Case Responsibility

The local authority will retain and develop in-house expertise to support staff making permanence plans for children. The local authority is responsible for support and training its own staff who are engaged in adoption work.

The local authority will retain case management responsibility for the child until the making of the Adoption Order or Special Guardianship Order.

The local authority will be responsible for all statutory functions including but not limited to:

§  Statutory Visits

§  Monitoring and overseeing the child’s care plan

§  Management and supervision of contact between child and family members

§  Supervision, administration and finance of foster placements and communication with foster carers (including for early permanence placements)

In the case of relinquished babies, the local authority will retain case management responsibility until the Adoption Order has been made.

ATV Adoption teams can provide specialist advice and support regarding family finding and support of adoptive placements pre-order.

ATV Permanence Support Teams can assist local authority staff to fully understand the potential lifelong support needs of adopted and special guardianship children, influencing and promoting best practice.

ATV Panel Advisors and Family Finders can assist the local authority with advice around the process of approving a plan for adoption for relinquished babies.

Early identification of children requiring adoption

The local authority is responsible for identifying children who may require adoption and making the child and their needs known to ATV at the earliest possible opportunity, including pre-birth, and providing relevant and timely written family finding referrals.

ATV will allocate a Family Finder to each child identified where adoption is confirmed as the Care Plan and also, where possible, when adoption is identified as a likely Care Plan and, where appropriate, to begin to identify suitable adopters at an early stage.  Where appropriate, staff from ATV will be involved in identifying children for early permanence placements.  

Representatives of ATV will provide consultations on individual cases in each local authority. Consultations can be provided through the ATV Duty Service, from the allocated family finder, or for more complex cases, by attending Permanency Planning Meetings coordinated by the local authority for the child.

ATV will be represented at Permanence Tracking Meetings to better understand the needs of the children who are likely to require adoption.

Detail for each local authority to be developed in conjunction with care planning leads.

ATV aims to develop working practices in conjunction with each local authority to ensure close involvement in care planning, in order to assist with the earliest possible identification and to provide external challenge.

Early Permanence

The local authority has a duty to consider whether an early permanence (Fostering for Adoption/concurrency) placement would be appropriate for any child for whom they are considering a plan for adoption, in line with Section 22c (9B) (c) of the Children Act 1989.

This consideration will include the local authority notifying ATV at the earliest possible stage of any such child.

The local authority designated ADM is responsible for making the decision about whether the child should be placed in an early permanence placement under Regulation 25a of the Care Planning, Placement and Case Review Regulations 2010.

ATV will provide consultation and advice to the local authority in identifying which children are suitable to be considered for an early permanence placement. 

Where appropriate, and in agreement with the local authority, ATV will identify a suitable family to provide an early permanence placement for children who have been identified as requiring this form of placement (Placements will depend on the availability of appropriate carers within the Region or with Local Voluntary Agencies.)

The fostering element of an early permanence placement, including support to the foster carers, will remain the responsibility of the local authority. It may be possible, in negotiation with ATV, for this role to be provided by the adoption social worker.

In recruiting, assessing and preparing prospective adopters, ATV will encourage all those applying to adopt to positively consider the benefits for the child of early permanence.

Agency decision for early permanence placement

The local authority will prepare the relevant paperwork for the Agency Decision Maker (ADM) in the local authority to agree to a placement under Regulation 25a of the Care Planning, Placement and Case Review Regulations 2010.

The local authority will provide the relevant paperwork to the ADM in the local authority for consideration and will be responsible for any formal notifications to the fostering service, the prospective foster carers/adopters, birth parents and court.

Where appropriate, the ATV allocated family finder will provide support in completing this paperwork.

The local authority will be responsible for all payments to the prospective adopters/foster carers while the placement remains an early permanence placement.

Tracking of children requiring adoption

The local authority will track the progress of all children in care proceedings or looked after under Section 20 (Children Act 1989) so as to maintain an up-to-date knowledge of their potential need for an adoption placement.

ATV will actively track all children notified to them by the local authority with a plan for adoption or for whom initial information indicates that adoption may become the plan.

ATV will agree with each local authority a process to regularly share this information between agencies.

Adoption Reports

The local authority will be responsible for the completion of all reports relating to the child prior to an Adoption Order being made. The local authority will implement a system to train staff and quality assure these reports.

The local authority social worker will be responsible for the completion of the Child Permanence Report (CPR) for the child.

