Setting

Adoption Service

18-20 Signet Court Swann`s Road Cambridge CB5 8LA

p.1

Adoption Service

15th November 2004 Local Authority Adoption Services

p.1

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.

p.2

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.

p.2

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.

p.2

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?"

p.2

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. Cambridgeshire County Council Adoption Service Page 1

p.2

Name of Local Authority

Cambridgeshire County Council Adoption Service

p.3

Headquarters Address

Cambridgeshire County Council Adoption Service, 18-20 Signet Court, Swann`s Road, Cambridge, CB5 8LA

p.3

Address

Cambridgeshire County Council Adoption Service, 18-20 Signet Court, Swann`s Road, Cambridge, CB5 8LA

p.3

service

NA Cambridgeshire County Council Adoption Service Page 2 Date of Inspection Visit 15 th November 2004 ID Code

p.3

inspections and bring a different

perspective to the inspection process. Name of Specialist (e.g.

p.4

Name of Establishment Representative at

the time of inspection Nicky Hale Cambridgeshire County Council Adoption Service Page 3

p.4

D.3. Provider’s agreement

Cambridgeshire County Council Adoption Service Page 4

p.6

INTRODUCTION TO REPORT AND INSPECTION

Local authority adoption services are subject to inspection by CSCI, 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.

p.6

INTRODUCTION TO REPORT AND INSPECTION

This document summarises the inspection findings of the CSCI in respect of Cambridgeshire 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.

p.6

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 CSCI regarding notices to the local authority and reports to the Secretary of State under section 47 of the Care Standards Act 2000.

p.6

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.

p.6

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

p.6

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. Cambridgeshire County Council Adoption Service Page 5 BRIEF DESCRIPTION OF THE SERVICES PROVIDED.

p.6

INSPECTION VISITS

The local authority is developing structures for integrated children’s services across three area divisions, with childcare teams operating from a number of different localities. Inspectors were told that it was likely that the structure would adopt a county wide service for the recruitment, assessment, preparation and support of adopters.

p.7

INSPECTION VISITS

The adoption team consists of the head of service (adoption and fostering), a section manager for adoption and permanence (post vacant at the time of this inspection), a senior social worker, and six social workers. In addition sessional staff have been regularly used for intercountry adoption assessments, birth records counselling and step-parent adoptions. The staff team also includes a post-box co-ordinator. Administrative staff in most cases support both the adoption and fostering teams.

p.7

INSPECTION VISITS

A non-operational Policy and Practice Standards Manager for adoption and permanence has a key role in ensuring that adoption services are co-ordinated and developed across both the placing and the family finding adoption functions of the agency.

p.7

INSPECTION VISITS

The adoption agency has an independently chaired panel which usually meets on a twice monthly basis. The assistant director is the agency decision maker on matters of adoption.

p.7

INSPECTION VISITS

The agency has commissioned (since April 2004) the services of Parents and Children Together (P.A.C.T.) to carry out services in respect of people wishing to adopt from overseas.

p.7

INSPECTION VISITS

There is also a contract with After Adoption to provide adoption support services to people affected by adoption. This includes an independent counselling service to birth parents prior to the adoption order.

p.7

INSPECTION VISITS

Cambridgeshire has a well established letter box service to enable indirect contact arrangements. Where appropriate the agency also supports direct contact. Birth family initiated contact has been supported in a number of cases.

p.7

INSPECTION VISITS

The agency is a member of the East Anglian Adoption Agency Consortium and of the British Association for Adoption and Fostering.

p.7

INSPECTION VISITS

A large number of applications for step-parent adoptions are also managed within the adoption team, allocated to a sessional member of staff. Cambridgeshire County Council Adoption Service Page 6

p.7

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.) This report is the first by the Commission for Social Care Inspection under the National Minimum Standards for Adoption, and therefore serves as an audit of the service against the new requirements, identifying developments needed to meet the new requirements within a reasonable period of time. Any more urgent issues are identified in the report.

p.8

INSPECTOR’S SUMMARY

This inspection took place at a time when the local authority was moving childcare towards an integrated service with education and youth justice services. Some restructuring of childcare teams was part of this but adoption services were likely to be a county wide resource. The particular structure and location of the adoption service was under review with proposals being considered for an expansion of staffing to meet increased adoption support needs.

p.8

INSPECTOR’S SUMMARY

Inspectors identified many positives about the council’s approach to adoption. The head of service was rightly proud at the work being undertaken in placing children over five years. The majority of the children placed for adoption are placed with Cambridgeshire’s approved adopters. In the last twelve months, Cambridgeshire has provided families for three children from other local authorities and has placed children with other agencies when matching considerations indicated that would be in the child’s best interests.

p.8

INSPECTOR’S SUMMARY

The agency has made positive links with other agencies to provide specialist services for intercountry adoption work and for independent advice and counselling services.

p.8

INSPECTOR’S SUMMARY

This inspection focussed on the adoption function of the service but permanent planning for children through fostering was also an area of work for the adoption team workers. A BAAF review of the service in 2002 had commented on Cambridgeshire as ’committed throughout its management structure to making decisions so far as possible based on an assessment of the best interests of children in complex circumstances’. This inspection heard that these processes continued to be evolving; that the authority was further considering how best to address the assessment and support of kinship placements and of planning for permanence.

p.8

INSPECTOR’S SUMMARY

Survey responses were received from thirteen placing social workers in respect of eighteen children. Comments made about the service included: ‘ a high level of support’, ‘helpful’, ‘comprehensive Form F’ ‘the adoption social worker had a good understanding’, ‘good working relationships’, and ‘supportive’. Three responses expressed some reservation about how much the assessment and preparation prepared applicants.

