Setting

Service

Children and Families Catmose Oakham Rutland LE15 6HP

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Service

29th October 2003 Local Authority Adoption Services

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Commission for Social Care Inspection

Launched in April 2004, the Commission for Social Care Inspection (CSCI) is the single inspectorate for social care in England.

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Commission for Social Care Inspection

The Commission combines the work formerly done by the Social Services Inspectorate (SSI), the SSI/Audit Commission Joint Review Team and the National Care Standards Commission.

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The role of CSCI is to:

• Promote improvement in social care • Inspect all social care - for adults and children - in the public, private and voluntary sectors • Publish annual reports to Parliament on the performance of social care and on the state of the social care market • Inspect and assess ‘Value for Money’ of council social services • Hold performance statistics on social care • Publish the ‘star ratings’ for council social services • Register and inspect services against national standards • Host the Children’s Rights Director role.

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Inspection Methods & Findings

SECTION B of this report summarises key findings and evidence from this inspection. The following 4-point scale is used to indicate the extent to which standards have been met or not met by placing the assessed level alongside the phrase "Standard met?"

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The 4-point scale ranges from:

4 - Standard Exceeded (Commendable) 3 - Standard Met (No Shortfalls) 2 - Standard Almost Met (Minor Shortfalls) 1 - Standard Not Met (Major Shortfalls) 'O' or blank in the 'Standard met?' box denotes standard not assessed on this occasion. '9' in the 'Standard met?' box denotes standard not applicable. 'X' is used where a percentage value or numerical value is not applicable. Rutland County Council Adoption Service Page 1

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Headquarters Address

Children and Families, Catmose, Oakham, Rutland, LE15 6HP

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Address

Children and Families, Catmose, Oakham, Rutland, LE15 6HP

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Not applicable

Rutland County Council Adoption Service Page 2 Date of Inspection Visit 29th October 2003 ID Code

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Not applicable

Name of Inspector 3 Maureen Moore 104187

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inspections and bring a different

perspective to the inspection process. Not applicable Name of Specialist (e.g. Interpreter/Signer) (if applicable) Not applicable

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Name of Establishment Representative at

the time of inspection Not applicable Rutland County Council Adoption Service Page 3

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D.3. Provider’s agreement

Rutland County Council Adoption Service Page 4

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INTRODUCTION TO REPORT AND INSPECTION

Local authority adoption services are subject to inspection by NCSC, to establish if the service is meeting the National Minimum Standards for Local Authority Adoption Services and the requirements of the Care Standards Act 2000, the Adoption Act 1976 as amended, the Adoption Agencies Regulations 1983 as amended and the Local Authority Adoption Service (England) Regulations 2003.

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INTRODUCTION TO REPORT AND INSPECTION

This document summarises the inspection findings of the NCSC in respect of Rutland County Council Adoption Service. The inspection findings relate to the National Minimum Standards for Local Authority Adoption Services published by the Secretary of State under sections 49 of the Care Standards Act 2000.

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INTRODUCTION TO REPORT AND INSPECTION

The Adoption Agencies Regulations 1983 and the Local Authority Adoption Service (England) Regulations 2003 are secondary legislation, with which a service provider must comply. Service providers are expected to comply fully with the National Minimum Standards. The National Minimum standards will form the basis for judgements by the NCSC regarding notices to the local authority and reports to the Secretary of State under section 47 of the Care Standards Act 2000.

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INTRODUCTION TO REPORT AND INSPECTION

The report follows the format of the National Minimum Standards and the numbering shown in the report corresponds to that of the standards.

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INTRODUCTION TO REPORT AND INSPECTION

The report will show the following: • Inspection methods used • Key findings and evidence • Overall ratings in relation to the standards • Compliance with the Regulations • Notifications to the Local Authority and Reports to the Secretary of State • Required actions on the part of the provider • Recommended good practice • Summary of the findings • Report of the Lay Assessor (where relevant) • Providers response and proposed action plan to address findings

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INSPECTION VISITS

Inspections will be undertaken in line with the regulatory framework with additional visits as required. This is in accordance with the provisions of the Care Standards Act 2000. The inspection methods used in the production of this report are set out in Part B. Pre- inspection information, and the manager’s written self-evaluation of the service, have also been taken into account. The report represents the inspector's findings from the evidence found at the specified inspection dates. Rutland County Council Adoption Service Page 5 BRIEF DESCRIPTION OF THE SERVICES PROVIDED.

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INSPECTION VISITS

The adoption service for Rutland is provided through a joint arrangement between Leicester City, Rutland and Leicestershire local authorities. The service is very much a shared and equally owned service by all three councils and the three reports detailing the findings of the inspections necessarily contain much comment which is applicable to all three councils. Where separate findings are reported these appear only in the report to the individual council concerned

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INSPECTION VISITS

The adoption service has been provided jointly since local government reorganisation and works to the satisfaction of the three agencies involved. Leicestershire and Leicester City both provide a manager and a number of social work staff as a single staff team responsible for the provision of an adoption service to the three councils. Rutland contributes in financial terms.

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INSPECTION VISITS

Leicester City has a separate adoption panel and agency decision maker. Rutland and Leicestershire share some adoption panel members and panel arrangements but effectively have separate panels and decision making processes.

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INSPECTION VISITS

In the general provision of adoption services many of the underpinning policies and procedures are shared by all three councils. Leicestershire County Council is the lead agency.

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INSPECTION VISITS

The Adoption Service is located in the centre of Leicester city. The building is well signed with an inviting reception area. The leaflets and documentation around the reception area cater for the different community identities and cultures within Leicestershire.