The local authority will be responsible for collating all the paperwork required for the ADM decision and for updating the CPR, following the making of Care and Placement Orders, for the matching process. This includes the completion of together or apart assessments where relevant.

The local authority line manager is responsible for quality assuring the content of the CPR and signing the CPR prior to submission to ATV Panels.

ATV can provide advice and support in relation to the completion of the Child Permanence Report (CPR) and external challenge to help ensure that CPRs are of a consistent high quality across partnership local authorities.

ATV will be responsible for the final quality assurance of all CPRs being presented to the ADM, and it is for ATV alone to decide whether the report is adequate for submission to the ADM.

It will be necessary for the local authority and ATV to work closely and collaboratively to ensure that all relevant Information is included in the CPR and that the

report is of a high standard. Local authorities with a court progression worker will support social workers to understand the standard expected of CPRs and the timely submission of papers to ADM.  

Assessment of child’s needs prior to permanence

The local authority will be responsible for assessing the child’s adoption support or special guardianship support needs in respect of a future placement. This includes the completion of together or apart assessments.

Each local authority will be responsible for providing any financial support agreed in the adoption support or special guardianship support plan.

The provision of any funding to support an adoption or special guardianship placement, whether a one-off payment or ongoing payments, remains the responsibility of the child’s local authority.

ATV will be responsible for the early, and any subsequent, needs profile of the child (even before the CPR is compiled) and in identifying early matching considerations.  This will include taking into account information and advice from permanence support services on the potential needs of the child once placed, and potential sources of future support.  ATV will also provide support and advice to workers undertaking specialist assessments e.g. sibling assessments.

ATV will provide information and advice to the local authority in relation to meeting the placement and support needs of the child and the likely need for post-order support services. 

It will be necessary for ATV and the local authority to work closely and collaboratively to ensure that the needs of the child can be met, the risks addressed, and that planned support is sustainable.

Permanence Medicals

The local authority will be responsible for obtaining all required medical information including completed CoramBAAF M and B reports (Obstetric and Neo Natal Reports), CoramBAAF PH reports (reports on the birth parents’ current and family health history) in respect of children who are being considered for adoption.

The local authority will be responsible for liaising with the Agency Medical Adviser to arrange the Permanence Medical so that the report is available for the ADM making the ‘Should be placed for Adoption’ decision.

The local authority social worker will arrange with the foster carer to take the child to the medical and should also attend in person.

It is important that advice contained in the Permanency Medical reports is actioned.

‘Should be placed for Adoption’ decision

The designated Agency Decision Maker (ADM) in each local authority will be responsible for the ‘Should be placed for Adoption’ decision for the child.

The local authority will undertake a regular review of this decision and associated plans and keep ATV informed in a timely way of any changes/significant developments regarding care planning for the child.

If the local authority proposes subsequently to change the plan away from adoption, the ADM will be provided with updating paperwork and will be asked to agree the change of plan before it is actioned. It is important that this happens in a timely manner, usually within one month after a Looked After Children (LAC) review proposes a change of Care Plan.

ATV will support the decision-making process and will have an advisory and quality assurance role in this process. ATV will provide professional advice to the local authority Agency Decision Maker (ADM).

ATV will provide guidance on the process for changes of plans away from adoption and support the process, providing an advisory role where appropriate. ATV can provide professional advice to the local authority ADM in considering a change of plan away from adoption.

Formal notifications following ADM decisions

The local authority will take responsibility for informing birth parents of ‘Should be placed for Adoption’ decisions – within 2 days of the decision verbally and within 5 days in writing.

The local authority will be responsible for informing birth parents of adoption links agreed by the ADM.

ATV will be responsible for informing prospective adopters of ADM decisions regarding their suitability as adopters.

ATV will be responsible for informing prospective adopters of an adoption match agreed by the ADM.

There will be a need for the local authority to identify who in their agency will take responsibility for the formal notifications of ‘Should be placed for Adoption’ decisions.

Family Finding Process

The local authority will work in partnership with ATV in the family finding process and will ensure Family Finding Referrals are completed in a timely way.

The local authority is ultimately responsible for tracking the progress of each case.

ATV will lead the family finding process in consultation with the local authority.

Communication during the family finding process

It will be the responsibility of the local authority to keep the CPR updated and to inform the family finder of any changes in the child’s development or circumstances (e.g. change of placement).

