4.1.2 Approving Prospective Adopters

A number of different recruitment initiatives can all be successful. For example, the 'drip drip' effect of a small weekly advertisement in a local newspaper as well as a large advertisement alongside a feature on adoption. Leaflets and posters sent to local libraries, clinics and large workplaces can also stimulate a response. Advantage should also be taken of National Adoption Week publicity when the interest of the public is heightened by media coverage. 

Other Council resources should be fully utilised, such as advertising in the Council's Customer First Centre, on the intranet, PC screen saver or emails to all schools and establishments.

It is important that the initial contact with the agency is welcoming and encouraging in order to motivate the enquirer to take the next step.

Enquirers should not be turned away on the basis that their ethnicity and culture is not shared with those children waiting to be placed with adoptive parents.

Enquirers should not be turned away because of their age - there is no upper age restriction on applying to be adoptive parents. Any practice that classifies couples/single people in a way that effectively rules out adoption because of their status, age or because they and the child do not share the same racial or cultural background is not child-centred and is unacceptable.

Telephone enquiries should be responded to initially by the Adoption Team Administrator. The name and address details of the enquirer will be recorded by the Adoption Team Administrator electronically on the Integrated Children's System. The Adoption Team Administrator will then ensure that an Information Pack and accompanying letter is forwarded to the enquirer within 5 working days. This will include information on eligibility criteria, the assessment and matching process, the children who need adoptive families locally and the expectations of prospective adopters. The date that this information is sent will be recorded on ICS. If the enquirer requires discussion with a social worker regarding a particular issue the Adoption Team Administrator will follow the procedure above but in addition ask an Adoption Team social worker to telephone the enquirer. If there is a planned information evening or event the enquirer will be informed of this and a leaflet enclosed in the information pack sent to them.

Enquiries received by post or e-mail should be similarly dealt with and details recorded on the ICS system.

In order to evaluate our recruitment strategies a record will also be made on the ICS system of the reason why the enquirer chose to contact the Blackpool Team and if this was as a result of some form of publicity and if so, what form.

If an enquirer remains interested in adoption following consideration of the information sent to them, they will complete an expression of interest slip (enclosed in the information pack, with a reply paid envelope), which will be returned to the Adoption Team Manager.

On receipt of this reply slip, the Adoption Team Manager will enter the date the reply slip was returned on the ICS system and allocate a social worker to make contact with the enquirer.  Additional personal details will be requested at this stage and entered onto the ICS system.  During conversation with the enquirer it may become evident that it would not be appropriate to proceed further i.e. they are still undergoing fertility treatment or there are health issues.  If so, a referral form will still be completed and then closed but a record will remain of this contact.

The allocated social worker will arrange to visit the enquirer in their own home, as soon as they are able but preferably within 2 weeks.  It is important that this visit is made by a social worker experienced in adoption work and that both parties, if it is a couple, are in attendance.  However, prior to this visit the social worker must ensure that the enquirer's details have been checked in relation to previous social work involvement.  This will be done by the social worker when entering the personal details onto the ICS system and an additional check will be done with the Adult Services Department.

If the enquirer is known to the department and our records indicate that they are unsuitable to adopt, they will be informed of this either by telephone or in writing.

The social worker undertaking the initial home visit should focus on the issues specific to the applicants and their circumstances.  They should be reassured that the information session and preparation groups will provide the general information they need.

Both applicants should be present at all groups and most home visits although there should always be at least one occasion when each applicant is seen alone.  This initial counselling interview provides the opportunity for the potential applicants to reflect on the possible impact on their lives that adoption would bring and whether it is right for them.

The social worker undertaking the initial home visit should provide sufficient information to help the enquirer decide if they wish to proceed to the next stage.  In addition for the social worker to assess the appropriateness of this enquiry continuing further they should ascertain the following information: -

• Motivation to adopt.
• Reasons for infertility/childlessness. Any fertility treatment undertaken - this must have been completed at least 6 months ago.
• Approximate age and gender of child they wish to adopt.
• Whether they could consider a sibling group.
• Whether they could consider a child with a disability
• The length of the enquirer's relationship.  A couple must have lived together for a minimum of 2 years.
• Previous significant relationships.  Enquirers must be informed of the likelihood of previous marriage partners being contacted or partners where there was a child of the relationship.
• Similarly, older birth children of the enquirers may need to be interviewed.
• Their experience of caring for children.
• Their experience of adoption
• Their own health.
• If the enquirers have any criminal convictions.
• Support networks.
• Financial situation and work situation.
• Accommodation and space for an adopted child.
• The enquirers' view on post adoption contact.