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INSPECTION VISITS

The Team provide the following adoption services: • Recruitment of adoptive families • Preparation and assessment • Support for approved families awaiting a placement • Training and educational events. • Support services, post adoption, to adoptive families and birth families. • Facilitating direct and indirect contact. • Counselling, information and advice in relation to the following: • Birth parents • Prospective adopters • Adults who have been adopted • Birth relatives of an adopted person. • Inter-country adoption • Non-agency adoptions

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INSPECTION VISITS

Where figures are given in the inspection report these refer to the adoption service as a whole and not to an individual council unless otherwise stated. Rutland County Council Adoption Service Page 6

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INSPECTOR’S SUMMARY

(This is an overview of the inspector’s findings, which includes good practice, quality issues, areas to be addressed or developed and any other concerns.) The adoption service in Rutland is part of an adoption service provided collaboratively by three local authorities working closely together. One inspection was carried out which addressed the provision of service within all three local authorities.

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INSPECTOR’S SUMMARY

Inspectors found that the adoption services provided were generally of a good quality and that there were, in the main, only minor shortfalls identified in relation to meeting the National Minimum Standards.

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Statement of Purpose. Standard 1

The Statement of Purpose addressed all information required in schedule 1 very well, however it was not at the time of the inspection formally approved by the Executive side of each of the councils. This has now taken place. The use of audiotapes and age appropriate literature evidences well how the agency considers children’s needs.

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Securing and Promoting children’s welfare. Standard 2

The recruitment strategy addresses well the current recruitment needs of the whole area. The agency has achieved a high percentage of appropriate matches for children who need to be placed in sibling groups and children with adopters who reflect their ethnic origin, cultural background, religion and language.

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Prospective and Approved Adopters. Standards 3 to 6

The adoption service produces several booklets in a variety of languages explaining eligibility criteria, information on the process of becoming an adopter and what the expectations are. Within the Statement of Purpose the assessment process and timescales are clearly identified. Adopters informed Inspectors that the assessment process was in-depth, thorough and at times felt it was intrusive, however they were informed before hand and did understand the need for such an approach. The adopters spoken to informed Inspectors that they received full information on the matching, introduction and placement process. They feel well supported and are aware there is a wide range of services open to them.

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Birth Parents and Birth Families. Standards 7 to 9

The Manager informed the Inspectors that adoption social workers met birth parents, which enabled them to gain information and progress plans. Evidence of this was viewed within the records. At the time of the inspection the council was negotiating with a voluntary agency to take on the support role for birth parents. At the time of the inspection The adoption agency needed to implement a clear strategy for working with and supporting birth parents including Rutland County Council Adoption Service Page 7 helping them to fulfil agreed plans for contact. Since the inspection the service to birth parents has benefited from a service level agreement with an independent counselling service and from access to some additional posts recruited to assist birth parents and adopters maintain contact agreements. No evidence was seen of birth parents having opportunities to comment on information that is written about them before it goes to panel or adopters. This has since been addressed in

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Birth Parents and Birth Families. Standards 7 to 9

amended procedures for staff. The adoption service provides a post-adoption post-box system for birth families to maintain contact with children placed for adoption. Inspectors viewed the annual report of face-to face- post adoption contact, which informed the adoption service what the views were of adoptive families, children and birth families taking part. It enabled the service to address difficulties raised and learn from the experiences of the families.

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Adoption Panel and Agency Decision. Standards 10 to 13

An Inspector viewed the policy for the adoption panel. It was to be read in conjunction with ‘Effective Panels’ produced by BAAF. The policy was clear and addressed all aspects of standard 10.2. The Inspectors observed a panel meeting which dealt with Leicestershire cases. No Rutland cases were presented during the period of the inspection. The Panel was effectively chaired and appropriate discussion took place leading to informed recommendations. Adopters were invited to attend the panel meeting. Before entering they were give a book with a photo of each of the panel member and a description of their role on the panel. Once in the meeting the Chair put them at ease and gave them an opportunity to ask questions. Panel member files were looked at. Some members of the panel do not have completed Criminal Records Bureau checks. Information viewed during the inspection confirmed that the Agency Decision Maker makes

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Adoption Panel and Agency Decision. Standards 10 to 13

the decision without delay after taking into account the recommendations from the panel. All panel papers are sent to the Agency Decision Maker prior to the panel and the Chair and the Panel Adviser meet with the decision maker within seven days after the panel sitting.

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Fitness to Provide or Manage an Adoption Agency. Standards 14 & 15

The adoption service is well run with a knowledgeable and skilled management team. The managers meet all requirements of Standard 14.2 and staff had confidence in the management style and in leadership

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Provision and Management of the Adoption Agency. Standards 16 to 18

The management team of the adoption agency is qualified and experienced in adoption work as well as management. The adoption agency works very well at promoting and addressing the needs of the people they work with. The ‘Black Cases Panel’ looks at whether the package of services is right for children from black and minority ethnic backgrounds. Staff informed Inspectors of the positive work they do in the Asian community and feel more Asian and Black workers are needed due to the need to expand on the knowledge they are gaining of the different languages and cultures that are within the Leicestershire area. The adoption panel has councillors and independent panel members on it which assists it to independently scrutinise all assessments and judgements made about children being considered for adoption and those relating to prospective adoptive parents. Rutland County Council Adoption Service Page 8 The adoption agency has access to a legal and medical adviser; both are suitably qualified

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Provision and Management of the Adoption Agency. Standards 16 to 18

and well thought of by the team. The medical adviser also sits on the panel. Both the medical and the legal advisers require written protocols governing their engagement. The Manager informed the Inspector that the agency has good access to education advisers and CAMHS.

