager may decide to seek the authority

of the Head of Service before giving consent, for example a request from a researcher authorised

by the Secretary of State.

14.12.2 In the case of members of staff within Children’s Services who are involved in adoption matters

regularly, they will be asked on appointment to their post to sign an agreement to maintain the

confidentiality of all adoption information.

14.12.3 In all other cases, the person making the request will be asked to sign a form of declaration

relating to confidentiality before access can be agreed.

14.12.4 Access to information contained in Adoption Case Records is normally limited to:

• OFSTED (mandatory)

• The Ombudsman (mandatory)

• Any person undertaking a Statutory Inquiry under section 81 of the Children Act 1989

(mandatory)

• CAFCASS Officers (mandatory)

• The Court and officers of the Court (mandatory)

• Any person appointed to deal with a complaint or representation in respect of which access

to the Adoption Case Record is required in order to carry out the responsibilities of his or her

appointment (mandatory)

• An Independent Review Panel (mandatory)

• The Secretary of State or persons authorised on his/her behalf (usually mandatory unless

for research purposes)

• Social workers and other professional/administrative staff directly concerned with the case

who establish a genuine ‘need to know’ (discretionary)

• Legal and Medical Advisors (discretionary)

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• Other adoption agencies or specialists taking part in the adoption (discretionary)

• Adoption agencies or local authorities undertaking birth records counselling (discretionary)

• Any person undertaking a Serious Case Review in relation to a child (discretionary)

14.12.5 Disclosure of information is also mandatory where a child is to be or has been placed for adoption

when the placing authority must notify the child, parents, prospective adopters and their GP, the

local authority, health trust and education authority for the area where the prospective adopters

live – see Placement for Adoption Procedure.

15. Court Reports in Adoption

Below are standard headings to be used

15.1 Section A

The Report and Matters for the Proceedings

15.2 Part 1

The Report

For each of the principal author/s of the report:

Name;

Role in relation to this case;

Sections completed in this report;

Qualifications and experience;

Name and address of the adoption agency; and

Adoption agency case reference number.

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15.3 Part 2

Matters for the Proceedings

Whether the adoption agency considers that any other person should be made a respondent or a

party to the proceedings, including the child.

Whether any of the respondents is under the age of 18.

Whether a respondent is a person who, by reason of mental disorder within the meaning of the

Mental Health Act 1983, is incapable of managing and administering his or her property and

affairs.

If so, medical evidence should be provided with particular regard to the effect on that person’s

ability to make decisions in the proceedings.

15.4 Section B

The Child and the Birth Family:

15.5 Part 1

i Information about the Child

Name, sex, date and place of birth and address including local authority area.

Photograph and physical description.

Nationality.

Racial origin and cultural and linguistic background.

Religious persuasion (including details of baptism, confirmation or equivalent ceremonies).

Details of any siblings, half-siblings and step-siblings, including dates of birth.

Whether the child is looked after by a local authority.

Whether the child has been placed for adoption with the prospective adopter by a UK adoption

agency.

Whether the child was being fostered by the prospective adopter.

Whether the child was brought into the UK for adoption, including date of entry and whether an

adoption order was made in the child’s country of origin.

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Personality and social development, including emotional and behavioural development and any

related needs.

Details of interests, likes and dislikes.

A summary, written by the agency’s medical adviser, of the child’s health history, his current state

of health and any need for health care which is anticipated, and date of the most recent medical

examination.

Any known learning difficulties or known general medical or mental health factors which are likely

to have, or may have, genetic implications.

Names, addresses and types of nurseries or schools attended, with dates.

Educational attainments.

Any special needs in relation to the child (whether physical, learning, behavioural or any other)

and his emotional and behavioural development.

Whether the child is subject to a statement under the Education Act 1996.

Previous orders concerning the child:

The name of the court;

The order made; and

The date of the order.

Inheritance rights and any claim to damages under the Fatal Accidents Act 1976 the child stands

to retain or lose if adopted.

Any other relevant information which might assist the court.

15.6 ii. Information about each Parent of the Child

Name,

date and place of birth and address (date on which last address was confirmed current) including

local authority area.

Photograph, if available, and physical description.

Nationality.

Racial origin and cultural and linguistic background.

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Whether the mother and father were married to each other at the time of the child’s birth or have

subsequently married.

Where the parent has been previously married or entered into a civil partnership, dates of those

marriages or civil partnerships.