A Family Finder will be allocated during the early stages of profiling and will keep a watching brief until it is clear that a ‘Should be placed for Adoption’ decision will be made.

ATV will keep the local authority regularly updated about progress on family finding. 

Priority Children

The local authority is responsible for identifying at the earliest opportunity a child with a likely plan for adoption where the child is:

§  Aged 4 or over

§  From a BAME heritage

§  Part of a sibling group of2 or more

§  Has a disability or medical condition

The local authority will gather and assess the relevant information and forward a Family Finding Referral to ATV as soon as possible.      

Where targeted recruitment such as Press, Radio and Digital Media advertising is needed, the local authority will be responsible for obtaining the relevant consents to such advertising, and for the costs involved.

ATV may recommend a specific service is commissioned for Priority Children which may involve some or all of the following:

§  Increased publicity – DVD, photos etc

§  Profile the child at specific events

§  Attempt to recruit adopters specifically for the child

§  Provide additional training and preparation for potential adopters

§  Advise on or assist with additional preparation work with the child

§  Liaise with social worker/foster carer and supervising social worker to gain information regarding the child

§  Co-ordinate with any specialist family finding services the local authority has commissioned

§  ATV Marketing Manager can advise about specialist media advertising

Preparation of the child for permanence

The local authority social worker is responsible for all statutory duties and direct work with the child in relation to permanency planning and care proceedings.

The local authority is responsible for preparing the child for an adoptive or special guardianship placement.

This direct work with children should be ongoing during permanency planning so that children understand the plans.

ATV will provide consultation to local authority staff around the preparation of the   child in respect of the future adoptive or special guardianship placement.

Life Story Books

The local authority will be responsible for the preparation of the child’s Life Story Book, for both adoptive and special guardianship placements.  Collection of materials for the Life Story Book should start early in the child’s looked after journey.

For children with a plan for adoption, the first draft of the book will be handed to the prospective adopters at the latest by the second adoption review, with the final version being handed over within 10 days of the Adoption Hearing. An electronic version will be made available to adopters as well as a paper copy. The local authority will keep a copy of the child’s Life Story Book on the child’s adoption file.

It is good practice for children of an age to understand to have the first draft or their life story book prior to their move to an adoptive family.

Good practice would also be for the Life Story Book to be handed to the Special Guardians within 10 days of the Order being made, and an electronic version to be made available as well as a paper copy.

ATV will offer advice and consultation to the local authority on the production of Life Story Books.

Later Life Letter

The local authority will be responsible for completing the Later Life Letter and handing it to the adopters within 10 days of the Adoption Hearing.

Good practice would be for the Later Life Letter to be handed to the Special Guardians within 10 days of the Order being made.

ATV will offer advice and consultation to the local authority on the formatting and production of Later Life Letters.

Letterbox contact

The local authority will be responsible for referring to the letterbox service for their area.

Adoption Matching and Linking

The child’s social worker and preferably the team manager will attend any linking and matching meetings and the adoption panel.

ATV will take lead responsibility for all aspects of the adoption linking and matching process, but will always involve the local authority in the decision-making process.

Where these are held, ATV will chair adopter shortlisting, linking and formal matching meetings as part of the process.

ATV is responsible for ensuring that the adopters who are matched to the child/children have a consultation with the medical advisor prior to panel. 

The local authority is responsible for:

§  Updating the Child Permanence Report. This report should be updated at least every 3 months so that the description of the child, their interests, personality and needs remains accurate, otherwise this compromises family finding.

§  Ensuring the children permanency medical report is no more than a year old for children over age 2 years, and no more than 6 months old for children under 2 years.

§   Ensuring the APR accurately reflects the needs of the child.

ATV is responsible for completing the Adoption Placement Report (APR)

ATV will arrange, chair and facilitate the Matching Panel.

Matching decisions

The Agency Decision Maker in each local authority will be responsible for making the Matching decision.

ATV will support the ADM Matching decision to meet timescales and ensure all relevant information is available including Panel minutes.

Panel and ADM meetings and processes will need to be closely co-ordinated between ATV and the local authority to meet timescales and ensure all relevant information is available.

Formal notifications prior to the placement of a child

The local authority will take responsibility for sending out formal notifications of a child’s placement in advance to health, education and to the local authority where the child will be living post-placement.

Adoption and Special Guardianship allowances

The local authority will meet the costs of the introductions expenses for their own foster carers or IFA foster carers.

