Policy - OPERATIONS
Foster Carer Reviews
POLICY
It is a regulatory requirement that every Foster Carer has a review not more than one year after approval,
and thereafter whenever it is considered necessary, but at intervals of not more than a year. A review will
also be held following any significant incidents (including changes in foster carers’ personal
circumstances) or serious concerns/complaints or allegations.
The responsibility for reviews rests with the supervising social worker supported by the administrative
processes.
CONTENTS
1.
2.
3.
4.
Purpose
Frequency
Process
Guidance
1. PURPOSE
The purpose of Reviews is:
 To determine whether the carer’s current approval should be continued, or not, or
amended;
 To check that statutory checks are up to date;
 To reflect on the foster carer’s practice and agreed actions since the last Review;
 To utilise and develop carer’s strengths, concentrate on areas of development including new
skills, in order to optimise outcomes for children and young people;
 To consult with children and young people and all other relevant parties on the care
provided during the review period for any looked after children;
 To analyse, review and report all feedback/comments received from the consultation;
 To check any sitter/primary support arrangements are still suitable and any checks are up to
date.
 To make decisions and set actions, including learning and development, for the following
year.
Training needs, standards and outcomes for foster carers need to be met. A personal professional
development plan learning & development record (PPDPLDR) must be reviewed for each carer and
this should be linked to their review.
The review process should actively encourage an open and honest dialogue about the foster carer’s
practice during the review period and the relationship between the foster carer, agency and all other
relevant parties.
Section 10 – Agency policies and procedures
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Policy - OPERATIONS
Foster Carer Reviews
Reviews should be seen as a process consisting of several elements:
 Consultation with all those involved in the placements of looked after children since the last
review or approval;
 Information gathering and auditing of data collated, including learning and development;
 Report writing;
 A formal Review/Panel meeting where the outcome of consultation, information gathering
and report writing processes are discussed;
 Making recommendations about approval status.
Please also refer to the following policies:
 PANEL: Fostering Panel process
 REVIEWS: Post allegation/serious concern or complaint procedures
 OPS: Resignation of foster carers
2. FREQUENCY
The review will be held not more than one year after approval and thereafter whenever the fostering
service provider considers it necessary, but at intervals of not more than one year. A review can be
requested by the agency at any time as part of the on-going support and supervision of carers. Where
a carer wishes to make a request to formally review their current status, i.e. to change their approval,
they should initially make a request via their Supervising Social Worker.
3. PROCESS
Presentation of Reviews to Panel
The following Reviews must be presented to the Fostering Panel:
 Foster Carers’ 1st Review
 Any reviews with a recommendation for termination of approval and all post allegation or
serious complaint reviews (See REVIEWS: Post allegation/serious concern or complaint
procedures).
 2nd and subsequent reviews may be presented to the Fostering Panel or a Foster Carer
Review Meeting as appropriate.
Foster carers are invited and the agency expects them to attend all reviews as part of their continuing
approval. As an agency we understand there may be exceptional circumstances when foster carers
cannot attend. In these cases, prior agreement should be sought from the Regional Service Manager.
If the Agency Decision Maker feels the foster carers who could not attend their review now need to
attend on a subsequent date, this should be discussed with the Regional Service Manager and a
timescale for recall agreed.
Section 10 – Agency policies and procedures
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Policy - OPERATIONS
Foster Carer Reviews
NB: If a Foster Carers’ Review is due and there is an ongoing investigation/allegation/complaint, it
should still be presented (to the Fostering Panel/ Foster Carer Review Meeting) within the 12 month
timescale. On conclusion of any investigation a Post Allegation Review should be presented to the
Fostering Panel as below.
Foster carers will be advised verbally on the day of their review of the recommendation being made to
the ADM.
Minutes of the Review Meeting/Fostering Panel and the Recommendation form will be forwarded to
the Agency Decision Maker.
The decision of the Agency Decision Maker will be reported to relevant agency staff, foster carers and
panel members.