Where the mother and father are not married, whether the father has parental responsibility and, if

so, how it was acquired.

If the identity or whereabouts of the father are not known, the information about him that has been

ascertained and from whom, and the steps that have been taken to establish paternity.

Past and present relationship with the other parent.

Other information about the parent, where available:

Health, including any known learning difficulties or known general medical or mental health factors

which are likely to have, or may have, genetic implications;

Religious persuasion;

Educational history;

Employment history; and

Personality and interests.

Any other relevant information which might assist the court

15.7 Part 2

Relationships, Contact Arrangements and Views

The Child

15.7.1 If the child is in the care of a local authority or voluntary organisation, or has been, details

(including dates) of any placements with foster parents, or other arrangements in respect of the

care of the child, including particulars of the persons with whom the child has had his home and

observations on the care provided.

15.7.2 The child’s wishes and feelings (if appropriate, having regard to the child’s age and

understanding) about adoption, the application and its consequences, including any wishes in

respect of religious and cultural upbringing.

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15.7.3 The child’s wishes and feelings in relation to contact (if appropriate, having regard to the child’s

age and understanding).

The child’s wishes and feelings recorded in any other proceedings.

Date when the child’s views were last ascertained.

15.8 iii The Child’s Parents (or Guardian) and Relative s

15.8.1 The parents’ wishes and feelings before the placement, about the placement and about adoption,

the application and its consequences, including any wishes in respect of the child’s religious and

cultural upbringing.

• Each parent’s (or guardian’s) wishes and feelings in relation to contact.

• Date/s when the views of each parent or guardian were last ascertained.

• Arrangements concerning any siblings, including half-siblings and step-siblings, and

whether any are the subject of a parallel application or have been the subject of any

orders.

If so, for each case give-

• The name of the court;

• The order made, or (if proceedings are pending) the order applied for; and

• The date of order, or date of next hearing if proceedings are pending.

• Extent of contact with the child’s mother and father and, in each case, the nature of the

relationship enjoyed.

• The relationship which the child has with relatives, and with any other person considered

relevant, including:

• The likelihood of any such relationship continuing and the value to the child of its doing so;

and

• The ability and willingness of any of the child’s relatives, or of any such person, to provide

the child with a secure environment in which the child can develop, and otherwise to meet

the child’s needs.

• The wishes and feelings of any of the child’s relatives, or of any such person, regarding

the child.

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• Whether the parents (or members of the child’s family) have met or are likely to meet the

prospective adopter and, if they have met, the effect on all involved of such meeting.

• Dates when the views of members of the child’s wider family and any other relevant

person were last ascertained.

15.9 Part 3

A summary of the actions of the Adoption Agency

15.9.1 Brief account of the agency’s actions in the case, with particulars and dates of all written

information and notices given to the child and his parents and any person with parental

responsibility.

15.9.2 If consent has been given for the child to be placed for adoption, and also consent for the child to

be adopted, the names of those who gave consent and the date such consents were given.

If such consents were subsequently withdrawn, the dates of these withdrawals.

15.9.3 If any statement has been made under section 20(4)(a) of the Adoption and Children Act 2002

(the “2002 Act”) that a parent or guardian does not wish to be informed of any application for an

adoption order, the names of those who have made such statements and the dates the

statements were made.

15.9.4 If such statements were subsequently withdrawn, the dates of these withdrawals.

Whether an order has been made under section 21 of the 2002 Act, section 18 of the Adoption

(Scotland) Act 1978 or Article 17(1) or 18(1) of the Northern Ireland Order 1987.

Details of the support and advice given to the parents and any services offered or taken up.

15.9.5 If the father does not have parental responsibility, details of the steps taken to inform him of the

application for an adoption order.

Brief details and dates of assessments of the child’s needs, including expert opinions.

Reasons for considering that adoption would be in the child’s best interests (with date of relevant

decision and reasons for any delay in implementing the decision).

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15.10 Section C

The Prospective Adopter of the Child

Part 1

Information about the Prospective Adopter, including suitability to adopt

Name,

Date and place of birth and address (date on which last address was confirmed current) including

local authority area.

Photograph and physical description.

Whether the prospective adopter is domiciled or habitually resident in a part of the British Islands

and, if habitually resident, for how long they have been habitually resident.

Racial origin and cultural and linguistic background.

Marital status or civil partnership status, date and place of most recent marriage (if any) or civil

partnership (if any).

