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282 <h2>
282 Adoption Case Records
282 </h2>
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287 <div id="scope_box">
288 <h3>
288 RELEVANT CHAPTER
288 </h3>
289 <p>
289 See
289 <a href="p_acc_adop_recs.html">
289 Access to Birth Records and Adoption Case Records Procedure
289 </a>
289 .
289 </p>
290 <h3>
290 AMENDMENT
290 </h3>
291 <p>
291 <a href="#_3security">
291 Section 3, Security, Retention and Sharing of Records
291 </a>
291 was updated in October 2018 in line with Adoption and Care Planning (Miscellaneous Amendments)
Regulations 2018, which provides that an adoption agency may disclose an adoption case record to
another adoption agency for purposes related to either agency's functions as an adoption agency.
291 </p>
292 <p>
292 Further information was added in relation to adoption records where an Adoption Order is not made.
292 </p>
293 </div>
294 <div id="sections">
296 <h3 id="sections_list">
296 Contents
296 </h3>
297 <ol>
298 <li>
298 <a href="#one_open">
298 Opening an Adoption Case Record
298 </a>
298 </li>
299 <li>
299 <a href="#_2contents">
299 Contents
299 </a>
299 </li>
300 <li>
300 <a href="#_3security">
300 Security, Retention and Sharing of Records
300 </a>
300 </li>
301 </ol>
302 <h3 id="one_open">
302 1. Opening an Adoption Case Record
302 </h3>
303 <h4>
303 1.1 Children
303 </h4>
304 <p>
304 An Adoption Case Record 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 their 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 Adoption Case Record is separate from the child's existing
electronic social care case record/file.
304 </p>
305 The child's electronic social care case record should indicate that a separate Adoption Case Record
exists but must not 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 Record. This principle applies to information kept in
whatever form - electronic, hard copy or microfilm.
306 <p>
306 Where the plan relates to a group of siblings, there must be a separate Adoption Case Record for
each child.
306 </p>
307 <h4>
307 1.2 Applicants to Adopt
307 </h4>
308 <p>
308 An Adoption Case Record should also be opened for every prospective adopter as soon as a formal
application has been received. In the case of a couple, a joint case record can be set up for them
both. This also applies to foster carers wishing to be considered as adopters.
308 </p>
309 <h3 id="_2contents">
309 2. Contents
309 </h3>
310 <h4>
310 2.1 Children
310 </h4>
311 <p>
311 The child's Adoption Case Record should contain the following information and documents:
311 </p>
312 <ol>
313 <li>
313 The child's original birth certificate and birth details (time, weight, type of delivery etc);
313 </li>
314 <li>
314 Description and details (including family tree / genogram) of the birth family and household set
out in an Assessment or other relevant document;
314 </li>
315 <li>
315 Photographs, certificates, other significant personal mementos and Life Story Book;
315 </li>
316 <li>
316 Completed Neo-natal and obstetric reports;
316 </li>
317 <li>
317 CoramBAAF Form A (completed by birth parents);
317 </li>
318 <li>
318 CoramBAAF Development Assessment Forms or equivalent;
318 </li>
319 <li>
319 The Child's Permanence Report;
319 </li>
320 <li>
320 The Prospective Adopter's Report and Adoption Placement Report;
320 </li>
321 <li>
321 The Adoption Support Plan;
321 </li>
322 <li>
322 The child's profile, Matching Meeting minutes and any other documents prepared and presented for
the matching decision;
322 </li>
323 <li>
323 Record of social work with child about adoption, including recording of direct work. This should
include the date of every contact, whether the child was seen, issues discussed, child's views,
analysis and evaluation of the content of the report. This will provide a record to inform
current actions and a record for the young person in later years;
323 </li>
324 <li>
324 Details of siblings, together with any assessments and decisions to place brothers and sisters
separately, including minutes of relevant meetings;
324 </li>
325 <li>
325 All relevant minutes and the
325 <a href="files/sod_decision_making.pdf" target="_blank" rel="noopener">
325 Agency Decision Maker (Adoption)
325 </a>
325 decisions in relation to the child's adoption plan and placement, including records of
discussions held by the Agency Decision Maker. Copies of all notifications of agency decisions
will be sent to birth parents and adopters;
325 </li>
326 <li>
326 Looked After Review minutes and the child's Care Plan from the point when adoption was
identified as the plan for permanence;
326 </li>
327 <li>
327 Assessments, correspondence and signed agreements relating to post-adoption contact;
327 </li>
328 <li>
328 Any other key correspondence to and from members of the child's birth family;
328 </li>
329 <li>
329 Minutes from Placement Planning Meetings;
329 </li>
330 <li>
330 Itemised list and copies of information supplied to child;
330 </li>
331 <li>
