(Last reviewed 17/06/2025)
Legal Context
The Fostering Services (England) Regulations 2011
Children Act 1989, Schedule 7
National Minimum Standards 2011
- Standard 15 – Matching the child with a placement that meets their assessed needs
- Standard 20 – Learning and Development of Foster Carers
Schedule 7 Children Act 1989
The agency is committed to ensuring that it achieves good matching and will consider carefully when assessing and reviewing Foster Carers the appropriateness of their terms of approval and preferred matching criteria.
This will be a core factor in matching, although where appropriate consideration will be given to a variation if it is felt that the Foster Carer has the skills and support can be provided to meet the needs of a child/young person outside of their terms of approval and that the Foster Carer agrees.
Foster Carers are considered on their skills, experience and capacity to meet the individual needs, of a child/young person referred, as well as their individual preferences.
Consideration for matching will include such factors as:
- The ethnicity, religion and language of the child or young person and Foster Carers and any specific cultural needs.
- The child or young person’s preferences in relation to the type of family they wish to live with.
- The child or young person’s presenting behaviours, needs and the capacity of the Foster Carers in managing such behaviours.
- The child or young person’s personal and family history.
- The locality of Foster Carers for education and contact arrangements.
- Any specific physical health or emotional health needs of the child or young person including ability to support any medical appointments.
- Whether the child or young person can be placed alongside other children or pets.
The circumstances and needs of existing household members will also be considered. If there are any gaps within the Foster Carers’ experience, identified arrangements will be agreed for additional support and training. This will be monitored on an ongoing basis within supervision.
The Agency will seek to ensure that information from the referring local authority is as complete as possible. The Agency will identify and seek to clarify any gaps in information, especially information relating to the safe care of the child or young person as well as the safety of Foster Carers and other household members. The Agency will also seek clarification on points raised by Foster Carers.
Where parent and child fostering arrangements are made, a Police Check will be requested from the local authority prior to placement. All fostering arrangements will be risk assessed using the Agency’s risk matrix (where relevant) in relation to:
• Child Criminal Exploitation (CCE)
• Child Sexual Exploitation (CSE)
• Child Trafficking Policy
• Gang Affiliation
• Missing from Care
• Parent and Child Placement
• Radicalisation/Extremism
• Self-Harm
to aid a more comprehensive Risk Assessment Matrix as part of the Safer Caring Policy.
Foster Carers will be approached initially by telephone about potentially suitably matched children (or by their preferred communication). However, Foster Carers are aware that they have the right to refuse a placement, but are encouraged to explain the reason(s) for this in order to aid future matching.
RRT (Referral Recruitment Team) officer will share full available and known information with the Foster Carers and their Supervising Social Worker (as well as Team Manager). This will be sent by secure link (Drop Box or alternatively in a telephone conversation). The RRT officer dealing with the referral will discuss the referral with the Foster Carer including the needs of the child/young person, the reasons for seeking placement with them and the level of support that will be needed.
Where RRT are not sure about the match, referral information will be shared with the SSW for the potential Foster Carer or their Team/Registered Manager in their absence first in order to gain their insight into the suitability of the referral. If the SSW or Team/Registered Manager does not feel it is an appropriate match, the Foster Carer will not be approached.
If it is an Emergency or Out of Hours placement, the RRT team will request full information from the referring local authority retrospectively on the next working day. This information will then be shared with the Foster Carers and the SSW/TMSW.
The purpose of full information being available and shared with all parties is to ensure the sustainability of the placement and safety of both children, Foster Carers and all household members, to minimise the likelihood of placement breakdown and the need for emergency placements.
If it is known at the matching stage that siblings will be sharing a bedroom, this will be recorded in detail in the matching form, including any identified risks. The bedroom sharing arrangements, including any identified risks, should then be discussed and recorded at the Placement Planning Meeting and then added to both the Foster Carers Household Safer Caring Policy and the individual Child Safer Caring Policy for the children and young people. Both of these policies should continue to be monitored in line with compliance expectations. RRT to also clarify within the offer email to the local authority, if siblings will be sharing a bedroom.