Details of any previous marriage, civil partnership, or relationship where the prospective adopter

lived with another person as a partner in an enduring family relationship.

Relationship (if any) to the child.

Where adopters wish to adopt as a couple, the status of the relationship and an assessment of

the stability and permanence of their relationship.

If a married person or a civil partner is applying alone, the reasons for this.

Description of how the prospective adopter relates to adults and children.

Previous experience of caring for children (including as a step-parent, foster parent, child-minder

or prospective adopter) and assessment of ability in this respect, together where appropriate with

assessment of ability in bringing up the prospective adopter’s own children.

A summary, written by the agency’s medical adviser, of the prospective adopter’s health history,

current state of health and any need for health care which is anticipated, and date of most recent

medical examination.

Assessment of ability and suitability to bring up the child throughout his childhood.

Details of income and comments on the living standards of the household with particulars of the

home and living conditions (and particulars of any home where the prospective adopter proposes

to live with the child, if different).

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Details of other members of the household, including any children of the prospective adopter even

if not resident in the household.

Details of the parents and any siblings of the prospective adopter, with their ages or ages at

death.

Other information about the prospective adopter:

Religious persuasion;

Educational history;

Employment history; and

Personality and interests.

Confirmation that the applicants have not been convicted of, or cautioned for, a specified offence

within the meaning of regulation 23(3) of the Adoption Agencies Regulations 2005 (S.I. 2005/389).

Confirmation that the prospective adopter is still approved.

Confirmation that any referees have been interviewed, with a report of their views and opinion of

the weight to be placed thereon and whether they are still valid.

Details of any previous family court proceedings in which the prospective adopter has been

involved (which have not been referred to elsewhere in this report.)

15.11 Part 2

Wishes, Views and Contact Arrangements

Prospective Adopter

Whether the prospective adopter is willing to follow any wishes of the child or his parents or

guardian in respect of the child’s religious and cultural upbringing.

The views of other members of the prospective adopter’s household and wider family in relation to

the proposed adoption.

Reasons for the prospective adopter wishing to adopt the child and extent of understanding of the

nature and effect of adoption. Whether the prospective adopter has discussed adoption with the

child.

Any hope and expectations the prospective adopter has for the child’s future.

The prospective adopter’s wishes and feelings in relation to contact.

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15.12 Part 3

Actions of the Adoption Agency

Brief account of the Agency’s actions in the case, with particulars and dates of all written

information and notices given to the prospective adopter.

The Agency’s proposals for contact, including options for facilitating or achieving any indirect

contact or direct contact.

The Agency’s opinion on the likely effect on the prospective adopter and on the security of the

placement of any proposed contact.

Where the prospective adopter has been approved by an agency as suitable to be an adoptive

parent, the agency’s reasons for considering that the prospective adopter is suitable to be an

adoptive parent for this child (with dates of relevant decisions).

15.13 Section D

The Placement

Where the child was placed for adoption by an adoption agency (section 18 of the 2002 Act), the

date and circumstances of the child’s placement with prospective adopter.

Where the child is living with persons who have applied for the adoption order to be made (section

44 of the 2002 Act), the date when notice of intention to adopt was given.

Where the placement is being provided with adoption support, this should be summarised and

should include the plan and timescales for continuing the support beyond the making of the

adoption order.

Where the placement is not being provided with adoption support, the reasons why.

A summary of the information obtained from the Agency’s visits and reviews of the placement,

including whether the child has been seen separately to the prospective adopter and whether

there has been sufficient opportunity to see the family group and the child’s interaction in the

home environment.

An assessment of the child’s integration within the family of the prospective adopter and the

likelihood of the child’s full integration into the family and community.

Any other relevant information that might assist the court.

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15.14 Section E

Recommendations

The relative merits of adoption and other orders with an assessment of whether the child’s long

term interests would be best met by an adoption order or by other orders (such as residence and

special guardianship orders).

Recommendations as to whether or not the order sought should be made (and, if not, alternative

proposals).

Recommendations as to whether there should be future contact arrangements (or not).

15.15 Section F'

Further information for proceedings relating to Convention Adoption Orders, Convention

adoptions, section 84 Orders or adoptions where section 83(1) of the 2002 Act applies

The child’s knowledge of their racial and cultural origin.

The likelihood of the child’s adaptation to living in the country he/she is to be placed.