Foster Carers will be notified in writing of the proposal of the ADM. If a change of approval is
proposed (qualifying determination) by the ADM and the foster carers are not in agreement with the
proposal (qualifying determination), they will be invited to submit written representation to the
agency and the agency will refer the matter to the Fostering Panel (England, Scotland Wales) or the
Independent Review Mechanism (England & Wales) within 28 days of the date of notice (see Policy –
Representation to the Agency Panel & Independent Review Mechanism).
If no representation is made to the agency or Independent Review Mechanism (England & Wales)
within 28 days, the Agency decision will be final.
Practice concerns/allegations
A review will be held and presented to the next Fostering Panel after ‘after any significant
incidents/serious concerns/complaints or allegations’ are concluded. Post Allegation/Serious
Concerns or Complaint Review Report 02-050b must be completed. (This will not replace the review
held at least annually which is still required. However, in exceptional circumstances, if the post
allegation review is to replace the review, the Regional Service Manager must agree, be satisfied with
this decision and a written agreement placed on the foster carers file).
Please refer to the Post allegation/serious concern or complaint reviews policy.
NB: Foster carers can give notice and resign at any time; the resignation takes effect 28 days after the
notice is received. (In such cases where there are any issues relating to practice or safeguarding
concerns, a Review could still take place even if notice has been given). (Please refer to the agency’s
resignation policy).
Termination of approval
If the foster carer(s) is recommended for termination of approval the Supervising Social Worker
should indicate if a referral to DBS/Disclosure Scotland is required on the review report. The ADM will
Section 10 – Agency policies and procedures
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Policy - OPERATIONS
Foster Carer Reviews
specify if they are in agreement with this on the Panel Recommendation Form Part 2. Refer to Policy –
Referring Names to the Disclosure and Barring Service / Disclosure Scotland.
Review meetings
Review Meetings to be held frequently – timetable to be set annually.
The meeting will be chaired by a person independent of the agency. The supervising social worker will
attend and where necessary the Operations Manager may attend.
The Review Meeting can make recommendations for the return of reviews to the fostering panel for
further consideration.
The Review Meeting makes recommendations not decisions.
The Minutes of the review meeting are signed off by the Independent Chair and then sent to the
Agency Decision Maker.
The decision, once made by the ADM, is confirmed in writing and issued to the foster carers (signed
and placed on foster carer file).
Section 10 – Agency policies and procedures
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Policy - OPERATIONS
Foster Carer Reviews
4. GUIDANCE
Action
Responsibility
To identify carers requiring a review in 3 months’ time run report – 45.3 FOSTER CARER REVIEW AUDIT REPORT from
Charms Online Custom Queries.
Admin
Please note: Any records without a review date entered will appear at the beginning of the report. These records will
need updating to ensure they appear in the correct order.
Once carers identified, go to foster carer’s electronic folder, Section 3 Foster Carer Review and set up new sub folders
YYYY (I.E. 2015) as follows:
YYYY (i.e. 2015)
Folders to include:
1. LETTERS SENT
2. DRAFT DOCS
3. FINAL REPORT & RELATED DOCS
Copies of any letters sent
Any documents that require reviewing/updating by SSW
Any documents that do not require SSW to update i.e. placement Admin
end reports LASW comments forms etc.
4. POST PANEL
Agreed minutes of review, ADM feedback, FC Agreement (if
applicable)
Save the following documents to Section 3 Foster Carer Review 2. DRAFT DOCS
Document name
Location
 45.2 Foster carer annual review (Run report, print to PDF and
Admin
CHARMS Suite of reports
save to FC electronic folder
 53.3 PPDPLDR annual review document (one per carer)
Locate and save a copy of the following documents to Section 3 Foster Carer Review 2. DRAFT DOCS
Document name
Location
Foster Carer current profile
Section 2 of FC file
Admin
Child Friendly Foster Carer Profile (04c-050)
Section 2 of FC file
Household Safer Caring Policy
Section 4 of FC file
Section 10 – Agency policies and procedures
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Completed by
3 months prior to
next review
Start of process
Start of process
Start of process
Policy - OPERATIONS
Foster Carer Reviews
Blank SSW Report 02-006
Standard forms & ltrs
Un-announced visit reports (last 2)
Section 8 FC file
In preparation for distributing completed review papers to panel/review members all documents saved to FINAL
REPORT AND RELATED DOCS folder should be numbered in the following order. This will assist readers when
documents are sent electronically:
1.
