Recruitment, Assessment and Approval of Foster Carers

Community Foster Care will define and review annually its Fostering Recruitment Objectives.

In preparing Fostering Recruitment Objectives and a Marketing and Recruitment Strategy the service should undertake a number of key considerations and analysis.

• What are the contractual expectations upon the service from any framework agreements or other contracts?
• In which LA areas is the service working effectively?
• Undertake analysis of the referrals received by the service by utilising the data in Charms;
• Undertake analysis of other key trends such as placement stability, conversion from approval to placement and resignations by utilising the data in Charms;
• Identify the most common skills, experience and personal characteristics of the existing workforce of foster carers;
• Review the Placement Sufficiency data of key LAs to identify the numbers and types of children that will come into care and identify the skills, experience and personal characteristics needed in future foster carers to achieve placement sufficiency;
• What types of placements does the service have the knowledge, skills resources and experience to support?

This analysis should be brought together to inform the consideration of the service's recruitment objectives.

The Service's Recruitment Objectives should detail the following:

• How many foster carers is the service looking to recruit;
• In what geographical areas is the service working and which are the priority areas;
• What essential criteria needs to be met from any prospective foster carer;
• What characteristics and attributes are desired;
• The types of placements the service aims to provide;
• The target groups it is felt that potential foster carers may be part of.

They should be written in plain English and be presented in a professional manner.

Once the service has prepared its recruitment objectives, they must be agreed by the Chief Executive Officer and signed off by the Agency Decision Maker. These will be published on the service website and be included in any information provided to enquirers. They must be reviewed annually.

Top Tips

• Invest resource in conducting a thorough needs analysis to fully understand the needs of local looked after children as a foundation to your foster carer recruitment strategy;
• Draw on existing data, collected internally or for external submissions, to substantiate the needs analysis and pool data in a central, dynamic resource;
• Assign an owner to the needs analysis document to ensure consistency and as a lead to flag gaps in the data;
• Be ambitious and engage wider services in your area. Overcoming the initial barriers to data sharing which can be a challenge, but understanding local needs will lead to better commissioning and outcomes for looked after children;
• Make use of existing LA published Needs Analyses and Commissioning Strategies (for GCC, Maiden is the repository of this demographic and needs info);
• Supporting Fostering Services to Recruit and Retain Foster Carers - a directory of case study resources. Department of Education and Fostering Network.

Responding to enquiries efficiently is critical to effective recruitment. We believe that it is very important to establish a good rapport from the off as a foundation to a trusting respectful relationship regardless of their circumstances.

An enquiry from a prospective foster carer may be received by telephone, email, face to face, through the website or letter. All enquirers will be treated with respect and fairness and given a prompt response.

Within 2 working days of any enquiry, Community Foster Care will contact the enquirer by phone to discuss their enquiry, find out more about the enquirer and inform them about Community Foster Care. We will also provide the enquirer with information about fostering and the assessment process. We will also direct them to key pages on our website, invite them to attend a virtual ‘meet the carer event’ and send them the Community Foster Carer information pack.

We will ensure that all enquirers are dealt with by members of staff who have the relevant information and the skills to deal with them. We will aim for this person to be the same person who will be progressing their checks so that an effective relationship can develop. They will be kept informed of the progress of their application and assessment.

The Engagement call must be an opportunity for both parties to learn more about each other, what we value, how we've come to be and what we are about now.

Good practice in an Engagement call will ensure enquirers understand the following about CFC:

• Check out if the applicant has any questions?
• Be clear about our commitment to support and training;
• Underline our commitment to placement stability;
• Share Information about our organisational values;
• Make a clear statement about data and confidentiality and how it will be used;
• Be clear about why we believe passionately in our not for profit status and what that means to children. Voluntary income from fundraising contributes to the running costs of the services, providing more support to children;
• Make people aware at this stage of our expectations and values;
• Let people know about the outcome of the most recent Inspection.