p.8

INSPECTOR’S SUMMARY

Seventeen questionnaires were completed by adopters. In general the view from these, and from the adopters visited, was that the adoption agency had dedicated, sensitive staff. There were a number of references to delays in the process, and to staff being overstretched. Staff shortages have been identified as having an impact on a number of areas in this inspection. Two birth family members returned questionnaires. One was extremely positive and the other response reinforced the value of independent counselling and support. Both indicated that they had not been asked for their views about the service or told how to complain. Cambridgeshire County Council Adoption Service Page 7

p.8

This standard was met

There was a statement of purpose which had been approved by the executive side of the council. Policies and procedures were comprehensive, although some were somewhat dated. They were being revised on an ongoing basis. The agency had commissioned a children’s guide which was shortly to be available for distribution. Alternative formats could be available on a case by case basis.

p.9

Securing and Promoting Welfare (Standard 2)

The agency did not have a specific written recruitment strategy and this would be recommended as part of the planning process for the team. There was nevertheless a well- informed approach to considering the needs of the children waiting for or likely to need placements. It had been identified that it has been particularly hard to identify families for children with significant medical needs and recruitment strategies were being explored to address this.

p.9

Prospective and approved adopters Standards 3-6)

Each of these four standards was partially met.

p.9

Prospective and approved adopters Standards 3-6)

Cambridgeshire had a steady flow of enquiries about adoption and held regular information sessions and preliminary interviews. Prioritising strategies were in place to attempt to identify those applicants most likely to meet the needs of the children. Some adopters reported dissatisfactions with the delays they experienced at this stage and with having to ‘chase’ what was happening with their enquiry. The preparation programme was in need of some updating. Files read indicated a generally thorough approach to assessment work. Most adopters made positive comments about their experience of the assessment and preparation. Some adopters described a lack of clarity and information at the post-approval stage. Linking and matching processes were co-ordinated in post panel planning meetings chaired by the Policy and Practice Standards Manager. The agency was developing its adoption support strategies. Adopters visited were very positive about the level of support

p.9

Prospective and approved adopters Standards 3-6)

they received, both from the adoption workers and from specialist workers in health and education. Cambridgeshire had commissioned the services of a voluntary agency, P.A.C.T., to provide information, support and advice to adopters who receive a proposed match of a child from overseas.

p.9

Birth Parents and birth families (Standards 7–9)

Work was undertaken with birth parents and families to involve them in the planning process where possible. The agency identified areas where it was hoped that further involvement with birth parents could be encouraged. Counselling was offered to birth parents and a service level agreement with After Adoption had been established to provide a source of independent support and advice for birth family members. The agency was supporting many direct and indirect arrangements for contact. There was a dedicated letter box exchange co- ordinator. Requests for birth family initiated contact were supported positively.

p.9

Adoption Panels and Agency Decisions (Standards 10-13)

Three of these four standards were met, and one partially met. Cambridgeshire County Council Adoption Service Page 8 The agency’s adoption panel evidenced an appropriate quality assurance role, and good practice was particularly evidenced in the circulation of quarterly newsletter. Applicants attended panel. The panel was properly constituted with an independent chair. There was an induction and appraisal process for panel members. Training was available and panel members were kept informed of developments. Panel was observed to be conducted efficiently. Decisions were made in a timely way, although the inspectors recommended that the panel minutes should be made available to the decision maker prior to the making of the decision.

p.9

Fitness to provide or manage an adoption agency (Standards 14,15)

The nominated manager of the adoption agency had considerable relevant experience for the role. The head of the adoption and fostering service was very experienced and appropriately qualified. She was registered to undertake NVQ 5 in management.

p.10

Provision and management of the adoption agency (Standards 16-18)

One of these three standards was met and two partially met.

p.10

Provision and management of the adoption agency (Standards 16-18)

Inspectors were informed there were currently proposals for development of the agency. The current staffing level was limited in its capacity to meet existing requirements of the service. There were staffing shortages and the continuing vacancy of the front-line manager’s post had an impact on the level of monitoring and development. There were clear roles and lines of accountability. Elected members of the council were viewed as supportive. More frequent formal reporting is recommended. Medical and legal advisers were available to the adoption service. It is recommended that there should be written protocols in regard to access to medical and other specialist advisers.

p.10

Employment and management of staff (Standards 19-23)

Two of these five standards were met, two partially met and one not met.

p.10

Employment and management of staff (Standards 19-23)

There was evidence of generally satisfactory recruitment procedures although the practice of verifying all referees was not clearly established. Personnel files did not include sufficient evidence of checks. All social work staff were appropriately qualified. There were appropriate supervision and appraisal systems. Administrative support was described as excellent. There had been staffing shortages and the team had vacancies at the time of this inspection. Staff policies were being implemented to encourage retention. There was a clear Training and Development Plan. Staff had access to internal and external training opportunities and there was evidence of staff being kept updated about policy development, practice and research.

p.10

Records (Standards 25-28)

One of these four standards was met, one partially met and two not met.

p.10

Records (Standards 25-28)

The adopters’ case records were not always systematically maintained. There was a recording policy although there was no consistently established practice of opening a separate adoption file for each child. There were also gaps in records seen. Adopters’ files contained the required records of status, health and CRB checks, enquiries and written references. Inspectors saw evidence of supervisors’ notes on some children’s files, although less so on the adopters’ files. There were clear procedures for working with other adoption agencies. There was comprehensive guidance about access to adoption case records. Separate records were kept of complaints. The council had a system for regular file audit Cambridgeshire County Council Adoption Service Page 9 although in the absence of the front-line manager this was not been implemented effectively in the adoption team. Insufficient information was included on staff files to meet the

p.10

Fitness of Premises (Standard 29)

This standard was not met. Inspectors visited two of the three sites that are currently used by the adoption team. These were considered satisfactory for the purpose with appropriate security arrangements. The archived records are stored in the basement of Shire Hall, which has a history of flooding. Inspectors recommend that the protection of the records should be reviewed. Cambridgeshire County Council Adoption Service Page 10 Reports and Notifications to the Local Authority and Secretary of State

p.11

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:

p.12

Fitness of Premises (Standard 29)