RRT may suggest specific training for Foster Carers based on the needs identified from the referral. If this is the case then these will be allocated to the Foster Carer via the training app. Please refer to the training policy for details regarding this.
Foster Carers and SSWs will be notified as soon as the local authority confirms the fostering arrangement and details of plans will be shared. If the RRT are notified by the local authority that the fostering arrangement is not needed, then they will inform the potential Foster Carer.
Placement Process: Guidance and Good Practice
| No. | Step | Comments |
| 1 | Allocating of referrals | During RRT morning catch up, it will be outlined what the availability of the team is, who will be allocating (AM/PM), what each member is working on, what needs to be followed up on and the current vacancy list – which Foster Carers are being targeted by what member. RRT member will then allocate to all available RRT members via the Referral app (which can be found on central hub under RRT tab). RRT member to ensure to include LA, number of children and age when allocating as this is monitored for recruitment proposes. RRT member to use the Teams chat to communicate to other members what has been allocated and to communicate what has happened with the referral. If referral is received into personal work email or via phone, then to be allocated to the RRT member accordingly. |
| 2 | Consult vacancies list on the Agency Base | Referral app has a detailed vacancy list for all three agencies which is coded into the following: Green = Actively being matchedLight Orange = Possibly can have a placement i.e. has an additional bedroom or on a short break or away on holidayDark Orange = On hold i.e. standards of care or on an extended breakRed = Full (no availability) Blue = On retainer Vacancy notes to be updated on a regular basis. The notes should include all matching considerations, preferences, who is placed and if there is any planned breaks. RRT members to consult all sections of the vacancy list including those who can be possibly placed with or on hold. |
| ALL REFERRALS | Must be logged on the Referral app so that monitoring of where referrals come from and age ranges can be reviewed and support recruitment. | |
| 3 | We do NOT have a suitable Foster Carer | If a referral cannot be allocated to an RRT member, then to be closed down on the app. If RRT member explores and there is not a suitable Foster Carer, then reply to the LA to let them know. |
| We may be able to place or a potential Foster Carer might be matched depending on further information | RRT member to explore with the LA if additional information is required or if the referral is lacking information. RRT member may have a provisional conversation with the Foster Carer/s or share the referral on the basis that more information has been requested. RRT member to seek additional advice from SSW, TMSW and RRT manager if they are not sure the referral is a suitable match. RRT member to ensure all information is then sent securely to the Foster Carer/s to review and decide whether they would like to be either explore further or to be put forward. | |
| We have a suitable Foster Carer | RRT member to discuss the referral with the suitable Foster Carers. This to be via telephone or their preferred communication. The referral to be sent via secure link with the SSW, TMSW and RRT manager cc’d. This is by Dropbox link (disabled downloads and expire date set on the link). If the Foster Carer is newly approved, discuss the referral with the SSW and TMSW before approaching the newly approved Foster Carer. There may also be a matching consideration for other Foster Carers to speak with the SSW/TMSW before sharing so please check the vacancy list. If SSW/TMSW feel it is suitable then to discuss and send accordingly to the Foster Carer/s. Always use a positive tone and where there are any potential issues, discuss how the Foster Carer can manage these or be supported to do so. RRT member may need to speak with SSW, TMSW or RRT manager to help discuss the referral through further with the Foster Carer if hesitate. RRT member can request a meeting with the LA to further discuss the match or ask all questions before offering the Foster Carer. If everyone agrees, send a formal offer email. Referrals which are being explored can be reviewed on the “Open Referrals” page so you know which need to follow up. RRT member to allocate the Foster Carer to the referral under the ‘Open referrals’ on the Referral app and select the outcome. RRT member can select whether the Foster Carer has been put forward and waiting response or if the Foster Carer/SSW/TMSW or the LA declined, or ghosted. RRT member to move outcome to placement made if fostering arrangement goes ahead. | |