Minutes of previous meeting (carer appropriate)
2.
Section 1 Review Report – Surname
2a. SSW Report – Surname (this must be a Word doc)
2b. Carer comments SSW Report Surname (scanned separately if handwritten)
2c. PPDPLDR – Initial, Surname
2c. PPDPLDR – Initial, Surname
3.
FC Comments Form
4.
FC children feedback form (YP initials)
5.
Household member over 18 (Initials)
Admin
6.
LAC feedback forms (CYP initials)
7.
LASW feedback forms (LAC initials)
8.
Parent/guardians comments forms (LAC initials)
9.
School feedback form (LAC initials)
10. Health feedback forms (LAC initials)
11. Other Professionals (e.g.CAMHS) feedback forms (LAC initials)
12. End of Placement Report – Carers (LAC initials)
13. End of placement report – LASW (LAC initials)
14. End of placement report – Parents/Guardians (LAC initials)
15. End of placement report – CYP (LAC initials)
16. End of placement report –(Respite) CYP (LAC initials)
Section 10 – Agency policies and procedures
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Ongoing
throughout
process
the
Policy - OPERATIONS
Foster Carer Reviews
Retrieve and save the following documents relating to the 12 months preceding carers review to FINAL REPORT AND RELATED DOCS folder.
Document name
Location
End of Placement Report - Carers
Section 13
End of Placement Report - LASW
Section 13
End of Placement Report - Parents/Guardians
Section 13
Admin
Start of process
End of Placement Report - CYP
Section 13
End of Placement Report - (Respite) CYP
Section 13
Minutes of previous review meeting (Foster carer appropriate)
Section 3
**NB No blank documents to be saved in the Foster Carer’s Review sub folders**
In Charms Online select relevant carer record and proceed as follows:
 Add progress item ‘Annual Review‘ using today’s date
 From menu click on ‘Main Details’
 From menu click on ‘Application Tab’
 Click on ‘Review’
Admin
Start of process
 Click on ‘Create Plan’ and from the drop down list select the year in which the review will be held
 Click on ‘Create’
 Enter date against ‘Annual Review initiated’ in the ‘Actual Date’ column and click on ‘Generate Expected Dates’
 A pop up box will appear asking ‘do you want to update the expected dates? Click on OK
 Against Review Date enter actual date review meeting will be held on (this date will be used on report number
45.3: Foster Carer review Audit Report to calculate expected dates)
Admin to e-mail SSW providing hyperlink to
 Foster Carer’s electronic folder Section 3
At the same time remind SSW to let admin know which people require comments forms. Also to provide LAC with pre- Admin
Start of process
printed LAC Comments forms for completing prior to foster carer’s review. Do not post out LAC Comments form to
foster carer.
Update CHARMS progress item ‘Review Docs Available – SSW Advised’ with date email sent to SSW
Section 10 – Agency policies and procedures
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Policy - OPERATIONS
Foster Carer Reviews
Supervising Social Worker
 Check report 45.2 Foster Carer annual review Section 1 for missing data and data errors. An example of which
maybe, household members or children living elsewhere.
Inform admin of any amendments to the report.
Supervising Social Worker
 Obtain CYP comment forms for CYP’s in placement from admin. Take out for completing with CYP’s.
 Advise admin which professional comments forms to issue. I.e. CAMHS, Health Visitor etc.