NA 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:

p.12

Fitness of Premises (Standard 29)

NA 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:

p.12

Fitness of Premises (Standard 29)

NA 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:

p.12

Fitness of Premises (Standard 29)

NA 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:

p.12

The grounds for the above Report or Notice are:

Not applicable Cambridgeshire County Council Adoption Service Page 11

p.12

(Not relevant at first CSCI inspection)

Requirements from last Inspection visit fully actioned? NA

p.13

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

p.13

Action is being taken by the Commission for Social Care Inspection to monitor

compliance with the above requirements. Cambridgeshire County Council Adoption Service Page 12

p.13

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 are to be addressed. This action plan is shown in Part D of this report.

p.14

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 LAAS Regs 2003 LA21 There must be an adequate number of sufficiently experienced and qualified staff to meet the needs of the adoption agency. 01.06.05

p.14

STATUTORY REQUIREMENTS

7(2)(a) LA25 The agency must ensure consistency in the practice of establishing an adoption file for each child 01.04.05

p.14

STATUTORY REQUIREMENTS

LAAS Regs 2003 11(3)(d) LA28 Personnel files or other staff records must clearly evidence that appropriate checks and references have been undertaken on all staff. 01.04.05

p.14

STATUTORY REQUIREMENTS

LAAS Regs 2003 11(3)(d) LA28 Administrative staff must be subject to CRB checks. 01.04.05

p.14

STATUTORY REQUIREMENTS

11(3)(d) LA28 Panel members’ files must evidence that appropriate checks are undertaken and that documentary evidence in accordance with Schedule 3 is in place. 01.04.05

p.14

STATUTORY REQUIREMENTS

16(2)(b) LA29 Archived records must be kept in conditions of appropriate security, with minimised risk of damage from fire or water. There should be a specific review of the arrangements for the archive of adoption records. 01.04.05 Cambridgeshire County Council Adoption Service Page 13

p.14

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

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

1 LA2 The agency should have a clear plan for the implementation and evaluation of effective strategies to recruit adopters for the children who will need placements.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

2 LA3 The information booklet for prospective adopters should be updated.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

3 LA4 The preparation programme and related training materials should be updated.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

4 LA4 The agency should take steps to ensure that all applicants to adopt are clearly informed of the steps that will be taken in the course of the assessment.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

5 LA4 The agency should take more positive measures to encourage prospective adopters who already foster the child they wish to adopt, to attend the preparation programme.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

6 LA5 The level of post approval support to applicants waiting a placement should be clarified.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

7 LA6 The agency should implement plans for the development of adoption support services.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

8 LA6 The agency needs to consider the support needs of adopters who have or are looking to have placements of children from oversees, and who may not be linked with the current support arrangements. .

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

9 LA13 The draft panel minutes and the full documentation relating to applications presented to adoption panel should be made available to the decision maker.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

10 LA17 The executive side of the council should receive written reports on the management and outcomes of the service of the adoption agency every six months.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

11 LA18 The agency should review the remit of the medical adviser to ensure that there is sufficient access to medical advice.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

12 LA18 Written protocols should be devised to govern the role of specialist advisers.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

13 LA23 The training programme should be developed to include a broader range of training relevant to the adoption service. Cambridgeshire County Council Adoption Service Page 14 14 LA25 Decisions by supervisors should be recorded on adopters’ case files, and signed and dated.

p.15

GOOD PRACTICE RECOMMENDATIONS FROM THIS INSPECTION

15 LA27 The system of regular case file audit must be implemented within the adoption service.

p.16

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. Cambridgeshire County Council Adoption Service Page 15

p.16

PART B INSPECTION METHODS & FINDINGS

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

p.17

PART B INSPECTION METHODS & FINDINGS

Placing authority survey YES 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 • Directors of Social services NO • Specialist advisor (s) YES Tracking Individual welfare arrangements YES • Interview with children YES • Interview with adopters and prospective adopters YES • Interview with birth parents YES • 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

p.17

PART B INSPECTION METHODS & FINDINGS

Date of Inspection 15/11/04 Time of Inspection 09.00 Duration Of Inspection (hrs) 60 Number of Inspector days 7 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

p.17

PART B INSPECTION METHODS & FINDINGS

Total Number of staff employed (excluding managers) 9 Cambridgeshire County Council Adoption Service Page 16 The following pages summarise the key findings and evidence from this inspection, together with the CSCI 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?"

p.17

PART B INSPECTION METHODS & FINDINGS

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)

p.18

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. Cambridgeshire County Council Adoption Service Page 17

p.18

The intended outcome for the following standard is:

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

p.19

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 There is a Statement of Purpose revised August 2004, which, with some minor revision, meets the requirements. It was formally approved by the local authority’s executive in October 2004. Staff confirmed they had been consulted about the production of this document.

p.19

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

A newly produced children’s guide is soon to be distributed. It has been commissioned from ‘Adoption Plus’ and was out for consultation with staff, young people’s group, and the adoption panel. Positive comments were included in the surveys received from social workers for the purpose of this inspection. The agency has access to translation services and would consult an independent agency for more specialised formats of the guide if required on a case by case basis.

p.19

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

A policies and procedure manual is available to staff and accessible through the intranet service. Some extracts seen by inspectors were dated October 2000, and policy guidelines about assessment were updated June 2003. The manager is anticipating implementing a major review of policy and procedures to incorporate new guidelines.

p.19

executive side of the council?

Is there a children’s guide to adoption? YES

p.19

information required by Standard 1.4?

