Child's Adoption File
The child's adoption file should contain all the information obtained about the child and their parents, including all medical reports and other health information, as well as its own reports to the adoption and permanency panel, the panel's recommendations, and a full record of the Department's actions and decisions in the case. It is the child's social worker's responsibility to request the record of the recommendations of the panel and any other relevant information.
The original case file should contain anything relating to the period prior to the decision that adoption is the plan for the child. Any relevant information from the original case record should be copied onto the adoption case record once it has been set up.
Any reference to the child's adoptive family or address should be removed from the original case file. This is to facilitate the separation of confidential adoption documents in accordance with regulation, and to enable the child's previous history to be available on the core file to workers in the future who may be involved with the birth family.
The intention is to provide an adopted person with as much information as possible about their social and personal history and the reasons for their adoption. To this end, the adoption case record must be kept in a place of special security for 100 years from the date of closure. Once the adoption order has been granted the files will be archived at the States of Guernsey's archive service.
Adoption file contents
Contents of the adoption file should include the following, with individual circumstances dictating the inclusion of other material.
front sheet/checklist for key biographical information and record of key events;
list of key documentation/items supplied direct to child/adopters;
Child's Birth Certificate - birth details (time, date including day of the week, place, weight, term) photos, certificates, personal mementos from early years;
key correspondence from and to birth parents about emerging plan for adoption;
record of work with the child about their adoption;
details of siblings and any decision to separate siblings;
Child's permanence report or equivalent;
Adoption and permanency panel minutes and recommendations considering the child's welfare;
statutory reviews since adoption was agreed;
summary of efforts made to find adopters and copy of child profile used;
adoption and permanency panel minutes considering prospective match with adopters;
BAAF Form H and interagency agreement if applicable;
key correspondence to and from birth family regarding placement and the adoption application;
placement agreement with adopters;
photographs, cards, open letters supplied by birth family for the child;
contact agreements post placement and post adoption;
plan for introduction for the child;
reports of visits to the child in adoption placement;
key correspondence and records of discussions with adopters concerning child in placement;
Adoption application documentation;
|Task||Responsible Officer||Record required||Timescale|
|Child's adoption file to be set up and used, transferring any relevant information from the original case record to the adoption file.||Fostering and Adoption social worker/support worker, with assistance from the child's social worker||Case file||As soon as a decision has been made that the plan for the child is adoption|
|Adoption file to be closed once adoption order has been made.||Fostering and adoption social worker||Closure summary||As soon as adoption order has been made|
|Send closed adoption file to States of Guernsey Archives Service||Fostering and adoption social worker/support worker||Case file||As soon as is practical|
|Ensure appropriate closure of case on Files to remain archived for 100 years records.||Archive section||Archive records||As soon as is practical|
|Ensure authorized adoption allowances are paid or continue||Fostering and adoption team manager||Case file||Immediately|
|Send closed adoption file to archives||Fostering and adoption team manager||Case file||Within 10 working days of receipt of file|
|Files to remain archived for 100 years||Archive section||Archive records||Within 10 working days|
- Child protection
- Youth Offending
- Children with Disabilities