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Contents

1. Recruitment and Responding to Initial Enquiries
2. Initial Visit and Checks
3. Training Course
4. References and Health Checks
5. Home Study/Assessment
6. Assessment Report
7. The Panel Recommendation
8. After the Panel Recommendation
9. Representations/Review Procedure
10. Criteria for Prospective Adopters

1. Recruitment and Responding to Initial Enquiries

The adoption agency aims to recruit and assess prospective adopters who can meet most of the needs of children for whom adoption is the plan.

It is not part of the recruitment strategy of the adoption agency to turn away couples or single people because of their status, age or because they and the child do not share the same racial or cultural background as the children requiring adoptive placements.

Members of the public who make an initial enquiry by telephone should be contacted within one working day and offered a telephone discussion with a customer service officer who is a member of the Family Placement Service.  There is also an option for the applicant to visit the Family Placement Services at Essington Lodge and speak to a customer service officer face to face.  The enquirer should be given a brief outline of the criteria for adopters (see Section 10, Criteria for Prospective Adopters), the procedures and timescales involved, the issues surrounding parental consent to adoptive placements and Placement Orders, and the requirements in relation to Parental Consent to adoption applications.  They should also be informed of the current situation, the needs of the children waiting for adoptive families and the needs of the adoption service to give priority to those applicants willing to consider children from minority ethnic groups, sibling groups, children up to the age of five, older children and children with special needs.

Enquirers should be asked whether their enquiry is a general one, or a response to publicity for a specific child.  If the enquirer is responding to publicity for a specific child, a Response Form should be completed straight away and this should immediately be passed to the worker with responsibility for family finding for the child concerned.  See Placement for Adoption Procedure.

If it is established that the enquirer is employed by Walsall Children's Services in a role which involves contact with children, the authority's policy of not considering such applicants should be explained and the enquirer should be given details of other adoption agencies that may welcome an approach from them.

In all other cases, an initial enquiry form (WSS369) should be completed and an Adoption Information Pack sent to the enquirer as soon as possible, but no later than within 5 working days of the initial enquiry.  The Adoption Information Pack will include general information including information on any forthcoming Adoption in the Black Country Information Evenings. The information pack will also include a permission form for the applicants to sign and return so local authority checks can take place prior to any home visits. Where it is likely the enquirer may be able to meet the needs of Walsall children an Adoption offer form will also be included, which the enquirer will need to complete and return before their interests in adoption can be pursued further.

 If English is not the enquirer's first language, it may be more appropriate for a social worker to visit, where possible, accompanied by a language support worker, taking an appropriate leaflet and Adoption Offer with them.

Foster carers who are requesting to adopt a child they are currently looking after will need to put their request in writing to the Adoption Team manager, with a copy to the relevant fostering team manager.  The request should specifically outline how they would meet the child's long-term needs.

If the enquirer is requesting a second placement and it is more than 5 years since their approval, the procedure will be the same as for new applicants. If the first placement was more recent that this, a modified process applies, which recognises the adopters recent training and understanding.

If a completed Adoption Offer is returned, the Customer Services Officer will complete a Referral Form and pass it to the Adoption Team Manager. 

The Adoption Team manager will consider whether the enquirer can potentially meet the needs of children waiting for adoption in Walsall (see Section 10, Criteria for Prospective Adopters) and decide whether to pursue the offer.

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 or because of their age - there is no upper age restriction on applying to be adoptive parents.

2. Initial Visit and Checks

The adoption team manager for the adoption service will allocate a social worker to make an initial visit.  This does not affect the enquirer's opportunity to take part in the information meetings.  There is a general expectation that contact is made with the enquirer to arrange such a visit, within 10 days of the case being allocated.

Prior to making the initial visit, a standard letter and a copy of the WSS 914 will be sent outlining the areas to be covered during the initial visit.

The purpose of the visit is to explain further the procedures (including the need to complete a training course).

The social worker should also 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.

Adoption is a child focused service and it is at the discretion of the team manager to allow enquirers to proceed to the next stage, based on the criteria (see Section 10, Criteria for Prospective Adopters).

If any factors emerge which may have an adverse effect on an application, appropriate advice will be given.  Prospective applicants should be specifically asked to identify anything that they know may preclude them from adopting.

The social worker should record the visit on an initial visit form (WSS 914). 

The Adoption Service Manager will decide whether it is appropriate to invite an application to adopt. The decision will be based on the information obtained so far in relation to the prospective applicants and the needs of the children waiting for adoption.