YES Cambridgeshire County Council Adoption Service Page 18

p.19

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.

p.20

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? 3 Inspectors heard much to evidence that children were very much at the centre of the agency’s approach, with constant monitoring of which children were needing placements. Various strategies for recruitment had included leaflet drops and radio and press releases. The agency acknowledged that there had not been a clear, specific written plan for the implementation and evaluation of effective strategies to recruit sufficient adopters. There was nevertheless evidence of the development of a well-informed and pro-active approach to considering the needs of the range of children waiting for or likely to need placements. There was a positive approach to securing placements with other agencies if no county resource was appropriate. It would be good practice to have a clear written strategy as part of effective planning for the team’s development.

p.20

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

The key role of the Policy and Practice Standards manager has oversight of the circumstances of the children and the types of placements needed, and regularly met with the managers of the childcare teams. She links with BAAF, DfES and is chair of the local consortium. Improvements in the process were being planned which would focus on family finding for children with more complex needs. It has been identified that it has been particularly hard to identify families for children with significant medical needs and recruitment strategies have included working with the hospitals to identify potential for family finding.

p.20

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

The number of children (42) for whom best interest decisions had been made was considerably higher than previous years. There had been 32 children in the year to the end of March 2004, and 24 the previous year. The number of approved adopters was significantly lower than previous years, partly due to the number of children being supported in placement but also because the work of the team had been extended to include kinship placements. The agency was aware that recruitment strategies had to be linked to extra staff capacity.

p.20

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

There were plans for a marketing post to be developed which would contribute to the adoption and fostering advertising and recruitment strategies.

p.20

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

Evidence was seen of some excellent examples of work undertaken with children to identify their wishes and feelings.

p.20

In the last 12 months:

How many children were identified as needing adoptive families? 42 How many children were matched with adopters? 26 How many children were placed with the service’s own adopters? 23 How many children were placed with other services’ adopters? 3 How many children were referred to the Adoption Register? X Cambridgeshire County Council Adoption Service Page 19

p.20

adopters does this represent?

95 % How many sibling groups were matched in the last 12 months? 3

p.21

waiting for a match to be identified?

Cambridgeshire County Council Adoption Service Page 20

p.22

The intended outcome for the following set of standards is:

• The adoption agency recruits and supports sufficient adopters from

p.22

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

to achieve a successful and lasting placement.

p.22

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? 2 Cambridgeshire have a booklet, ‘Thinking about adoption?: from enquiry to approval’ which demonstrates an inclusive approach to applicants, specifying an equal opportunities framework. The booklet is somewhat dated, and does not reflect recent changes in the service. This will need to be revised and a recommendation is made. Inspectors were told that the number of people coming forward with an interest in adoption is high and the agency has to prioritise Information sessions and preliminary interviews held on a regular basis make this clear. Prospective adopters receive a questionnaire prior to being invited to the “Prepare to Care” sessions. From the initial expression of interest, prospective adopters are given information about the ages and needs of children requiring placements. In some cases assessments are fast-tracked in order to meet the needs of

p.22

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

Some enquirers have to wait for a considerable time before they are invited to a preparation programme. Survey responses indicated that this caused a great deal of frustration. Several referred to having to ‘chase’ what was happening to their enquiry. One referred to information about them getting lost at this first stage. The agency has acknowledged the need for a review of its staffing capacity to meet the present needs of the service as well as development needs (see Standard 21)

p.22

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

Prospective adopters have the opportunity to meet with experienced adopters during the preparation programme and in the course of the assessment. Adopters described this as “invaluable”.

p.22

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

Prospective adopters wishing to adopt from overseas are supported, assessed and approved by “PACT” on Cambridgeshire’s behalf. Inspectors were told that anyone making an enquiry about overseas adoption is given the number of PACT by the administrative staff. Cambridgeshire County Council Adoption Service Page 21

p.22

Prospective adopters are involved in a formal, thorough and comprehensive

assessment, preparation and approval process. Key Findings and Evidence Standard met? 2 An initial information pack is sent to all enquirers. Information sessions are also held which are followed by individual interviews.

p.23

Prospective adopters are involved in a formal, thorough and comprehensive

Preparation programmes were held on a regular basis. All participants complete evaluation forms. The content of the programme and presentation materials were found to be dated and ‘tired’. Staff confirmed that they were aware of the need for an update. The manager explained that the agency had planned to wait till summer 2005 to formally review the programme’s content to include all new practice guidance. Inspectors recommend that more immediate updating should take place. One adopter expressed the view that more thought could have been given to considering the perspective of single carer during the preparation sessions. Other courses were available to adopters sometimes prior to approval, and these included training on the impact of abuse, and separation and loss.

p.23

Prospective adopters are involved in a formal, thorough and comprehensive

Assessments read included some very thorough Form Fs which showed a sound approach to exploring references, and in some cases referred to relevant research. Not all files included the more detailed casenotes of assessment visits.

p.23

Prospective adopters are involved in a formal, thorough and comprehensive

Health and safety checks were undertaken as part of the assessment. There was also evidence of attention given to safe care guidelines and adopters were expected to attend additional training about the impact of abuse.

p.23

Prospective adopters are involved in a formal, thorough and comprehensive

Some adopters made very positive comments about the assessment process, for example “thorough”, “sensitive”, “professional” and “insightful”. Survey responses produced variable responses. Two adopters expressed strongly that there had been insufficient information about what an assessment might involve. There were some critical comments about less sensitive approaches to assessment issues, specifically in two cases, in dealing with referees. Delays in getting started on the process were a concern to some applicants and problems in communication were cited in two cases.

p.23

Prospective adopters are involved in a formal, thorough and comprehensive

Foster carers who had applied to adopt were entitled to attend the preparation programmes, although this was not expected and there was not a strong culture of encouraging them to attend any preparation sessions. This is recommended.