We need to be passionate in what we are saying and the person undertaking the role needs to believe in the CFC Fostering offer. Where possible the environment of the call should be in a setting away from other distractions. Engagement Officers need to feel engaging and positive and be able to listen well to the messages being given.

Good practice in an Engagement call will ensure CFC know the following about the enquirer:

• Check the key contact information is correct on Charms and fill in any critical gaps, including LA area and contact details;
• Clarify or confirm the religious, ethnicity and nationality of those in the household;
• Confirm how many spare rooms are available;
• Check out how the enquirer got to know CFC and how were they approached – Amend the market source detail in Charms;
• Check out what the enquirer knows about fostering;
• Explain that at CFC we believe that it's important that applicants applying to foster need to be in a stable environment. Recent significant changes or recent trauma experienced by enquirers will impact on their fostering journey. Seek to understand if the enquirers feels that there may be any recent events which may fall into this category;
• Clarify the Enquirers experience of children and parenting;
• Explore and identify the members of the household, including pets. Check if they smoke;
• Explain that any application to foster will require a detailed exploration of the household, including any criminal history and the health of applicants. Ask if there is anything that they feel happy to share at this stage which may impact on their ability to foster;
• Ascertain significant professional experience which will inform the applicants understanding of children or fostering.

If you are confident that the enquirer should be progressed for an IV, look to seek to arrange the IV immediately if the caller is willing. If this is not possible, clarify the preferred communication method and preferred time of communication and reiterate that the enquirer can always return to you as a point of reference. Be clear about the next steps.

Whilst there will be a lot of information to cover, time spent here getting to know each other will be well spent regardless of the outcome. The information should be recorded on the c12 Registration of Interest form (see Local Resources) and a new progress item added under 'Registration of Interest'.

The Enquiry Handling Officer should review the information on the C12 and decide on one of the following next steps:

• Decide not to consider the enquirer for fostering due to them not meeting the Fostering Recruitment Objective Criteria – In this case the reasons should be explained to the enquirer, with further guidance about potential future steps towards fostering if appropriate;
• Make arrangements for an Initial Assessment Visit to be undertaken and recording the arrangements on Charms;
• If there are factors they feel unsure about, discuss with the Practice Manager responsible for recruitment and agree the appropriate next steps.

Following the Registration of Interest process a home visit to the enquirers should be arranged at a suitable time to meet all those adults interested in fostering. Ideally this visit should take place face to face in the home, however, it may be appropriate to use a video platform such as zoom in some circumstances. This assessment visit must take place before any Application to foster is sent to the enquirers. The C14 Prospective Foster Carer Initial Assessment visit report (see Local Resources) must be completed and shared with the prospective foster carer.

Once the initial assessment visit has taken place, record the date and time that the visit took place, upload the C14 initial assessment visit form in Charms against the Action item 'Initial Assessment / Visit'.

If it is decided that the enquirer/s do not meet the recruitment objectives, then the manager's reason must be recorded on the IV form and uploaded here. This information must then be shared with the prospective foster carers.

Following an Initial Assessment, the manager in discussion with the SSW needs to review the information to date to decide on the most appropriate next steps. These will fall into the following options:

1. Close the enquiry, feeding back to the enquirer/s the reason why they do not meet our recruitment objectives, but recognising (if appropriate) that this may change in the future;
2. Place the enquiry 'on hold pre-approval' though this approach should be limited to cases that have a genuine need to go on hold such as a planned move or medical operation;
3. Invite the enquirer/s to apply, and in circumstances where the initial assessment is positive and we feel confident in their suitability, consideration should be given to completing stage 1 and stage 2 of the assessment process concurrently. The required checks should be detailed to the administrator that is progressing them to enable that person to be able to identify when the last Stage 1 check is complete;
4. Invite the enquirer/s to apply based on our assessment and the need to clarify and confirm some further details prior to undertaking a home study assessment. In these cases (particularly in England) the manager must prescribe the Stage 1 references and checks process to enable key information to be understood. This would include, where appropriate, requiring the applicant to undertake the preparation training in advance of the home study assessment (Stage 2 in England);
5. Ask the enquirer/s to attend preparation training in advance of them being asked to apply.