Adoption and special guardianship allowance assessments are undertaken by the local authority prior to placement and where eligible. 

Adoption allowances are reviewed annually by the child’s local authority. 

Special guardianship allowances are reviewed by the child’s local authority and within the time period set at each review. 

Any discretionary settling in grants or exceptional allowances will be agreed by the local authority e.g. vehicles for larger sibling groups.

ATV will refund agreed expenses for prospective adopters during linking and introductions.

Pre-order applications to the Adoption Support Fund 

The local authority will be responsible for assessing the pre-order adoption or special guardianship therapeutic support needs of the child.  The local authority will be responsible for timely completion of the reports needed for an application to the Adoption Support Fund and to provide this to ATV.

The local authority will be responsible for sourcing an appropriate provider to meet the assessed therapeutic needs.

ATV will provide advice on the potential therapeutic support needs of adopted and special guardianship children, and on the sourcing of therapeutic providers.

ATV will submit the Adoption Support Fund application, using the assessment, costings and other commissioning information provided by the local authority.   

Application for an Adoption Order

The local authority will ensure the prospective adopters have a copy of the child’s birth certificate and Placement Order, in order for them to lodge their application to adopt the child

The child’s social worker is responsible for the completing the Annex A report with input for Section C from the prospective adopters’ link social worker.

The local authority will be responsible for submitting the completed Annex A Report to the Court when requested.

Where the local authority wishes to submit the Annex A report with the adoption application this will be their responsibility.  

In the event of a contested adoption, where a birth parent seeks and is granted leave to contest, then the local authority is responsible for funding any agreed legal representation for the prospective adopters.

Where the prospective adopters are ATV adopters, then ATV will support and advise them in completing their application to adopt to be submitted to the Court.

Where the prospective adopters are ATV adopters, the link social worker will complete section C of the Annex A report and provide this to the child’s social worker.

Where the prospective adopters are approved by another adoption agency it would normally be that agency who would support them in submitting their application to adopt.

ATV will reimburse the Court fee where prospective adopters request this.

Child’s Adoption File

The local authority is responsible for creating and completing the child’s adoption file. The regulations stipulate that the adoption file should be created as soon as the Care Plan becomes Adoption.

ATV will ensure the child’s social worker receives copies of family finding and matching documents for the child’s adoption file.

Pre-order Disruptions

The local authority will have responsibility for placements that disrupt prior to the Adoption and Special Guardianship Order being made and will activate their own procedures in these circumstances.

ATV will support the disruption process and work closely with the local authority in such cases, including providing attendance at disruption meetings.

Applications to the court and Annex A’s

The local authority is responsible for writing the birth parent and child’s sections of the Annex A.

The local authority is responsible for collecting the application forms and documents from the prospective adopters.

The local authority is responsible for collating the Annex A and checking the content with legal.

The local authority is responsible for ensuring the application form, documents and Annex A are submitted to the court, either hand delivered or by recorded delivery.

When the child is placed with an ATV adopter, the adopter’s social worker will write the adopter’s section of the Annex A report and send it to the child’s social worker.

When the child is placed with an ATV adopter, the adopter’s social worker will assist the adopters with the application form and gathering their documents and arrange for the reimbursement of the fee.

In inter agency placements, ATV will still reimburse the court fee if the child’s social worker tells us they have, or are about to, submit the papers to the court.

SERVICE AREA

RESPONSIBILITIES OF THE LOCAL AUTHORITY

RESPONSIBILITIES OF THE REGIONAL ADOPTION AGENCY

NOTES

The Local Authority receive an enquiry from someone interested in adopting a step child or other child they are raising (non-agency adoption)

The local authority must provide ‘advice and counselling’ about the process and about alternatives to adoption.

Enquiry comes to Enquiry Officer.  Advice is given via monthly information meetings held across the RAA to which the Enquiry Officer will invite prospective applicants.  If they are not able to attend, the Enquiry Officer will ask the manager of non-agency adoptions to phone them. 

If the person wishes to proceed with an application, they need to formally notify the Local Authority of their “intention to proceed”.

At the information meeting, or following the phone call, they will receive an application form to complete and this forms their notification of intent to adopt.  Once the application, including signed consent to checks, is received and accepted, the applicant(s) are notified.

To apply for an Adoption Order, the prospective adopter lodges an application with the court, “no less than 3 months and no more than 2 years after giving the formal (written) notification” to the local authority.