p.23

Prospective adopters are involved in a formal, thorough and comprehensive

Since February 2004, Cambridgeshire has delegated almost all its inter-country adoption work to P.A.C.T. Cambridgeshire County Council Adoption Service Page 22

p.23

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? 2 A leaflet ‘Thinking about Adoption? From approval onwards’ contained some helpful information about the post approval processes. There was little explicit reference to delays that might happen. Five of the survey responses from adopters expressed some disappointment about the lack of clarity about what they should expect at the post-approval stage. Typical comments were “would be nice to have an update”; “ not informed enough”, and “not sure of level of support”. Practice was somewhat variable. Another adopter was satisfied with the visits and training at this stage, although would have preferred to have had continuity with the assessing worker rather than a change of worker at that point. The self assessment report by the agency included the expectation that all approved adopters

p.24

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

continue to receive regular home visits from their assessing worker. In reality contact was more often likely to be by phone, or in some cases staff shortages had resulted in longer delays in contact. A recommendation is made that the level of support should be made clearer to applicants.

p.24

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

Post panel planning meetings chaired by the Policy and Standards Manager considered the potential matches. There was a commitment to sharing full information with adopters and in the placements that were visited the adopters confirmed they had been well-informed. In one survey response, an adopter considered that more information might have helped them. Information was prepared by adopters for the child to be placed. An adopter reported that they would have liked more guidance in doing this.

p.24

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

Evidence was seen on files that adopters are asked to notify the agency in the event of significant events occurring which would be important for the birth parents to be told about.

p.24

Adoption Register?

YES Cambridgeshire County Council Adoption Service Page 23

p.24

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

for the children placed with them. Key findings and evidence Standard met? 2 The adopters with placements who were visited during this inspection were happy with the level of support they were receiving and were confident that it would be ongoing. The agency acknowledged that adoption support plans were still developing and proposals for a more systematic approach to adoption support were currently on the agenda. A recommendation is made that adoption support strategies should be further developed. Adopters made positive comments about the support from the education and health services. The agency has promoted inter-agency avenues of support to children placed for adoption, through the Looked After Children health team, and education service for looked after children.

p.25

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

Ongoing training for adopters was available with a range of relevant courses, often through the training programme for foster carers. There had been a backlog of adopters waiting to get on to courses which panel had identified as an urgent problem. The agency was not running any support groups for adopters at this point but did put adopters in touch with other networks, e.g. Adoption UK.

p.25

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

Inspectors heard a number of examples of very positive life story work and adopters were encouraged to help the child develop and maintain a positive self-identity.

p.25

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

Since February 2004, Cambridgeshire has had an agreement with P.A.C.T. for the provision of information, support and advice to adopters who receive a proposed match of a child from overseas. Some attention needs to be given to reviewing the support needs of those adopters who were assessed and approved prior to the establishment of this arrangement. In one example the adopter had received very minimal contact from the local authority.

p.25

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

Disruptions have occurred in placements and evidence was seen of support being provided to the adopters and children involved. The agency had identified that there were continuing lessons to be learned from the disruptions and panel meeting minutes evidenced that panel members carefully reflected on the disruption reports presented. A more general review of themes and issues arising from the experiences would be good practice and timely.

p.25

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

Number of adopter applications started in the last 12 months 31

p.25

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

Number of adopters approved in the last 12 months 19

p.25

last 12 months

Number of adopters approved but not matched 12

p.25

last 12 months

Number of adopters referred to the Adoption Register 19

p.25

and adoption, in the last 12 months?

Cambridgeshire County Council Adoption Service Page 24

p.26

The intended outcomes for the following set of standards are:

• Birth parents are entitled to services that recognise the lifelong

p.26

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

respect throughout the adoption process.

p.26

Standard 7 (7.1 – 7.5)

The service to birth parents recognises the lifelong implications of adoption. Key Findings and Evidence Standard met? 3 Cambridgeshire had, in November 2003, established a service level agreement with After Adoption, which is in a position to offer independent support to birth family members from the time that adoption is identified as the plan for the child. It was noted that the service was being underused and more active promotion of it within the childcare teams might be helpful The post-box co-ordinator is also available to advise and support birth family members.

p.26

Standard 7 (7.1 – 7.5)

The agency was planning to introduce, by August 2005, an Adoption support service which the manager considered would contribute to increasing the range of support available. The agency acknowledged that there was continuing need for to ensure improvements in the overall preparation and quality of Form E’s. It was noted that the quality of Form Es was very variable, and evidence of the involvement of the birth parent was not always clear.

p.26

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

child’s heritage. Key Findings and Evidence Standard met? 3 Work undertaken with birth families including life story work was undertaken by childcare social workers or support workers. Some excellent examples were seen but the view was expressed that the service would benefit more if it was consistently done by workers who had received specialised training (See recommendation made at Standard 23). The agency was hoping to develop practice which would encourage greater understanding of the perspective of birth families, for example having a birth parent on adoption panel, and for the adoption workers to have more direct involvement with birth families. Cambridgeshire County Council Adoption Service Page 25

p.26

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 The agency was developing its strategy for working with birth parents and birth families, with a service level agreement with After Adoption. Support and advice was given to birth family members through the agency if appropriate. It was also planning to develop further strategies through the creation of an Adoption Support Team in August 2005.

p.27

includes providing information about local and national support groups and services

The adoption agency has a well-established commitment to ensuring children and birth parents and family members are supported in post-adoption contact. Adoption workers have responded positively to birth parent initiated requests for contact.

p.27

includes providing information about local and national support groups and services

There was a post-adoption letter box scheme, involving 210 children with a dedicated support worker post to implement the scheme. This was audited in May 2003, and survey responses produced many thought provoking responses, Cambridgeshire County Council Adoption Service Page 26

p.27

The intended outcomes for the following set of standards are:

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

p.28

children suitable for adoption, the suitability of prospective adopters and

the matching of children and approved adopters.

p.28

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.

p.28

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? 3 The agency was revising policies and procedures for the functions of the adoption panel. There is a protocol for panel members which has been recently introduced. Procedures were seen to be implemented in respect of feedback issues in terms of the presentation and content of reports and also of panel members’ performance.

p.28

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

A mechanism for promoting good practice was the quarterly issue of a ‘Panel Post’, a newsletter which includes up-to-date information and celebrates excellence. This was available to all office bases. Inspectors consider this was commendable practice.

