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Contents

1. Responding to Requests for Information
2. Initial Contact with Applicants
3. Application Forms and Checks
4. Health
5. Personal References
6. Preparation and Training Groups
7. Home Study/Assessment
8. Family Books
9. Presentation to the Fostering Panel
10. After the Fostering Panel's Recommendation
11. Representations/Independent Review Procedure
12. After the Approval
13. Register of Foster Carers

1. Responding to Requests for Information

In relation to every request received, a record will be kept containing the following information:

• Full name, date of birth, address and telephone number
• Any other addresses within the last 5 years
• Date of request
• Brief details of request for information including the source of interest
• Marital status
• Names of other members in household
• Previous experience and details of any other approvals already given

All requests for information made by telephone or letter will be acknowledged by letter within 5 working days. The letter will enclose an information pack about the assessment process, the checks which will be made about the applicant and members of the household and the time-scale involved. An enquiry form will also be sent with this letter which recipients will be asked to complete and return if they wish to proceed with their enquiry.

Two weeks after the request for information, if no further contact has been made, a follow up letter will be sent.

Where there has been no response four weeks after the follow up letter has been sent, the request will be regarded as closed. Attempts will be made to contact the person making the request (through the sending of a questionnaire) to learn why they decided not to pursue their interest. The reason for the closure will be recorded.

2. Initial Contact with Applicants

The recruitment officer at the Family Placement Service will arrange for an initial visit to be made to those who indicate a wish to proceed with their interest (having returned a completed Enquiry Form). The family placement worker making the initial visit will then be responsible for supporting the prospective applicant through the process of completing the application form and carrying out the necessary checks.

Within 14 days of receipt of the above confirmation, the recruitment officer will offer the prospective applicant an appointment for a home visit. The prospective applicant will be requested to have available at the visit the necessary information to enable their identification to be verified and the Criminal Records Bureau disclosure form to be completed.

Prior to the first visit, a check will be made to see if the prospective applicant is known to the Social Services Department.

At the first visit the prospective applicant will be assisted to complete the Criminal Records Bureau disclosure form although they will be advised that the form will not be sent unless and until an application form is received.

The family placement worker will leave an application form for the prospective applicants unless there are clear indications that an application will not be pursued or would not be appropriate.

Prospective applicants will be advised not to pursue an application where they have recently faced significant challenges within their family, such as serious illness, pregnancy, separation or bereavement.

Prospective applicants may also be counselled out of pursuing an application for a variety of reasons at any time during the course of the assessment process 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.

Monthly statistics will be kept by the Family Placement Service of the number of enquiries made, Enquiry Forms received and, where known, reasons why enquiries have not been pursued.

3. Application and Checks

The family placement worker can if necessary assist the applicant to complete the application form and must ensure that the form contains all the necessary information and that the necessary consents for checks to be made are given by all members of the household and frequent visitors aged 16 and over.

Once a completed application form has been received, a new case record should be opened for the prospective foster carer.

The checks on the applicant and all members of the household and frequent visitors over 16 will be actioned by the clerical staff in the Family Placement Service who will write to the Probation Service, Health Trust, Education Authority and Schools (in relation to the applicant's own children) and Social Services Department for the area where the applicants live.  The Criminal Records Bureau disclosure form will also be sent.

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 staff of the Family Placement Service will record the dates when the checks were sent and the dates when replies were received.

The replies to the checks should be placed in the confidential section of the case record.

Where the checks reveal that an applicant or member of the household is disqualified under the Regulations, an application can be made to the Fostering Panel for consent to the assessment proceeding if satisfied that the person is a relative of the specific child requiring a placement and that, on the basis of a completed risk assessment, it is appropriate for the assessment of the applicant as a foster carer to proceed having considered all relevant facts surrounding the circumstances of the disqualification.

In all other cases, that applicant must be informed that the application cannot proceed.

See Persons Disqualified from Fostering Procedure

4. Health

All applicants must agree to a written report being obtained from the GP on their health and any other relevant health issues.  Written advice from the Medical Adviser to the Fostering Panel should be obtained and referred to in the report on the application to the Fostering 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 Fostering Panel at an early stage and the implications fully discussed with the applicant and in the report.

5. Personal References

Each applicant will be asked to provide the names of two personal referees, who are adults, have known the applicant for at least five years and are not related to the applicant, and two other referees who may be family members or personal friends. All referees should be people who know the applicants well in a personal capacity.

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

A written reference must be obtained from each applicant's current employer regardless of the applicant's occupation. This may be one of the four references provided. In addition, where the applicant has frequently changed jobs, written references should also be obtained from past employers.

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 administrative staff will send requests for written references to each referee.

On receipt of the references, the administrative staff will update the electronic records.

6. Preparation and Training Groups

The attendance of applicants at preparation groups will form part of the assessment of their suitability as foster carers.

The Family Placement Service will set up a calendar of meetings which will provide a rolling programme of preparation. The meetings will be held at various times to ensure convenience for applicants with differing personal needs and commitments.

Preparation meetings 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.

Written invitations will be sent out to applicants once the results of checks and references have been received.

Preparation groups provide an opportunity for the Family Placement Service to find out more about the applicants and have a clearer idea of their strengths, areas for further work and any concerns which need to be clarified as part of the assessment process.

The groups are also aimed at self-assessment in that they enable applicants to find out more about fostering and help them discover their own strengths and weaknesses. Applicants attending the groups will be asked to complete evaluation forms.

Applicants are expected to attend all the preparation groups offered before being considered for approval as foster carers. If they miss more than two sessions they will be expected to repeat the entire course. If they miss only two sessions and have shown a good understanding of the issues covered in the other sessions it may be possible, if the manager agrees, for this material to be covered in the remaining home assessment.