If the Adoption team and the adoption team manager decide to pursue the adoption offer, the social worker who undertook their initial visit will send the applicant/applicants a letter confirming this decision along with a copy of their initial assessment report, the Adoption Application Form, the voluntary agreement to statutory checks form and application forms for the necessary checks (including with the Criminal Records Bureau) and Medical Declaration Form(s) for all members of the household aged over 16; for completion by the prospective applicant(s).  It should be explained that the Medical Adviser may require a full medical examination at this stage.  In particular it should be explained that the Medical Adviser has strong reservations about young children being cared for by smokers. BAAF also advises that children under 5 should not be placed with carers who smoke because of the potential risk to health. Walsall, as an Adoption Agency has implemented this guidance.

The social worker and the applicant/applicants will arrange an office appointment for the applicant/applicants to bring along all their completed forms including their adoption application form and the required evidence for completion of the CRB checks.  The applicant/applicants will be advised the following checks will be taken up on all adult members of the household over the age of 16.

Criminal Records Bureau, Probation, Health Trust, Education Authority, Children's Services.

Where enquirers have recently moved to the UK (within the last 10 years), have lived or continue to live abroad for a substantial part of the year, checks will also be made through International Children's Services and/or the relevant Consulate on all members of the household aged over 16.

On receipt of the Medical Declaration Form(s), if there appear to be issues of concern, a copy should be sent to the Medical Adviser for advice, together with a covering letter providing a pen picture of the family and their life-style so far as it is known.

Where advised by the Medical Adviser, the prospective applicants will be requested to obtain a medical report from their GP on Form AH.  A standard letter and fee form will be given to the prospective applicants.

Dependent on the outcome of the information received, the Adoption Team Manager will decide whether to proceed to the next stage of the process.

An Adoption Case Record for prospective adopters should be set up as soon as a formal application has been received (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. Training Course

All prospective adopters will be required to complete a training course before they can be approved.  This will usually be a course run by the Adoption in the Black Country Consortium but in exceptional circumstances, other arrangements may be made.

The training course is an integral part of the application process, and all applicants are expected to attend all sessions.

Following the acceptance of a completed Adoption Application Form, the social worker who undertook the initial visit will allocate the applicant/applicants a place on the next available training course.

The objectives of the course are:

• To raise awareness and understanding of the key issues which need to be addressed by all prospective adopters, including information to enable them, to understand the purpose and importance for the child of maintaining contact with the birth family;
• To assist prospective applicants in deciding whether or not adoption is right for them;
• To assist prospective applicants to determine the type of resource they can offer to the children needing adoptive placements.

If, after completion of the training course, the applicants and the agency still wish to proceed, the prospective applicants will write to the Adoption Team manager formally asking for the home study to commence.

4. References and Health Checks

As part of the adoption application applicants will be asked to provide the names of four personal referees, who are adults, who have known the applicant/applicants for at least five years and are not related to the applicant.  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.  The assessing social worker will choose two of these referees to interview.

Where applicants are married in a civil partnership or in an enduring relationship, referees should know both applicants, or additional referees will be required.

The Applicants/applicant will also be asked to provide the names of two members of the prospective applicant's wider family; the assessing social worker will choose one of these to interview.

A written reference must also be obtained from each applicant's last/current employer where they work with children or vulnerable adults.

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 assessing social worker from the Adoption Service will send requests for references.  The referees should be asked to comment on the following:

1. The length of time the referee has known the applicant, in what circumstances, how they met and how regularly they are in contact;
2. The relationship including its stability and quality, the couple's strengths and ways of coping with stress and how mutually supportive the couple is;
3. The applicants' general physical and emotional well being;
4. How the applicants relate to children, with examples, and what experience the applicants have of caring for children;
5. How the applicants have adjusted to childlessness if this is the case, how they have prepared to become adoptive parents, how much they have shared with the referees and how open they are in talking about the issues surrounding adoption;
6. If the applicants have children of their own, how the referee thinks a child from a different ethnic background will impact on the other children in the family;
7. Any reservations the referee has and whether the referee wholeheartedly supports the application.

As well as providing a written reference, referees will also be interviewed during the second half of the assessment process.

At the start of the interview, the referee should be informed that the written report of the interview will not be shared with the applicants but that any issues arising during the interview may be discussed with them.

Issues for discussion include the following:

1. The applicant's personality;
2. The stability of the relationship (if applicable);
3. The referee's impression of the applicant's general physical and emotional well being;
4. The referee's opinion on the applicant's ability to relate to children, and the basis of the opinion;
5. The referee's opinion on whether adoption is appropriate for the applicant;
6. Any reservations the referee may have to express about any aspect of the application;
7. Whether the referee wholeheartedly supports the application;
8. What support the referee is able to offer the prospective adopters;
9. Whether the referee has any reason to believe the applicant would harm the children in their care.

