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136 <h1>
136 Access to Birth Records and Adoption Case Records
136 </h1>
154 <div class="section">
154 <h2 id="_1_allcases">
154 1. All Cases - Provision of Counselling
154 </h2>
155 <p>
155 In all cases where an application or request is dealt with under this procedure, the
allocated social worker must provide written information about the availability of
counselling to the applicant and to the subject, including information about agencies that
provide counselling in the relevant area and any fees which may apply.
155 </p>
156 <p>
156 Where the applicant indicates a wish to receive counselling, the allocated social worker
must ensure that the person receives the counselling, which may be through another agency.
Where another agency is used, the allocated social worker should ensure that the counsellor
will have the necessary skills and experience.
156 </p>
157 <p>
157 Where a referral is made to another agency for counselling to be provided, the allocated
social worker should provide the agency carrying out the counselling with sufficient
information about the applicant and/or the subject to enable the counselling to be
beneficial.
157 </p>
158 </div>
159 <div class="section1">
159 </div>
165 <div class="section">
165 <h2 id="_2_birth">
165 2. Access to Birth Records
165 </h2>
166 <p>
166 Adopted people aged 18 or over can apply for access to and a copy of their birth
certificate. The procedure for dealing with any such application will differ depending on
whether the Adoption Order was made before or after 30 December 2005.
166 </p>
167 <h3>
167 2.1 Adoption Orders made before 30 December 2005
167 </h3>
168 <p>
168 When a caller enquires about access to birth records, the caller should be referred to the
Adoption Service. If it is established that the caller was adopted and that the Adoption
Service was involved in arranging the adoption or that the caller is a resident of the area,
the enquiry will be passed to the Adoption Service Manager. In other cases, the caller
should be advised to re-direct their enquiry to the appropriate agency.
168 </p>
169 <p>
169 Where an enquiry is accepted, counselling will be offered in accordance with
169 <a href="#_1_allcases">
169 Section 1, All Cases - Provision of Counselling
169 </a>
169 .
169 </p>
170 <p>
170 The Adoption Service will advise enquirers to write to the General Register Office, PO Box
2, Southport, PR8 2JD, to ask for an application form.
170 </p>
171 <p>
171 On receipt of the relevant papers containing the linking information from the General
Register Office, the Adoption Service Manager will allocate the case to an adoption social
worker, who will contact the adopted person to invite them to attend an office interview
within 2 months.
171 </p>
172 <p>
172 At the interview, the adoption social worker will ask for photographic proof of the identity
of the adopted person to ensure confidentiality, for example a passport or driving licence
and evidence of their address, before providing any information.
172 </p>
173 <p>
173 The adoption social worker should share the information provided by the General Register
Office and complete the pro forma giving authority for the applicant to receive information
from Court records. The adoption social worker should also give the adopted person the
application form to obtain a copy of their birth certificate.
173 </p>
174 <p>
174 The adoption social worker should then complete the pro forma confirming the interview has
taken place, and return it to the General Register Office.
174 </p>
175 <p>
175 Where issues of concern have arisen at the counselling interview, for example in relation to
the adopted person's instability, the adoption social worker should alert the General
Register Office.
175 </p>
176 <p>
176 The adopted person should be advised about the Adoption Contact Register, the right to seek
access to their Adoption Case Record (see
176 <a href="#_3_adoppers">
176 Section 3, Access by Adopted Persons to Adoption Case Records
176 </a>
176 ) and, for those who wish for help in tracing members of their birth family, the
availability of Intermediary Services - see
176 <a href="p_intermed_serv.html">
176 Intermediary Services Procedure
176 </a>
176 .
176 </p>
177 <p>
177 They should also be advised where appropriate about the right to register an absolute or
qualified Veto on their Adoption Case Record - see
177 <a href="p_intermed_serv.html">
177 Intermediary Services Procedure
177 </a>
177 .
177 </p>
178 <p>
178 The adoption social worker should continue to offer support and advice to the adopted person
for as long as they need it and will also inform them of any other relevant agencies
offering support.
178 </p>
179 <h3>
179 2.2 Adoption Orders made on or after 30 December 2005
180 </h3>
181 <p>
181 When a caller enquires about access to birth records, the caller should be referred to the
Adoption Service.