We believe that unless the prospective foster carers have sufficient knowledge about fostering, we consider it good practice to complete the preparation training prior to commencement of stage 2 as this ensures the prospective carers understand the role.

With the agreement of the Practice Manager responsible for recruitment and in line with the agreed progression path as detailed in section 3 (above) the prospective foster carers should, if appropriate, be asked to apply to the agency. A completed application form must be received from all parties to be assessed before the formal fostering assessment phase begins. Application forms will be sent out and completed electronically via the Charms platform.

Stage One of the assessment process is intended to provide the decision maker with basic information about the applicant to enable applicants that are unsuitable to be identified. This is important to prevent all parties investing time in a process that will be unsuccessful. More detailed information is collected in Section 11, Assessment - Stage Two.

When a person applies to foster, the fostering service must assess the suitability of the applicant and other members of their household and family in accordance with regulation 26. Regulation 26(1A) requires the fostering service to:

• Obtain the information specified in Part 1 of Schedule 3:
  • The applicant's full name, address and date of birth;
  • Details of the applicant's health, supported by a medical report;
  • Particulars of other adult household members;
  • Particulars of children in the applicant's family (whether or not they are members of the household) and any other children in the household;
  • The name and address of any fostering service that the applicant has been an approved foster carer for;
  • Particulars of the household's accommodation;
  • The outcome of any request or application made by the applicant, or any member of the applicant's household, to foster or adopt children or for registration as an early or later years provider under Part 3 of the Childcare Act 2006, including particulars of any previous approval or refusal of approval;
  • Names and addresses of two persons who will provide personal references for the applicant;
  • In relation to the applicant and each member of their household aged 16 or over, an enhanced Disclosure and Barring Service (DBS) Certificate;
  • Details of any current and any previous marriage, civil partnership or similar relationship.
• Consult the local authority in whose area the applicant lives, if this is different to the fostering service; and
• Interview at least two personal referees and prepare written reports of the interviews; or, if the person has been an approved foster carer for another fostering service in the preceding twelve months, request a written reference from that fostering service.

Undertake all relevant Checks as detailed in section 6. Records compiled by another fostering service, or an adoption agency, can be used to inform the new assessment of the applicant's suitability to foster. For instance, if previous partners have been interviewed in the past to verify facts, and the current assessing social worker is satisfied with the records in respect of these interviews, it should not be necessary to repeat the interviews if no further information is required. The assessing social worker should, however, satisfy themselves as to the quality and continuing relevance of the information before using it to inform the current assessment.

Where, having regard to any information obtained, it is decided (by the agency decision maker) that the applicant is not suitable to become a foster carer, the applicant must be notified in writing with reasons. This notification may be given whether or not all of this information has been obtained. Such a notification may not be given more than 10 working days after all the information (detailed above) has been obtained. The applicant has no right to make representations about the decision or to have their case reviewed under the Independent Review Mechanism. However, the applicant must be informed that they can complain via the fostering service's complaints process if they are unhappy with the way in which their case has been handled. The complaints process should address whether or not the applicant's case has been handled in a reasonable way, rather than the question of the applicant's suitability to foster.

Where all the specified information required for Stage 1, has been obtained and notification has not been given within 10 working days that the applicant is not suitable, then the application must proceed to assessment - stage two.

Note that Stages One and Two of the assessment process can be carried out concurrently, but the stage one information must be sought as soon as possible and the decision about whether an applicant has successfully completed stage one must be made within 10 working days of all the information required in that stage being received.