331 Itemised list and copies of information supplied to adopters;
331 </li>
332 <li>
332 Later Life letter/information from the birth parents to the child;
332 </li>
333 <li>
333 Later Life letter from the social worker outlining the circumstances of the adoption plan;
333 </li>
334 <li>
334 The Adoption Placement Plan and any amendments;
334 </li>
335 <li>
335 Reports of visits to the child post-placement and records of any Adoption Review meetings. As
previously stated, this should provide sufficient detail to inform current actions but also
enable the young person in future years to make sense of their history;
335 </li>
336 <li>
336 Court reports and other documents prepared for Placement Order applications (if applicable) and
the adoption application;
336 </li>
337 <li>
337 Copies of Care Orders (including Interim Care Orders);
337 </li>
338 <li>
338 Copy of any Parental Consent to Adoptive Placement and Parental Consent to the adoption and/or a
copy of the Placement Order;
338 </li>
339 <li>
339 Copy of Adoption Order;
339 </li>
340 <li>
340 Any recording relating to requests for access to birth records by the adopted person or access
to the Adoption Case Record by any person;
340 </li>
341 <li>
341 Any Veto - absolute or qualified - registered by the adopted person;
341 </li>
342 <li>
342 Minutes of any Disruption Meetings.
342 </li>
343 </ol>
344 <p>
344 It is essential that all case records reflect the supervisory process and comprehensive management
overview.
344 </p>
345 <h4>
345 2.2 Applicants to Adopt
345 </h4>
346 <ol>
347 <li>
347 The prospective adopter's Adoption Case Record should contain all the information obtained about
them in relation to their application for approval, including the Prospective Adopter's Report,
photographs etc;
347 </li>
348 <li>
348 All relevant checks;
348 </li>
349 <li>
349 References;
349 </li>
350 <li>
350 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;
350 </li>
351 <li>
351 Assessments, correspondence and signed agreements relating to post-adoption contact;
351 </li>
352 <li>
352 The Adoption Placement Plan;
352 </li>
353 <li>
353 Itemised list and copies of information supplied to adopters;
353 </li>
354 <li>
354 Any other key correspondence;
354 </li>
355 <li>
355 Reports of visits to the adopters.
355 </li>
356 </ol>
357 <p>
357 <span class="bold">
357 Note
357 </span>
357 : Where the Adoption Service places a child with an adopter or adopters approved by another
adoption agency, an Adoption Case Record for the prospective adopters must still be set up and
maintained in the Adoption Service.
357 </p>
358 <h3 id="_3security">
358 3. Security, Retention and Sharing of Records
358 </h3>
359 <p>
359 Adoption Case Records must be stored in secure conditions. Paper records should be kept in locked
cabinets. Electronic records should be password protected.
359 </p>
360 <p>
360 In cases where an Adoption Order is made, children's Adoption Case Records will be retained for a
minimum of 100 years after the Adoption Order is made. The Adoption Service Manager will first
ensure that the Adoption Case Record is complete, and especially contains the 'Later Life' letters
and Post-Adoption Contact Agreements.
360 </p>
361 <p>
361 Where an Adoption Order is not made, an adoption agency must keep the child's case record and the
prospective adopter's case record for such period as it considers appropriate. Where an Adoption
Order is not made and the agency decides to close the child's adoption case record, it should
transfer the information from this record to the looked after case record, in which case see
361 <a href="t_retention_records.html#lac">
361 Children's Services - Retention of Records, Looked After Children
361 </a>
361 . If the child has never been looked after, the agency should destroy the records when no further
action is necessary. An example of when this may be appropriate is if the possibility of adoption
of a baby was discussed before the child's birth, but the baby remained with the birth parents.
361 </p>
362 <p>
362 Where an Adoption Order is not made prospective adopters can be asked if they want their case
records retained - in case they may wish to reapply to the agency or another adoption agency to
adopt again - and to give their consent to the storage of the case record for whatever period is
agreed, after which the record will be securely destroyed.
362 </p>
363 <p>
363 Whenever it is necessary to send any part of an Adoption Case Record 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.
363 </p>
364 <p>
364 An adoption agency may disclose an adoption case record to another adoption agency as it thinks
fit for purposes related to its functions or the receiving agency's functions as an adoption
agency. (Section 2 The Adoption and Care Planning (Miscellaneous Amendments) Regulations 2018,
amending 8(2) of the Disclosure of Adoption Information (Post-Commencement Adoptions) Regulations
2005).
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