Enquirers will be informed both verbally and in writing if it appears that there is an outstanding issue that would prevent them from continuing at this point.  They will be advised of the options available to them.  Enquirers will also be provided with information regarding other adoption agencies in the locality.

If following the home visit, the social worker and the family continue to feel positive about the proposed adoption application, the social worker will inform the enquirer about the next available 1/2 day information session - 'An Introduction to Adoption'. This is run 3 times a year and precedes the 3-day preparation group. The enquirers will receive a written invitation to attend. The social worker will enter the enquirer's details into the 'training' book.

Either following the first home visit or at a second visit the enquirer will be asked to complete the form 'Expression of Interest in Adopting'.

If the potential adopters are applying as a couple it is a requirement that they both attend the full preparation programme, although some discretion is allowed here for particular reasons that are for a short period of the time and following discussion with the Adoption Team Social Worker and trainer.

In the majority of cases potential adopters should have completed the preparation course prior to commencement of their home assessment, as evidence has shown this is more beneficial for the preparation group trainer and attendees, as well as for the individuals being assessed and their Social Worker. However, an exception to this may be appropriate on occasion. A decision regarding this will be made following discussion with the Adoption Team Manager. All potential adopters will be required to attend, including foster carers who are applying to adopt a child already in their care.

Second time adopters may be required to attend if it is a considerable length of time since their first application or they may be offered the opportunity of attending a one-day course specifically designed for second time adopters. The running of this course is dependant on the number of second time adopters requiring assessment at the same time.  It may be that the adopters are offered the opportunity of attending following their approval, if they wish to do so or alternatively the relevant areas will be covered during the assessment.

The fuller Adoption preparation programme requires the group members to participate in small and large group discussion and to undertake work between sessions.  It is an opportunity for them to expand their knowledge, ask questions and to meet and discuss the adoption process with someone who has adopted and a foster carer who has moved children onto adoptive placements.

Others involved in the adoption process may also be included such as an adopted young person or birth relative.

Topics covered during the preparation course should include: -

• The needs of the child, including issues of identity, race, religion and culture
• Separation and loss
• Child development
• Building attachments and helping the child with the transition
• Life-story work
• Contact issues - this should include information to enable them to understand the purpose and importance for the child  of maintaining contact with their birth family
• Why children are in care - effects of abuse
• Parenting and managing difficult behaviour
• Telling the child and others about adoption
• Post Adoption support

It is important that the following are applied: -

• Prospective adopters feel safe from unwarranted criticism or exclusion including discriminatory and oppressive comments and values
• They know each other and have agreed basic ground rules for the group
• The objectives of the group are specified and the learning outcomes identified
• Rules of confidentiality have been agreed. This must include statements regarding the children's safeguard issues and child protection
• The time, duration and venue and number of sessions are specified and kept to
• The roles of the course leader and course participants are specified
• Expectations and agreements about personal disclosures are made
• The issues presented and discussed relate to the experiences of the participants
• Feedback is given and received between course leaders and participants about the issues presented
• Participants are encouraged to reflect on their experiences and what they have learnt about themselves and becoming adoptive parents

The home assessment is completed using the BAAF Format for the prospective Adopters Report (PAR). The notes for guidance on the PAR should be complied with and the reasons given for any information that is unavailable.

The Adoption Agency Regulations 2005 do not specify any particular format for 'the prospective adopters reports' but the content of the report must comply with Schedule 4 of these regulations as specified in Regulation 25(2).

Consideration should be given to the applicants undertaking their adoption medical early in the assessment process, in order to prevent delay at the end of the process.

The Adoption Team Social Worker will request that the Adoption Team Administrator initiates this process.

Medicals should be completed using BAAF Form AH1, which should be sent to the General Practitioner with the covering letter.  The GP will then contact the applicants with a date and time for their medical examination.

The applicants should sign the form AH at their medical appointment to give consent to the disclosure of their information.