It is the responsibility of the Recruiting Manager to ensure that the checks required in stage 1 have been detailed clearly to the Recruitment Administrator. Once these have been detailed it is the responsibility of the Recruiting Administrator to alert the Recruiting Manager as soon as the last piece of information has been received. The Recruitment Administrator must present the Stage 1 sign off form to the Recruiting Manager to sign off and Charms must be updated with a new progress item to say that Stage 1 is complete.

They are also required to enter into a written agreement with the Agency stating that the information that they have provided is true, and that they are aware that their failure to comply with this agreement will lead to the refusal of their application.

The recruitment manager will allocate the prospective carers to a social worker who will undertake the full assessment of the application.

The applicants and all people aged 18 or over living or regularly visiting the household will be asked to complete the Disclosure and Barring Service disclosure forms and produce the necessary identification. These will then be sent to the Disclosure and Barring Service by the fostering service.

(Note: Disclosure and Barring Service checks are not transferable so copies of checks taken by other agencies or for other posts cannot be accepted).

Administrative staff within the fostering service will also carry out checks by writing to the relevant Health Trust, Education Service, Schools (in relation to the applicant's own children) and Children's Social Care Services for the area where the applicants live and (if appropriate) where the applicants previously lived, including asking for a check to be made as to whether any of the applicant's children have been known to Children's Services.

Where applicants have lived overseas for more than 6 months within the last 20 years checks will also be made on all members of the household aged 18 and over. The application process for criminal records checks or 'Certificates of Good Character' for someone from overseas varies from country to country. For further information see Criminal records checks for overseas applicants.

In appropriate cases, a check will also be made that the applicants have a right to work in the UK.

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.

To find out if Ofsted hold information on the applicant this form should be completed: Fostering and adoption: seeking information from Ofsted. You will need a separate form for each individual and may require their consent. Once the form is received, Ofsted will tell you if the individual is known to them and may provide information that we believe is proportionate and necessary to share.

The administrative staff will record the dates when the checks were sent and the dates when replies were received. Administrative staff must be proactive in following up delayed checks and ensuring all checks are requested and completed. The replies to the checks should be placed in the confidential section of the applicant's record.

Where there are concerns about an applicant's circumstances, as a result of the information obtained from the above checks, this should be referred to the Recruitment Manager. A decision should then be reached regarding the application to foster. Where the checks reveal that the applicant or a member of the household is a disqualified person (foster carer), see Persons Disqualified from Fostering Procedure. The application to foster will be ceased and the appropriate action taken to inform the applicants, bearing in mind the confidential nature of the information (see below).

If information is received from a check which leads to a decision not to continue the Recruitment Manager needs to assess if the information can be categorised as information for Stage 1 or Stage 2. Should the information be 'Stage 1' then the application can be stopped, and the reason explained to the applicant. The applicant can access the agency complaints procedure. If the information can be categorised as stage 2 information and where the applicant disagrees with a decision not to proceed with the application and/or is not willing to withdraw, an early referral should be made to the fostering panel and the agency decision maker. In these circumstances, a brief report on the application should be presented to the fostering panel and the procedure to be followed should be the same as if the report was a full report on the applicants.

If the information leading to a decision not to proceed relates to a previous conviction of one of two joint applicants or a member of the applicant's household, the details of the offence can only be disclosed to the applicant with the consent of the relevant person; without such consent, the applicant can only be informed that the reason relates to information obtained from the checks but no details can be given.

Information relevant to the application that has been obtained from the Disclosure and Barring Service may only be retained on the applicant's file for a limited period and should be destroyed when a decision is made on the application. The manager should note on the file that the Disclosure and Barring Service information has been destroyed and that the information led to a particular view, without citing the information itself.

See also Community Foster Care's Disclosure and Barring Policy.

The applicants will be provided with the relevant medical form to fill in with their details and take to their GP with a covering letter requesting that the GP complete the Form and send it back to CFC. On receipt the Recruiting manager will securely pass the information to the medical adviser for comment. Community Foster Care must agree secure means for storing, retaining (if necessary) and sharing the information contained on the BAAF Medical AH form completed by the GP and the applicant. Community Foster Care requires the information contained on the Medical Advisor's report following their assessment of the data on the detailed GP form. This should be kept in a confidential section within Charms. All information exchanged between the Agency and the medical advisor will be done securely without leaving the Agency’s system.