p.28

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

Staff and applicants who attended panel typically described the experience as ‘daunting but fair’. Applicants generally felt they were treated in a friendly, respectful manner. In one case the experience was reported to have been very stressful with applicants feeling they were ‘looked down on’. Inspectors feel that this response may rest with the weighty expectation to attend which was reported. Whilst applicants are encouraged to attend adoption panel, some views expressed were that panel attendance was obligatory, and inspectors suggest that the agency revisit the guidance about this to ensure that people are not, and do not feel, disadvantaged if they are unable to attend. Cambridgeshire County Council Adoption Service Page 27

p.28

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

for the overseas country. Key Findings and Evidence Standard met? 3 The adoption panel is appropriately constituted and independently chaired. The chair has considerable experience in childcare and in a range of panels. Panel members were described as very committed. New members of panel had an opportunity to observe panel; they also have a discussion with the chair and with the adviser. Appropriate checks were taken on all new panel members and confidentiality agreements signed. Panel members’ files did not always evidence sufficient evidence of the vetting procedures (as required at Standard 28). Joint training with agency staff was established and valued by panel members. Panel members’ training was planned on a twice yearly basis.

p.29

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

Panel members were regularly updated about practice and legislative changes by the Policy and Practice Standards Manager who acted as professional adviser. A system had been introduced for an annual review of individual panel members.

p.29

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

Is the panel a joint panel with other local authorities? NO

p.29

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

and adopters. Key Findings and Evidence Standard met? 3 Panels were held generally twice each month. There had been no cancellations or postponements of panel over the preceding year. The panel observed on 12 th November 2004 was organised efficiently. Documentation was sent out in a timely way and was colour coded which assisted reading. The meeting was well conducted and it was clear to the inspector that panel members felt able to make contributions and that these were valued. It was noted that panel members took their responsibilities seriously and were very child focused. Minutes were accurate and informative. They were comprehensive and reflected the discussion and reasons for recommendations. Applicants attending panel were given an evaluation form. Cambridgeshire County Council Adoption Service Page 28

p.29

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

the child. Key Findings and Evidence Standard met? 2 Decisions were made without delay. The professional adviser meets with the decision maker soon after panel and the panel chair is only involved if it is identified that there is need for further discussion. The draft minutes were not seen by the decision maker. Inspectors recommend that the minutes should be made available to her as well as the full documentation that is made available to panel members. The agency decision maker writes formally to relevant parties and the children’s social work team is responsible for conveying the decision to children and their families. Cambridgeshire County Council Adoption Service Page 29

p.30

The intended outcomes for the following set of standards are:

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

p.31

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

• possess the necessary knowledge and experience of child care and

p.31

adoption law and practice and

• have management skills and financial expertise to manage the work

p.31

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? 3 The senior manager of the adoption service was the County Manager Accommodation and Family Support Services, having relevant and lengthy experience in childcare and management. He supervised the head of the adoption service who was appropriately qualified and experienced in childcare and is registered to undertake NVQ 5 in management.

p.31

efficiently and effectively and

The team has been unable to recruit to the first line management post of Section Manager which has been vacant since the end of April 2004. Recruitment activity was ongoing and interim arrangements were being considered.

p.31

voluntary organisation or business concerned with safeguarding and promoting the

welfare of children. Key Findings and Evidence Standard met? 3 Confirmation of a CRB check in respect of the manager was evidenced. Inspectors were informed that the practice of making telephone enquiries to each referee was now established although this was not always clear from the records seen. Cambridgeshire County Council Adoption Service Page 30

p.31

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.

p.32

Standard 16 (16.1 – 16.7)

The adoption agency is managed effectively and efficiently. Key Findings and Evidence Standard met? 3 Inspectors were told that the agency had identified that it required a review of establishment and further development. Proposals for development were being presented at the time of this inspection. The current staffing was limited in its capacity to meet existing requirements of the service and there was a need for development of adoption support services.

p.32

Standard 16 (16.1 – 16.7)

Job descriptions for staff and for managers were very dated and did not reflect the considerable changes that have occurred in configuration of the adoption and fostering service.

p.32

Standard 16 (16.1 – 16.7)

Staff reported that information was cascaded down quickly, although communication was not always clear. Inspectors heard of an example when a significant consultation document sent out to childcare teams was not distributed to the adoption service. Current management is making efforts to ensure the team is not sidelined. Communication between different teams was described as difficult at times, because of their dispersed nature, at the same time inspectors heard of ‘excellent’ and ‘improved’ working relationships between the teams. The view was heard that the adoption service was seen as being more proactive and flexible, and as having greater credibility.

p.32

Standard 16 (16.1 – 16.7)

The agency acknowledged areas for significant further development and progress has been slower because of staffing shortages and the continuing vacancy of the frontline manager’s post. Despite this inspectors found that staff had a clear understanding of whom they would go to for decision making or advice. Roles within the organisation were clear.

p.32

Number of the above complaints which were substantiated

Cambridgeshire County Council Adoption Service Page 31

p.33

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 agency had clearly documented arrangements for control and supervision of its financial affairs and powers.

p.33

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

The Policy and Practice Standards Manager monitors all the adoption agency activity, maintains statistical information and procedures and produces a detailed and comprehensive annual report. A recommendation is made that reports should go to the executive side of the council every six months, in accordance with Standard 17.3. The annual report is subject to the Scrutiny Committee. Elected members were described as providing positive support to children’s services with a core group of interested members being part of the multi-agency Public Parenting steering group. Two elected members were involved in the Adoption Panel.

p.33

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

There was a six-monthly meeting for management across the teams to look at the outcomes and processes for children with adoption as in their best interests. Through a score card system, inconsistencies across the county had been identified and measures taken to begin to address them. Data was produced on a monthly basis to monitor the progress of children through the planning processes.