| 4 | Send formal email offer to the LA | In subject title, write ‘OFFER OF …’ stating location or if experienced/cultural/religious/household match. Send: Redacted Form F PDF, Foster Carer profile and welcome booklet, disclosure letter, medical comment, LA check, H&S report and last annual review. Check all documentation is in date (everything lasts for 3 years, except H&S report which lasts for 1 year). If a Foster Carer is non-compliant, liaise with RRT and relevant persons for guidance such as SSW/TMSW/Support Services. Check they do not say anything negative. If they do, find out more info and explain in email. Check with supervisor that H&S recommendations are complete. In the email body, RRT to outline who the Foster Carer/s are, the agency, where they live and who is within their household including children placed. RRT officer to include in the email why the Foster Carer/s would a match for this child and what they offer, i.e. their experience, if they are able to meet the conditions LA have stated, are a cultural and religious match or experience of promoting family time/education. Provide the costing of the fostering arrangement which can be found on the price list in the RAPT folder on the drive. If fostering arrangement warrants an enhanced rate, this to be discussed with RRT manager and referred into the email with the reasoning. If there are any doubts, speak to finance manager. Ensure to include what the offer is subjected to. For example, a school move, family time moved closer to the fostering home, request for police check for parent and child or if the child is not age disputed if putting forward for UASC. Ensure to include when the Foster Carer is available to accept especially if same day fostering arrangement. Always check email addresses are correct addressee as data breaches are taken seriously. |
| 5 | The local authority wishes to place with our Foster Carer | Ask LA to confirm the agreement to the placement in writing and ensure confirmation on what the offer was subject to has been agreed such as transport in place, school or family time move or if the child is age disputed. Request follow information from the LA for the system – Full name, LAID, Legal Status, religion, ethnicity, DOB, LASW details including phone number and team manager. Ensure a satisfactory police check has been obtained where the placement is a parent and child arrangement. This to be shared with RRT manager, Registered manager, SSW and TMSW. Upload all relevant emails onto base including the email sent to the Foster Carer/s sharing the referral. Find out what time the child/ren will be arriving and any other information of relevance. Inform the Foster Carer and the supervisor Ask the Foster Carer to let you / supervisor (depending on time of arrival) when the child actually arrives. |
| 6 | OOH Fostering Arrangement Made | RRT member to provide foster Foster Carer/s with all the information LA EDT has provided. If the Foster Carer/s would like to proceed, to call the LA EDT back and send the contact/address of Foster Carer/s. RRT member to call the Foster Carer/s to confirm it is going ahead and to ask to be updated when the child arrives. RRT to confirm the placing LA. This is due to some local authorities linking together for OOH. Email to be sent to SSW/TMSW with RRT manager and finance manager cc’ed in, informing them of the fostering arrangement made and when the child has arrived. RRT member to send all relevant documentation and information to the LA retrospectively the next working day. RRT to also request all relevant information of the child including referral and the care plan. RRT to send securely the relevant information to the Foster Carer/s and to SSW/TMSW. RRT member to follow up on concurrent consent if required and emergency clothing grant is needed. |
| 7 | Matching – stage 1 | RRT member to log the placement and complete matching once the child has arrived. This to be the next working day if made on OOH or the child arrived in evening/weekend. The child placed is within their terms of approval. If not within their teams of approval, to notify RRT manager and SSW/TMSW. A change to terms can be completed if felt appropriate. Ensure to select the correct agency and Foster Carer/s checking If siblings were placed, whilst majority of the information would be similar such as reasons for coming into care, their needs may be different and should be reflected within the matching. If parent and child is placed, parent will be logged and matched accordingly as well. Read through the referral and note key points for matching as well as any actions/training. Identify training for the Foster Carer if necessary by checking what the Foster Carer has completed and what may be useful to support the fostering arrangement. Do not put more than three trainings. Ensure to include all actions for RRT and SSW/TMSW to follow up on accordingly such as missing information, school application, family time location etc. Remember if unsure or need help, ask RRT manager or RRT members. For the Safer Caring Policy, RRT member can add other risks and vulnerabilities which will be reviewed by the SSW/TMSW accordingly who will advise on measures to be in place or remove if not relevant. Once uploaded on to system, RRT member to upload the referral to the child and Foster Carer on base as well as sending it to RRT manager. |
| 8 | Matching – stage 2 | Matching notification will be sent to RRT Manager who will review and make any amendments. SSW and TMSW will be notified of the actions including the training. If felt that this is needed, then training will be allocated to the Foster Carer. |
| 9 | Outstanding documentation | RRT officer to request any missing documentation or referral information that has not been provided such as referral, care plan, legal status, LAID number, LASW details or TMSW details within reasonable timescales. |
Additional information to be aware of:
- Request for concurrent consent is to email the LASW of any child in place with the Foster Carer/s; to make the LASW aware of a child being placed alongside and if there is any concerns. CC in SSW and TMSW so they are aware it has been requested and to also respond if the LASW has additional questions RRT are unable to answer. This to be uploaded onto the base accordingly. If placed during OOH, email sent retrospectively.