The local authority is responsible for collating the Annex A and checking the content with legal (this does not happen in Swindon).  The Annex A should be submitted to the Court via the legal department or directly.

During the 3-month period from receiving the notification of intent to adopt and when the applicant(s) are able to make their application to the Court, the manager of non-agency adoptions will allocate a qualified social worker to work with the family to prepare the Annex A report which the Court will require.

RECRUITMENT OF

ADOPTERS

The local authority will ensure that information relevant to potential adopters is included in its own marketing materials and on its website, clearly signposting potential adopters to the ATV website and not to any other agency.

ATV will be responsible for recruiting adopters appropriate to the needs of children waiting in each local authority.

ATV are responsible for annual reviews of adopters, if adopters are not matched within a year. 

Marketing information will reflect the fact that ATV is delivering the service on behalf of partnering local authorities.

Enquiries

The local authority will signpost any enquiries from potential adopters to ATV and not to any other agency.

ATV will provide a centralised enquiry process to meet all statutory requirements.

ATV will provide written information to potential adopters and hold a programme of information events.

Foster carers wishing to adopt a child in their care

The local authority will advise the foster carers to make a formal enquiry to ATV.

The local authority will share its considered opinion on the suitability of this match to ATV and will provide any relevant information.

The local authority is responsible for paying any transitionary adoption allowance to former foster carers.

ATV will liaise closely with the local authority to give full consideration to enquires from a child’s foster carer, and where appropriate to fully assess them as prospective adopters.

Stage 1

The local authority will provide all information required for statutory checks of potential adopters who are resident in the local authority.

ATV will undertake all Stage 1 functions.

Stage 2

ATV will undertake all Stage 2 functions.

Legal and Medical advice in respect of adopter assessments and approvals

ATV will be responsible for obtaining legal and medical advice for adopters.

Prospective Adopter Reports

ATV will complete the Prospective Adopters Report (PAR).

Approvals

ATV will arrange, chair and facilitate the  Adoption Approval Panel.

ATV Agency Decision Makers will be responsible for all adopter approvals and de registrations.

Scrutiny of adoption support plans and special guardianship support plans

The local authority is responsible for developing adoption and special guardianship support plans and ensuring they are agreed by adopter/special guardians and that all parties have signed copies. 

ATV is responsible for providing adoption support and special guardianship support services only where the support plan has been agreed by ATV.

ATV will provide consultation services to the local authority in relation to adoption and special guardianship support plans.

ATV to provide a template support plan to local authorities of support which can be guaranteed, but if other support is needed, this will need prior discussion/agreement with ATV.

Providing information about adoption and special guardianship support

The local authority will share information about ATV to all adoptive and special guardianship families, pre- and post- order, who may require support now or in the future

ATV will provide information about adoption support and special guardianship support services for the Local Authority.

Adoption and special guardianship support

The local authority will signpost all referrals for post-order support from adoptive and special guardianship families to ATV.

The local authority will, in exceptional circumstances, consider funding requests for special guardianship and adoption support services which are not included in the ATV core offer.

ATV is responsible for assessing the support needs of those adoptive and special guardianship families, and relevant other parties, legally eligible for an assessment, and who request an assessment.

ATV is responsible for providing or commissioning all adoption support and special guardianship support services.

Where an assessment of support needs identifies the need for support services outside the ATV core offer (from education, health, other social care services from the local authority) ATV will refer to the relevant agency.

ATV is responsible for providing adoption support and special guardianship support services only where the support plan has been agreed by ATV.

ATV will facilitate the transfer of cases between ATV and other local authority outside ATV, to allow the responsible local authority to meet the support needs where a family wishes to access support.

A referral pathway to be agreed for referrals to ATV and for referrals to the local authority for requests for funding for additional services outside the ATV core offer.

Adopted and special guardianship young adults

The local authority will assess adopted and special guardianship young adults over the age of 18 years for adult services where appropriate.

The local authority will signpost all adopted and special guardianship young adults eligible for the Adoption Support Fund (i.e. previously LAC), up to and including the age of 21 years or 25 years if they have an Education Health and Care Plan (EHCP), to ATV for an assessment of needs.

The local authority will signpost Adults Affected by Adoption to ATV for services or advice and signposting as appropriate.

ATV will refer adopted and special guardianship young adults over the age of 18 years to local authority adult services where appropriate.