Where the medical information suggests that the applicant may not be suitable for health reasons, this should be discussed in detail with the applicant(s) and withdrawal may be advisable at this stage. Additional advice may be sought from the medical adviser or the medical adviser may raise questions with the GP where this is appropriate. It may be necessary for reports from other health professionals also to be obtained and presented to the medical adviser and the fostering panel.

Where the applicant has been a foster carer within the preceding 12 months and was approved as such by another fostering service provider, a reference must be requested from that other fostering service provider. There is no requirement to also interview personal referees (see below). However, additional verbal and/or written references may be sought from personal referees. If the previous fostering service, for whatever reason, does not provide a reference, interviews with two personal referees must be conducted.

Otherwise, each applicant will be asked to provide the names of two personal referees, who are adults, have known the applicants for at least 5 years in a personal capacity and are not related to the applicants 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.

Community Foster Care will also seek references from the applicant's current employer and any previous employer, where the applicant has worked or volunteered either with children or vulnerable adults.

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 references for completion by the referees.

The assessing social worker will also interview the personal referees and make a written record of the interview.

References, including interviews with/ from ex-partners should be obtained. If there are particular barriers to this being obtained then references from those who knew the couple well should be obtained.

Where the applicant has children they should be interviewed in appropriate circumstances and measures taken to enable their views to be sought. Community Foster Care will seek consent from all referees for the information to be shared with the prospective foster carers. However, the referees have the right to refuse this consent. It should be clear to referees that matters of a safeguarding nature would need to be shared with the relevant authorities.

Applicants or Prospective Foster Carers (depending on the approach agreed) will be invited to attend the foster carers preparation/training course.

The training courses 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.

All prospective foster carers will be required to attend this training, which is an integral part of the assessment process.

The objectives of the course are:

• To raise awareness and understanding of the key issues which need to be addressed by all foster carers;
• To assist applicants to consider more thoroughly the implications of fostering;
• To assist applicants to determine the type of resource they can offer to the children needing foster placements.

Those facilitating the course will provide written feedback on issues relating to the applicants for the assessing social worker which must be used in his or her assessment. Any issues of concern should be referred to the Recruitment Manager. See Preparation Training Record form (located in the Local Resources).

Where issues emerge during the training, which leads to a decision not to proceed further, the Recruitment Manager needs to assess if the issues can be categorised as information for Stage 1 or Stage 2. Should the concerns be relevant to 'Stage 1' then the application can be stopped, and the reason explained to the applicant / prospective foster carer. The applicant / prospective foster carer can access the agency complaints procedure. If the information can be categorised as stage 2 information and where the applicant (they have applied to the agency to foster) disagrees with a decision not to proceed with the application and/or is not willing to withdraw, an early referral should be made to the fostering panel and the agency decision maker. In these circumstances, a brief report on the application should be presented to the fostering panel and the procedure to be followed should be the same as if the report was a full report on the applicants.

In the case of joint applications, both must attend.

Where the assessment - Stage One information has been obtained, and no notification has been given within 10 working days that the applicant is not suitable to be a foster carer, the following must be undertaken:

• Obtain the following information relating to the applicant and other members of the household, together with any other relevant information:
  • Details of personality;
  • Religious persuasion, and capacity to care for a child from any particular religious persuasion;
  • Racial origin, cultural and linguistic background and capacity to care for a child from any particular racial origin or cultural or linguistic background;
  • Past and present employment or occupation, standard of living, leisure activities and interests;
  • Previous experience (if any) of caring for their own and other children;
  • Skills, competence and potential relevant to their capacity to care effectively for a child placed with them.
• Consider whether the applicant is suitable to be a foster parent and whether the applicant's household is suitable for any child;
• Prepare a written report on the applicant which includes the following matters:
  • The information required to be obtained, as set out above;
  • Any other relevant information;
  • An assessment of the applicant's suitability to be a foster parent;
  • Proposals about any terms of approval.