181 </p>
182 <p>
182 If it is established that the caller was adopted and that the Adoption Service was involved
in arranging the adoption or that the caller is a resident of the area, the enquiry will be
passed to the Adoption Service Manager who will allocate the case. The allocated adoption
social worker will arrange for an initial interview to take place.
182 </p>
183 <p>
183 At the initial interview, the adoption social worker will ask for photographic proof of the
identity of the adopted person to ensure confidentiality, for example a passport or driving
licence and evidence of their address, before providing any information.
183 </p>
184 <p>
184 For those adopted persons who confirm their wish to obtain a copy of their original birth
certificate, they should be given the appropriate information to enable them to complete the
application form to obtain a copy of their birth certificate. Where the requisite
information is not held by the agency, the adoption social worker should seek the
information from the General Register Office on the adopted person's behalf.
184 </p>
185 <p>
185 Adopted persons should be advised of their right to have a copy of the Child's Permanence
Report.
185 </p>
186 <p>
186 For those who wish to trace members of their birth family, they should be advised of the
various courses of action they can take - see
186 <a href="#_3_adoppers">
186 Section 3, Access by Adopted Persons to Adoption Case Records
186 </a>
186 .
186 </p>
187 <p>
187 The social worker should continue to offer support and advice to the adopted person for as
long as they need it and will also inform them of any other relevant agencies offering
support.
187 </p>
188 <p>
188 If it is considered that the adopted person should not have access to the information, legal
advice should be obtained regarding a possible application to the High Court to prevent
access.
188 </p>
189 </div>
190 <div class="section1">
190 </div>
196 <div class="section">
196 <h2 id="_3_adoppers">
196 3. Access by Adopted Persons to Adoption Case Records
196 </h2>
197 <p>
197 See
197 <a href="p_adop_cas_recs.html">
197 Adoption Case Records Procedure
197 </a>
197 for the contents of the Adoption Case Record.
197 </p>
198 <h3>
198 3.1 Adoption Orders made before 30 December 2005
198 </h3>
199 <p>
199 The Adoption Service provides a service to adopted persons seeking access to their Adoption
Case Records where they are residents of the area or where the Adoption Service arranged
their adoption and/or holds the files relating to their adoption.
199 </p>
200 <p>
200 Any request by an adopted person for access to their Adoption Case Record must be in writing
and accompanied by a photocopy of identifying information, such as passport or driving
licence. Evidence of the adopted person's address will also be required. It will be directed
to the Adoption Service Manager who will allocate the request to an adoption social worker.
200 </p>
201 <p>
201 The adoption agency has discretion to disclose to the adopted person material from the
Adoption Case Record, and this discretion should be exercised in the context of the
particular circumstances of each request. The adoption social worker should discuss the case
with the Adoption Service Manager before arranging any access to the Adoption Case Record.
201 </p>
202 <p>
202 There should be a clear record on file of all information disclosed. Where copies of
documents have been provided, this should also be recorded.
202 </p>
203 <h4>
203 Third Party Information
203 </h4>
204 <p>
204 Careful consideration should be given to the disclosure of information held on third
parties. Specific consent from the third party is not required, but consideration needs to
be given to the nature of the information, the relevance and benefit to the adopted person
of knowing the information and the likely effect on them of receiving it.
204 </p>
205 <p>
205 There may be instances where the information held has been given by a third party (for
example a birth relative) with a clear understanding that it may be disclosed to the adopted
person in the future.
205 </p>
206 <p>
206 Conversely, there may be information held about a third party which is highly confidential
and would serve no purpose for the adopted person to know - for example information that a
birth mother had a number of terminations prior to the adopted person's birth.
206 </p>
207 <p>
207 All decisions should be based on professional judgment and the adoption social worker should
discuss the case with the Adoption Service Manager before making a decision.
207 </p>
208 <p>
208 All decisions should be recorded on the file.
208 </p>
209 <p>
209 Where there is information about siblings held on the record, again consideration needs to
be given to the benefit and relevance to the adopted person of knowing the information.
Where, for example, a sibling has been placed for adoption separately, and the disclosure of
information about the sibling may reveal confidential information about the sibling's new
family, then extreme caution must be exercised.