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Employment and Management of Staff . Standards 19 to 23

Leicestershire and Leicester City Council both have sound employment practices. Each has a recruitment policy and procedure for appointing staff. Staff files are maintained, however not all viewed were in line with schedule 3 of the NMS. Occasional Criminal Record Bureau checks and proof of identity were missing. Staff records need to address all issues in schedule 3 and evidence telephone enquires made to each referee to verify written references. During interviews with the social workers Inspectors found the group to have a good understanding of the legal implications of children and adoption. Staff are directly managed by two experienced and qualified team managers. No social workers have obtained a PQ award. This issue remains unresolved as there is a view that there is a limited relevance of content to adoption also social workers considered there was a lack of funding incentive for social workers once the award is achieved.

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Employment and Management of Staff . Standards 19 to 23

Administration staff informed Inspectors of the issues they face with the joint working arrangements of the three local authorities. Leicester City and Leicestershire operate different computer systems which requires an umbrella database to be in place. However this acts as a useful tracking tool for managers . Team Managers and social work staff informed Inspectors that they receive appropriate training to enhance their skills.

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Records. Standards 25 to 28

The adoption agency has separate, appropriate records in respect of each child, prospective and approved adopter. The adopters files viewed contained all relevant checks required for adopters and adults within the home. The policies and procedures viewed need to be up dated to include the Human Rights Act 1998. Concerns were raised when Inspectors requested a file however. Managers were unable to locate it. A tracking system needs to be put in place so whereabouts of files are always known.

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Fitness of premises. Standard 29

The main building for the Adoption team is well placed within the centre of Leicester. The building outside is well signed and very inviting.

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Fitness of premises. Standard 29

Evidence was viewed of secure facilities for records. The Manager informed Inspectors that archiving is within a separate building also secure. Records are also backed up electronically. Rutland County Council Adoption Service Page 9 Reports and Notifications to the Local Authority and Secretary of State

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Fitness of premises. Standard 29

The following statutory Reports or Notifications are to be made under the Care Standards Act as a result of the findings of this inspection:

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Fitness of premises. Standard 29

NO Report to the Secretary of State under section 47(3) of the Care Standards Act 2000 that the Commission considers the Local Authority's adoption service satisfies the regulatory requirements:

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Fitness of premises. Standard 29

YES Notice to the Local Authority under section 47(5) of the Care Standards Act 2000 of failure(s) to satisfy regulatory requirements in their adoption service which are not substantial, and specifying the action the Commission considers the Authority should take to remedy the failure(s), informing the Secretary of State of that Notice:

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Fitness of premises. Standard 29

NO Report to the Secretary of State under section 47(4)(a) of the Care Standards Act 2000 of a failure by a Local Authority adoption service to satisfy regulatory requirements which is not considered substantial:

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Fitness of premises. Standard 29

NO Report to the Secretary of State under section 47(1) of the Care Standards Act 2000 of substantial failure to satisfy regulatory requirements by a Local Authority adoption service:

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The grounds for the above Report or Notice are:

There are three regulatory requirements which are not being met and which are identified in the inspection reports to the service providers.

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The grounds for the above Report or Notice are:

There are three requirements, relating to these, which apply to Rutland as the purchaser of the service. Rutland County Council Adoption Service Page 10

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(Not relevant at first NCSC inspection)

Requirements from last Inspection visit fully actioned? NA

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STATUTORY REQUIREMENTS

Identified below are areas not addressed from the last inspection report which indicate a non-compliance with the Care Standards Act 2000, the Adoption Agencies Regulations 1983 and the Local Authority Adoption Service (England) Regulations 2003. No. Regulation Standard Required actions Timescale for action

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Action is being taken by the National Care Standards Commission to monitor

compliance with the above requirements. Rutland County Council Adoption Service Page 11

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STATUTORY REQUIREMENTS IDENTIFIED DURING THIS INSPECTION

Action Plan: The appropriate officer of the Local Authority is requested to provide the Commission with an action plan, which indicates how requirements and recommendations are to be addressed. This action plan is shown in Part D of this report.

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STATUTORY REQUIREMENTS

Identified below are areas addressed in the main body of the report which indicate non- compliance with the Care Standards Act 2000, the Adoption Act 1976, the Adoption Agencies Regulations 1983, the Local Authority Adoption Service (England) Regulations 2003 or the National Minimum Standards for Local Authority Adoption Services. The Authority is required to comply within the given time scales in order to comply with the Regulatory Requirements for adoption services. No. Regulation Standard * Requirement Timescale for action

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STATUTORY REQUIREMENTS

1 11 LA11 Rutland panel members must all have up to date CRB checks satisfactorily completed. 31/10/04

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STATUTORY REQUIREMENTS

Sch 3 LA15 Rutland managers must satisfy themselves that appropriate safeguarding checks have been undertaken on all staff and managers on the adoption team. 31/10/04

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STATUTORY REQUIREMENTS

3 16 LA27 Rutland must ensure that any adoption complaints relating to Rutland are recorded with details of the investigation, outcomes and any action taken 31/10/04 Rutland County Council Adoption Service Page 12

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

Identified below are areas addressed in the main body of the report which relate to the National Minimum Standards and are seen as good practice issues which should be considered for implementation by the Authority or Registered Person(s). No. Refer to Standard * Recommendation Action

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

These are contained in the inspection reports for Leicester City and Leicestershire, who are the providers of the adoption service.