Where the UK is the State of origin, reasons for considering that, after possibilities for placement

of the child within the UK have been given due consideration, inter country adoption is in the

child’s best interests.

Confirmation that the requirements of regulations made under sections 83(4), (5), (6) and (7) and

84(3) and (6) of the 2002 Act have been complied with.

For a Convention adoption or a Convention Adoption Order where the United Kingdom is either

the State of origin or the receiving State, confirmation that the Central Authorities of both States

have agreed that the adoption may proceed.

Where the State of origin is not the United Kingdom, the documents supplied by the Central

Authority of the State of origin should be attached to the report, together with translation if

necessary.

Where a Convention adoption order is proposed, details of the arrangements which were made

for the transfer of the child to the UK and that they were in accordance with the Adoptions with a

Foreign Element Regulations 2005 (S.I.2005/392).

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16. Life Story Books

When the child is first Looked After

16.1 Direct work with children must begin at the point a child is Looked After.

16.2 Children must be given an explanation that is-

• Truthful, yet compassionate

• At the child’s level of understanding

• Removes blame from the child for their separation from their birth family

• Agreed and consistently used by those involved in the child’s care.

16.3 From the beginning, carers and social workers are ‘keepers of the child’s memory’ where children

are separated from their birth family.

16.4 Those caring / responsible for the child must-

• Retain mementos of the child

• Collect photographs of the child and any outings/activities

• Keep a record of events in the child’s life

• Record any funny/touching stories of the child so that the child has stories to tell in the

future

16.5 At the first Looked After Review held one month af ter the child becomes Looked After, the

Independent Reviewing Officer will establish that -

• The child has received an appropriate explanation

• All those involved in his/her care are giving the same explanation

• Memories/photographs etc are being kept and added to the child’s Resource/Memory Box

16.6 At the Second Looked After Review at 4 months'

The new requirements of the Adoption and Children Act 2002 are that, at this Review,

consideration is given to the permanence needs of the child and a Permanence Plan must be

agreed.

16.6.1 For most situations this involves twin-track planning where the matter is in the Court process.

For children, this represents a time of confusion and uncertainty – a period where a child is in

emotional ‘limbo’

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16.6.2 There may be active reunification in process; or if reunification has ceased, there may still be a

high level of contact for the child with the birth family, which is being maintained while awaiting the

outcome of Court proceedings.

Direct work must continue with these children. It is important to use this time as well as possible.

16.6.3 The workers involved should-

• Continue with consistent explanations about why they are not with their birth family.

• Children need the explanation that the judge/magistrates will decide what should happen

and whether they return to their birth family.

• Emphasise the importance of being kept safe.

16.6.4 Workers should also be aware of where the child is emotional and work alongside the child with

what they give, for example-

The child may act out their fears and experiences of their birth family e.g. violence.

16.6.5 It is important that those working with/caring for the child are alongside them and accept what

they have experienced, reassuring them they are safe now.

16.6.6 The child may be actively grieving. (According to Claudia Jewitt ‘Separation and Loss’, it takes

children 7 years to work through their grief following the loss of/separation from a parent).

Sadness must be acknowledged and never suppressed.

A frozen/denying child still needs the same level of explanation about what is happening. It is

important to take the opportunity of any ‘chink’ in the child’s armour to begin work.

16.7 Court decision that the child should be placed for adoption

16.7.1 Where the Court supports the local authority plan for adoption, the child should be helped to

understand what the decision means.

At the point where adoption is introduced to the child they should be given copies of the Children’s

Guide To Powys Adoption Agency & Being Adopted appropriate to the child’s age

16.7.2 The dilemma when explaining about a child not returning to their birth family is the child’s concern

about what will happen to them.

The child may have an initial sense of relief, without questioning the future.

They may assume they are remaining with their foster carer.

16.7.3 This may not be said directly, but be evident in the child asking questions about the future in an

indirect manner.

A child who has the cognitive understanding should be kept informed.

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The child needs to know that we are looking for a new family for them.

16.7.4 The dilemma is that with older children who have this cognitive understanding, the time finding an

adoptive family is unpredictable.

If the wait is very long (or unsuccessful) the effect on the child can be a feeling of being unwanted.

16.7.5 Life Story work must continue throughout this time.

It is the point at which the early part of the child’s history should be incorporated into a visual

history for the child.

16.7.6 At this stage there should be a plan of how the child will be prepared for a new family.

This part of the work could begin if the indications are that an adoptive family is close to being

identified.