The assessing social worker should, where possible also contact and interview the previous partners of the applicants, where the relationship was significant and/or recent, and all children of the applicant(s) either living in the home or living away from home.

In addition, as part of the assessment, where the applicant has children attending any type of educational or day care setting, the relevant provider will be contacted, with the permission of the applicant, for information regarding the applicant's ability to promote the child's education.

The applicants will also be asked to arrange for an adoption medical examination and report from their GP on Form AH, if this has not been done at an earlier stage unless the Medical Adviser considers this unnecessary, e.g. where the applicants have been assessed as permanent foster carers and  therefore the agency has a recent health report

Form AH should then be sent to the Medical Adviser, this AH incorporates a pen picture of the family and their life-style.

The GP's report must have been written within the 6 months prior to the Adoption Panel meeting considering the application.

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 Adviser 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 Adviser and the Adoption Panel.

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.

5. Home Study/Assessment

The assessment will comprise a series of interviews, the majority of which will take place in the applicants' home.  Social workers carrying out such assessment will meet the requirements as to qualifications and experience of authors of Prospective Adopter's Reports, i.e. they will be qualified social workers with 3 years experience of child care social work, including direct experience of adoption or if not sufficiently experienced will be qualified social workers or student social workers supervised by a person with the requisite qualifications and experience.  If the author of the report is not an employee, he/she must meet the qualifications/experience criteria as must his/her supervisor.

Applicants should be interviewed at least once both individually and with their partner, and all other members of the household will also be interviewed, including the children.

The areas covered in interviews will follow the subject areas outlined in the Prospective Adopter's Report and be consistent with the requirements of regulation 25 (2) and (3):

• Individual profiles of all members of the household;
• Past and present relationships;
• Motivation to adopt/childlessness;
• Parenting capacity and experience with children;
• Support network;
• Expectations of the placement, including understanding of issues from the training course;
• Attitudes to birth families and approach to openness in adoption.

As part of the assessment:

• A chronology of key events in the applicant's life must be compiled, showing his or her educational, employment, marital and relationship history and addresses for the previous 10 years; any gaps and/or unusual patterns should be explored;
• All information provided by the applicant must be independently verified where possible;
• 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.)
  
  The time taken to complete the assessment and present the report to the Adoption Panel 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. Where the timescale is not met, the Adoption Panel should record the reason.

If the assessment is of foster carers wishing to adopt a child in their care, the assessment should be completed within four months.

The assessment will consider the likely need for adoption support services of the prospective adopters and any member of their family - see Adoption Support Procedure.  As part of this, the family's finances and the criteria for financial support should also be discussed.

Where the prospective adopters live outside the authority, the social worker should ascertain the extent of any support services identified as necessary in their local area.

• The assessment will also cover the applicants' views on post-placement and post-order adoption contact, their willingness to pass on information to birth parents about the progress of the adopted child and their willingness to notify the adoption agency if the child dies during childhood or soon afterwards. The assessment should explore the prospective adopters' views on sharing parental responsibilities prior to an adoption order being made, and highlight potential area of conflict, e.g. views on immunisations and corporal punishment. The adequacy and safety of the prospective adoptive home and transport will be assessed.

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

If, during the course of the assessment, any issues emerge which cast doubt upon the likelihood of the applicants being approved, such issues should be discussed openly with the applicant at the time, and the advice of the Adoption Panel may be sought at any stage. A second opinion visit may be undertaken by a social worker, not involved in the assessment, who has the requisite qualification and experience, If there is a disagreement about continuing the assessment, the adoption team manager will endeavour to resolve the issues.  Failing this, a Brief Prospective Adopter's Report should be taken to the Adoption Panel, as outlined in Section 2, Initial Visits and Checks.

6. Assessment Report

The information gathered during the assessment, the training course and from the checks and personal references, will form the basis of the Assessment Report.  This Report will be completed using the Prospective Adopters report format.

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.

Once a Report is completed, it should go to the social worker's manager for signature and if there are any outstanding issues of concern or points which require clarification, before the report is finalised, the manager must arrange a second opinion visit from a social worker, not involved in the assessment, who has the requisite qualification and experience.  The manager will check that the report is accurate, up to date and contains evidence-based information before it is presented to the Adoption Panel.

When the Prospective Adopters' Report is finalised, it should be sent to the applicants accompanied by a form giving a period of 10 working days during which written comments may be submitted for distribution to Panel members, expressing disagreement or support for the recommendations.  The applicant may waive the right to hold the form for 10 working days.  The applicant should also be advised of their right to attend the meeting of the Adoption Panel, which considers the application.  They should be provided with information about the Adoption Panel process.