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GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

• Note: You may refer to the relevant standard in the remainder of the report by omitting the 2-letter prefix e.g. LA10 refers to Standard 10. Rutland County Council Adoption Service Page 13

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PART B INSPECTION METHODS & FINDINGS

The following inspection methods have been used in the production of this report

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PART B INSPECTION METHODS & FINDINGS

Placing authority survey NO Placing social worker survey YES Prospective adopter survey YES Approved adopter survey YES Birth parent / birth family member survey YES Checks with other organisations and Individuals YES • Directors of Social services NO • Specialist advisor (s) YES Tracking Individual welfare arrangements YES • Interview with children NO • Interview with adopters and prospective adopters YES • Interview with birth parents NO • Interview with birth family members NO • Contact with supervising social workers YES • Examination of files YES Individual interview with manager YES Information from provider YES Individual interviews with key staff YES Group discussion with staff YES Interview with panel chair YES Observation of adoption panel YES Inspection of policy/practice documents YES Inspection of records (personnel, adopter, child, complaints, allegations) YES

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PART B INSPECTION METHODS & FINDINGS

Date of Inspection 29/10/03 Time of Inspection 09.30 Duration Of Inspection (hrs) 38 Number of Inspector days 4 Additional Inspection Questions: Certificate of Registration was displayed at time of inspection NA The certificate of registration accurately reflected the situation in the service at the time of inspection NA

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PART B INSPECTION METHODS & FINDINGS

Total Number of staff employed (excluding managers) 15

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PART B INSPECTION METHODS & FINDINGS

The following pages summarise the key findings and evidence from this inspection, together with the NCSC assessment of the extent to which the National Minimum Standards have been met. The following scale is used to indicate the extent to which standards have been met or not met by placing the assessed level alongside the phrase "Standard met?" Rutland County Council Adoption Service Page 14 The scale ranges from: 4 - Standard Exceeded (Commendable) 3 - Standard Met (No Shortfalls) 2 - Standard Almost Met (Minor Shortfalls) 1 - Standard Not Met (Major Shortfalls)

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PART B INSPECTION METHODS & FINDINGS

"0" in the "Standard met?" box denotes standard not assessed on this occasion. "9" in the "Standard met?" box denotes standard not applicable on this occasion. “X” is used where a percentage value or numerical value is not applicable. Rutland County Council Adoption Service Page 15

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The intended outcome for the following standard is:

• There is clear written statement of the aims and objectives of the adoption

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There is a clear written statement of the aims and objectives of the adoption agency

which describes accurately what facilities and services they provide. Key Findings and Evidence Standard met? 3 The Adoption service has a Statement of Purpose that explains the aims, objectives and services provided by the Adoption Team of Leicester City Social Care, Leicestershire Social Services and Rutland Social Services. The adoption service is provided through a joint arrangement between Leicestershire, Rutland and Leicester City authorities. Leicestershire and Leicester City provide the managers who are responsible for the adoption team and the staff who provide the range of adoption services. Rutland makes an agreed financial contribution for its share of the service. All three councils share the service. Leicestershire County Council is the lead agency. The Statement of Purpose met the requirements. It addressed the organisational structure very well and the experience and qualifications of the staff at the agency were of a high

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There is a clear written statement of the aims and objectives of the adoption agency

standard. At the time of the inspection it had not been ratified by all three councils.

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There is a clear written statement of the aims and objectives of the adoption agency

This has now happened. The Statement has also been revised and updated for 2004.

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There is a clear written statement of the aims and objectives of the adoption agency

Team Managers informed Inspectors that the children’s guide used is the BAAF publication. They also used an audiotape created by young people explaining parts of the children’s guide. Guides for younger children are also used, including ‘Nutmeg Goes To Court’.

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executive side of the council?

Is there a children’s guide to adoption? YES

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information required by Standard 1.4?

YES Rutland County Council Adoption Service Page 16

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The intended outcome for the following set of standards is:

• The needs and wishes, welfare and safety of the child are at the centre of the adoption process.

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effective strategies to recruit sufficient adopters to meet the needs of the range of

children waiting for adoption locally. Key Findings and Evidence Standard met? 4 Inspectors viewed the recruitment strategy for 2003-2004, which addressed the current recruitment needs and the targets and objectives for the coming year. Evidence was viewed of a 95% match for children with adopters that reflect their ethnic origin, cultural background, religion and language in spite of an ethnically diverse population served. Evidence was viewed of 100% match that allows children to live with brothers and sisters. Inspectors observed at panel, children’s views in the matching process being presented by social workers. Recent assessments were also addressed.

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effective strategies to recruit sufficient adopters to meet the needs of the range of

The following statistics refer to all three councils.

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In the last 12 months:

How many children were identified as needing adoptive families? 37 How many children were matched with adopters? 62 How many children were placed with the service’s own adopters? 47 How many children were placed with other services’ adopters? 15 How many children were referred to the Adoption Register? X

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adopters does this represent?

95 % How many sibling groups were matched in the last 12 months? 5

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waiting for a match to be identified?

Rutland County Council Adoption Service Page 17

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The intended outcome for the following set of standards is:

• The adoption agency recruits and supports sufficient adopters from

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diverse backgrounds, who can offer children a stable and permanent home

to achieve a successful and lasting placement.