16.8 When potential adopters are identified

When potential adopters are identified, the child should not be told until the link has been ratified

by the Agency Decision Maker, following the Adoption Panel which recommended the link.

At this stage, however, there must be clear plans about how the intense last stage of preparation

will be done.

16.9 Panel recommendation of link between child and pro spective

adopters

16.9.1 Following the Agency Decision Maker's decision to approve the match with the prospective

adopters, detailed plans are made to ensure the child is well prepared for a new family.

The timing of the process is child-led.

16.9.2 If the child needs longer for the direct work to be completed, then the start of the introductions

should be delayed.

Here there is a delicate balance between the timing for the child and the counter-productive effect

of keeping identified adopters waiting (particularly if they have older children).

16.9.3 At the point where adoption is introduced to the child during this preparation, the child must be

given copies of Children’s Guide To Powys Adoption Agency & Being Adopted appropriate to the

child’s age This also includes information about how a child can complain.

16.10 Introductions

16.10.1 Introductions are planned in detail and in consultation with all those involved in the process.

The aim is for the attachment a child has to their foster carers to be transferred as much as

possible to their new family, so that when they move they do so with the least trauma possible.

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16.10.2 The child needs to understand that this move is different from any other moves they have had.

The social worker’s role during this process is to keep in touch with the child throughout the

introductions to gauge how the child responds to and feels about what is happening.

16.10.3 The child’s social worker is crucial in identifying if the indications are that the match is not right for

the child.

16.11 Following placement with prospective adopters

16.11.1 When a child is placed for adoption they are still Looked After until the granting of an Adoption

Order – but subject to Adoption Reviews rather than Looked After Reviews.

The direct work with children should continue in tandem with the prospective adoptive parent(s).

This is again a delicate balance to manage.

16.11.2 The child needs to be able to convey any difficulties/concerns, while the social worker needs to

weigh up-

• The child’s healthy grief at the loss of their foster carers and birth family. For some

children, the realisation of their loss/final separation only comes when they are actually

placed for adoption.

• That adoptive placements sometimes have difficult beginnings because the child re-cycles

their early trauma in the placement (often through challenging behaviour but sometimes

reactions not seen before).

• That difficult beginnings can be because the adopters react to the major shock and

adjustment they have to make to adoptive parenthood. This does not mean that ultimately

the placement may not be successful.

• That some adoptive mothers have the equivalent of a ‘post natal’ depression, which they

need help and understanding to work through. Social workers need to monitor the effect of

this on the child and be reassured that the adoptive father (or close relative) is able to

provide what (temporarily) may be lacking in the adoptive mother.

16.11.3 It is important that in the work with a child following placement the child’s social worker is clear

about her/his priority and aware that it is possible to collude with the adopters who might be

having a very challenging time.

16.11.4 It is the adopter’s social worker who has the primary responsibility for supporting and helping the

prospective adopters.

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16.12 Who does Life Story Work?

16.12.1 It is the prime responsibility of the child’s social worker to undertake the life story work with the

child.

It is the judgement of the Children’s Team Manager whether this is delegated to a skilled family

support worker (CSO) who is well known to the child.

16.12.2 If life story work is undertaken by a CSO this should be closely supervised by the child’s social

worker or Team Manager to monitor its suitability.

16.12.3 It is not the responsibility of the child’s foster carer to undertake this work, as they do not have

access to, or responsibility for, the child’s history before placement with them.

However, foster carer’s contribution to, and support of the process is essential.

Many foster carers provide the child with their own visual record of the time spent with them.

16.12.4 Life Story work, and any documents/books relating to this work, will be completed by the child’s

social worker, prior to the child’s move to an adoptive placement.

17. Letter Box Scheme

17.1 The Letterbox is a voluntary arrangement through which adoptive parents and birth relatives can

exchange information, with confidentiality assured

The exchange is between the adults and it is up to the adoptive parents how much their child is

involved.

Some children will wish to write and receive letters themselves.

17.2 Letterbox contact benefits children by enabling them to have continuing information about their

birth families as they grow up.

Children want and need to know what is happening in their birth family and to be reassured that

all is well.

17.3 Preparing and receiving information acts as a reminder to adoptive families to talk about the past,

about adoption and about possible future contact.

It can help build this into a normal and regular subject for discussion.

17.4 Ongoing information about children placed for adoption is extremely important to birth relatives.

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17.5 It provides reassurance about children's health and happiness and can help relatives accept that

the child is now growing up in another family.

