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

Contents

1. Responding to Requests for Information
2. Initial Visit to Applicants 
3. Preparation Groups
4. Application Forms and Checks 
5. Health    
6. Personal References  
7. Home Study/Assessment 
8. Presentation to the Fostering Panel
9. After the Fostering Panel’s Recommendation  
10. Representations/Independent Review Procedure 
11. After the Approval  
12. Register of Foster Carers  
13. Alterations to Category of Approval 
    
    Appendix - Suggested Factors to Consider in Assessment of Connected Person as Foster Carers

1. Responding to Requests for Information

In relation to every request received by the Family Placement Service, a duty officer or the Enquiry Officer will complete an Initial Enquiry Form with the following information:

• Full name, date of birth, address and telephone number;
• Any other addresses within the last 5 years;
• Date of request;
• Marital status;
• Names of other members in household;
• Details of the accommodation;
• Previous experience and details of any other approvals already given;
• Type of fostering sought (respite, short-term, relief fostering for children with disabilities, long-term, number of children etc.

A check will be made on Framework-i to clarify whether the enquirer is already known to the Directorate.

If the enquiry is not deemed appropriate to pursue, for example because there are known child protection concerns in relation to the family, the applicant will be informed in writing of this decision, with reasons.

Where the enquirer is an employee of Oxfordshire County Council and works within Children’s Social Care in the Children Young People and Families Directorate, they will be advised to apply to a different fostering agency - see Fostering Recruitment Policy Procedure.

Otherwise, the enquirer will then be provided with an information pack containing full details about the assessment process, the checks required about any applicant and members of the household, and the likely time-scale involved.

The Team Manager will consider each Initial Enquiry Form and if the enquiry appears appropriate, a social worker will be allocated to carry out an initial home visit. 

The Family Placement Service will keep monthly statistics of the number of enquiries made and, where known, reasons why enquiries have not been pursued. 

2. Initial Home Visit to Applicants

The case will be allocated to a social worker from the Family Placement Team, who will arrange for an initial home visit to be made to those who indicate a wish to proceed with their interest.

The purpose of the visit is to give further information, answer questions, explore the potential of the applicant to foster and confirm whether the applicant wishes to proceed further.  The social worker will complete an Initial Visit Report from information obtained at the visit.  See Initial Visits to Prospective Foster Carers Guidance.

The Initial Visit Report will be passed to the Team Manager who will decide whether the prospective applicant should be proceed to Preparation Groups – see Section 3, Preparation Groups.  If so the names of the applicants will be passed to those organising the Groups.

The Fostering Panel must make its recommendation on the application within eight months of the receipt of the formal application.

Prospective applicants may be advised not to pursue their application for a variety of reasons at this stage where it is considered that the application would be inappropriate or premature – each case will be dealt with the according to its individual circumstances but examples may include if within the last year the prospective applicants have faced significant changes within their family such as serious illness, newly formed partnerships, pregnancy, separation or bereavement - see Fostering Recruitment Policy Procedure. 

Where a decision is made not to invite an applicant to proceed to Preparation Groups, the decision will be communicated in writing with reasons.

3. Preparation Groups

When it is decided to invite applicants to Preparation Groups, a written invitation will be sent.  Priority will be given to those applicants offering a priority category of fostering. 

Separate Preparation Groups are arranged for those interested in providing care for children with disabilities, covering broadly the same areas but with a disability focus.

Applicants will be asked to attend four sessions, which will form part of the assessment of their suitability as foster carers.

Preparation Groups will usually be planned to enable applicants to have at least 4 weeks’ notice of their date and venue so as to encourage extensive participation.

 The Groups are an opportunity for family placement social workers to meet applicants and discuss in more detail the fostering process; they are also aimed at self-assessment in that they enable applicants to find out more about fostering and help them discover whether fostering is right for them and their family. 

In exceptional circumstances, for example where there is an urgency attached to the application being considered, the Team Manager may authorise the assessment of applicants to run in parallel with the attendance at preparation groups.  Otherwise, applicants are expected to attend all the Preparation Groups offered before being considered for further assessment as prospective foster carers.  In the case of couples, both must attend. 