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about the preparation, assessment and approval procedure and that they will be

treated fairly, openly and with respect throughout the adoption process. Key Findings and Evidence Standard met? 3 The adoption service produces several booklets in a variety of languages explaining eligibility criteria, information on the process of becoming an adopter and what the expectations are. Adoptive parents informed Inspectors that they were told that if they were able to considered older children or sibling groups, children would be placed faster than if they wanted a younger child. The agency does publish a recruitment strategy within the annual report of the adoption service that prioritises the recruitment of adopters who can best meet the needs of local children requiring adoption. This document can be requested by contacting the adoption team. Adopters stated that the agency had very little written information about inter-country adoption, however the Manager and staff informed Inspectors that specific groups have

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about the preparation, assessment and approval procedure and that they will be

been run for Inter-country adoptions. Within the leaflets support and preparation is addressed and this information is reiterated at the regularly held information evenings. Adopters confirmed they find it reassuring that support is there if they need it. Adopters interviewed and those who responded to the questionnaire had mixed views about the preparation group. One adopter commented on how the course ended on post-adoption depression and found this not helpful. The comments received by Inspectors ranged from very informative to somewhat patronising. Prospective adopters are made aware of the children for whom placements are needed both locally and nationally.

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Prospective adopters are involved in a formal, thorough and comprehensive

assessment, preparation and approval process. Key Findings and Evidence Standard met? 3 Within the Statement of Purpose the assessment process and timescales are clearly identified, however during interviews and record viewing, Inspectors did note that several adopters did experience delays. The Statement of Purpose does not address adoption from another country. Adopters informed Inspectors that the assessment process was in-depth, through and at times intrusive, however they were informed before hand and did understand the need for it. All adopters attend the preparation groups and found one of the most positive things to be meeting others in the same situation and being able to voice concerns and questions without feeling inadequate. Rutland County Council Adoption Service Page 18 The Managers informed Inspectors that at present, the preparation for adopters is being reviewed. Adopters are informed very early on in the process of the references, medicals and checks

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Prospective adopters are involved in a formal, thorough and comprehensive

that need to take place. This information is also found in the leaflet given when they first enquire. Rutland County Council Adoption Service Page 19

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introduction and placement process, as well as any support to facilitate this they may

need. This will include the role of the Adoption Register for England and Wales. Key Findings and Evidence Standard met? 3 The adopters spoken to informed Inspectors that they received full information on the matching, introduction and placement process. BAAF form E’s are sent with full and up-to- date information on the child and social workers for the child also visit. The Managers stated that, where it had been agreed, adopters are required to provide annual updates on the young people placed with them to send to their birth families. Reminder letters are sent out if delays occur. The adopters also agree to inform the agency if the young person no longer lives with them. Inspectors viewed a family book, which informed the prospective adopted child of the new family. The adoption team needs to support all adopters to create a family book appropriate to the age of the child being adopted.

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Adoptive parents are helped and supported to provide stable and permanent homes

for the children placed with them. Key findings and evidence Standard met? 3 Adopters spoken to say they feel well supported and are aware there is a wide range of services open to them. Adopters stated the preparation groups prepared them well for the arrival of the young person. The importance of birth family information and self-identity of the child were discussed with adopters who informed the Inspectors that they continue the life story work and safe keep information and photos for the young person. The preparation training addresses aspects of discrimination and the importance of maintaining a child’s heritage. Inspectors viewed disruption files and were informed by the Managers that the service was keen to learn and amend practice in the light of disruption meeting findings. An adopter informed the Inspector that they were invited to go to the disruption meeting of a young person that they were looking to adopt. They found the experience very informative.

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Adoptive parents are helped and supported to provide stable and permanent homes

Number of adopter applications started in the last 12 months 44 Rutland County Council Adoption Service Page 20 Number of adopters approved in the last 12 months 33

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last 12 months

Number of adopters approved but not matched 29

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last 12 months

Number of adopters referred to the Adoption Register 43

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and adoption, in the last 12 months?

Rutland County Council Adoption Service Page 21

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The intended outcomes for the following set of standards are:

• Birth parents are entitled to services that recognise the lifelong

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implications of adoption. They will be treated fairly, openly and with

respect throughout the adoption process.

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Standard 7 (7.1 – 7.5)

The service to birth parents recognises the lifelong implications of adoption. Key Findings and Evidence Standard met? 3 The Manager informed the Inspectors that adoption social workers met birth parents, which enables them to gain information and progress plans. Evidence of this was viewed within the records. At the time of the inspection the council was negotiating with a voluntary agency with a view to that agency taking on the support role for birth parents. No evidence was seen of birth parents having opportunities to comment on information that is written about them before it goes to panel or adopters.

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to address this shortfall

Since the inspection a service level agreement has been reached with PICS, an independent counselling group who will provide individual and group counselling for birth parents. A leaflet is available to signpost birth parents to the support group. Instructions to social workers completing Form E assessments is to be amended to ensure that wherever possible information about birth parents is shared with them.

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Birth parents and birth families are enabled to contribute to the maintenance of their

child’s heritage. Key Findings and Evidence Standard met? 3 The adoption service provides a post-adoption post-box system for birth families to maintain contact with children placed for adoption. Through training adopters discuss the importance of maintaining this contact. The agency does not send reminder letters to the birth family. Birth families are encouraged by the social worker to contribute to the form E and provide information for the life-story work. Evidence was viewed of birth parents wishes being made known at panel and within the records viewed. Inspectors viewed the annual report of face-to face- post adoption contact, which informed the adoption service what the views were of adoption families, children and birth families taking part. It enabled the service to address difficulties raised and learn from the experiences of the families. Rutland County Council Adoption Service Page 22

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includes providing information about local and national support groups and services

and helping birth parents to fulfil agreed plans for contact. Key Findings and Evidence Standard met? 3 At the time of the inspection the adoption agency was in negotiations with an independent support service to enhance support groups. The agency has also identified a need to look at a support group for birth fathers. The adoption agency needed to implement a clear strategy for working with and supporting birth parents including helping them to fulfil agreed plans for contact.