(There are no specific regulatory requirements about the way in which assessment information must be collected or presented to panel).

Where, having regard to the information obtained during Stage Two, it is decided that the applicant is unlikely to be considered suitable to become a foster parent, notwithstanding that not all the Stage Two information has yet been obtained, a Brief Report may be prepared and submitted to the fostering panel in the same way as for a full assessment report. (There is no prescribed length or format for a brief report).

The application will be allocated to a qualified and experienced social worker for a full assessment to be completed. The assessing social worker will make with the prospective foster carers an assessment plan, agreeing from the outset the availability of the prospective foster carers and also agreeing in advance the areas and content of the discussion planned for each meeting.

Community Foster Care's aim is to limit the time taken to complete the assessment, from the receipt of the application form until the presentation of the report to the fostering panel to four months. However, in cases where an issue arises during the course of an assessment, requiring a decision as to:

1. The future direction of the assessment, which cannot be resolved:
   1. By discussion between the assessing social worker and the applicant; or
   2. By reference to the social worker's manager; or
2. Consideration should be given to the early referral to the fostering panel, this may delay the process. Even so, the total time would not exceed eight months.

All fostering assessments will be completed on CoramBAAF Form F using the competence-based model which requires evidence of:

• Caring for children;
• Providing a safe caring environment;
• Working as part of a team;
• Own development.

The assessment will also look at the applicant's understanding of and ability to deal with children's behaviour, including encouraging children to take responsibility for their behaviour, and helping them to learn how to resolve conflict.

The assessing social worker will carry out a series of interviews with the applicant(s).

All children living in the household will also be interviewed by the assessing social worker as part of the assessment. This should be conducted in an age and developmentally-appropriate way.

In addition, all adults living in the household, and adult birth children who are living elsewhere should also be interviewed by the assessing social worker.

The assessment should consider if the prospective foster carers have any enduring caring responsibilities, beyond immediate family, supported members of their wider family/friendship network.

The suitability of the accommodation must be assessed, and a health and safety checklist completed, including an assessment of risks posed by any pets in the household. Any issues relating to the accommodation that arise from these checks should be recorded on the Form F.

The availability of bedrooms for fostered children should be discussed. The Fostering National Minimum Standards 2011 provide that each child over 3 years old should have their own bedroom or, where this is not possible, the sharing of the bedroom has been agreed by the placing authority.

At Community Foster Care we also undertake a second opinion visit to all applicants, where a social worker will undertake a visit and prepare a second opinion report to supplement the assessment with another professional perspective.

During the assessment in circumstances where the Recruiting Manager is different from the Registered Manager, the Registered Manager should be fully briefed about the applicants. Whilst it is the Recruiting Managers responsibility to ensure a good quality assessment is completed, it is the Registered Manager who will decide if the carers should be recommended to panel for approval.

The applicant must be notified that the case is to be referred to the fostering panel, be given a copy of the report and be invited to send any observations in writing within 10 working days beginning with the date on which the notification is sent.

At the end of the 10 working days, (or when the applicant's observations are received, whichever is sooner), the report, the applicant's observations on that report, if any, and any other relevant information obtained, must be sent to the fostering panel.

The assessment will take account of the outcome of the agency checks carried out, and the references obtained.

Applicants may be advised not to pursue their application where it is considered likely that it would be refused in the light of information which indicates that a prospective carer has attempted to cover up or disguise information about offences (see Section 6, Checks)

The assessment will also take account of the information obtained and observations made during the training course. Applicants may be advised not to pursue their application where it is considered that it might be refused having regard to information obtained during the course (see Section 10, Foster Carers Preparation/Training Course).