Following receipt of form AH1 from the General Practitioner, the Medical Adviser will complete form PAN1 and forward this to the Adoption Team Administrator.  The 'PAN1' includes the information required to comply with the Adoption Agency Regulations 2005, as specified in Regulation 25(3)(a) and outlined in Schedule 4, Part 2 of these regulations.  The Adviser will discuss any health issues when the social worker presents the case to the Adoption Panel or he may seek additional information from the applicants GP or specialist.

The applicants meet the costs of medicals.  BAAF issues an annual guide regarding the level of fees agreed in negotiations with the BMA, Local Authority Associations and Voluntary Agencies and this suggested figure is outlined in the request letter to the GP.

Medical reports provided under the Adoption Agencies Regulations are exempt from the provisions of the Access to Medical Reports Act 1988.  Applicants do not, therefore, have any rights to see such reports.  They may only do so if their GP chooses to share the report with them.

Where the Adoption Team becomes aware subsequently of a health issue, the matter should be raised with the Panel Medical Adviser, with a view to a report to the Adoption Panel or further information being requested from the applicants GP.

An update to the PAR may be required.

If a significant medical issue becomes known at this point that would lead the social worker to have concern about the applicants suitability to adopt, then a 'brief report' should be prepared for the Adoption Panel - (see Section 9, The Brief Report).

The assessing social worker should plan each home study with identified objectives and outcomes on the basis of: -

• The agency criteria, procedures and management/review arrangements.
• The requirement to meet the timescales set out in the National Adoption Standards.
• An evaluation of the application form and the status checks.
• The result of the health evaluation.  This may include taking advice from the agency's medical adviser.
• Clarity about any expectations that the social worker has of the applicants in terms of preparation for meetings.
• Addressing any issues and concerns identified by the applicants.
• The need to talk to any children in the household or other significant members of the household.
• The number of and venue for meetings, including the need to inspect the living accommodation and to meet with joint applicants separately.
• Any special needs of the applicants, taking account of racial, cultural, linguistic, disability, religious or other issues.
• Gaining the trust and confidence of applicants without losing sight of their primary responsibility to safeguard children's safety and welfare.
• Recognising that some applicants may have little or no direct experience of children and helping them to prepare for the particular responsibilities that they will face in adopting a child from care.  These may include identity issues, responding to children who have been traumatised by maltreatment, understanding or managing complex medical conditions, facing disability or racism and working with contact.
• A written policy concerning safety for children in the prospective adopters’ home and in vehicles used to transport the children.

Any former partner of an applicant, where as a couple they have jointly parented and cared for a child should be contacted, unless there are exceptional reasons for not doing so, such as evidence of a violent relationship.  If this is the case, the decision not to do so must be made jointly by the assessing social worker and the Adoption Team Manager and the reasons clearly documented on the case file and in the assessment report.

The Social Worker should explain the reason for contacting the former partner and assure the applicant that we are concerned only with information relating to their care and protection of children or violence in their past.  The Social Worker must bear in mind that on occasion the information provided by a former partner could be malicious and designed to mislead the Social Worker.  This information should be taken in context and if possible the Social Worker should try to verify this, perhaps by talking to other referees.

Referees - 3 referees (no more than one can be a relative) should be interviewed towards the conclusion of the assessment. This will enable the Social Worker to  confirm strengths and discuss areas of concern with the referees.  The referees should be people who have known both applicants - if it is a joint application for a significant time and who are likely to be able to comment appropriately. The referees should not be related to the applicants and they should know them on a personal basis and not a professional one.  Where a couple are given as one 'set' of referees both parties should be interviewed whenever possible, particularly if one party knows one of the applicants better than the other.

The applicants will have provided a list of 6 referees at the onset of the process and the adoption social worker along with the Adoption Team Manager should identify the 2 most appropriate personal referees and one relative, to visit.  On occasions it may be appropriate to visit more than 3 referees i.e. if 2 family members are to be involved in child care it would be appropriate to visit both of them.

The Adoption Agency Regulations 2005 require three personal references on the prospective adopter, not more than one of whom may be a relative.

