(Last reviewed 15/05/2025)
Legislation and Regulations
The Amendment to the Children Act 1989 Guidance & Regulations Volume 4 Fostering Services, July 2013 (pages 5, 15, 18) explains that a review is not required to alter a foster family’s approval. Positive Aspirations Group follows this guidance to make sure clear, compassionate reasoning is given whenever we decide to review and adjust a foster carer’s approval terms.
To change a foster carer’s approval terms, the SSW completes a Change of Approval form that, in line with the Regulations, sets out how the family will offer and receive support throughout the transition. The foster carer signs this form to show agreement, and the SSW then submits it to the ADM. We make sure every required agreement is in place before a child or young person moves in.
Changing terms of approval within six working days of the child being placed
Terms of approval can be amended only after a review, as set out in Regulation 28 of the Fostering Regulations (England) 2011, and once the decision maker has approved and agreed to the revised terms.
In July 2013, Regulation 28 of the Fostering Regulations (England) 2011 was amended (see The Care Planning, Placement and Case Review and Fostering Services (Miscellaneous Amendments) Regulations 2013 (8)) so that this decision can be made without first issuing a qualifying determination.
Previously, issuing a qualifying determination delayed any change for 28 days, even when the foster carers agreed. When the fostering service provider proposes only to change the terms of approval, the decision can now take effect immediately, provided that:
• the service gives a statement explaining whether the fostering service provider believes the foster carer or anyone in their household (including children placed) might have extra support needs because of the proposed change and, if so, how those needs will be met; and
• the service asks for and receives the foster carer’s written agreement to the proposed revision of terms.
Six working days is a very short time for a review, particularly because placing a child outside a foster carer’s current terms of approval is allowed only in an emergency. The Fostering Network recommends that fostering service providers create a process for a rapid review in these situations and reach an agreement with the decision maker to prioritise such reviews.
The Fostering Network makes the following recommendations
• Fostering services may reflect on how they record foster carer approvals—deciding whether to detail terms of approval for every foster carer or only when needed to ensure they do not care for children of an age, gender, or number for which they have not been assessed as suitable.
• Fostering services might develop procedures that allow them to review and, when appropriate, amend a foster carer’s terms of approval within six days of an emergency placement made outside the existing terms. This option should be used only when the placement is in the child’s best interests and the foster carer has been assessed as able to provide the required care.
Procedure
As noted earlier, the amended July 2013 guidance allows an immediate change to a foster carer’s terms of approval when the foster carer gives written agreement and a written statement outlines their support needs. Usually, this change happens during the annual review; however, when a change is needed outside a review, the following procedure applies.
o If a planned change of approval is needed to increase the number of children or widen the age range cared for, this should, whenever possible, be completed collaboratively with the foster carers during their household annual review and then presented to the panel and/or agency decision maker.
o If a planned change to approval terms is required to increase the number or widen the age range and the timing is not close to the household review.
o the foster carers and SSW will have a detailed conversation about how the proposed change might affect everyone and about the foster carers’ capacity to accommodate it.
o the SSW and TM/RM will discuss the proposal, drawing on information from previous placement outcomes.
o the foster carers will confirm their agreement in writing.
o the SSW completes the CTTOA (Change to Terms of Approval form), clearly addressing the foster carers’ ‘three C’s’: capacity, capability, and competency.
o the SSW submits the form to their Team Manager or Registered Manager.
o if the Team/Registered Manager agrees with the change, they complete the manager sign-off section of the form, describing their decision and any recommended training, supervision, or other actions.
o the Team/Registered Manager sends the form to the agency decision maker (ADM) for a decision.
o the ADM completes the decision sheet and returns it to the Team/Registered Manager.
o once signed, the Team/Registered Manager uploads the CTTOA form to the base under the ‘Panel: Other’ category and the ADM decision sheet under the ‘Panel: ADM decision sheet (daco only)’ category.
o the form and the ADM decision sheet are sent to the Support Services Team for inclusion at the next available panel for information and noting only.
o the person presenting the form to the panel MUST be the person who completed it.
o Support Services sends a formal letter to the foster carers confirming the agreed CTTOA. The letter clearly sets out the new approval terms and duration, including any conditions from the ADM decision sheet.
o Support Services updates the systems and sends the updated foster carer agreement to the foster carers.
o If an unplanned increase in the number or age range of children is needed to place a new child
o the Referral Response Team Manager discusses the proposal with the foster carers, the SSW, and the relevant TM/RM.
o if everyone agrees that the change should happen
o the foster carers confirm their agreement in writing.
o the change request then follows the same process as a planned change. The SSW still completes the report, while the Referral Response Team Manager or the Team/Registered Manager adds recommendations, signs off the report, and submits the form to the ADM for a decision.
o the ADM completes the decision sheet and returns it to the Referral Response Team Manager or Team/Registered Manager.
o when signed, the Referral Response Team Manager or Team/Registered Manager uploads the CTTOA form to the base under ‘Panel: Other’ and the ADM decision sheet under ‘Panel: ADM decision sheet (daco only)’.
o after uploading, the Referral Response Team Manager or Team/Registered Manager sends the CTTOA form and ADM decision sheet to Support Services for inclusion at the next available panel for information and noting only.
o the person presenting the form to the panel MUST be the individual who completed it.
o Support Services sends a formal letter to the foster carers confirming the agreed CTTOA. The letter clearly details the new approval terms and duration, including any conditions.
o Support Services updates the systems and sends the updated foster carer agreement to the foster carers.