ATV will provide special guardianship and adoption support services to young people and their families until the young person reaches 18 years.

For young adults eligible for the Adoption Support Fund (i.e.. previously LAC), ATV will provide assessments of need and make applications to the Adoption Support Fund where appropriate until the young person reaches up to and including 21 years, or 25 years if they have an EHCP.

ATV will provide Access to Adoption Records services to adopted young people and adults over the age of 18 years.

ATV does not provide intermediary services except in exceptional cases where the additional funding involved is agreed by the responsible local authority.

Safeguarding referrals involving an adopted or special guardianship child

Where a safeguarding referral is made to the local authority involving an adopted or special guardianship child, the local authority is responsible for conducting any appropriate section 47 investigation and allocation of a social worker where thresholds are met. The local authority will also immediately notify ATV of the referral.

Where there is an allocated social worker from ATV for a child who becomes subject to a strategy meeting, the local authority will invite ATV to contribute to the strategy meeting.

Where a Section 47 investigation and Child and Family assessment is undertaken by the local authority in relation to an adopted or special guardianship child, the local authority holds primary case responsibility and will work in partnership with ATV.

Where a case proceeds to a Child Protection Plan, and where ATV’s role has come to an end, the local authority can continue to access ATV for consultation in relation to adoption and special guardianship support when required.

Where a case proceeds to a Child Protection Plan, and special guardianship or adoption support services form ATV continue, the local authority holds primary case responsibility and will work in partnership with ATV.

Where a safeguarding concern is identified by ATV in the course of their work, and is assessed to reach safeguarding thresholds, a referral will be made to the appropriate local authority safeguarding team.

Where there is an allocated ATV social worker for a child subject to a strategy meeting, ATV will contribute to the strategy meeting.

Where a Section 47 investigation and Child and Family assessment is undertaken by the local authority, ATV will have a secondary role specifically in relation to special guardianship support or adoption support needs and will work in partnership with the local authority.

Where a case proceeds to a Child Protection Plan, and this becomes primary route for providing support to the family, ATV’s role will come to an end unless there is specific ongoing support being provided through ATV in relation to special guardianship or adoption support needs.  Where support services from ATV continue, this will be a secondary role specifically in relation to special guardianship support or adoption support needs, and ATV will work in partnership with the local authority.

Post-order disruptions (safeguarding)

Where a safeguarding referral is made to the local authority in relation to a potential or actual disruption of an adoptive or special guardianship placement, the local authority is responsible for conducting the appropriate assessment or investigation and allocation of a social worker where safeguarding thresholds are met. The local authority will also immediately notify ATV of the referral.

The local authority will hold case responsibility and will work in partnership with ATV.

Where a case then proceeds to LAC, Child Protection (CP) or Children in Need (CIN), and ATV’s role has come to an end, the local authority can continue to access ATV for consultation in relation to adoption and special guardianship support when required.

The local authority will inform ATV of any disruptions involving an adopted or special guardianship child.

The local authority will contribute relevant information and attend post-order adoption and special guardianship disruption meetings.

The local authority will provide a chair for special guardianship and adoption disruption meetings who is independent of the services involved in the child and special guardians’/adopters’ pre- and post-order assessment and support.

Where an actual or potential disruption (safeguarding concern) is identified by ATV in the course of their work, a referral will be made to the appropriate local authority safeguarding team.

Where a section 47 investigation and Child and Family assessment is undertaken, ATV will have a secondary role specifically in relation to special guardianship or adoption support and will work in partnership with the local authority.

Where a case proceeds to LAC (first review), Children in Need (CIN) plan or a Child Protection (CP) Plan, and this becomes the primary route for providing support to the child and family, ATV’s role will come to an end unless there is specific ongoing support being provided through ATV in relation to special guardianship or adoption support needs.  Where support services form ATV continue, ATV will have a secondary role specifically in relation to special guardianship support or adoption support needs and will work in partnership with the local authority.

ATV will provide consultation services to the local authority social workers in relation to adoption and special guardianship disruptions.

ATV will gather information about disruptions in the region involving an adopted or special guardianship child post-order.

ATV will call and organise disruption meetings for open cases, where appropriate, and will contribute relevant information and attend.

A protocol for permanence disruption will be agreed between ATV and local authority partners.

Out-of-hours services

All those service users affected by permanence will have access to their local authority’s Emergency Duty Team out of core hours, or their local emergency services.