If they miss a session, they will usually be asked to attend the relevant session on the next set of Groups. 

After each session, a brief record will be completed of observations made of the applicants, which wherever possible will be shared with them at the end of the course.

Application Forms will be handed to participants at the end of the course.

Those running the Groups will submit a summary of the Groups and the attendance to the relevant area Team Manager who will make a decision as to whether to accept the application and allocate for assessment (see Section 7, Home Study/Assessment), and if so, what priority to give to the allocation.

Where the application is accepted, the summary of the Groups will be included in the assessment report presented to the Fostering Panel.

If the application is not deemed appropriate, for example because of information emerging from the Groups which lead to child protection concerns in relation to the family or the family’s values, the relevant area Team Manager will write to the applicant informing them in writing of the decision, with reasons, and advising them of the steps they may take if they wish to challenge the decision, including the Complaints Procedure.

4. Application Form and Checks

Checks on the applicant, all members of the household and frequent visitors aged 16 and over will be actioned by the administrative staff after the Preparation Groups if a decision is made to proceed with the application.

When submitting their completed Application Form, the applicants will also be asked to complete the Criminal Records Bureau disclosure forms and produce the necessary identification. Checks should also include whether the applicant has a right to work in the UK.

The administrative staff will also write to the NSPCC, the health visitor for the family (where the applicants have children under 5) and the schools attended by the applicant’s own children) and, where the applicant used to live outside the county, the Children’s Social Care Services for the area where the applicant previous lived.

A letter will also be sent to the applicant’s employer asking for confirmation of the National Insurance number and the suitability of the applicant to work with children. 

Requests for a fuller reference will be sent to any organisation where the applicant has worked with children in a paid or unpaid capacity, for example Youth Club or Scouts. 

Where the 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.

The administrative staff will record the dates when the checks/letters were sent and the dates when replies were received.  The replies to the checks should be retained for placing in the applicant’s case record, once it is opened (see Section 7, Home Study/Assessment).

Applicants may be advised not to pursue their application for a variety of reasons at this stage where it is considered that the application would be inappropriate, for example where there are concerns about the information obtained from checks or about the applicants’ attempt to cover up information about offences – see Fostering Recruitment Policy Procedure. 

Where the Criminal Records Bureau check reveals a conviction, this will be received initially by the Human Resources Team, who will write to the Service Manager, Placements.  The Service Manager will consult with the family placement social worker carrying out the assessment (see Section 7, Home Study/Assessment) and make a decision as to whether the application can proceed.  The decision will be confirmed in writing to the assessing family placement social worker and to Human Resources.  Where there is any doubt the application may be referred to the Fostering Panel for advice.

Where the conviction is for an offence whereby the applicant or member of the household is Disqualified under the Regulations, a decision to proceed with the assessment can only be made if the application is for approval of a Connected Person as the Foster Carer of a specific child requiring a placement and, on the basis of a completed risk assessment, it is appropriate for the assessment to proceed having considered all relevant facts surrounding the circumstances of the disqualification (see also Placement with Connected Persons Procedure.)  The case may be referred to the Fostering Panel for advice on this issue.  In all other cases, the applicant must be informed that the application cannot proceed.  See Persons Disqualified from Fostering Procedure.

5. Health

See also Smoking and Health Policy for Foster Carers, including Connected Persons Procedure

All applicants must agree to a written report on their health and any other relevant health issues being obtained from their GP.  This will require a medical examination in the case of Level 3 Assessments (see Section 7, Home Study/Assessment).  Written advice from the Medical Adviser to the Fostering Panel should be obtained and referred to in the report on the application to the Panel. 

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 to the Panel at an early stage and the implications fully discussed with the applicant and in the report.

6. Personal References

The names of six personal referees must be obtained for each applicant covering a range of people who have known the applicants in various periods of their life.  All referees must be over 18. 