Those running the groups will arrange a time for debriefing shortly after the groups take place and information from the meetings, including the applicants' evaluation forms, will be shared and form part of the assessment. A report by the facilitators of the groups will be included in the assessment report presented to the Fostering Panel.

7. Home Study/Assessment

A family placement worker will be allocated to carry out a home study/assessment of the applicant.

The time taken to complete the assessment after the applicant has completed a formal application will generally be no more than six months unless the need for additional work with the prospective foster carers is identified.

The home study/assessment can run in parallel with the applicant's attendance at preparation groups.

Where the applicant is a relative or friend of the specific child requiring a placement, and the placement of the child with the applicant has already taken place, the initial assessment must be completed in 6 weeks, otherwise the placement cannot continue. In these circumstances the requirements relating to the foster carer's attendance at preparation groups and the preparation of a Family Book can be waived. However, the requirement for ongoing training after the assessment period may be considered as a condition of any approval.

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 family placement worker and the applicant or by reference to the manager of the Family Placement Service, this can and should be referred at an early stage to the Fostering Panel, for example where an applicant is disqualified - see above.

All assessments of potential foster carers will follow the format of the BAAF Form F assessments. The suitability of the accommodation must also be assessed and a health and safety checklist completed including an assessment of risk posed by any pets in the household. Any issues that arise from the check should be recorded on the Form F with an agreed plan of action established.

The completed Form F, which should contain the outcome of the assessment and recommendations of the family placement worker carrying out the assessment, should be shared with and signed by the applicant. This will be supplemented by the assessment summary of the applicant in the preparation groups. This assessment summary should also be shared with the applicant prior to presentation to the Fostering Panel. 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 or should be asked to sign a disclaimer stating that they do not wish to do so.

8. Family Books

Applicants should be asked by the family placement worker to provide a Family Book which contains visual and written information to introduce any child placed in the foster home to members of the foster family and the foster home. The information should also contain house rules, routines, names of pets, information about how the foster family has fun and any other information to convey what it would be like for a child coming into the household.

9. Presentation to the Fostering Panel

All the relevant information (incorporating the BAAF Form F, 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 10 working days before the date of the Fostering Panel which will consider the application.

At the Panel meeting, the information will be presented by the family placement worker responsible for the assessment or a substitute with adequate knowledge of the applicant and the assessment.

The applicant will usually be present at the Panel applicants are expected to attend panel meetings. Whether or not the applicant is present, their views and wishes must be presented fairly and accurately before the Panel within the documentation and verbally.

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 Head of Service (Commissioning and Placements) regarding the outcome of the assessment.

The recommendation will be recorded in writing and, where approval is recommended, any limitations of the approval to named children (for example where the foster carer is a relative or family friend) or conditions as to the age range or number of children to be placed in the foster home will also be specified.

Other than foster carers who are relatives or family friends and approved for a specific child or children, the recommendation will include reference to the foster carer's recommended level of payment.

For guidance in relation to the Payment for Skills Scheme, see Payment for Skills Guidance

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

10. After the Fostering Panel's Recommendation

After the Fostering Panel has considered the report and made a written recommendation, this will be sent to the Head of Service (Commissioning and Placements) 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 nature and any terms of the approval must be also specified in writing.

If a decision is made to approve a foster carer, written notice of the decision and the terms of the approval will be sent to the foster carer as soon as practicable by the staff of the Family Placement Service. A copy should also be placed on the foster carer's case record.

11. Representations/Independent Review Procedure

Amended June 2009: to take account of the Independent Review Mechanism.

If 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.

The applicant will be advised that if he or she wishes to challenge the decision, one of two options are available:

• To make a representation to the Fostering Panel
• or, to apply for an Independent Review (IRM) by BAAF (see Independent Review Mechanism website).

The applicant can choose one of these two options, not both.

If the applicant chooses the IRM option, the recommendations of the Review Panel must be consider by the Fostering Panel in coming to a final decision.

If the applicant chooses to make a representation to the Fostering Panel, instead of applying for an Independent Review, representations should be submitted either in person to the next available Fostering Panel or in writing.

The Panel Administrator must receive notification of the applicants wish to attend Panel or any written representations from them within 28 days of the date of the written notice of the decision.

If no written notification or representations are 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 to the Fostering Panel for further consideration. The Panel Clerk 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, a friend or supporter can accompany applicants who wish to attend the meeting of the Fostering Panel.

After considering the representations, the Panel will make further recommendations either confirming or amending their previous views and the Head of Service (Commissioning and Placements) will consider these 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 case record.

12. After the Approval

Where an application is approved, the foster carer will be allocated a family placement worker who may not be the same as the social worker who completed the assessment.

The allocated family placement worker will request the foster carer to sign a Foster Care Agreement between the Social Services Department 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 family placement 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 their personal copy of the Foster Carer Induction Pack and the Foster Carer Hand-Book, which covers policies, procedures, guidance, legal information and insurance details.

The foster carer will also draw up with the assistance of the family placement worker 'Safe Caring Guidelines' setting out the routines and house rules for the foster home including how the foster carer rewards good behaviour within the home and when and how sanctions will be used.

The 'Safe Caring Guidelines' will be consistent with the Behaviour Management and Bullying policies and procedures contained within this Manual and will be available to social workers for children who may be placed in the foster home.

See Countering Bullying Guidance

The allocated family placement worker will continue to provide support to the foster carer up to, during and after all placements.

13. Register of Foster Carers

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

1. The name, address, 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 current terms of the approval
4. The name, address, date of birth of each person with whom a child is placed who is a relative or friend (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

End