Hearing about the developments in the child's personality, skills and interests can also help birth

relatives recognise the passage of time and appreciate that the child is no longer the same age

they remember.

17.6 As adopted children approach adulthood, many will be thinking about making contact with birth

relatives and having a realistic picture of the progress of their lives will help in this process.

Expectations about contact following placement for adoption will be discussed during the home

study for the prospective adopters and by the social worker for the child and birth family prior to

presentation to the Adoption Panel.

17.7 The Adoption Support Plan and Matching Form presented to Panel when the child and adopters

are linked, must consider future contact.

At the Placement Planning Meeting to plan the Introductions of the child to the prospective

adopters, consideration must be given to the level of contact.

17.8 Contact with siblings who have been placed with other adopters / long-term carers should be

considered.

17.9 Prospective Adopters & Letterbox Scheme

17.9.1 Following the advice of the child's social worker and taking into account issues of confidentiality

and safety, prospective adopters will be expected to agree to a meeting with the child's birth

parent/s, prior to the child's placement.

17.9.2 A photograph of the child's two families together will speak volumes for that child and both

families are likely to be reassured by the meeting and therefore more able to share news in the

future.

17.9.3 Adoptive families will be expected to provide news on at least an annual basis.

Careful thought should be given to providing photographs and how they might be misused by birth

relatives - the child's social worker should advise on this.

17.9.4 Some families are happy to provide and receive Christmas and birthday cards, or cards for

festivals or rites of passage for other spiritual beliefs, but these are often highly emotive times for

birth families and adopted children and may be best avoided.

17.10 Birth Relatives & Letterbox Scheme

17.10.1 Birth relatives often have unrealistic expectations of what may be exchanged via the Letterbox.

It is important that social workers are realistic when talking to them about possible future contact;

an annual exchange of information would be most usual in Powys.

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17.10.2 Some birth relatives/ adopters may have difficulties in writing letters - if this is the case, the

Letterbox Co-ordinator should be contacted and arrangements will be made for an adoption

support worker to help prepare the information to be exchanged.

17.10.3 It is the responsibility of the child's social worker to ensure the Letterbox forms - are completed.

If the birth relative is receiving counselling from a member of the adoption team, this task may be

delegated to them.

17.10.4 Sometimes birth relatives opposed to a plan of adoption may feel unable to co-operate in the

completion of the forms until sometime after the child is placed.

If the child's social worker is no longer in contact with the birth relative, an adoption support

worker will complete the forms.

17.10.5 Many birth relatives are desperate for news of the child's well-being following placement for

adoption and it is the role of the child's social worker to keep them informed, up until the making

of the Adoption Order

However, many prospective adopters are happy to provide written information during this time,

particularly if they have met the birth mother.

17.11 What cannot be exchanged

Presents, money, vouchers, postal orders, videos, DVDs, tapes cannot be exchanged for reasons

of security and space.

17.12 How Letterbox works

17.12.1 On receipt of the completed forms from the birth relative/prospective adopters, the Letterbox Co-

ordinator (Wendy – Again do we have a designated person?) sends letters of agreement to all

parties setting out the details of the exchanges to take place and in which month they will happen.

17.12.2 All information sent to the Letterbox is carefully checked by the Adoption Team Manager to

ensure its suitability and confidentiality.

Information and photographs are photocopied and kept and the originals are sent to the

participants.

17.12.3 An acknowledgement is sent on receipt of news and participants are informed that news has

arrived and are asked whether they wish to receive it.

17.12.4 If the information received at the Letterbox is felt to be inappropriate, or outside the terms of the

agreement, the Letterbox Co-ordinator (Wendy – similarly as previous) or Adoption Support

Worker will contact the sender and/or liaise with the recipient to ensure that no inappropriate or

unwanted information is included.

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17.13 End of Letterbox

17.13.1 Letterbox arrangements last until an adopted person becomes an adult at 18 years of age, though

often by this time, the adopted person has decided for themselves whether or not they wish their

parents to continue with the arrangement, or participate actively themselves.

17.13.2 Prior to the adopted person's 18th birthday, the Letterbox Co-ordinator (Wendy - As previous)will

write via the adoptive parents, giving the adopted person the option of the arrangement continuing

for a further 3 years and informing them that they can have any information contained in the

Letterbox which has not been requested by their adoptive parents/was not part of the agreement.