The assessing social worker will select three referees to follow up and the administrative staff in the Family Placement Team will send the selected referees requests for written references enclosing standard forms for completion by the referees.

 The assessment social worker will also interview two (or more where necessary) of the referees personally.

Contact will also be made with previous partners where the relationship was significant or where they have jointly parented or cared for children during the relationship with the applicant, unless there is a specific reason not to do so.

All members of the household will be interviewed.  Contact will also be made with any children not living in the household.

7. Home Study/Assessment

Where a decision is made after the Preparation Groups to proceed to a full assessment, a family placement social worker will be allocated to carry out a home study/assessment of the applicant.

At this stage, a new case file will be opened for the prospective foster carer.

The family placement social worker will carry out a series of interviews with the applicant(s) – usually 6 x 2 hour visits for full time carers and 3 x 2 hour visits for relief/short break carers - as well as interviewing other members of the household and referees (see Section 6, Personal References).  The applicant will be asked to take an active part in the assessments, including writing their own information about their personal background.

The time taken to complete the assessment from the receipt of the completed Application Form will generally be no more than six months unless the need for additional work with the prospective foster carers is identified.

Level 3 Assessments will be carried out in relation to prospective foster carers who wish to offer full-time care to children who are not related to them and in relation to all foster carers and prospective foster carers offering permanent care to a Looked After child; in these circumstances, the assessment will follow the format of BAAF Form F.

Level 2 Assessments will be carried out in relation to foster carers who are relatives or friends of a child already in placement - see Placement with Connected Persons Procedure. In these cases, the assessment will follow Schedule 3 in the Fostering Regulations 2002 and include the following information:

1. Full name address and date of birth of prospective foster carer;
2. Details of health (supported by a full medical report), personality, marital status and details of current and any previous marriage or similar relationship;
3. Particulars of any other adult members of household;
4. Particulars of the children in the family, whether or not members of the household, and any other children in the household;
5. Particulars of the accommodation. The foster home will also be thoroughly checked to ensure it provides appropriate and safe for the child, as well as safe transport. Each child over 3 has their own bedroom or, where this is not possible the sharing of the bedroom must have been agreed by the placing authority. A risk assessment must be conducted in regard to pets;
6. The applicant’s religious persuasion, the degree of their religious observance and capacity to care for a child from any particular religious persuasion;
7. The applicant’s racial origin, their cultural and linguistic background and capacity to care for a child from any particular origin or cultural or linguistic background;
8. Details of the applicant’s past and present employment or occupation, his standard of living and leisure activities and interests. A letter must be sent to current employers, the timing of this must be discussed with applicants. Checks may be needed from previous employers, this will be at the discretion of the assessing family placement social workers and social workers will need to be clear about the reason for the need for these e.g. if the applicant works with children;
9. Previous experience (if any) of caring for their own and other children. Where the applicants have children of their own, the health visitor and school will be asked if they have any comments and in the case of adult children who have left home, they will be contacted and may be interviewed;
10. Skills, competence, willingness to care and potential relevant to their capacity to care effectively for a child placed with them, i.e. knowledge and understanding of the child's needs, routines, health, education etc.;
11. Support needs to enable the child to be safely cared for and have their needs appropriately met, e.g. engage in constructive leisure pursuits, education, health etc.;
12. Carer's understanding of family dynamics and issues affecting their ability to ensure that contact is managed safely for the children and their own family;
13. In respect of the prospective foster parent and each adult member of the household, an enhanced Criminal Records Bureau certificate;
14. The outcome of any request or application made by the head or any other member of the household to foster or adopt children or for registration for child minding or day care. Particulars of any previous approval or refusal of approval relating to the head or any other member of the household;
15. The names of 6 referees from a range of people who have known the applicants in various periods of their life, e.g. one might have known one of the partners very much earlier, perhaps when they lived in another part of the country, as well as referees who have known them as a couple. It will be up to the family placement social worker to choose which three are followed up and applicants need to understand that they will not be told. Alternatively the referees may be chosen from an EcoMap or the chronology completed by the applicants. The social worker will obtain written references from all three and choose to interview two of them and prepare written reports of the interviews;
16. Previous partners must be written to and may be interviewed, if they have shared the care of children with the applicant. If there are no children of the partnership, contact will be at the discretion of the social worker and partially based on the grounds for the divorce/separation;
17. The names of any adult members of the household, including adult children over the age of 16, including those who may be living away from home;
18. Carer's understanding and dealing with young people's behaviour, including encouraging children to take responsibility for their behaviour and helping them to learn how to resolve conflict.