All the relevant information (incorporating the report from the training course, the applicant's comments, references, a full written report on visits to the referees, chronology, completed Health and Safety Checklist, full information about all the statutory checks and the Medical Adviser's report) should be reviewed by the Practice Manager and following any amendments should provide assurance for the agency that the assessment is appropriately completed. Once this stage is complete the prospective foster carers must sign the assessment to confirm that they agree with the information provided. Then 10 working days before panel all the Fostering Assessment Documents should be uploaded in Charms to the Action item – Fostering Assessment complete. The Panel Administrator should be advised of this.

The assessing social worker should also inform the Panel Administrator about the arrangements for the foster carers to attend the Panel meeting and whether they require additional support such as an interpreter. The decision to attend the Panel meeting rests with the applicants and, whilst attendance is encouraged, a wish not to attend will not prejudice consideration of their application.

At the Panel meeting, the information will be presented by the social worker responsible for the assessment or a substitute with adequate knowledge of the applicant and the assessment. In addition to the Fostering Assessment and associated papers the applicants will also provide their child friendly welcome book or video and their carer profile, used for introducing prospective children or young people to the applicants home.

All the information considered by the Fostering panel must be uploaded to the Charms Action item 'Fostering Assessment considered by panel'

Foster carers attending the Panel should be invited to give their views or any comments on the application and the reports.

The applicant's views and wishes must be presented fairly and accurately within the documentation before the Panel 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 Agency Decision Maker 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 or conditions as to the age range or number of children to be placed in the foster home will also be specified.

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

The applicant will be informed verbally by the chair of the Panel of the recommendation and the reasons immediately after panel’s discussion and prior to their consideration of the next item.  The Panel administrator will be present at this discussion and take minutes.   If the carers did not attend, verbally within two working days

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 to consider the recommendations for approval and the reasons for those recommendations.

Where a Brief Report has been submitted to the fostering panel, the Agency Decision Maker will, taking into account the fostering panel's recommendation, make a determination about whether to terminate the assessment or whether the full assessment should be completed.

The Agency Decision Maker will consider all the reports and recommendation and make a decision as to the suitability of the applicant to foster within 7 working days of receipt of the panel's recommendation and final set of panel minutes. The decision must be recorded, together with reasons and the accompanying paperwork must be uploaded to the Charms Action item 'ADM Decision / Qualifying Determination'. The approval status of approved carers should be recorded in the notes and updated on the carers main records.

Where the application is approved, the category and any terms of the approval must be also specified in writing and detailed in the approval criteria section on their 'main details' section within the Charms record. The letter sent to the applicants should also be uploaded to the 'ADM Decision / Qualifying Determination' Progress item on Charms.

Arrangements will be made for the applicants to be given verbal notification of the decision within 48 hours and written notice of the decision, with reasons, signed by the Agency Decision Maker, within 5 working days of the decision.

If a decision is made to approve a foster carer, written notice of the decision and the terms of the approval, signed by the Agency Decision Maker, will be sent to the foster carer together with two copies of the Foster Care Agreement (see Section 15, After the Approval and the Foster Care Agreement).

Upon approval, foster carers should be issued with an agreed form of identification to enable their role as a foster carer to be verified.

If, at Stage Two of the assessment process, the Agency Decision Maker gives a Qualifying Determination that he/she proposed not to approve the applicants as foster carers, the applicant will be advised that if he or she wishes to challenge the decision, they have a right to submit representations within 28 days of the date of the written notice of the decision to the Agency Decision Maker. In addition, as an alternative, they may exercise the right to apply to the Secretary of State to request a review of the decision by an Independent Review Panel under the Independent Review Mechanism. Any such application must be made in writing within 28 days of the decision and supported by reasons.

The foster carer will not have the right to request a review by an Independent Review Panel 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.

Where it is decided at Stage One of the assessment process that the applicant is not suitable to become a foster carer, there is no right to have the case reviewed under the Independent Review Mechanism.