Please note that even when foster carers have the physical space to increase the number or age range of children they care for, their approval will not be increased automatically. The ‘three C’s’ must still be met to ensure every child receives the highest quality of care.
Reducing/Restricting Terms of Approval
Following an allegation, a cause for concern, multiple or serious placement breakdowns, a standards of care investigation, or a significant change in circumstances, a decision may be made to reduce the foster carers’ approval terms. In these situations, a clear, transparent conversation must be held with the foster carers, sharing the evidence and rationale for the decision.
It is always preferable to work in partnership with the foster carers, discussing the evidence and reaching agreement before any change is made.
If agreement with the foster carers cannot be reached, the recommendation must be discussed and the paperwork presented to the RM before proceeding to panel to make the change.
a o All reports and recommendations must be shared with the foster carers 10 days before the paperwork is shared with panel, giving the foster carers time to submit their representations.
o The foster carers’ representations must be shared with panel alongside other paperwork in line with usual panel processes.
o In this instance, the report is presented to panel by the SSW, who is the author of the report.
IMPORTANT: When the recommendation and decision are to decrease the number of children or narrow the age range of children to be looked after and the foster carers do not agree, a 28-day determination period must be left before finalising the actions on the ADM sheet. This allows the foster carers time to appeal to the IRM if they wish.
When the fostering team recommends reducing or terminating approval and the foster carers do not agree:
o After discussion and before the panel’s final recommendation, the chair must ask the foster carers whether they agree to their terms being reduced or approval terminated.
o If the foster carers agree, the usual process *** below is followed.
o If the foster carers do not agree, this is recorded in the minutes with the reasons.
o When the ADM decision sheet endorsing panel’s recommendation is received:
§ No changes to the foster carers’ approval are made on Base or any other document.
§ Support Services writes a letter to the foster carers confirming the agency decision maker’s decision and explaining the appeal process.
§ Support Services refers the situation to their manager to diarise the 28-day determination period.
§ If no appeal or IRM notification is received within the 28 days indicated in the letter, the Support Services manager informs the Referral Response Team, RMs, and TMs that the period has elapsed and implements the change to approval terms as set out below **** without sending another letter.
§ If IRM notification is received, the PA follows the instructions from the IRM.
Temporary changes to Approval
Occasionally, a temporary change to a foster carer’s approval is needed—for example, to provide emergency respite for other foster carers or to care for a named child on a short-term basis.
If this occurs, the same process as above must be followed and the SSW, TM/RM, Referral Response Team Manager, and Support Services Manager must all note the date the temporary change ends and together ensure that all documentation and systems revert to the original approval when the agreed term ends.
o The Referral Response Team Manager informs the Team/Registered Manager, who completes the CTTOA (Change to Terms of Approval form), clearly setting out the foster carers’ ‘three C’s’: capacity, capability, and competency.
o If the TM completes the form, they submit it to their Registered Manager.
o The Team/Registered Manager submits the CTTOA form to the agency decision maker for a decision.
o Once completed and signed, the Team/Registered Manager uploads the CTTOA form to Base under ‘Panel: Other’ and the ADM decision sheet under ‘Panel: ADM decision sheet (daco only)’.
o When uploaded, the Team/Registered Manager sends the CTTOA form and ADM decision sheet to Support Services for noting at the next available panel.
o The person presenting the form to panel must be the individual who completed it.
o Support Services sends a formal letter to the foster carers confirming the agreed CTTOA. The letter clearly details the new approval terms and duration, including any conditions. Support Services updates all systems and sends the updated foster carer agreement to the foster carers.
Conclusion
• In all cases, once the agency decision maker sheet is complete ***:
• The Manager shares the ADM sheet with those involved and with Support Services.
• The Referral Response Team Manager calls families to confirm the change to their approval terms.
• Support Services sends a letter to the foster carers confirming the change of approval.
• The Referral Response Team Manager informs the Referral Response Team ****.
• The vacancy list and carer profile on Base and Drive are updated.
• Support Services sends a new foster carer agreement.
• Support Services updates all systems.
• The TM/RM adds any ADM recommendations or actions to the spreadsheet.
• During supervision, the TM/RM checks with the SSW that recommendations or actions have been completed.
• Any agreed changes to approval terms are reviewed at the next household review, or sooner if required.
To be used in conjunction:
Ø Changes to Terms of Approval Template
Please refer to the Exemption (For Foster Carers Approval) Template for policy, process, and form if an Exemption is being sought.