- If a child has been previously placed, then there is an option when uploading. This will bring up all the relevant information previously. RRT member to review and add accordingly to the matching form dependent on the reason for child returning.
- Internal moves can also be completed for respite or permanent care. Ensure to change the matching to reflect the current Foster Carer/s as well as any matching considerations for the respite period.
- Emergency clothing grant can be requested if the child arrives with little to no clothing or clothing that cannot be used. Email should be sent to the LA requesting for the grant or if there is a plan for clothing to be taken to the fostering home. Ensure to forward the confirmation email to finance manager and upload onto base. A reasonable amount will be granted such as £50 to £100 to buy essential items – remind Foster Carer/s of this and to keep all receipts.
- If there is a request for internal respite, SSW should explore within the social work teams and enhanced support network before approaching RRT for support. Once a respite arrangement has been found, then to add into the diary for RRT. RRT member to share all relevant documentation with the LA, highlighting when the respite is and whether they agree. Ensure to upload the email chain. SSW/TMSW will confirm when respite has started and ended. RRT member to move accordingly on the system.
- For ending fostering arrangements, the date should be added into the diary and sent to all members. SSW/TMSW will update when the child moves on. Ensure to press open in full screen when ending fostering arrangement. Fill in the details correctly, including the date the arrangement ended, where the child moved to, if the correct notice was served and if it was a breakdown by Ofsted or PA view. It is an Ofsted breakdown if it is not in relation to the child’s care plan and PA breakdown if it is not planned. A reflective summary is needed for any fostering arrangement after 4 weeks and only need to be selected once if sibling group or parent and child.
- RRT member to ensure profiles are updated on a regular basis; this may be by calling the Foster Carer to check if there are changes or being notified by SSW or Support Services of a change. Profiles to be uploaded on the Foster Carer/s section on base. This will then be seen on the vacancy list. Profiles can be sent to the LA to promote Foster Carers and to advise who we are considering for a potential match whilst exploring.
- Retainers are to be agreed if fostering arrangement is not due to start immediately and depending on when the child is to be placed; for example, at the end of school year or if court proceedings are in place. A retainer is to hold the Foster Carer from being placed and to be paid a reduced weekly fee. Seek advice of RRT manager if to request a retainer and to inform the Foster Carer what being on retainer means as they may not want to. For example, a retainer can end without the child being placed if waiting on the outcome of court. Retainer is usually 50% of the weekly cost. The price list also includes what rate to ask for the retainer for each LA. Retainer should be confirmed with start date via email by the LA including the details of the child. This should be forwarded to finance manager and uploaded onto the base.
| Item: | Location on the system: |
| Price List for costing foster arrangements, retainers and serving notice | GLF X-DRIVE |
| Referral app | Central hub |
| Open referrals including updating outcome | Once in the referral app, select open referrals |
| Placement app | Central hub |
| Matching (when updating or need to finish off) | Central hub |
| Uploading recordings (emails, documents) | Central hub |
| Ending fostering arrangement | Central hub |
| Uploading profile | Central hub |