209 </p>
210 <p>
210 However, if the information relates to the past family history, will provide no identifying
information about the sibling's present whereabouts and the disclosure will enable the
adopted person to understand more about the family and the reason why the siblings were
separated, then disclosure is more likely to be appropriate.
210 </p>
211 <p>
211 The most difficult situations arise when the information relates to past family history,
concerns confidential information about a sibling or family member and would clarify for the
adopted person the reason why children were removed from their family of origin, or siblings
were separated. These situations should always be discussed with the Team Manager and the
discussion and decision to disclose or not to disclose information should be clearly
recorded on the file together with reasons for the decision.
211 </p>
212 <h3 id="_3.2">
212 3.2 Adoption Orders made on or after 30 December 2005
212 </h3>
213 <p>
213 Any person may apply to the appropriate adoption agency for the disclosure of protected
information about any person involved in adoption. Applications for the disclosure of
protected information may therefore be made by adopted people, birth relatives or any other
person involved in an adoption. The adoption agency has discretion not to agree to the
requested disclosure. It must record its decision and the reasons.
213 </p>
214 <p>
214 Protected information is defined as information which is about a person and contains
identifying information about that person.
214 </p>
215 <p>
215 The Adoption Service must consider the following matters before deciding whether to disclose
protected information to the applicant:
215 </p>
216 <ul>
217 <li>
217 The welfare of the adopted person;
217 </li>
218 <li>
218 The views of the person to whom the information relates and if this is a child, their
parents;
218 </li>
219 <li>
219 All the circumstances of the case.
219 </li>
220 </ul>
221 <p>
221 The Adoption Service cannot disclose identifying information about an adopted person to
birth relatives without the consent of the adopted person.
221 </p>
222 <p>
222 Where the request relates to an adopted child, the obtaining of consent will depend on the
child's age and understanding and the consent of the prospective adopters will also be
required.
222 </p>
223 <p>
223 Persons involved in adoptions can provide their consent in advance to the disclosure of
identifying information about them at some point in the future.
223 </p>
224 <p>
224 Decisions made in relation to applications for disclosure of protected information must be
communicated in writing both to the applicant and the subject, and the reasons for the
decision must be outlined.
224 </p>
225 <p>
225 Where an application for disclosure of information relating to an adult is refused, this is
a Qualifying Determination and the applicant may apply to the Independent Review Mechanism
in relation to the decision.
225 </p>
226 <p>
226 Where an application for disclosure of information is agreed despite the objection of the
subject, this is also a Qualifying Determination and the subject of the information may
apply to the Independent Review Mechanism (see
226 <a
href="https://www.gov.uk/government/publications/attending-an-irm-panel-information-sheets
" target="_blank" rel="noopener">
226 Attending an IRM panel: information sheets (GOV.UK)
226 </a>
226 ).
226 </p>
227 <p>
227 The person requesting an Independent Review must apply within 40 working days of receiving
notification of the decision.
227 </p>
228 <p>
228 There is no similar right to an Independent Review where the application relates to
information held on a child and is refused.
228 </p>
229 <p>
229 Where a matter is referred to an Independent Review Panel, the Independent Review Panel will
send their recommendation to the Adoption Service. The Adoption Service is not obliged to
follow the recommendation, but must take it into account when reconsidering the
application.
229 </p>
230 <p>
230 The Adoption Service must then notify the applicant, the subject and the Independent Review
Panel of the decision and reasons.
230 </p>
231 </div>
232 <div class="section1">
232 </div>
238 <div class="section">
238 <h2 id="_4_rels">
238 4. Access by Birth Relatives to Adoption Case Records
238 </h2>
239 <h3>
239 4.1 Adoption Orders made before 30 December 2005
239 </h3>
240 <p>
240 Where a birth relative requests access to an Adoption Case Record, there is no entitlement
on their part to such access and it is for the Adoption Service to decide whether
information contained within the records may be disclosed. Any decision to disclose such
information can only be taken after discussion with and with the agreement of the Adoption
Service Manager.
240 </p>
241 <p>
241 In all cases, a balance must be struck between the confidentiality of the information, the
enquirer's need to know, the relevance of the information to the enquirer and, when
considering a request by a birth parent or relative, whether the anonymity of the adoptive
placement can be preserved.