p.33

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 range of specialist advisers and services. A clinical Psychology team is employed by the Fostering and Adoption service. Education and nursing staff for Looked After Children contribute to matching and support processes. There is a Medical Adviser to the Panel although inspectors heard that this role was not always very available to staff or adopters outside the panel. It is recommended that this is reviewed. There is a legal Adviser to panel who gives relevant advice as required but does not attend on a regular basis. Regular attendance had been tried in a pilot scheme and inspectors were told that this had been helpful. Regrettably, this was not established as practice. There are currently no written protocols governing the role of specialist advisers, and this is recommended. Cambridgeshire County Council Adoption Service Page 32

p.33

The intended outcome for the following set of standards is:

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

p.34

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? 2 Appropriate recruitment procedures were in place. The manager confirmed that the system is now established for obtaining telephone verification of at least one reference for staff although Standard 19 indicates that each referee should be followed up and this needs to be consistently implemented. Appropriate checks on staff were not sufficiently evidenced in a number of personnel files examined, (see requirement made at Standard 28).

p.34

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

All staff had relevant professional qualifications, and where staff had moved into the adoption team from childcare teams they were mentored by experienced workers in the adoption team.

p.34

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

Two part-time workers undertake birth records counselling, and are supervised by the Policy and Practice Standards Manager. The workers had lengthy experience. The agency was hoping to expand the range of staff given the professional opportunity to undertake this work.

p.34

equivalent?

What % of the adoption service’s social workers have a PQ award? 20 % Cambridgeshire County Council Adoption Service Page 33

p.34

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

service. Key Findings and Evidence Standard met? 3 The adoption social workers are based in three offices to maximise availability. Some childcare teams have a designated link worker from the adoption team but staffing problems have not allowed this to be in place for each team. The management was considering plans to increase the size and role of the adoption service. Increased flexibility in the homefinding role and in consultation were helping move the adoption service away from what inspectors heard had been considered by some as a somewhat traditional and inward looking approach. Workers described relationships between the childcare teams and the adoption team as ‘excellent’.

p.35

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

As previously stated, plans to develop were hampered by the absence of a front –line manager, and the service manager had assumed the responsibilities of that role.

p.35

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

Workload management and allocation processes were managed via the supervision process and by the front line manager. It was recognised that more formal systems could contribute to more focused planning. There were systems for supervision and appraisal which were implemented. Staff also had access to consultants in regard to individual cases.

p.35

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

Staff described administrative support as ‘excellent’. All staff have their own computers. Inadequate access to mobile phones was reported by staff. It was also the case that they felt they were expected to give adopters their home phone numbers, and although managers explained this was optional, increasing the availability of mobile phones would be a more positive approach to this issue.

p.35

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

Some survey responses from adopters indicated that at times there had been delays in responding to messages, or meetings cancelled. Administrative support was under review and centralising the service was being considered.

p.35

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

Enquiries from prospective adopters are dealt with via a free phone line during office hours.

p.35

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

A large number of applications for step-parent adoptions are also managed within the adoption team, allocated to a sessional member of staff who normally has about five or six cases at a time and is regularly supervised by the service manager. Cambridgeshire County Council Adoption Service Page 34

p.35

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

in providing a service. Key Findings and Evidence Standard met? 1 There were social work vacancies within the adoption team, and there had also been long term sickness absence. The team was developing its roles with family finding, linking with teams, and undertaking kinship and permanent assessments. The staffing level of the team was currently being reviewed. Inspectors considered the responses from many adopters indicated that they felt the service to be very over stretched and that it was not always adequately meeting support needs.

p.36

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

The service had used agency workers to meet shortfalls, and sessional workers undertook some assessments. The present shortfalls were being covered by part-time social workers temporarily increasing their hours.

p.36

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

Inspectors saw evidence that training was encouraged and that Cambridgeshire had a positive approach to supervision and support to staff.

p.36

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

Staff policies to encourage retention included flexible working hours, key worker housing and secondment arrangements.

p.36

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 seen in the course of this inspection expressed positive views about Cambridgeshire as an employing organisation. Flexible working practices such as term time employment were welcomed. Independent counselling was available to staff.

p.36

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

There was a whistleblowing policy which was known to staff. Cambridgeshire County Council Adoption Service Page 35

p.36

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? 2 There was an in house training programme for Cambridgeshire childcare services with mandatory courses and optional training pathways. Managers acknowledged that there was a need for a more comprehensive training framework and an operational training group had been set up to audit and develop a clear programme. The programme would benefit with the inclusion of training opportunities about working with birth families, life story work, adoption support and contact issues which would also be accessible to support workers as well as social workers.

p.37

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

Inspectors heard that priorities in the training budget resulted in the three day ‘in-house’ adoption course not being run in the last year. Staff said they were satisfied with training opportunities available to them although they tended to look more to external events, for example workshops run by BAAF. Team training events were also held and staff ‘cascaded’ learning from events or information that they had accessed.

p.37

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

The professional advisory role of the Policy and Practice Standards Manager in linking and advising child care team managers and social workers was also valuable in the disseminating information and keeping staff informed.

p.37

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

Systems for staff induction were established. There was evidence of a strong commitment to appraisal and to staff having professional training plans. Appraisals and six monthly reviews inform the plans which are copied to the training department to inform county training requirements. The adoption service manager was aiming to more systematically audit training needs to meet the proposed plans for the development of the service, for example if a wider range of staff were to undertake birth records counselling.

p.37

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

Regular staff meetings took place. Team meeting minutes indicated that practice issues were discussed and staff were kept abreast of developments relevant to their job. Cambridgeshire County Council Adoption Service Page 36

p.37

The intended outcome for the following set of standards is:

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

p.38

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

has worked. Key Findings and Evidence Standard met? 1 The agency had a confidentiality of personal social services records policy (dated November 2000). Records were being maintained for each child, and prospective and approved adopters. Very detailed case records were seen on some files. The adopters’ files were not always systematically maintained (see Standard 27). Policies and procedures covered arrangements for access and confidentiality.