SSW
Within 5 working
days of receiving
the information
Within 2 working
SSW
days of receiving
the information
Team Administrator to send the following letters and forms (as instructed by SSW) using the mail merge function through Charms Online selecting the
relevant Social Worker’s name from the dropdown list in the ‘From’ box, saving a copy of the letter in Foster Carers Annual Review Folder Section 3/ LETTERS
SENT e.g. LASW – CYP Initials – CYP Charms ID.
To send a letter to LASW of child in placement through carer record, proceed as follows:
 From menu select Placements
 Select relevant placement which will take you to child’s record
 Follow guidance for mail merge (Admin Handbook Section 5)
 Check details on letter to ensure
Within 1 working
o Correct carer and child details have been used
Admin
day of being
o Letter is addressed to a person not just a council office – letter contains carer and child details therefore
informed by SSW
could result in a DP breach if process not followed correctly
o Check letter to make sure any blanks have been completed, i.e. dates. Print, save and add progress item
from mail merge box.
To continue with the rest of the letters go back to the carer record by clicking on placements and selecting relevant
carer.
By processing letters using the mail merge function a record is stored in the progress screen and can be used for reporting purposes.
Send the following letters and forms, save a copy of the letter in the FC’s review folder LETTERS sent. ALL letters to be
Admin
Within 1 working
signed off by SSW NOT admin.
day of being
Via FC record on Charms
informed by SSW
 02-001
Foster Carer request to complete comments form enclosing the following where
Section 10 – Agency policies and procedures
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Policy - OPERATIONS
Foster Carer Reviews
applicable:
o 02-001a Foster Carer comments form
o 02-001b Household members over 18 comments form
o 02-001c/d Birth children age appropriate (pre-printed form)
Self-addressed envelope



Via LAC record on Charms
02-004
LASW letter enclosing/attaching by email: via LAC record on Charms
o 02-004a
LASW comments form
o 02-004b
Parents/Guardians comments form
Self-addressed envelope
Admin
Via LAC record on Charms
02-005
School Letter, if applicable (Other Professionals Letter) enclosing:
o 02-005b
Other Professionals Comments Form
Self-addressed envelope
Via LAC record on Charms
02-005
Health Visitor Letter, if applicable (Other Professionals Letter) enclosing
o 02-005b
Other Professionals Comments Form
Self-addressed envelope
Via FC record on Charms
02-005
CAMHS Letter (Other Professionals Letter) if applicable enclosing
o 02-005b
Other Professionals Comments Form
Self-addressed envelope
REMEMBER TO UPDATE REVIEW TAB WITH RELEVANT DOCUMENTS REQUESTED AS FOLLOWS:
Updates Charms Online as follows:
o In the Review tab enter action date against each progress item where applicable. If action not required
check the ‘not applicable’ box on the left hand side (this will remove/grey out items on any audit reports)

Section 10 – Agency policies and procedures
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Admin
On the day letters
are sent
Policy - OPERATIONS
Foster Carer Reviews
o
Click ‘Update Plan’ on the bottom left of screen – failure to update plan will result in no dates being saved
to progress when exiting screen
Following feedback from SSW on report 45.2 Foster Carer Review Section 1, update Charms correcting any errors
identified by SSW (Only at the end of the process prior to sending out will the report be re-run and saved in the
section Final Report and Related Docs).
To assist with monitoring actions required, run report number 45.5 ‘Annual Review Admin Work Schedule from
Charms Online Custom Queries. The report should be run regularly as this will ensure timescales are being adhered
to.
The SSW is responsible for monitoring return of comments/feedback forms and where necessary will chase with the
support of administrators as follows:
 After 7 working days chase-up recipient by phone
 After 12 working days send follow-up letter/email
 After 20 working days send 2nd follow up letter/email.
NOTE: SSW must send all received comments/feedback forms to Admin for processing.
When feedback/comments forms received enter end date against relevant action remembering to ‘update plan’ each
time and add any relevant notes in the notes field.