Applicants should not be shown any comments made by referees or any other third party information.

Applicants should be asked to sign the report and return it to the assessing social worker.  They may make written comments which should be submitted to the Panel when the application is considered.

When the applicants return the report, the applicants' file should be passed to the relevant team manager to consider whether a further visit to the applicants is required.

The social worker will then prepare a report in the format of the prospective adopters report and send this to the Panel Administrator at least 14 working days before the relevant Adoption Panel meeting.

The date of the Panel meeting will be communicated to the applicants as soon as possible, together with an invitation to attend the Adoption Panel during consideration of the report.

In preparation for the Adoption Panel, the social worker should take account of the following guidance - outlining the reports/papers that are required: Adoption Panel Paperwork Guidance.

7. The Panel Recommendation

In preparation for the Adoption Panel, the social worker should take account of the following guidance - outlining the reports/papers that are required: Adoption Panel Paperwork Guidance.

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.

Applicants should be informed of the membership of the Panel.  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).

Where the applicants do not attend, the assessing social worker will take a photograph of the applicants to the Panel meeting.

The Panel will consider the written reports together with all the supporting documentation and any additional information presented verbally, and make a recommendation to the Agency Decision Maker (Adoption) regarding the outcome of the assessment.

The recommendation will be recorded in writing and, where approval is recommended, will give advice on the number, age range, sex, likely needs and background of any children to be placed.  This will be taken into account when a match is presented.

Reasons for the recommendations and any advice will also be recorded in the Panel's minutes.

The adoption 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.

8. After the Panel Recommendation

The Agency Decision Maker (Adoption) will make a decision as to the approval of the applicant based on the Panel's recommendation.  The decision maker may also express a view on the panel advice, which will be taken into account at the matching stage.  The decision must be made within 7 working days of the Adoption Panel meeting and must be recorded, together with reasons.

The agency decision maker must consult with a senior colleague (not a Panel member) if minded to disagree with Panel.  Any such discussion should be recorded on the Adopter's Adoption Case Record.

The decision must be communicated verbally within 2 working days to the applicants.

The Panel Administrator will send the applicants 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, the reasons for the Panel recommendation will also be given.

All successful applicants will be allocated an adoption link worker whose task is to support the adopters through the period of waiting for a placement, identify any further training needs or significant changes in the adopters' circumstances, arrange updated medical examinations as requested by the Medical Adviser, consider any potential matches and discuss any such matches with the approved adopters before a match is presented to the Adoption Panel.

The allocated link worker will carry out the first post-approval visit to the approved adopters within 4 weeks of the Panel recommendation and thereafter will have contact (by telephone or a home visit as appropriate) at least every 6 weeks.  There should be a home visit at least every 3 months, but additional contacts should be made as circumstances require.

The focus of the discussion at the first visit, will be the process of matching and likely time-scales involved, namely:

• 3 months for an in-house match;
• 6 months for a match through the West Midlands Family Placement Consortium;
• 9 months for a match through the National Adoption Register.

The discussion will include whether the adopters would wish to be aware of the children they are being considered for and if so, the emotional consequences which may arise.  The allocated worker will also ensure that the approved adopters understand the functions and consent required for the National Adoption Register and ensure that a referral is made to the Register within 7 days of the adopters' approval, if a match with an inhouse child looks unlikely.

As soon as possible after the approval, the allocated link worker will also complete the 18-point profile matrix in relation to the adopters, to be used for matching purposes and which will enable them to be accurately represented at any Matching Meeting that the link worker may not be able to attend.

One copy of the completed profile will be kept on their file (which will be transferred to an 'Approved Adopters' file) and another copy on the file of all anonymised summaries.

The adoption worker will review the adopters' approval at least annually and will report back to the Adoption Panel indicating any changes in circumstances and recommending any changes in approval.  The review must be carried out by a social worker or manager not involved in the original assessment, and must consider the family circumstances, health, economic circumstances, work commitments, and the need to renew the CRB and health checks.

If the review considers the prospective adopters still suitable, they should be notified and a copy of the notification placed on the Adoption Case Record.

If the review considers the prospective adopters no longer suitable, a Prospective Adopter's Review Report must be presented to Panel.  The prospective adopters will have the same rights to ask for an independent review or make representations as if the initial application had been refused.

9. Representations/Review Procedure

If a decision is made to refuse an application for approval, the applicant will be advised that if he or she wishes to challenge the decision, representations should be submitted within 28 days either directly to the agency or they may request a referral to the Independent Review Mechanism (run by BAAF).  NB: Applicants can decide which representation procedure to choose - they cannot chose both.