Indirect/ Letterbox contact

The local authority will share information about ATV to all adoptive and special guardianship families, pre- and post-order, who may require support now or in the future.

The child’s social worker is responsible for referring to the letterbox service when the child is placed.

The child’s social worker is responsible for ensuring that letterbox agreements are signed and recorded on the child’s adoption record before transfer to ATV, supported by ATV.

It is the responsibility of the child’s social worker to ensure birth family members and adopters have had information about the letterbox service, and have had it explained, supported by ATV.

A risk assessment for the exclusion of photo sharing is completed by the child’s social worker for every letterbox referral. 

Physical copies of letterbox correspondence will be stored in the local authorities’ archives when the letterbox case is closed.

ATV will provide information about letterbox services for the local authority.

ATV will facilitate letterbox contact between adoptive parents and birth families, to meet the child’s needs up to the age of 18 years. 

Letterbox services will be provided for young adopted adults up to the age of 21 years, where there is significant need and risk, and only with the operational manager’s agreement.

Electronic copies of letterbox correspondence will be stored by the RAA.

Letterbox services will be provided by the RAA to families affected by special guardianship only in exceptional circumstances where there is significant need and risk, and only with the operational manager’s agreement

ATV will provide consultation services to the local authority in relation to letterbox contact.

A referral pathway for letterbox contact needs to be agreed between ATV and the local authority partners.

Supervising post-order contact, including siblings contact, for adoptive and special guardianship families

The local authority is responsible for direct supervised contact arrangements, post adoption and special guardianship order, where there is an assessed need for a contact supervisor to safely manage the risk.

ATV will support families referred for a review of contact arrangements; provide advice and guidance; and provide support to step-down from supervised to unsupervised contact arrangements.  A maximum of 3 direct contacts will be facilitated by ATV in the course of this work. 

ATV will refer special guardianship and adoption support contact arrangements to the local authority.

ATV will review and honour those adoption contact agreements, previously supervised and supported by Berkshire Adoption Advisory Service (BAAS), where there is a continued assessed need/risk.

ATV will provide consultation services to the local authority in relation to supporting therapeutic contact post-order.

A referral pathway to the local authority for supervised contact will be agreed between ATV and local authority partners.

Adoption and special guardianship   allowances

Adoption and special guardianship allowances and grants remain the responsibility of the local authority which agreed the support at the point of placement.

Adoption and special guardianship allowances and grants will be assessed by the local authority prior to placement and, where eligible, as part of the support plan. 

The local authority is responsible for reviewing adoption and special guardianship allowances and grants, in line with local authority policy.

Where a post-order adoption or special guardianship family requests an allowance/grant as part of a request for support, the request will be included within the assessment of support needs conducted by ATV.

Where an ATV social worker assesses a need for a financial allowance/grant, the assessment and recommendations will be referred back to the local authority for a decision.

A referral pathway to the local authority for allowances to be agreed between ATV and the partner local authorities.

Adoption Support Fund (ASF)

The local authority will undertake all assessments of need in relation to adoptive and special guardianship placements pre-order.  If a therapeutic need is assessed which is eligible for the ASF, the local authority will source appropriate therapeutic support and will refer to ATV to make the funding application for this support. 

The local authority is responsible for financial audit processes in relation to compliance with ASF requirements.

The local authority remains responsible for ASF-funded therapeutic packages commissioned prior to 1 December 2017.

ATV will be responsible for undertaking all support needs assessments and funding applications to the ASF in relation to post-order adoption and special guardianship.

ATV will provide consultation services to the local authority in relation to the ASF.

Match funding for the Adoption Support Fund (ASF)

The local authority is responsible for match-funding, where the local authority decision-maker decides the application meets the local authority thresholds for match-funding support.

The local authority will provide written confirmation of match-funding decisions before the RAA are able to submit an ASF application.

Where ATV assesses the need for match funding, the assessment and recommendations will be referred to the local authority for a decision.

A referral pathway to the local authority for match funding to be agreed between ATV and the local authority.

Subject Access Requests (SAR)

The local authority is responsible for facilitating SARs - requests for access to a child’s local authority records and files, rather than for adoption files.

The local authority will liaise with ATV on open cases, to gather information in order to inform decisions about information sharing.

ATV will work in partnership with the local authority in order to inform decisions about risk and information sharing.