241 </p>
242 <p>
242 Information which would enable the birth relative to identify the adopted person should not
be given, for example whether or not there was a change of name on the adoption, or the name
of the adoptive family. However, sometimes the records include information received in the
intervening years such as news of progress made at school, health problems, achievements,
requests for post-adoption support. Careful consideration needs to be given as to whether it
may be appropriate to disclose any of this information to a birth relative.
242 </p>
243 <p>
243 Where the birth relative makes an enquiry in relation to an adopted child who is still under
18, consideration should be given to approaching the adopters to request up-to-date
information about the child and/or to offer to pass on information about the birth family
and/or to seek the views of the adopters about any future exchange of information. Adopters
may also be asked to clarify whether the adopted child is to be told of the birth
family's request although there should be no implied expectation that they should do so
against their wishes - and they should be given information about independent support
agencies which may be able to assist them.
243 </p>
244 <p>
244 The response to a birth relative should take into account any contact between the birth
family and the agency since the child was adopted and any arrangements/agreements for
post-adoption contact and how these have worked.
244 </p>
245 <h3>
245 4.2 Adoption Orders made on or after 30 December 2005
245 </h3>
246 <p>
246 See
246 <a href="#_3.2">
246 Section 3.2, Adoption Orders made on or after 30 December 2005
246 </a>
246 .
246 </p>
247 </div>
248 <div class="section1">
248 </div>
254 <div class="section">
254 <h2 id="_5_adopters">
254 5. Access by Adopters to Adoption Case Records
254 </h2>
255 <h3>
255 5.1 Adoption Orders made before 30 December 2005
255 </h3>
256 <p>
256 In the case of requests for information by adopters, regard must be had to the requirements
on the part of the agency to share full information about the child and their history with
prospective adopters prior to the placement. If the disclosure of information would assist
and enhance their ability to care for the child in the placement, then the balance should
weigh heavily in favour of the disclosure of the information save for confidential details
about a birth parents' medical history, which would have no relevance to the adopters' in
their care for the child.
256 </p>
257 <h3>
257 5.2 Adoption Orders made on or after 30 December 2005
257 </h3>
258 <p>
258 See
258 <a href="#_3.2">
258 Section 3.2, Adoption Orders made on or after 30 December 2005
258 </a>
258 .
258 </p>
259 </div>
260 <div class="section1">
260 </div>
266 <div class="section">
266 <h2 id="_6_others">
266 6. Access by Others to Adoption Case Records
266 </h2>
267 <p>
267 Any other request for access to Adoption Case Records must be referred to the Adoption
Service Manager. In some circumstances, the Adoption Service Manager may decide to seek the
authority of their line manager before giving consent, for example a request from a
researcher authorised by the Secretary of State.
267 </p>
268 <p>
268 In the case of members of staff within Children's Services who are involved in counselling
adoption adults or birth relatives, they will be asked on appointment to their post to sign
an agreement to maintain the confidentiality of all adoption information.
268 </p>
269 <p>
269 In all other cases, the person making the request will be asked to sign a form of
declaration relating to confidentiality before access can be agreed.
269 </p>
270 <p>
270 A report of all access requested and whether granted must be detailed on the file.
270 </p>
271 <p>
271 Access to information contained in Adoption Case Records is normally limited to:
271 </p>
272 <ul>
273 <li>
273 Social workers and other professional/administrative staff directly concerned with the
case who establish a genuine 'need to know' (discretionary);
273 </li>
274 <li>
274 Legal and Medical Advisers (discretionary);
274 </li>
275 <li>
275 Other adoption agencies or specialists taking part in the adoption (discretionary);
275 </li>
276 <li>
276 Adoption agencies or local authorities undertaking birth records counselling
(discretionary);
276 </li>
277 <li>
277 The Secretary of State or persons authorised on their behalf (usually mandatory unless for
research purposes);
277 </li>
278 <li>
278 The Regulatory Authority (mandatory);
278 </li>
279 <li>
279 The Ombudsman (mandatory);
279 </li>
280 <li>
280 Any person undertaking a Statutory Inquiry under section 81 of the Children Act 1989
(mandatory);
280 </li>
281 <li>
281 CAFCASS Officers (mandatory);
281 </li>
282 <li>
282 The Court and officers of the Court (mandatory);
282 </li>
283 <li>
283 Any person appointed to deal with a complaint or representation in respect of which access
to the Adoption Case Record is required in order to carry out the responsibilities of
their appointment (mandatory);
283 </li>
284 <li>
284 An Independent Review Panel convened to consider a Qualifying Determination of an adoption
agency, e.g. where an adoptive applicant has exercised their right to challenge a decision
of the adoption agency as to their suitability to adopt or where a decision has been made
in relation to the disclosure of protected information (mandatory);