Scan and/or save documents to Section 3 Foster Carer Review/Final Report and Related Docs. Advise SSW by email
each time completed comments/feedback forms received, do not attach forms to email, it is the responsibility of the
SSW to pick up the document from the Foster Carers electronic folder therefore reducing the risk of a data protection
issue.
Supervising Social Worker starts to write report 02-006 reviewing, updating and taking into account the following :
 Feedback forms (Use for reference and copies sent to panel/review meeting members)
 Foster carer review report 45.2 (Use for reference and copy sent to panel/review meeting members)
 PPDPLDR record (Print the latest copy 53.3, discuss and complete with carers. Final copies sent to panel/review
meeting members)
 Foster Carer Profiles (For reviewing and updating if necessary during review process)
 Child friendly foster carer profiles (For reviewing and updating if necessary during review process)
Section 10 – Agency policies and procedures
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Admin
As information is
received.
Admin
Ongoing
Joint process
by discussion
As per timescales
stated
Admin
Within 1 working
day
Admin
Within 1 working
day
Supervising
Social Worker
To be completed
no later than 5
weeks prior to
review meeting
date
Policy - OPERATIONS
Foster Carer Reviews



Supervising
Household Safer Caring Policy (For reviewing and updating if necessary during review process)
Social Worker
Unannounced visit reports (Use for reference)
Minutes of Previous Review/Panel meeting (Use for reference and copy sent to panel/review meeting
members)
The social worker’s report should clearly outline recommendations regarding:
 Approval status
 Learning and Development needs
 Support
 Actions
Once date and time of review meeting has been identified write to foster carer sending letter
02-002 Invite carer to review with details of:
 Date
Admin
 Time
 Venue
Save copy of letter to carer’s electronic folder Annual Review Folder Section 3/ LETTERS SENT
e.g. 02-002 Invite FC to Review Letter.
SSW to inform admin when documents have been updated and the report is written
SSW
On receipt/advice from the SSW that the following documents have been completed ensure a copy of each is saved in Admin
the Foster Carer’s Annual Review Folder Section 3/ DRAFT REPORT & RELATED DOCS sub folder.
 PPDPLDR
 SSW Review Report
 Updated Foster Carer Profile
 Updated Child Friendly Foster Carer Profile
Section 10 – Agency policies and procedures
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Within 1 working
day of receiving
the confirmed
date
As soon as the
report is ready no later than 5
weeks prior to
review/panel
meeting date
Within 1 working
day
Policy - OPERATIONS
Foster Carer Reviews

Admin
Updated Household Safer Caring Policy
Input CHARMS progress item ‘Draft report Rec’d from SSW’
Administrator to chase SSW by email for any missing documents copying in Operations Manager.
Update Charms Review Tab by entering dates against the following:
 Draft Report Recd from SSW
 Foster Carer Profile updated
 Child Friendly Carer Profile updated
 Household Safer Caring Policy updated
Admin
Reviewing the above documents forms part of the review process therefore it can be assumed that they have been
reviewed/updated by SSW.
 Re-run report 45.2 Foster Carer Review Section 1 and save as 2. Foster Carer Review Section 1 in Foster Carer’s
DRAFT REPORT & RELATED DOCS sub folder overwriting original document.
Admin
 Re-run report 53.3 PPDPLDR and save again in Foster Carer’s DRAFT REPORT & RELATED DOCS sub folder
overwriting original document.
Check report 45.2 Foster Carer Review Section 1 to see if there have been any new placements or placement ends since
Admin
report first run. Retrieve and save relevant documents as per above guidance and advise SSW.
SSW to take into consideration any new placements or placement ends and decide if the review report needs updating
to reflect this information. Including anymore feedback forms that may be applicable from LAC/LASW etc. Inform SSW
admin when the report is ready for sending to the Operations Manager
Make sure the latest report is saved in DRAFT REPORT folder and update Charms progress item ‘Draft Report Rec’d
from SSW’
Admin
E-mail Operations Manager with hyperlink to Carers folder, advising that the report and all related documents are
available for checking.