See also Appendix - Suggested Factors to Consider in Assessment of Connected Persons as Foster Carers

Where relatives and friends are offering to be permanent carers for a child, a Level 3 Assessment must be carried out.

A health and safety checklist will be completed in both Level 2 and 3 assessments.  Any issues that arise from the check should be recorded on the Form F/assessment report with an agreed plan of action established.

In relation to dogs, a dog ownership questionnaire will be completed and before the foster carer is approved, the undertaking set out in the ‘Foster Carer with Dog’ Agreement must be signed.

The completed Form F or Level 2 assessment report, which will contain the outcome of the assessment and recommendations of the assessment family placement social worker, should be shared with and signed by the applicant.  The recommendation should include the category of fostering - i.e. respite, short-term, Fostering Plus and/or long-term - for which the applicant is seeking approval.

This gives the applicant the opportunity to make any comments for example by expressing disagreement or support for the recommendations. The applicant will be given 28 days in which to make any written observations and comments on the contents of the reports.

The assessment report will be supplemented by the assessment summary of the applicant in the Preparation Groups, the written references, reports of interviews with referees and the Medical Adviser’s Report which will not be shared with the applicant.

Applicants may withdraw from the assessment process before it is completed.  In addition, where an issue arises during the course of an assessment which requires a decision as to the future direction of the assessment and this cannot be resolved by discussion between the assessing family placement social worker and the applicant or by reference to the relevant area’s Team Manager or Service Manager, Placements, this can and should be referred at an early stage to the Fostering Panel, for example where an applicant is disqualified - see Section 4, Application Form and Checks.

The time taken to complete the assessment and present the report of the assessment to the Fostering Panel after a formal application has been received will be no more than eight months from the receipt of the application.

8. Presentation to the Fostering Panel

One copy of all the relevant information (including a Checklist, the Level 2 or 3 assessment, the report from the Preparation Groups, the applicant’s comments, references, a full report on visits to the referees, full information about all the statutory checks and the Medical Adviser’s report) should be sent to the Panel Administrator 14 days before the date of the Fostering Panel meeting considering the application. 

In relation to all assessments of relatives and friends, a report on the child’s progress is also required for the Panel, see Placements with Connected Persons Procedure. 

At the Panel meeting, the information for the Assessment will be presented by the family placement social worker responsible for the assessment or a substitute with adequate knowledge of the applicant and the assessment.  Foster carers will be invited to attend Panel when their application is being considered, and the Panel Administrator should be informed if they intend to do so.  If the applicants decide not to attend, this should not be seen as prejudicial to the application.

Whether or not the applicants attend, their views and wishes must be presented fairly and accurately within the documentation before the Panel. 

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 (Fostering) regarding the outcome of the assessment, including where approval is recommended, the category of fostering recommended. 

The recommendation will be recorded in writing and, where approval is recommended, the category of fostering, any limitations of the approval to named children (for example in the case of a Connected Person as a Foster Carer) or conditions as to the age range or number of children to be placed in the foster home will also be specified. 

In appropriate cases, this may include approval as Fostering Plus foster carers.

Reasons for the recommendations, the category and any conditions will be recorded in the Panel’s minutes.

9. After the Fostering Panel’s Recommendation

After the Fostering Panel has considered the report and made a written recommendation, the Panel Administrator will send the minutes to the Agency Decision Maker (Fostering) who will make a decision as to the approval of the foster carers based on the Panel’s recommendation.

Where the application is approved, the category and any terms of the approval must be also specified in writing.