If no written representations or notification of a request for a review are received within this period, the Agency Decision Maker will decide whether or not to approve the applicant as a foster carer (following a full assessment) or continue the assessment (following a Brief Report).

If written representations are received within the period, the Panel Adviser will arrange for the reports and other documentation to be reconsidered by the Fostering Panel, taking into account the written representations, and make a new recommendation to the Agency Decision Maker.

The Panel Administrator will advise the applicant within 7 days of the date of the panel meeting when they can attend and their written representations will be considered.

If applicants wish they can bring a supporter with them to panel. It must be made clear to them that information discussed in panel must be kept confidential and that the applicant is content that information about them may be shared with the supporter present.

Chair will always advise applicants of panel's recommendation and the evidence that underpins this. After considering the representations, the panel will make a recommendation, which the Agency Decision Maker will consider before a final decision is made.

If the decision remains not to approve the application, the manager will arrange for the applicants to be informed verbally within 2 working days. Written notice of the final decision, together with reasons, must be sent to the applicant by the Panel Adviser within 7 working days of the panel meeting. Information about the Complaints Procedure must also be sent. A copy of the report to the panel, the panel's recommendation and the decision, with reasons, must be retained on the applicant's case file.

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 applicant and two representatives of Community Foster Care 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 15, After the Approval and the Foster Care Agreement will be followed.

Where an application is approved, the foster carer will be allocated a Supervising Social Worker from the Fostering Service.

The Supervising Social Worker will discuss and request the foster carer to sign a Foster Care Agreement between Community Foster Care 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:

• The terms of the foster carer's approval;
• The support and training to be provided to the foster carer;
• The procedure for the review of the foster carer's approval;
• The procedure for placements of children;
• The procedure for making representations and complaints;
• The requirement to inform the Fostering Service of any change of circumstance, address or in the household composition, or of any registration as a child minder or application to adopt or of any conviction of any offence;
• The requirements in relation to confidentiality;
• The procedures for behaviour management and absences without consent of children placed with the foster carer including the ban on corporal punishment;
• The procedures for informing the fostering social worker of the child's progress and any significant events relating to the child;
• The need to give 28 days' notice in writing of they wish to cease fostering.

New foster carers will also be given access to Community Foster Care’s on line procedures (the Foster Carer's Handbook), which covers policies, procedures, guidance, legal information and insurance details. The foster carer’s supervising social worker will ensure the carer’s are able to access and navigate this platform.

They will need to provide the Supervising Social Worker with information about their bank account and their availability to commence caring.

The allocated Supervising Social Worker will continue to provide support to the foster carer up to, during and after all placements - see chapters on Supervision, Support and Training of Foster Carers Procedure and Review and Termination of Approval of Foster Carers Procedure. The Supervising Social Worker should also ensure carers understand the need to undertake Disclosure and Barring Service and other checks and assessments on any new member of the household and the need to repeat Disclosure and Barring Service checks on themselves every three years (unless they have subscribed to the Disclosure and Barring Service Update Service).

Community Foster Care requires prospective foster carers to create a Family introduction or welcome guide. The media for this can be paper or video or both. It should contain visual and written / spoken information to introduce any child placed in the foster home to members of the foster family and the foster home and to the facilities and environment which are local to the carers. 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. The Family Book should also identify the approval details of the carers, any special skills they have, the behaviours worked best with and their willingness to manage contact with parents. At Community Foster Care we require the family book/video to be presented to the Foster Panel.

This information will be used to identify the suitability of the placement to meet the needs of specific children. It may also be sent to referring social workers when the foster carers have been identified as a potential match, and should be shared with the children in need of a placement.

The Panel Administrator will update our register of foster carers contained within Charms which is a list of all approved foster carers containing the following particulars:

• The name, address, date of birth, sex and ethnic origin of each foster carer;
• The date of approval and of each review of the approval;
• The category and current terms of the approval.