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address this shortfall

Leicester City Looked after Children Service has recently appointed three Placement Support Workers who will assist adopters and birth parents in maintaining contact agreements. All direct contact arrangements between children and their birth relatives are reviewed on an annual basis. Rutland County Council Adoption Service Page 23

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The intended outcomes for the following set of standards are:

• Each adoption agency has an adoption panel which is organised efficiently

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children suitable for adoption, the suitability of prospective adopters and

the matching of children and approved adopters.

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children suitable for adoption, the suitability of prospective adopters and

• The adoption agency’s decisions are made to promote and safeguard the welfare of children.

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Adoption panels have clear written policies and procedures about the handling of

their functions and ensure that they are implemented. Key Findings and Evidence Standard met? 4

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Adoption panels have clear written policies and procedures about the handling of

An Inspector viewed the policy for the adoption panel. It was to be read in conjunction with ‘Effective Panels’ BAAF. The policy was clear and addressed all aspects of standard 10.2. The Inspectors observed the practice of adopters at the panel meeting. Before entering they were give a book with a photo of the panel member and a description of their role on the panel. Once in the meeting the Chair put them at ease and gave them an opportunity to ask questions.

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from overseas and seeks advice, when necessary, on the laws and eligibility criteria

for the overseas country. Key Findings and Evidence Standard met? 1 The adoption panel was properly constituted and members brought a range of experiences and expertise to panel deliberations. Adoption panel members are involved in an annual training day. Also time is made to share relevant issues at panel meetings. Panel member files were seen. Some members of the panel do not yet have Criminal Records Bureau checks.

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See Requirement 1

Inspectors viewed a protocol for new members joining. This document addresses confidentiality agreements and CRB checks. All panel members are given ‘Effective Panels’- a BAAF publication along with information specific to Leicestershire and Rutland Adoption Panel. The annual training day was identified, however no observation of a panel was addressed or induction training specified. Rutland County Council Adoption Service Page 24

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address this shortfall

Panel Members do not receive specific training on inter-country adoptions, however the Manager informed inspectors that the legal adviser does address any legal issues.

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address this shortfall

Is the panel a joint panel with other local authorities? YES

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to avoid delays in the consideration of prospective adopters and matching children

and adopters. Key Findings and Evidence Standard met? 3 Panels are held regularly and all paper work sent out a week in advance. The Inspector observed the minutes of the last panel meeting being read out and confirmed by the members of the panel. Rutland cases were included as and when they arose though there were no Rutland cases being dealt with at the time of the inspection. The panel was efficiently conducted.

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recommendation of the adoption panel and promotes and safeguards the welfare of

the child. Key Findings and Evidence Standard met? 3 Information viewed during the inspection states that the Agency Decision Maker makes the decision without delay after taking into account the recommendations from the panel. All panel papers are sent to the Agency Decision Maker prior to the panel meeting and the Chair and the Panel Adviser meet after the panel sitting within seven days. Inspectors observed social workers informing adopters of the recommendations. The Agency Decision Maker sends a letter with the final decision. Adopters spoken to informed Inspectors that they do receive a letter after they have been to panel. Rutland County Council Adoption Service Page 25

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The intended outcomes for the following set of standards are:

• The adoption agency is provided and managed by those with the appropriate

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The people involved in carrying on and managing the adoption agency:

• possess the necessary knowledge and experience of child care and

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adoption law and practice and

• have management skills and financial expertise to manage the work

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efficiently and effectively and

• ensure that it is run on a sound financial basis and in a professional manner. Key Findings and Evidence Standard met? 2 The adoption agency is well run with a knowledgeable and skilled management team. The Leicestershire Manager meets all requirements in standard 14.2. The staff team expressed confidence in the Manager and her leadership style. The Inspectors did not view a job description for the Manager.

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voluntary organisation or business concerned with safeguarding and promoting the

welfare of children. Key Findings and Evidence Standard met? 3 The staff team is made up of managers and social work staff recruited by Leicestershire and Leicester City. None of the staff is recruited by Rutland. The Leicestershire Manager informed Inspectors that she does have a Criminal Records Bureau check along with all the staff. Rutland County Council Adoption Service Page 26

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The intended outcomes for the following set of standards are:

• The adoption agency is organised and managed efficiently, delivering a good quality service and avoiding confusion and conflicts of role.

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Standard 16 (16.1 – 16.7)

The adoption agency is managed effectively and efficiently. Key Findings and Evidence Standard met? 4 The management team of the adoption agency are qualified and experienced in adoption work as well as management. The agency has a clear deputy in the absence of the Manager. Social work staff informed Inspectors that all the managers are approachable and operate an open door policy. The adoption agency need to evidence they have informed managers and staff of their responsibility to declare any possible conflicts of interest. The adoption agency work very well at promoting and addressing the needs of the people they work with. The ‘Black Cases Panel’ looks at whether the package of services is right for black and minority ethnic children and their families. Staff informed Inspectors of the positive work they do in the Asian community and feel more Asian and Black workers are needed due to the need to expand the knowledge they are

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Standard 16 (16.1 – 16.7)

gaining of the different languages and cultures that are within the Leicestershire area. The adoption agency places all children who have a best interest decision in favour of adoption on the National Adoption Register unless there is a local match. Prospective adopters are referred after nine months unless a decision is made to refer them earlier. The Manager informed the Inspector that the agency has not had a successful match from the National Adoption Register yet.