If no written notification or representations are received within this period, the decision to refuse the application can be confirmed.

The Panel Coordinator must receive notification of the wish to attend or make written representations to the Adoption Panel within 28 days of the date of the written notice of the decision.

If written representations or a request to attend the Adoption Panel are made within the period, the matter must be referred to the Adoption Panel for further consideration.

The Panel Coordinator will advise the applicant within 7 days of the date of the Panel meeting when they can attend or their written representations will be considered.

In these circumstances, applicants who wish to attend the meeting of the Adoption Panel can arrange for a friend or supporter to accompany them.

After considering the representations, the Panel will make further recommendations either confirming or amending their previous views, which the Agency Decision Maker (Adoption) will consider before a final decision is made.

Written notice of the final decision, together with reasons, must be sent to the applicant within 7 working days of the Panel meeting.  A copy of the report to the Panel, the Panel's recommendation and the decision to refuse an application must be retained on the applicant's Adoption Case Record.

If the applicant decides to refer the matter to an Independent Review, the relevant Panel reports, Panel minutes and a record of the decision made and reasons will be sent to the Independent Review upon request.

The procedure for the Independent Review is carried out by BAAF and the applicant will be invited to attend the Independent Review.

After considering the representations, the Independent Review may make a recommendation, which the Agency Decision Maker (Adoption) will consider before a final decision is made.

Written notice of the final decision, together with reasons, must be sent to the applicant within 7 working days of the receipt of the Independent Review recommendation.

A copy of the report to the Panel, the Panel's recommendation and the decision to refuse an application must be retained on the applicant's Adoption Case Record.

10. Criteria for Prospective Adopters

10.1 Marital Status

Applications will be considered from married couples, co-habiting couples, those in civil partnerships or single people. In the case of couples, there is no minimum requirement on the length of the partnership, but the Panel will need to be satisfied about the stability of the relationship.

10.2 Religion

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

10.3 Ethnicity

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

10.4 Age

The minimum age for adopters is 21 years.

There is no specific upper age limit and some damaged children may benefit from more mature and experienced adopters.  However, adopters are needed who will be able to meet all the needs of the child, throughout his or her childhood.

10.5 Gender

Applications will be considered from people of either sex.

10.6 Sexual Orientation

Applications will be considered from people of any sexual orientation.

10.7 Income

Size of income, whether high or low, is less important than attitude to it and ability to live within it.

10.8 Health

Applicants will be required to have a full medical and undergo any further tests/checks that may be required by the Panel's Medical Adviser.

In relation to smoking, see Walsall's Policy on Smoking for Foster Carers, Adopters, Children and Young People in Care

10.9 Criminal Convictions

Anyone who has been cautioned or convicted of a Schedule One Offence will not be considered.  In the first instance, the service manager of the children's resource service will decide if the matter needs to be referred to the Adoption Panel.

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 Panel and a decision will be made on the basis of the Panel's recommendation.

10.10 Accommodation

This must offer a safe environment and must provide space so that children do not have to share a bedroom with an adult nor boys share with girls beyond the age of 2.  Applicants living in accommodation with one bedroom will not be offered a placement until they have more space.

10.11 Fertility Tests/Treatment

Childless couples wishing to adopt a baby or a young child, will be required to have completed fertility tests and treatment, before an application can be accepted.  It is essential for couples to come to terms with their infertility before moving on to start the adoption process.  The final decision remains with the agency.

10.12 Applicants who have a Child

Applications will be accepted from people who already have a child, in which case the needs of the child already in the family will be given due consideration.

10.13 Residence in the United Kingdom

Applicants do not have to have British Citizenship, but should normally be resident in the United Kingdom.  Where applicants are only temporary residents in the United Kingdom care needs to be taken to establish how long they expect to remain in the country and whether a Court can be assured that a full adoption order can be obtained on return to the country of domicile.

10.14 Location

Applications are particularly welcome from those who reside within the area of the West Midlands Regional Consortium but outside of Walsall.  Specific placements may be considered out of the region.

10.15 Employees

Applications to adopt will not be accepted from employees of Walsall Children's Services Department who have a role involving contact with children or access to confidential information. The adoption service will, however, offer advice and/or counselling to such employees.

10.16 Lifestyle

Children needing adoptive families come from a wide variety of backgrounds and have an infinite variety of needs.  It follows therefore that adopters with an equally wide range of life experiences and skills will provide the best range of resources to meet children's needs.

10.17 Post Placement/Post Adoption Contact

Prospective adopters will be expected to comply with arrangements for post placement/post adoption contact with the child's birth family, where the Department considers it is in the child's best interests for such contact to take place.

End