The referees should be asked to complete a standard reference form prior to the social worker's visit and then a convenient time arranged to meet with them.  A personal interview enables the social worker to assess how well the referees know the applicants and the weight to be placed on their views.  It is also more likely that the information given will be accurate if the individual is aware that they will be meeting with the social worker.

If the personal referees live a long distance away, the adoption team social worker would need to discuss the alternatives with the Adoption Team Manager.  It may be possible to request that another social services department undertake the visit on our behalf or that a visit should still be undertaken by the assessing social worker or in some circumstances that a telephone interview would suffice.

Assurances should be given to the referees that the information they provide will be treated in confidence and not divulged to the applicants without their consent.  Similarly, care should be taken not to divulge to the referees information given by the applicants during their assessment.

If a referee discloses new information to the assessing social worker that the applicants should have discussed as part of their assessment, the social worker has 3 options available to them.

They could -

1. Ask the referee for their consent to raise the issue with the applicant, giving them the option of discussing their position with the applicant first
2. Attempt to raise the issue again during the assessment, giving the applicant a further opportunity to disclose the specific issue/event
3. Record the content of the reference interview in full for insertion into the final prospective adopters report, along with a social work analysis of the significance of the comment.  This will then be taken into account by the Adoption Panel members when reaching a recommendation.
4. The issue may be raised in the context of information disclosed but without revealing the identity of the source.

The social worker should ensure that the assessment report is not simply a factual account but that the narrative gives insight into the applicants' personality, influences that have affected their views and lifestyle.  It should include their motivation to adopt, support networks, their ability to make and sustain relationships, their capacity for reflection, how they have dealt with earlier losses and traumatic experiences and for couples the quality, stability and permanence of their relationship.  Quotes from the applicants help to bring the report alive.  The social worker should include his or her own impressions and evidence statements whenever possible.  Sources of information should be identified and reasons given for any conclusions reached.  Part II of the report should refer to all persons by their first names only to assist with anonymity.  Particular attention should be paid to: -

• The agency criteria.
• The evidence that has been collected in the course of the application, preparation and assessment process, including contributions made by referees.  Wherever possible this should have been discussed and agreed with the applicants.
• That the report is balanced in identifying strengths and vulnerabilities.
• The report should include an eco map detailing the network of support available to the adopters.  Where appropriate, other inclusions could be a diary breakdown of a typical week enjoyed by the applicants.
• If there are pets in the family an analysis of any threat posed to a child should be included.  The dog owners' questionnaire should be completed if applicable.
• The need for doubts and uncertainties about applicants to be properly explored with them and if unresolved to be explored in supervision.
• The need for evidence to be analysed, conclusions drawn and a recommendation made.

The social worker should record each visit detailing the topics discussed and information exchanged.  The notes should be typed and remain on file.

The assessing social worker will then pass the completed assessment report to the Adoption Team Manager for signature.  The Team Manager will then arrange for another experienced social worker to undertake the final visit to the applicants.  The individual undertaking the second visit will have read the completed assessment report prior to the visit.  The purpose of this visit is to discuss any differences of opinion between the applicants and their social worker and for a second opinion in relation to any areas of vulnerability identified in the report.  It will also give the applicants the opportunity to comment on the whole assessment process.

The Adoption 22 referral process and referral to the Adoption Register will be discussed.  The applicants will also be informed about the Independent Review Mechanism and given a leaflet regarding this.

The applicants will be asked to sign their PAR report and a copy will be given to them.  A discussion will be had about the applicants attending the Adoption Panel themselves.

A short report will be prepared following this visit and endorsing the social worker's recommendations.  This will be added as an appendix to the PAR.

Applicants should also be encouraged to provide a family album that can be shown to the Adoption Panel and used as a tool in the linking process, including introductions to the child.

The Prospective Adopter’s Report should be presented to Adoption Panel within 6 weeks of its completion.

The completed master Form F with signatories will be given to the Adoption Team Administrator for submission to Panel in accordance with the agreed Panel deadlines. In certain circumstances a late submission may be agreed following consultation with the Panel Adviser. The front sheet for Panel must also be completed. The social worker must ensure that the administrator is aware whether the applicants wish to attend Panel and if they have a preferred time - see separate procedures.  The applicants will be sent a formal letter of invitation if they are attending .

The social worker must ensure that all the necessary information relating to any application is submitted to Panel within 6 weeks from the completion of the assessment report.