Admin
Update Charms progress item: Draft Report for QA Sent/Recd with date sent
QA the review report and inform admin when finished
Ops Manager
Section 10 – Agency policies and procedures
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Same day as
above
Same day as
above
Within 1 working
day
Within 2 working
days
Within 1 working
day of receiving
Draft report from
SSW
Same day as
above
5 working days
Policy - OPERATIONS
Foster Carer Reviews
Following feedback from Operations Manager (QA)
 Update Charms progress item: Draft Report for QA Sent/Recd with end date (date received)
 Re run PPDPLDR 53.3 and save as 2c PPDPLDR (FC’s name) in Section 3 Foster Carer Review Final Report and
Related Docs
 Complete formatting of 02-006 SSW FC Review Report before moving the following documents to Section 3 Admin
Foster Carer Review Final Report and Related Docs should be saved as:
o 2. Section 1 Review Report – Surname (latest copy of report 45.2)
o 2a. SSW Report - Surname (latest copy of report 02-006)
o 2b. PPDPLDR Initial, Surname (latest copy of report 53.3)
SSW to visit Foster Carers to share report requesting their comments and signature. Signed copy with comments to be
returned prior to the report being shared with the Review/Panel members.
SSW
SSW should inform admin if a foster carer wishes to read their report prior to their visit.
If SSW asks Admin to email the review report admin must password protect the review report and email it to the FC.
Password to be used REVIEW followed by Main Carer’s date of birth. E.g. REVIEW150699.
When emailing the document to the FC, explain in the email the password to the document is REVIEW followed by Admin
Applicant one’s date of birth e.g. REVIEW150699.
NB: Do not save the document as password protected in the FINAL DOCS folder.
On receipt of Foster Carer signed copy of report, update Charms progress item FC Review Report Sent / Recd for signing
with date received in the end date column
If typed, save as Word doc named as ‘2a. SSW Report - Surname’
If hand written, scan the relevant pages only, ie, carer’s comments. Save in Final Docs, named as ‘2b. Carer comments Admin
SSW Report Surname’.
In the Review Tab enter date documents sent to the members of the review meeting against progress item ‘Final Report
& Docs Distributed’
Section 10 – Agency policies and procedures
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Within 1 working
day of receiving
feedback from
Ops Manager
Visit to take place
at least 14
working days
prior to review
date
Within 1 working
day
7 working days
prior to
panel/review
meeting
Policy - OPERATIONS
Foster Carer Reviews
Secure Distribution –
 Panel: Only when all documents are received admin to Copy ‘Final Report and Related Docs’ folder to ‘Panel Doc
Post Out’ folder
 The full list of documents should be numbered and listed as Page 6 of this guidance in Final Folder – if any
documents are missing, there should be a gap in the numbering which identify the missing documents easily for
Panel Chair/Reviewing officers.
Remove any passwords on any of the above documents only when they have copied into the Panel Docs Post Out
Admin
folder – the documents are sent securely electronically so don’t need the password, and any passwords left on result in
the document being unable to be opened on Egress.


7 working days
prior to
panel/review
meeting
Review: Print one copy of documents saved in ‘Final Report and Related Docs’ folder in in preparation for
distribution
Foster Carer: Final Report 02-006 SSW FC Review Report securely distributed to Foster Carer either hand
delivered by SSW or emailed (Password protect as above instruction REVIEW******)
On Review Day ensure there is a signed copy to give to the Review Chair
SSW
Following the panel/review meeting, administrator to
 email copy of carers PPDPLDR to Training Dept. updating Charms Review Tab progress item ‘PPDP scanned to
Admin
Training Dept’
 Advise referrals team new profiles are available providing link to their location
 Move the updated Safer Caring Policy to Sec 5 on FC file
Administrator to follow ‘After Review Meeting’ Procedure
Admin
Section 10 – Agency policies and procedures
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By day of
review/panel
meeting
Within 1 working
day