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There are clear written procedures for monitoring and controlling the activities of the

adoption agency and ensuring quality performance. Key Findings and Evidence Standard met? 2 The Statement of Purpose identifies the ways the adoption service monitor the quality of the service, however no written procedures were seen.

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address this shortfall

The elected Members of the council receive a six monthly report on the adoption services achievements. The adoption panels have Elected Members from both Leicestershire and Rutland that sit on them together with independent members which enables them to independently scrutinise all assessments and judgements made about children being considered for adoption and those Rutland County Council Adoption Service Page 27 relating to prospective adoptive parents.

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The adoption agency has access to specialist advisers and services appropriate to its

needs. Key Findings and Evidence Standard met? 2 The adoption agency has access to a legal and medical adviser; both are suitably qualified and well thought of by the team. The medical adviser also sits on the panel. Both the medical and the legal advisers require written protocols governing their engagement. Regular Medical Liaison meetings take place between the adoption team managers, the Medical Advisor and the Community Paediatrician conducting the pre- adoption medicals to ensure effective engagement between the two services.

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address this shortfall

The Manager informed the Inspector that the agency has good access to education advisers and CAMHS. Rutland County Council Adoption Service Page 28

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The intended outcome for the following set of standards is:

• The people who work in the adoption agency are suitable to work with

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Anyone working in or for the adoption agency are suitable to work with children and

young people and to safeguard and promote their welfare. Key Findings and Evidence Standard met? 1 Each local authority involved in the shared adoption service has its own recruitment policy and procedure for appointing staff. Rutland had not recruited staff to the adoption service. Staff files for are maintained, however not all viewed were in line with schedule 3 of the NMS. Occasional Criminal Record Bureau checks and proof of identity were missing. Staff records need to address all issues in schedule 3 and evidence telephone enquires made to each referee to verify written references. There was no evidence that Rutland had satisfied themselves about the recruitment practices relating to the adoption service. There was no evidence that Rutland monitored the recruitment practice of the two employing councils in relation to safeguarding checks.

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See requirement number 2

The Statement of Purpose evidences that all Managers and social work staff hold a professional qualification in social work and are experienced social workers. The exception is one post-adoption worker who works directly with a qualified social worker. During interviews with the social workers Inspectors found the group to have a good understanding of the legal implications of adoption for children. Children’s needs, behaviours, rights and equality issues were discussed and the group once again gave a clear understanding of these issues. The group expressed a good in-depth knowledge of all aspects of adoption, however they did feel with new legislation being implemented, further training is needed. The adoption agency has access to three local authorities professional staff who are able to provide specialist advice. Inspectors interviewed the post-adoption workers and found both to have a great knowledge

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See requirement number 2

and understanding of the adoption process. No social workers have obtained a PQ award; issues are unresolved as feels there is a view that there is a limited relevance of content to adoption also social workers considered there was a the lack of funding incentive for social workers once the award is achieved.

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equivalent?

What % of the adoption service’s social workers have a PQ award? 0 % Rutland County Council Adoption Service Page 29

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Staff are organised and managed in a way which delivers an efficient and effective

service. Key Findings and Evidence Standard met? 2 Staff are directly managed by two experienced and qualified team managers. One employed by Leicestershire and one by Leicester City but jointly responsible for the staff and the work of the team. During interviews with the staff groups, Inspectors were informed that both complement each other well and are very approachable. Staff stated they are clear about their responsibilities and feel no confusion over the roles of each manager from the two local authorities. The staff feel well supported within the adoption team, however sometimes issues do arise within each local authority which challenge the joint working practice of the adoption team and may prove difficult to resolve in terms of agreeing responsibility. Some staff informed Inspectors that they considered that work loads were not formally managed and they considered that manager’s did not always consult with staff regarding the

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Staff are organised and managed in a way which delivers an efficient and effective

difficulty of cases allocated. Social work caseloads are monitored periodically as part of the Joint Arrangement Monitoring Exercise. This is designed to establish the funding contribution from each authority to the joint arrangement. However, the information obtained gives clear detail as to the workload of individual social workers. The team managers meet weekly, monitor workloads and allocate new work. All allocations are discussed with individual workers. Supervision is individual and group, where cases can be discussed. The team managers monitor assessments and approvals of adopters. Administration staff informed Inspectors of the issues they face with the joint working arrangements of the three local authorities. Leicester City and Leicestershire operate different computer systems. This creates an additional workload, as all information has to be duplicated onto an additional “umbrella” database so both authorities have access to

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Staff are organised and managed in a way which delivers an efficient and effective

information about adopters and young people. The umbrella database additionally acts as a case tracking device. It was felt that not enough computers are available for all of the staff. Leicester City Council was investing in additional computer hardware for the adoption team. This investment has increased PC access on the adoption team in excess of the corporate standard of one PC between 2 social workers. In addition, there are laptop PCs to maximise flexibility of access and use of computerised systems. The Statement of Purpose had not at the time of the inspection, been given to all staff members.

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See recommendation numbers 8 & 9

Rutland County Council Adoption Service Page 30

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the needs of the adoption agency and they are appropriately supported and assisted

in providing a service. Key Findings and Evidence Standard met? 3 During the inspection the managers informed Inspectors that the agency does have sufficient staff, however the managers have identified a need for increased adoption support. At present Leicestershire employs two post adoption workers. Leicester City have agreed to fund two more post adoption workers to strengthen this area of work which the agency undertakes. Staff informed Inspectors that at present Leicestershire and Leicester City staff have substantially different pay and conditions for the same job. This does create a feeling, for some, of being undervalued and can create a divide within the agency.