284 </li>
285 <li>
285 Any person undertaking a Serious Case Review in relation to a child (discretionary).
285 </li>
286 </ul>
287 <p>
287 Disclosure of information is also mandatory where a child is to be or has been placed for
adoption when the placing authority must notify the child, parents, prospective adopters and
their GP, the local authority, health trust and education authority for the area where the
prospective adopters live – see
287 <a href="p_place_adop.html">
287 Placement for Adoption Procedure
287 </a>
287 .
287 </p>
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297 <p>
297 <a href="http://www.trixonline.co.uk/" target="_blank" rel="noopener">
297 <img src="images/logo/trix-logo.png" width="75" height="75" alt="trix logo">
297 </a>
297 Copyright© signisgroup
297 </p>
298 </div>
299 </div>
300 </div>
301 </div>
303 </div>
305 </div>
306 <div class="container">
308 <div class="modal modal-wide fade" id="myModal" tabindex="-1" role="dialog" aria-labelledby="myModal"
aria-hidden="true">
310 <div class="modal-dialog modal-lg">
310 <div class="modal-content">
310 <div class="modal-header">
310 <strong>
310 Local Resources
310 </strong>
310 </div>
310 <div class="modal-body">
312 
E960 [WCAG21 4.1.2 (A)] Do not use role=presentation|none or aria-hidden=true on a focusable element:
Using either of these on a sequentially focusable element will result in some users focusing on 'nothing'. A sequentially focusable element is an interactive element, or one with a positive 'tabindex'. See Fourth Rule of ARIA Use. <iframe src="https://proceduresonline.com/trixcms1/warringtoncs/doc-library/" title="Document library
popup">
312 </iframe>
314 <script>
314 </script>
314 </div>
314 <div class="modal-footer">
314 E960 [WCAG21 4.1.2 (A)] Do not use role=presentation|none or aria-hidden=true on a focusable element:
Using either of these on a sequentially focusable element will result in some users focusing on 'nothing'. A sequentially focusable element is an interactive element, or one with a positive 'tabindex'. See Fourth Rule of ARIA Use. <a href="#closepopup1" id="closepopup1" class="close" data-dismiss="modal" aria-hidden="true">
314 Close
314 </a>
314 </div>
314 </div>
314 </div>
314 </div>
314 </div>
316 <script src="js/val/test/jquery-1.11.3.min.js" defer>
316 </script>
317 <script type="text/javascript" src="js/highlight.js" defer>
317 </script>
318 <script src="js/iframe/iframeResizer.js">
318 </script>
320 <script src="https://maxcdn.bootstrapcdn.com/bootstrap/3.3.7/js/bootstrap.min.js" defer>
320 </script>
321 <script src="js/jqueryui/jquery-ui-1.9.1.custom.min.js" defer>
321 </script>
322 <script src="js/jquery.tocify.js" defer>
322 </script>
323 <script src="js/dropdowns-enhancement.js" defer>
323 </script>
324 <script src="js/scroll.js" defer>
324 </script>
325 <script src="js/custom.js" defer>
325 </script>
326 <script src="js/dmss.js" defer>
326 </script>
327 <script type="text/javascript"
src="https://cabbiepete.github.io/jQuery-Share-Email/js/jquery.tmpl.min.js" defer>
327 </script>
329 <script type="text/javascript" src="js/jQuery.print.js" defer>
329 </script>
330 <script src="js/jquery.shareemail.js" type="text/javascript" defer>
330 </script>
331 <script src="js/cookie-code/jquery.cookiebar.js" defer>
331 </script>
334 <a id="scrollup">
334 <i class="up">
334 </i>
334 </a>
335 <div id="background">
336 <p id="bg_text">
336 Trix procedures
336 </p>
337 <p id="bg_text_msg">
337 Only valid for 48hrs
337 </p>
338 </div>
343 <script type="text/javascript">
351 </script>
354 </body>
355 </html>