Requests for access to children’s adoption files

For those adoption files held by the local authority, the local authority will liaise with ATV on open cases, to gather information in order to inform decisions about information sharing, and to facilitate access.

For those adoption files held by ATV, ATV will facilitate access.

A referral pathway needs to be agreed for the RAA to access LA children’s adoption files *referral pathway will be required at the point RAA social workers can no longer access LA files

There is also a need for a pathway to be developed for other professionals working with these families to access pre and post order records where this is needed to facilitate their work with the family (eg: therapeutic lifestory work conducted by an external therapist)

Birth Relative Support services

The local authority will share information about RAA birth relative support services to all birth relatives affected by adoption (pre- and post- order), who may require support now or in the future.

The local authority child’s social worker will provide information around birth relative support services, including written information, to birth parents and to relatives affected by adoption.

The local authority child’s social worker is responsible for making birth relative support referrals to the RAA when the child’s plan for adoption is agreed, and at any later point. 

The local authority will share information about RAA birth relative support services to all birth relatives affected by special guardianship, who may require support now or in the future. This is only available to Oxfordshire families currently.

The RAA will provide information about birth relative support services for the local authority.

The RAA will provide or commission all birth relative support services for birth relatives affected by adoption. 

Birth relative support services will be provided by ATV to families affected by special guardianship only in exceptional circumstances where there is significant need and risk, and only with the operational manager’s agreement. This is only available to Oxfordshire families currently.

A referral pathway to be agreed between ATV and local authority partners.

Requests for Access to Adoption records (Birth records counselling)

The local authority will signpost all requests for access to adoption records to ATV.

ATV will provide information about Access to Adoption Records services for the local authority.

ATV will provide statutory services to adults affected by adoption to access their adoption records, to adopted adults living within the ATV region.  Adopted adults living outside the region, but where their adoption records are held within the region, will be signposted to their local authority, but will be provided a statutory service by ATV if they request it.

A referral pathway to be agreed between ATV and local authority partners.

Intermediary service for adopted adults

 Local authority to contract if required.

Intermediary services will be provided to adopted adults only in exceptional circumstances where there is significant need and risk, and only with the operational manager’s agreement.

Intermediary service to relatives of adopted person seeking information and contact with the adopted person

(BRIC)

 Local authority to contract if required.

The local authority can make a request to ATV to commission this work.

Adoption

ATV will engage with adopters, adoptees (children, young people and adults) and birth relatives affected by adoption, individually and in groups with the aim of improving the services available.

Special guardianship

ATV will engage with special guardians, special guardianship children and young people, and birth relatives affected by special guardianship, individually and in groups with the aim of improving the services available.

Significant others

Where appropriate, ATV will engage with significant others identified in legislation (eg. siblings of adopted or special guardianship children), individually and in groups with the aim of improving the services available.

Data provision

The local authority will be responsible for providing key data to ATV on performance.

Data analysis

ATV will produce standardised quarterly reports to the local authority on performance.

A reporting schedule has been agreed with the ATV Project Board.

OFSTED

ATV will comply with current and future Ofsted requirements.

Complaints

The local authority link manager will immediately inform the ATV Service Manager if a service user makes a complaint in relation to ATV.

Oxfordshire’s complaints process will be followed in the event of a complaint about ATV (as host authority)

ATV will provide consultation services to the local authority regarding complaints in relation to adoption (pre- and post- order) and special guardianship (post order).

Agreement needs to be reached regarding complaint process where complaint relates to the local authority but where ATV are currently the case-holding agency.  Local authority complaints teams and OCC complaints team need to liaise and agree procedure where both agencies are involved.

Freedom of Information requests (FOI)

The local authority link manager will immediately inform the ATV Service Manager if an FOI request is received that relates to ATV.

The local authority process will be followed in relation to FOIs and will be led by the local authority.

ATV will work in partnership with the local authority to respond to FOIs.

Intercountry adoptions

This work will be undertaken by Intercountry Adoption Centre (IAC) on behalf of ATV for inbound adoptions.

Post-order support will be provided to families formed by intercountry adoption as they would for domestic adoptions. 

Agreement needs to be reached regarding complaint process where complaint relates to the local authority but where ATV are currently the case holding agency.  Local authority complaints teams and OCC complaints team need to liaise and agree procedure where both agencies are involved.

Non-Agency adoptions

ATV will undertake non-agency adoption assessments (usually step-parent adoptions) on behalf of the local authorities