The applicant will be informed verbally of the Agency Decision Maker’s decision within one working day.

Written notice of the decision and the terms of the approval will be sent to the foster carer within 7 working days by the assessing family placement social worker. 

A copy should also be placed on the foster carer’s case record.

10. Representations/Independent Review Procedure

If the Panel recommends and/or a decision is made to refuse an application for approval, written notice of the decision together with the reasons and a copy of the Fostering Panel's recommendation will be sent to the applicant within 7 days of the decision being made.  Unsuccessful applicants will be advised that if they wish to challenge the decision, they have the right to make representations to the Panel within 28 days of the date of the written notice of the decision. In addition, as an alternative, they must be advised of the right to apply to the Secretary of State to request a review of the decision by an Independent Review Panel. Any such application must be made in writing within 28 days of the decision and supported by reasons.

The only circumstances where the foster carer will not have the right to request a review by an Independent Review Panel is if he or she is regarded as disqualified as a result of a conviction or caution for a specified offence - see Persons Disqualified from Fostering Procedure.

If no written notification of a request to challenge the decision is received within this period, the decision to refuse the application can be confirmed.

If written representations are made within the period, the matter must be referred back to the Fostering Panel for further consideration.

Where the Panel makes a different recommendation as a result of the applicant's representations, the recommendation will be sent to the Agency Decision Maker (Fostering) for a reconsideration of the decision.

The Panel Administrator will send written notice of the decision (signed by the Agency Decision Maker) to the applicant within 7 working days.

If the applicant decides to refer the matter to an Independent Review, the relevant Panel reports, any new information obtained since the Panel meeting, a record of the decision made and reasons, a copy of the written notification of the decision and a copy of the Panel minute, if different, will be sent to the Independent Review within 10 working days of their written request.

The procedure for the Independent Review is carried out by BAAF; the applicant and two representatives of the fostering agency will be invited to attend the Independent Review.

After considering the representations, the Independent Review may make a recommendation, which the Agency Decision Maker 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.

Where the decision is to approve the application, the procedure set out in Section 11, After Approval and below will be followed.

11. After the Approval

Where an application is approved, the foster carer will be allocated a family placement social worker, who will usually the same person as the assessing social worker (also sometimes referred to as a supervising social worker) - see Support and Supervision of Foster Carers Procedure.

The family placement social worker will request the foster carer to sign a Foster Care Agreement between the local authority and the foster carer, which contains the information the foster carer needs to carry out his or her functions as a foster carer effectively. 

The foster carer will be given two copies for signature, and will retain one signed copy. 

The other will be kept on the foster carer’s case record, together with the report and supporting documents presented to the Fostering Panel, a copy of the Panel’s recommendation and a copy of the approval decision.

The Foster Care Agreement will contain the following information:

1. The terms of the foster carer’s approval;
2. The support and training to be provided to the foster carer;
3. The procedure for the review of the foster carer’s approval;
4. The procedure for placements of children;
5. The procedure for making representations and complaints;
6. The requirement to inform the fostering service of any change of circumstance, address or in the household composition, or of any registration as a childminder or application to adopt or of any offence;
7. The requirements in relation to confidentiality;
8. The procedures for behaviour management and unauthorised absences of children placed with the foster carer including the ban on corporal punishment;
9. The procedures for informing the fostering social worker of the child’s progress and any significant events relating to the child;
10. The need to give 28 days’ notice in writing of they wish to cease fostering.

New foster carers will also be given a Welcome Pack and their personal copy of the Foster Carer’s Hand-Book, which covers policies, procedures, guidance, legal information and insurance details.

The allocated family placement social worker will:

• Discuss with the foster carer the provision of any equipment, furniture etc. in preparation for a placement;
• Continue to provide support to the foster carer up to, during and after all placements - see Support and Supervision of Foster Carers Procedure;
• Set up the foster carer as a provider on Framework-I;
• Inform the Training section of the foster carer’s approval;
• Notify the local Carer Coordinator and the Fostering Network (if not already done) of the foster carer’s approval;
• Ensure the new foster carer is on the mailing list, including for invitations to support groups.