p.38

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

There was a procedure for establishing a separate adoption file for each child but inspectors found these were not being maintained consistently for each child in accordance with Adoption Agency Regulations. Some children’s adoption files lacked care plans, records of statutory visits or reviews, or evidence of supervision. Gaps in records were seen. There was a lack of attention to some details, for example information about siblings which was not relevant to the individual child’s record was found on file. In some cases e-mails were on record which contained somewhat flippant remarks which detracted from the quality of the record maintained for the child. Implementation of policy and practice guidelines is required in respect of the children’s adoption file.

p.38

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

Staff spoken to had clear understanding about confidentiality and security of records. Files are locked away. Electronic records were backed up on a daily basis.

p.38

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

There were good examples seen of supervisory oversight in the records kept in some, though not all, children’s files. This was less evidenced in the adopter’s files and the manager acknowledged that this is an area for further development. A recommendation is made.

p.38

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? 3 The adoption agency worked closely with other agencies within the consortium and elsewhere and had appropriate procedures for the sharing of relevant information. Staff were clear about procedures There were tracking systems for releasing papers once appropriate authorisation had been given. Corporate procedural instructions issued in August 2000 and General Protocol (August 2002) took into account the requirements of the Data Protection At 1998 although there was no explicit reference to Human Rights legislation. . Cambridgeshire County Council Adoption Service Page 37

p.38

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

in line with regulations. Key Findings and Evidence Standard met? 2 Separate records were kept for staff, including sessional workers. Complaints were collated centrally Systems within the adoption service were established for the collation of information about complaints and allegations.

p.39

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

There is a written policy (November 2003) for case file management and case recording. The council has a system for regular case file audit, but in the absence of a front-line manager in the adoption team, this system was not implemented. Inspectors found that files did not always contain front sheets, chronologies or a summary of significant events. File entries were not always legible or signed. It is recommended that measures are taken to ensure the system of file audit is implemented.

p.39

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? 1 Seven personnel files were inspected. Some shortfalls were identified in the records; not all had evidence of staff qualifications or relevant checks. In one case a full name was not recorded on the staff file. Criminal Records Bureau checks were not evidenced on the files but evidence was provided on a separate checklist although good practice would be to include the CRB number. Inspectors advise that a more rigorous approach must be established to evidencing that appropriate checks have been carried out on all staff. Inspectors were informed that administrative staff in adoption service did not have CRB checks and a requirement is made in regard to this, in that checks should be undertaken on all staff who work for the adoption agency.

p.39

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

Panel members’ files examined did not include the information as required in Schedule 3. Cambridgeshire County Council Adoption Service Page 38

p.39

The intended outcome for the following standard is:

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

p.40

Standard 29 (29.1 – 29.5)

Premises used by the adoption agency are appropriate for the purpose. Key Findings and Evidence Standard met? 1 The premises used at the time of this inspection, which were seen by inspectors, were satisfactory for the purpose. Two of the three sites were visited. Secure access was evidenced, with a signing in system. The lack of small meeting rooms, for example for use in birth records counselling, was noted to be inconvenient at times.

p.40

Standard 29 (29.1 – 29.5)

The local authority provided evidence to the inspectors that adequate insurance arrangements were in place.

p.40

Standard 29 (29.1 – 29.5)

Archived records were inspected and inspectors noted that the local authority had recognised that there were some concerns. The records were stored in the basement at Shire Hall. Access was restricted. The records were archived in standard archive cardboard boxes in a large locked room. Other records were also stored there. There was a smoke or heat detector in the room. A fire risk assessment dated January 2004 was seen. There was a disaster recovery manual for the archives. This recognised that the basement is damp and needs humidifiers to keep it in a reasonable condition. A flood had occurred some years ago and the records were not in waterproof cabinets. The report noted that above-ground storage would be safer. It is recommended that the archiving arrangements specifically for adoption records should be reviewed. Cambridgeshire County Council Adoption Service Page 39

p.40

Date

Cambridgeshire County Council Adoption Service Page 40

p.42

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

accuracy of the report for the above inspection.

p.42

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 15 th November 2004 and any factual inaccuracies:

p.42

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

Please limit your comments to one side of A4 if possible

p.42

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

We are working on the best way to include provider responses in the published report. In the meantime responses received are available on request. Cambridgeshire County Council Adoption Service Page 41

p.42

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

Amendments to the report were necessary NO

p.43

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

Comments were received from the provider YES

p.43

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

Provider comments/factual amendments were incorporated into the final inspection report NO

p.43

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

YES 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

p.43

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.

p.43

report:

Action plan was received at the point of publication YES

p.43

report:

Action plan covers all the statutory requirements in a timely fashion YES

p.43

report:

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

p.43

report:

Provider has declined to provide an action plan

p.43

Public reports

It should be noted that all CSCI inspection reports are public documents. Cambridgeshire County Council Adoption Service Page 42

p.43

inspection conducted on the above date(s) and that I agree with the statutory

requirements made and will seek to comply with these.

p.44

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.

p.44

Cambridgeshire County Council Adoption Service / 15th November 2004

Commission for Social Care Inspection 33 Greycoat Street London SW1P 2QF

p.45

Cambridgeshire County Council Adoption Service / 15th November 2004

Telephone: 020 7979 2000 Fax: 020 7979 2111

p.45

Cambridgeshire County Council Adoption Service / 15th November 2004

National Enquiry Line: 0845 015 0120 www.csci.org.uk

p.45

Cambridgeshire County Council Adoption Service / 15th November 2004

S0000048977.V198147.R01 © This report may only be used in its entirety. Extracts may not be used or reproduced without the express permission of the Commission for Social Care Inspection

p.45

Cambridgeshire County Council Adoption Service / 15th November 2004

The paper used in this document is supplied from a sustainable source

p.45