View LCP Procedures View LCP Procedures

3.10.4 Adoption Case Records

AMENDMENTS

This chapter was amended in August 2011 to take account of the Care Planning, Placement and Case Review (England) Regulations and associated Guidance. The changes in the chapter are highlighted for ease of reference. The chapter should be read in its entirety.


Contents

  1. Opening an Adoption Case Record
  2. Contents
  3. Retention of Records
  4. Access to Records

1. Opening an Adoption Case Record

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 his or her 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 case record/file.

The child's Looked After case record should indicate that a separate Adoption Case Record exists and 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

Where the plan relates to a group of siblings, there must be a separate Adoption Case Record for each child.

Applicants to Adopt

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 single case record can be set up for them both.  This also applies to foster carers wishing to be considered as adopters.


2. Contents

The adoption case record should contain the following information and documents:

  1. Child’s birth details (time, weight, type of delivery etc.);
  2. Description and details (including family tree) of the birth family and household;
  3. Photographs, certificates and other significant personal mementos;
  4. Completed BAAF Forms M and O (Neo-natal and obstetric reports);
  5. BAAF Form A and Form 7 (completed by birth parents);
  6. 6. BAAF Forms C or D;
  7. Detailed chronology of early history/assessment reports of early developmental and social history, (contained in Child’s Permanence Report);
  8. Details of any substitute carers prior to adoption placement (contained in Child’s Permanence Report);
  9. Child’s Permanence Report and other documents prepared and presented for best interests decisions;
  10. Child’s profile, checklist of needs, Adoption Placement Report, Adoption Support Plan and other documents prepared and presented for matching/linking decisions;
  11. Record of social work with child about adoption, including recording of direct work;
  12. Details of siblings and any decisions to place brothers and sisters separately, including minutes of relevant meetings;
  13. All relevant Adoption and Permanency Panel minutes and Designated Manager’s (Adoption) decisions in relation to the child’s adoption;
  14. Looked After Review minutes from the point when adoption was identified as the plan;
  15. Assessments, correspondence and signed agreements relating to post-adoption contact;
  16. Any other key correspondence to and from members of the child’s birth family;
  17. BAAF Form H or minutes from Placement Planning Meetings;
  18. List and copies of information supplied to child;
  19. List and copies of information supplied to adopters;
  20. Later Life letter/information from the birth parents to the child;
  21. Later Life letter from the social worker outlining the circumstances of the adoption plan;
  22. Adoption Placement Plan;
  23. Reports of visits to the child post-placement;
  24. Court reports prepared for Placement Order application (if applicable) and adoption application;
  25. Statements of Facts prepared for Placement Order application (if applicable) and adoption application;
  26. Copy of Care Order (including Interim Care Orders);
  27. Copy of Placement Order;
  28. Copy of Adoption Order;
  29. Any recording relating to birth records counselling of the adopted person.

3. Retention of Records

Adoption case records will be retained for a minimum of 100 years after the adoption order is made.  The Adoption and Permanency Panel Administrator will arrange the safe storage of the records.


4. Access to Records

See Access to Birth Records and Birth Relative Initiated Contact Procedure.

End