The Adoption Panel, who makes recommendations to the Agency, considers the information obtained.  If the Panel consider they have insufficient information, or that information is out of date, they must request further information from the Agency.

The Adoption Agency Regulations 2005 state "that the Adoption Panel must consider the case of a prospective adopter referred to it by the Adoption Agency and make a recommendation to the agency as to whether the prospective adopter is suitable to adopt a child" (Adoption Agency Regulations 2005, paragraph 26(1).

The Regulations continue - "Where the Adoption Panel makes a recommendation that the prospective adopter is suitable to adopt a child, the Panel may consider and give advice to the agency about the number of children the prospective adopter may be suitable to adopt, their age range, sex, likely needs and background" (Adoption Agency Regulations 2005, paragraph 26(3).

The social worker should advise the applicants of the Panel's recommendation orally within 24 hours.  However, if the applicants have attended Panel themselves, they will be informed prior to leaving the office - see separate procedures.

The Assistant Director, Safeguarding, LAC & Additional Needs is the Agency Decision-Maker.  The decision should be taken within 7 working days of the Panel recommendation.

Where the Agency intends to approve the applicants, and this is in line with the Panel's recommendation, the decision is notified to the applicants orally within 2 working days and in writing within 5 working days.

Where the Panel recommendation is contrary to the Agency's original proposals the Agency Decision-Maker will consult with relevant staff and managers before coming to a view about the proposed Agency decision.

Where the Agency proposes not to approve the application (the qualifying determination), the applicants should be notified in writing, making it clear the grounds on which the Agency is proposing not to approve them.  These reasons will normally be the same as those submitted by the Adoption Panel as the basis of their recommendation.  It is in order for these reasons to become the Agency's reasons and therefore to be notified to the applicants orally within 24 hours and written with 7 working days.

The applicants have 40 days, beginning from the date on the notifying letter, to make further representations about their application.

The applicants may decide to accept the proposed decision not to approve them.  If they do so they may advise the Agency of this in writing.  In these circumstances the determination will be confirmed and a formal decision sent to the applicants.

The second option available to the applicants would be to make further representations to the agency. This must be in writing and received by the  agency within 40 days from the date of the original letter sent to them  advising them of the determination.  The agency decision maker may choose to  meet with the applicants.

The Adoption panel may then be asked to re-consider the application along   with any additional written representations in order for them to make a fresh recommendation. The applicants would again be given the opportunity to  attend the panel meeting.

The panel's fresh recommendation would then be taken into account by the agency decision maker prior to making the final decision. The applicants will be informed of the agency decision in writing within 7 working days.

There is no further right of appeal by the applicants if their application is not successful.

The third option available to the applicants is a request for their application to  be considered through the Independent Review Mechanism. The independent  review panel will consider the application afresh - taking into account all the  information received by the original panel, the agencies determination and reasoning and any further submissions. The applicants will be given the opportunity to attend the Independent Review Panel - and the assessing social worker and Adoption Team Manager would also attend.

The IRM panel will make a recommendation regarding the application, that will be sent to the decision maker. This recommendation will then be taken into  account when reaching the final decision. The applicants will then be informed  of the agency decision in writing.

There is no right of appeal against the final decision.

An application to the IRM must be made by the applicants themselves by  writing to the IRM administrator explaining the grounds for their application and  providing the contact details for this agency. This must be made within 40 days  from the date of the letter informing them of the qualifying determination.

The applicants will have already received a copy of the IRM leaflet explaining  the procedure, prior to their case being considered at Blackpool's panel.

If an application to the IRM is made, contact will be made with the Adoption Team   Manager by the IRM administrator and the procedure outlined in LAC (2004) 14 will  be followed.  

If an application is not approved consideration should be given to the agency medical adviser informing the applicants GP since they may require support or  a medical condition may have been a factor in their unsuccessful application.

The applicants should also be advised of additional support networks available to them, e.g. After Adoption, BAAF or Adoption UK.

The Adoption Team Administrator will change the status of the applicants to 'Approved Adopters'.   The adoption team social worker will refer the prospective adopters to 'CHARMS', the Adoption 22 web-based database within 7 working days of the Agency decision being made to approve them. The PAR will be uploaded onto the Charms System, so that it is then available to be downloaded by Family Funding SWS in the region.