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The adoption agency is a fair and competent employer, with sound employment

practices and good support for its staff. Key Findings and Evidence Standard met? 3 Staff informed Inspectors that Leicestershire and Leicester City have sound employment practices. These were underpinned by appropriate policies and procedures. Practice we heard about appeared to be sound. Staff were aware of the whistle blowing policy.

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There is a good quality training programme to enhance individual skills and to keep

staff up-to-date with professional and legal developments. Key Findings and Evidence Standard met? 3 Team Managers and social work staff informed Inspectors that they receive appropriate training to enhance their skills. The agencies budget does restrict training as Inspectors were informed specialist courses are usually at some distance way and very expensive. Staff express a keen knowledge to gain a better understanding on the new legislation. Staff informed Inspectors that appraisals, training and staff development are addressed during supervision. Rutland County Council Adoption Service Page 31

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The intended outcome for the following set of standards is:

• All appropriate records are maintained securely, kept and are accessible when required.

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maintained for each child, prospective and approved adopter with whom the agency

has worked. Key Findings and Evidence Standard met? 3 The adoption agency has separate, appropriate records in respect of each child, prospective and approved adopters. The computerised system is password protected. Confidential information about the placement of children with adopters is not openly available to all users of the social services information system. The adopters files viewed contained all relevant checks required for adopters and adults within the home.

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way, to other adoption agencies and local authorities with whom it is working to effect

the placement of a child. Key Findings and Evidence Standard met? 2 The agency use leaflets from the Department of Health as well as their own to explain access to records and the Data Protection Act 1998. The policies and procedures viewed need to be up dated to include the Human Rights Act1998.

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There is a recommendation made in the reports to Leicestershire and Leicester City to

A separate policy is in place giving information on birth records counselling in Leicester, Leicestershire and Rutland. The Adoption panel members and staff sign a confidentiality clause. Rutland County Council Adoption Service Page 32

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confidentiality and contents of files, including secure storage and access to case files

in line with regulations. Key Findings and Evidence Standard met? 1 There is a written policy on case recording which establishes the purpose, format, confidentiality and contents of files, including secure storage and access to case files in line with regulations. Case files were securely stored and closed files were archived. A tracking system for files is needed.

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confidentiality and contents of files, including secure storage and access to case files

Monitoring is done in several ways, feedback from service users, from the adoption panel, annual reports and manager monitoring. The umbrella database acts as a tracking tool for managers.

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confidentiality and contents of files, including secure storage and access to case files

Each authority had a complaints procedure. Complaints about the adoption service were not collated. One complaint relating to a Rutland case needed to be recorded fully with details of the investigation, the outcome, and any action taken.

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Up-to-date, comprehensive personnel files are maintained for each member of staff

and member of the adoption panel. Key Findings and Evidence Standard met? 3 Personnel files are maintained for staff and panel members Rutland County Council Adoption Service Page 33

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The intended outcome for the following standard is:

• The premises used by the adoption agency are suitable for the purpose.

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Standard 29 (29.1 – 29.5)

Premises used by the adoption agency are appropriate for the purpose. Key Findings and Evidence Standard met? 3 The main building for the Adoption team is well placed within the centre of Leicester. The building outside is well signed and very inviting. The reception area is pleasant and holds ample leaflets and information in several different languages for people to pick up and take away. Staff informed Inspectors that parking is an issues as well as the lack of a suitable interview room for prospective adopters, adopters or birth family. Evidence was viewed of secure facilities for records; also the Manager informed Inspectors that archiving is within a separate building which is also secure. Records are also backed up electronically. Staff informed the inspectors about issues such as the provision of stationery in which each authority operates differently, however the staff work together for one joint team.

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Standard 29 (29.1 – 29.5)

Rutland County Council Adoption Service Page 34

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Date

Rutland County Council Adoption Service Page 35

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D.1 Local authority manager’s comments/confirmation relating to the content and

accuracy of the report for the above inspection.

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D.1 Local authority manager’s comments/confirmation relating to the content and

We would welcome comments on the content of this report relating to the Inspection conducted on 29 October 2003 and any factual inaccuracies:

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D.1 Local authority manager’s comments/confirmation relating to the content and

Please limit your comments to one side of A4 if possible Rutland County Council Adoption Service Page 36

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Action taken by the NCSC in response to the provider’s comments:

Amendments to the report were necessary YES

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Action taken by the NCSC in response to the provider’s comments:

Comments were received from the provider

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Action taken by the NCSC in response to the provider’s comments:

Provider comments/factual amendments were incorporated into the final inspection report

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Action taken by the NCSC in response to the provider’s comments:

Provider comments are available on file at the Area Office but have not been incorporated into the final inspection report. The inspector believes the report to be factually accurate

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Note:

In instances where there is a major difference of view between the Inspector and the local authority adoption manager, both views will be made available on request to the Area Office.

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report:

Action plan was received at the point of publication

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report:

Action plan covers all the statutory requirements in a timely fashion

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report:

Action plan did not cover all the statutory requirements and required further discussion

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report:

Provider has declined to provide an action plan

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Public reports

It should be noted that all NCSC inspection reports are public documents. Rutland County Council Adoption Service Page 37

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Date

Note: In instance where there is a profound difference of view between the Inspector and the Registered Provider both views will be reported. Please attach any extra pages, as applicable.

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