Recruitment and Assessment of Adopters - Enquiry to Registration of Interest

The purpose of the Welcome Visit is to give those making an enquiry the information that they need to make a decision as to whether or not they wish to submit a Registration of Interest. The write up and submission to Team Manager should be completed within 5 working days of the initial visit being undertaken. Potential adopters should be notified of the decision regarding their suitability to progress within 5 working days of the visit.

All enquirers will have had access to information which is provided in the adoption information video, and on the website. It is useful for workers to be familiar with the contents of this information prior to the initial visit, so that they are able to clarify information if required. Workers should also see the You Can Adopt Website, Adoption England Website and e-learning components.

It is important to be encouraging of applicants, but also to be honest and realistic about potential, and to highlight any concerns arising from information volunteered by them.

Contact by telephone to discuss interest and arrange an appointment to visit should be made within 2 working days of receipt of the request (Statutory Guidance) and, where possible, within 24 hours. This telephone conversation will allow some initial discussion which may lead to a realisation that a visit is not appropriate (Please use the New Welcome Call Discussion Template). If the enquirer is keen to proceed, then an initial home visit can be arranged (to be undertaken within 10 working days of receipt of the request or at the earliest convenience of the enquirer).

The phone call should be recorded within the Welcome Call embedded form on CHARMS, along with the date and time for the planned visit.

Applicants should be informed of the need to provide documentation evidencing identity at the welcome visit for the purposes of progressing DBS checks should they proceed in the adoption process. The acknowledgement letter confirming the visit can be attached to an email. This letter should then be uploaded within the Welcome Visit Workflow on CHARMS.

All applicants will be asked to view the Information video on the OASY website and formulate any questions to ask during the initial visit.

If after several attempts to contact the adopters is not achieved which should include all of the following to each person (both if enquiring as a couple):

• Telephone calls in working hours;
• Telephone calls outside of working hours;
• Email contact;
• Standard Letter explaining that we will close the enquiry on a stated date if we have not heard from them.

Then you can close the record in Charms.

The Welcome Visit is an opportunity for the enquirers to ask questions and have a discussion aimed at enabling them to make a decision as to whether or not they wish to submit a Registration of Interest Form. You should use the New Welcome Visit Discussion Form.

The following steps should be taken prior to the visit:

• Create the adopter[s] log in details to the Charms system and take with you to the welcome visit [must be activated within 48 hours];
• advise adopters to access the website and the You Can Adopt website for information on adoption.

The following steps should be taken during the Welcome Visit:

• Discuss the adoption process with prospective adopters;
• Answer any questions that they may have;
• If a prospective adopter voluntarily shares information at the visit which will need carefully assessing you can explain this at the visit;
• Give prospective adopters CHARMS log in details and ideally ask them to log in to enable them to access Registration of Interest (ROI) form. Leave a hard copy if they have no access to Internet;
• If the prospective adopters plan to submit a ROI give them a copy of the consent form for signature, to commence statutory checks.

The following steps should be taken after the Welcome Visit:

• Complete Welcome Visit write up within 5 working days, this should include the questions raised by the adopters any details of any information shared with them;
• Ensure adopter[s] have access to the application form [ROI];
• If the ROI Form is not returned within 2 weeks, a follow up phone call should be made;
• On receipt of the ROI and Welcome Visit Form the Team Manager will accept the ROI unless the eligibility criteria are not met: (see below);
• When accepted progress the applicant[s] to Stage 1 or, where appropriate, Fast Track to Stage 2;
• Applicants receive an automated email to advise if they have progressed to one of the above or if that they did not progress and why.

Criteria for Prospective Adopters

An individual or couple cannot apply for an assessment of their suitability to adopt unless they meet, or would meet, the eligibility criteria to apply for an Adoption Order. The criteria are that:

• The prospective adopter(s) is at least 21 years old;
• At least one of the couple or the single prospective adopter is domiciled in a part of the British Islands or both of the couple or the single prospective adopter have been habitually resident in a part of the British Islands for a period of not less than one year ending with the date of the application for an adoption order; and
• Neither prospective adopter(s) nor an adult member of their household has been convicted or cautioned in respect of a specified offence.

The agency approves prospective adopters who can meet the needs of looked after children who are to be placed for adoption and who can provide them with a home where the child or children will be able to recover from the impact of their early life experience of loss and trauma, feel loved and secure.

We welcome people who are interested in becoming adoptive parents and prospective adopters must be treated fairly, without prejudice, openly and with respect. We will keep adopters informed on the progress of their enquiry and provide opportunities for their specific concerns or questions to be raised.

Click here to view the ROI Flowchart.

It would be helpful for workers to be aware of the responses to the FREQUENTLY ASKED QUESTIONS, which can be found on the website: One Adoption, Who can adopt.