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Contents

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

1. Opening an Adoption Case Record

1.1 Children

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. This will be a new file, separate from the child's file, kept by the child's social worker. Where the plan relates to a group of siblings, there must be a separate Adoption Case Record for each child.

The intention of the Adoption Case Record is to provide the adopted person with as much information as possible about his or her personal and social history and the reasons for the adoption.

Where the adoption is not the final outcome for the child, the Adoption Case Record should be merged with the child’s file.

1.2 Applicants to Adopt

An Adoption Case Record for a prospective adopter should be opened as soon as a formal application has been received.

See Assessment and Approval of Agency Adoptive Applicants Procedure and Assessment and Approval of Inter Country Adoptive Parents Procedure.

In the case of a couple, a single case record can be set up for them both.

If foster carers wish to be considered as adopters, a separate Adoption Case Record should be set up for each single person or couple.

2. Contents of Adoption Case Record

2.1 Children

The Adoption Case Record in relation to a child should contain the following information and documents:

1. Front sheet/Checklist with key biographical information and record of key actions taken resulting in the Adoption Order
2. List of key documents/items supplied directly to the child and the adopters
3. Child’s birth certificate and birth details (time, place, weight, type of delivery etc.) with supporting evidence if available
4. Description and details (including family tree if possible) of the birth family and household the child was born into
5. Paediatric record including completed Neo-natal and obstetric reports
6. Detailed chronology of early history/assessment reports of early developmental and social history, (contained in Child’s Permanence Report).
7. Details of any substitute carers prior to adoptive placement
8. Later Life letter from the social worker outlining the circumstances of how adoption became the plan
9. Medical Form A (or extracts) on birth parents
10. BAAF Development Assessment Forms C or D or equivalent
11. Photographs, certificates and other significant personal mementos from early years
12. Key correspondence from/to the child’s birth family about the emerging plan for adoption
13. Record of social work with child about adoption, including recording of direct work
14. Details of siblings and any decisions to place brothers and sisters separately, including minutes of relevant meetings
15. Completed Child’s Permanence Report or equivalent
16. Adoption Panel minutes and Agency Decision Maker’s decisions in relation to the child’s adoption plan
17. Looked After Review minutes from the point when adoption was identified as the plan.
18. Summary of efforts made to find adopters and a copy of the child’s profile used.
19. Adoption Placement Report
20. Adoption Panel minutes and Agency Decision Maker’s decisions in relation to the child’s placement with adopters
21. Adoption Placement Plan
22. BAAF Form H/Inter Agency Agreement
23. Key correspondence from/to the child’s birth family about the placement and the adoption application
24. Photographs/cards, Later Life letter/information supplied by the birth parents for the child
25. Agreements relating to contact post-placement and post-adoption
26. Reports of visits to the child post-placement
27. Key correspondence/records of discussions with adopters concerning child in placement
28. Court Reports prepared for freeing application (if applicable), Placement Order application (if applicable) and adoption application
29. Statements of Facts prepared for freeing application (if applicable) and adoption application
30. Copy of Care Order (including Interim Care Orders)
31. Copy of Freeing Order or Placement Order
32. Copy of Adoption Order

2.2 Applicants to Adopt

The prospective adopter’s Adoption Case Record should contain all the information obtained about him or her in relation to their application for approval, together with the relevant Panel minutes, decisions and plans drawn up.

3. Retention of Records

As soon as an Adoption Order is granted, the child’s social worker is expected to complete the child’s Adoption Case Record and ensure that the file is transferred to the adoption service within 2 months of the Adoption Order. Incomplete files will not be accepted by the adoption service.

Once the Adoption Case Record has been sent to the adoption service, arrangements will be made for its safe storage.

The adoption service will merge into the child’s Adoption Case Record any relevant information they hold from the family finding file.

Where the adopters are Dudley approved, their Adoption Case Record will also be completed and closed within 2 months of the Adoption Order.

All Adoption Case Records, once completed, will be retained for a minimum of 100 years after the Adoption Order is made.

The front cover of a child’s Adoption Case Record, when archived, will be marked with the child’s surname before adoption, the adopter’s surname, the closure date and the file number. This information will assist the tracking of the file if required in future.

4. Access to Records

See Adopted Persons' Access to Birth Records and Adoption Case Records Procedure.

End