12. Register of Foster Carers

The manager of the Fostering Service will maintain a register of all approved foster carers containing the following particulars:

1. The name, address, telephone number, date of birth, sex and ethnic origin of each foster carer;
2. The date of approval and of each review of the approval;
3. The category and current terms of the approval;
4. The name, address, date of birth of each person with whom a child is placed who is a Connected Person (but not an approved Foster Carer) and who has entered an agreement to provide care for the child placed, together with the date and terms of the agreement.

13. Alterations to Category of Approval

The following alterations may be agreed by the Team Manager, Family Placement, without the need to refer the case back to the Fostering Panel, unless they were specifically prohibited at the time of the original approval process:

1. The age range of a foster carer’s approval, endorsed at a foster carer review;
2. Changes which represent a less onerous task than that on the original approval, e.g. long term to respite or relief;
3. Whether a foster carer is available for emergency placements.

Where a Foster Carer Review endorses a change, the Fostering Panel should be notified at the next available meeting.  See Foster Carers Review Procedure.

All other permanent alterations must be referred back to the Fostering Panel.  Where a change is in relation to the detailed terms of an approval within a category, then a short report which addresses the specific issue will suffice.  Where the proposal is to alter or extend the approval to a new category, then a more comprehensive report will be required.  Relief or short break carers wishing to be approved as full-time carers will need to have a completed Form F (Level 3) Assessment. In all cases, reference will be made to the foster carer’s experience, the outcome of the foster carer’s reviews and previous Panel minutes - see Altering the Approval of a Foster Carer and Exemptions Procedure.

Where an approved foster carer wishes to extend their approval to become a Fostering Plus carer, this must be referred to the Fostering Plus Panel – see Fostering Plus Procedure.

Appendix - Suggested Factors to Consider in Assessment of Connected Person as Foster Carers

Knowledge of the Child

Extent of previous contact with child; Child's existing routine; Health / medical issues; Understanding of family and child's history; Any interventions made to offset risk; Expectations of the child (e.g. behaviour); Capacity for behaviour management and appropriate discipline; Knowledge and understanding of the child's wishes, feelings, views on the Placement Plan / Placement Information Record and contact arrangements; Awareness of child's religion, language, culture and consideration of how to support these

Motivation

Element of choice

Expectations of Care Giving Role

Willingness to engage in child's interests, hobbies, activities, routines; Knowledge and understanding of child development, medical/health issues, abuse; Ability to provide safe care and protection; Ability to manage unresolved issues; Risk management; Change management - for all members of the household

Anticipated areas of ease and difficulty with role; Appreciation of time scales involved; Anticipation and capacity to manage impact on own life experience - family dynamics, work / education / training, financial, health, social, housing etc; Other responsibilities currently held and implications of new caring role on these

Family Dynamics

Existing tensions and suggested management proposals; Capacity to work with other family members (both maternal and paternal) and professionals; Anticipated impact of placement on family dynamics, including their own changing role; plan to overcome difficulties

Contact

People the child needs to see; Frequency; Attitude towards (child, carer, others in the household); Offers to help; Help required from Local Authority; Ability to manage ongoing contact and safety

Carer's Own History / Experience - Ability to Reflect on

Childhood experience; Previous involvement with social services; Relationship with partner - roles, responsibilities, conflict resolution; Raising own children - routines, activities; Involvement with other people's children; Working with children; Perception of current situation

Financial Situation

Current situation; Implications of placement (e.g. work); Support needed from LA

Accommodation

Carer's understanding and commitment to safe care in relation to the household composition and visitors; Issues that may arise from geographical location or accommodation itself (e.g. transport to school / activities; bedroom sharing); proposed solutions

Understanding of Legal Options

Including permanent fostering, Residence Order, Special Guardianship Order, Adoption

Working in Partnership

Shared vision for outcomes; Communication; Training

Support Networks

Knowledge of people caring for other's children; Available resources // support needed; Emergency / contingency plans.

End