Purpose and Context
Under amended guidance issued in July 2013, the decision to change a foster carer’s terms of approval can be implemented immediately if the foster carer provides written agreement to the change and there is a written statement concerning the foster family’s support needs.
Reference: Department of Health: Amendments to the Children Act 1989 Guidance and Regulations, July 2013.
This document serves as the Supervising Social Worker (SSW) guide and does not contain the full procedure. It must be used in conjunction with the Changes to Terms of Approval Procedure (found on agency base) and the corresponding template (located in the ‘Templates & Forms’ folder on the agency drive).
This guidance should always be applied in a trauma-informed and relationally attuned way, ensuring that foster carers feel supported, respected, and involved in all decisions affecting their approval. Transparent communication and a collaborative approach are central to this process.
Planned Changes through Review
Generally, changing a foster carer’s approval terms will be a planned process undertaken through the household’s annual review.
When writing an annual review document, the SSW should consider whether a change of approval may be needed before the next review. If this appears likely, early discussion should take place with the foster carer to explore this collaboratively within the current review. This proactive approach can prevent additional administrative tasks for the SSW, Team Manager (TM), Referral Response Team, and Support Services, while maintaining clear communication and reducing uncertainty for the foster family.
Writing the Change of Approval Template
When completing the change of approval template, the SSW must provide clear, evidence-based, and analytical reasoning, outlining in detail the foster family’s skills, experience, and the ‘Three C’s’:
- Capacity
- Capability
- Competency
The written account should be strengths-based, reflecting the carer’s progress, learning, and ability to meet children’s needs safely and sensitively. The SSW should use examples that demonstrate the carer’s understanding of trauma, emotional regulation, and their capacity to offer nurturing, consistent care.
This document is presented to Panel and the Agency Decision Maker (ADM), and therefore should show a balance between professional analysis and carer voice, ensuring that the carer’s perspective is accurately represented.
It is important that SSWs remember that this is their allocated family and therefore their professional responsibility to support and guide this process. SSWs should actively engage with all involved colleagues—calling, prompting, and reminding where needed—to keep communication open and ensure timescales are met.
Increasing Terms of Approval
If it is appropriate to change a foster carer’s terms of approval outside of a review, communication, collaboration, and reflection are key. The SSW must explore the following ‘Three C’s’ with the family:
- Capacity – The family’s current ability to provide emotional, physical, and relational space for additional children.
- Capability – The family’s skills, experience, and understanding of children’s developmental and trauma-related needs.
- Competency – The ability to apply this knowledge consistently in daily practice, including managing emotional challenges and supporting recovery.
These discussions should be conducted sensitively, creating space for carers to express any concerns or uncertainties. It should never be assumed that a family can care for additional children simply because they have acquired a spare room or other circumstances have changed. The assessment must holistically explore the emotional, relational, and physical aspects of caring for more children, ensuring the best possible outcomes for all children involved.
The SSW’s assessment should be an informed partnership with the family, grounded in trust and open dialogue. The assessment considers both the needs of potential future children and the wishes, wellbeing, and capacity of the foster family.
Because the procedure to change approval outside a review involves several teams across the organisation, it requires high levels of effective communication and coordination. Please refer to the full procedure for details of the people and departments involved at each stage.
If the change is planned, and both the SSW and TM are confident that the family can foster an additional child or children, advance notice must be given to relevant team members to ensure timely processing. This is particularly crucial if the change needs to be completed by a specific date.
If the change is unplanned, for instance to allow the placement of a new child in an emergency situation, the Referral Response Team Manager will initiate a discussion with the SSW and the foster family. In this scenario, the SSW must prioritise completion of the change of approval template within a short timescale to avoid unnecessary delay for the child while maintaining clear and supportive communication with the foster family.
Reducing or Restricting Terms of Approval
Following an allegation, cause for concern, multiple or serious placement breakdowns, a Standards of Care investigation, or a significant change in circumstances, there may be a need to consider reducing or restricting a foster family’s approval.
In such circumstances, clear, transparent, and compassionate discussion must be held with the family. This discussion should be evidence-based, trauma-informed, and accompanied by a clear rationale for the decision being made. The aim is to preserve trust and ensure the carer feels listened to and respected, even in challenging situations.
It is always preferable to reach decisions in partnership with the family, openly sharing the evidence and exploring possible resolutions together before any change is made.
If agreement cannot be reached, the SSW should discuss the recommendation with their TM and present the paperwork to the Registered Manager (RM) before proceeding to panel. Throughout this process, emotional support should be offered to carers, recognising that such discussions may be distressing and could evoke feelings of fear, shame, or loss.
These are often complex and emotionally charged situations, so SSWs are encouraged to consult closely with their TM and seek reflective supervision and peer support through SSW practice sessions.
Temporary Changes to Approval
There may occasionally be a need to change a family’s approval temporarily—for example, to provide emergency respite for another family or to care for a named child for a short-term placement.
Please refer to the procedure for full details on how to manage these circumstances.
It is essential that both the SSW and TM clearly note the end date of the temporary change, ensuring that all documentation and systems are updated to revert to the original approval terms once the agreed period has ended.
Transparent communication with the carer during this period is crucial to ensure they understand the purpose, duration, and implications of the temporary change.
Exemptions
On rare occasions, a foster carer may care for more than three unrelated looked-after children (excluding their own) for longer than the regulatory six-day limit. In these situations, an exemption from the usual fostering limit is required.
The Referral Response Team Manager will lead on this process, and full details can be found in the procedure document.
Please refer to the Exemption (For Foster Carers Approval) Template for the relevant policy, process, and form when seeking an exemption.
This process must be completed with transparency, professional oversight, and a strong focus on maintaining children’s safety and emotional wellbeing, ensuring that carers are fully supported throughout.