In addition consideration should be given to referring the adopters to the National Adoption Register.  If there is a likelihood of the adopters receiving a link via Adoption 22 or indeed an own agency placement the National Adoption Register referral will not be made immediately but sanctioned 3 months after approval.  The adopters must give consent to their details being forwarded.

Once a potential link is identified for the prospective adopters, the Social Worker will need to be available to advise and support the prospective adopters through this process, including the implications of the child's history as outlined in the Child's Permanence Report, the Adoption Support Plan and any contact issues.  Any visits to the prospective adopters home by the child's agency Social Worker should include the family's Social Worker at this stage.

If the link is to proceed to matching panel, following agreement by all parties to proceed the family's Social Worker will be required to attend the Adoption Panel where the match with the family is to be considered.  In some circumstances it may be appropriate for the Adoption Team Manager to attend too.

After placement of the child with the adoptive family, the social worker will provide the necessary support and guidance to the family.

The family will be visited within the first week of placement and monthly thereafter until the adoption order is granted.  All support visits to the family will be recorded on their file or on the ICS system.

The Adoption Team Social Worker will attend the statutory reviews on the child, although the responsibility for holding these remain with the child's agency.  The placing agency remains responsible for the statutory visits to the child although an agreement may be reached whereby the Adoption Team Social Worker undertakes some of the statutory visits on behalf of the child's agency.  This would be appropriate for very young children or where the placing agency is geographically a long distance away.

If these visits are undertaken by the Adoption Team Social Worker they will be recorded as such and a copy forwarded to the child's agency for their records.

Upon receipt of the request for the Annex A report for Court, the liaison Adoption Team social worker will be responsible for the completion of the required information relating to the prospective adopters.

The Adoption Team Social Worker should attend the Adoption Hearing if possible.  However, if they are not able to do so they should ensure that the child's social worker is aware of this and that they will be in attendance.

The Adoption Team Social Worker should ensure that the adopters have no outstanding issues with the placing agency, such as the receipt of the child's life-story book or later-life letter.  These need pursuing prior to closing the adopters case file if relevant.

The adopters should also be reminded of support available to them post adoption.  This can be accessed via Blackpool's Adoption Support Social Worker or via 'After Adoption'.  The adopters will also have access to ongoing support groups.

The review will be held at the prospective adopters home, involving the prospective adopters, the liaison adoption team social worker and chaired by the Adoption Team Manager.  The review will consider any changes in circumstances, health, work commitments and whether CRB and medicals require updating.  Both CRB and medicals will be updated every 2 years (medicals using update form AH2).

Consideration will also be given to what has been done to promote the profile of the prospective adopters i.e. have they been referred to the Adoption Register, invited to attend 'Adoption Exchange Days' etc.

The discussions and outcome will be recorded, using the 'Review of Prospective Adopters' form and this will be signed by all parties.

A copy of this will be given to the prospective adopters.

If the outcome of the review is that the prospective adopters may no longer be suitable to adopt, then in order to comply with the Adoption Agency Regulations 2005, paragraph 29(4), the completed review report, which must outline the agency's reasons, must be referred back to the Adoption Panel.

The prospective adopters must be notified of this, be given a copy of the report and invited to send their views on this to the agency within 10 working days from the date on which the report is sent to them.

Following the 10 working days or sooner if the prospective adopters comments are received earlier, the report will be submitted for the next Adoption Panel meeting.

The prospective adopters may choose to withdraw from the list of approved adopters at any time. This may be as a result of change of circumstance i.e. they are expecting a birth child or they have decided not to wait for a match with a child any longer.

In these circumstances a brief report should be written for the Adoption Panel and the prospective adopters invited to express their own views in writing.

If the names of the prospective adopters are to be withdrawn from the list of  approved adopters the allocated social worker must make the necessary alterations to the client record on the ICS system, as well as the 'CHARMS' system and notify the Adoption Register, if appropriate.

Consideration should be given to the social worker notifying the individuals GP, as they may require particular support from them or offering the possibility of counselling from another agency, such as After Adoption or Adoption UK.

The case records of former prospective adopters are regarded as an adoption record and as such should be kept in secure conditions for a period of 100 years.