• contents
• keywords & contacts
• quick guide
• values
• contact us
• search
• frameworki
• Research and Practice

Contents

1. Opening an Adoption Case File
2. Contents       
3. Security and Retention of Records 

1. Opening an Adoption Case File

1.1 Children

An Adoption Case File for a child should be opened as soon as there is an adoption plan for the child, i.e. once adoption has been identified as the Permanence Plan for the child at his or her Looked After Review or, where a child has been relinquished for adoption, as soon as the parent's request for adoption has been made. The child's social worker should immediately transfer to the Adoption Case File the following information in order for this to be done:

1. The child’s Care Plan
2. Any relevant reports, e.g. Core Assessments, medical reports, specialist assessments
3. Looked After Review minutes
4. Any reports or assessments relating to a decision to place siblings separately

The child’s social worker should then provide additional reports and information for the Adoption Case File throughout the adoption process as they become available - see Section 2, Contents for details of the information to be supplied.

The Adoption Case File is separate from the existing case file. 

The child’s Looked After case file should indicate on the front sheet that a separate Adoption Case File exists.  Neither Framework-I nor the case file must 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 File.  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 File for each child.

1.2 Applicants to Adopt

An Adoption Case File should also be opened for every prospective adopter who pursues an application for approval.  In the case of a couple, a single Adoption Case File can be set up for them both.  If foster carers wish to be considered as adopters, a separate Adoption Case File should be set up for each single person or couple.

2. Contents

2.1 Children

The child’s Adoption Case File should contain the following information and documents:

1. The child’s original birth certificate and birth details (time, weight, type of delivery etc.)
2. Description and details (including family tree) of the birth family and household set out in a Core Assessment or other relevant document
3. Photographs, certificates, other significant personal mementos and Life Story disc
4. Completed BAAF Forms M and O (Neonatal and obstetric reports)
5. BAAF Form A (completed by birth parents)
6. BAAF Development Assessment Forms or equivalent
7. The Child’s Permanence Report.
8. Prospective Adopter’s Report and Adoption Placement Report.
9. Adoption Support Plan where this is not included in the Adoption Placement Report.
10. The child’s Profile, Family Finding Meeting minutes and any other documents prepared and presented for the matching decision.
11. Record of social work with child about adoption, including recording of direct work
12. Details of siblings, together with any assessments and decisions to place brothers and sisters separately, including minutes of relevant meetings
13. All relevant minutes and 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.
14. Looked After Review minutes and the child’s Care Plan from the point when adoption was identified as the plan.
15. Assessments, correspondence and signed agreements relating to post-adoption contact
16. Any other key correspondence to and from members of the child’s birth family
17. Minutes from Placement Planning Meetings
18. Itemised List and copies of information supplied to child
19. Itemised List and copies of information supplied to adopters
20. Any letters/information from the birth parents to the child
21. Letter of Origin from the social worker outlining the circumstances of the adoption plan
22. The Adoption Placement Plan and any amendments
23. Reports of visits to the child post-placement and records of any Adoption Review Meetings.
24. Court reports and other documents prepared for Placement Order application (if applicable) and adoption application.
25. Copy of Care Order (including Interim Care Orders)
26. Copy of Parental Consent to Adoptive Placement and copy of the Placement Order or Freeing Order
27. Copy of Adoption Order
28. Any recording relating to requests for access to birth records by the adopted person or the Adoption Case File by any person.
29. Any Veto - absolute or qualified - registered by the adopted person.

2.2 Applicants to Adopt

1. The prospective adopter’s Adoption Case File should contain all the information obtained about him or her in relation to their application for approval, including the BAAF Form F1 or Prospective Adopter’s Report, photographs etc. 
2. All relevant checks.
3. References
4. 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
5. Assessments, correspondence and signed agreements relating to post-adoption contact    
6. The Adoption Placement Plan
7. Itemised List and copies of information supplied to adopters (see Placement for Adoption Procedure for contents of list)
8. Any other key correspondence
9. Reports of visits to the adopters

Note: Where the placement of an Oxfordshire child is with an adopter approved by another adoption agency, an Adoption Case File for the prospective adopters must still be set up and maintained in Oxfordshire.

3. Security and Retention of Records

Adoption Case Files must be stored in secure conditions.  Paper records should be kept in locked cabinets that are sufficiently fireproof and waterproof.  Electronic records should be password protected.

In cases where an Adoption Order is made, Adoption Case Files will be retained for a minimum of 100 years after the Adoption Order is made.  The Adoption Team Manager will first ensure that the Adoption Case File is complete, and especially contains the ‘Letter of Origin’ and Post-Adoption Contact Agreements.

Where an Adoption Order is not made, children’s Adoption Case Files should be transferred back to the child’s Looked After file.  Any duplicated information should be shredded.

Where an Adoption Order is not made and the child is no longer in the placement, the prospective adopter’s Adoption Case File should be retained until both applicants would reach 70 years of age. 

Whenever it is necessary to send any part of an Adoption Case File by post, either within or outside the Council, the information should be placed in a sealed plain envelope and marked ‘PERSONAL AND CONFIDENTIAL’.  When the external post is necessary, then arrangements should be made for copies of relevant documents to be sent by recorded delivery.

End