All Positive Aspirations Group Foster Carers have an Enhanced DBS, Local Authority check and a full AH Health Report completed at the time of approval, which are then renewed every three years. These checks are essential to safeguarding children and ensuring the ongoing suitability and wellbeing of fostering households.
The purpose of this procedure is to outline a clear, supportive, and transparent process for managing situations where renewals are delayed or not yet completed. The approach must always prioritise child safety while maintaining fairness, respect, and clear communication with Foster Carers.
1. DBS Checks
Foster Carers and all members of the household aged 18 years or over are required to complete a DBS check via the Carecheck website.
If the renewal takes longer than anticipated and the current DBS check is near expiry:
- The Foster Carers will be temporarily recorded as non-compliant. This is an administrative measure to ensure oversight, not a reflection of judgement on the carer’s abilities or commitment.
- The Placement Team will pause new placements of looked after children until a satisfactory Enhanced DBS is received.
- The Supervising Social Worker (SSW) will complete a risk assessment if any children or young people are currently in placement, to ensure ongoing safety and stability.
- The SSW should explain clearly to the carer the reason for this step, offer reassurance, and maintain open communication throughout the renewal process.
2. Local Authority (LA) Checks
Foster Carers and all members of the household aged 18 years or over must complete LA consent forms so that the Support Services Team can request an LA Check from the relevant Local Authority.
If renewal takes longer than expected and the current LA check is near expiry:
- The Foster Carers will be temporarily recorded as non-compliant until a satisfactory response is received.
- No new placements will be made during this time.
- The SSW will complete a risk assessment for any children already placed and ensure Foster Carers are included in the discussion to promote transparency and partnership.
3. Medical Reports
Foster Carers are required to complete an AH2 Update Health Report and submit it to their GP.
If the renewal takes longer than expected and the current medical report is near expiry:
- The Foster Carers will be placed in the non-compliant folder as a holding status.
- A Self-Declaration Health Form will be sent to the Foster Carer to complete in the meantime.
- The Self-Declaration Health Form will be reviewed by the Agency Medical Advisor, who may provide interim comments.
- The AH2 Update Health Report will still be required and actively followed up.
- If a new health condition is declared that requires GP input, new referrals may be temporarily paused until medical confirmation is received.
- The SSW will complete a risk assessment if a child or young person is currently placed.
This process should be approached with sensitivity and compassion, recognising that delays are often beyond a carer’s control (e.g., GP or system delays). The focus should remain on shared responsibility and problem-solving.
4. Renewal Management and Timescales
- The Support Services Team will send out renewal requests to Foster Carers and all household members nine months before the current checks expire.
- If there has been no progress after multiple requests, the Support Services Team will begin copying in the relevant SSW to ensure additional support and communication.
- Eight weeks before expiry, if the renewal check has still not been received, the Foster Carers (or household member) will be placed in non-compliant status.
SSWs should take a proactive and supportive role, encouraging Foster Carers to complete necessary forms early, helping them navigate any barriers, and reinforcing that the purpose of compliance is to protect both carers and children—not to penalise.
5. Risk Assessments for Outstanding Checks
If a looked after child remains in placement while DBS, LA, or Medical renewals are outstanding:
- The SSW must complete a risk assessment (RA) using the PA Group template within 1 week of the check becoming out of date.
- The RA template is stored in the relevant agency drive under ‘Forms and Templates/Fostering Forms’.
- The RA should be discussed collaboratively with the Foster Carer, who must read, understand, and sign it.
- The child or young person’s Safer Caring Policy must be updated to reflect any potential risks identified.
- Both the RA and updated Safer Caring Policy must be shared with the Local Authority Social Worker.
The same process applies for:
- All adults aged 18 or over living in the fostering household,
- All members of the Foster Carer’s Enhanced or Support Network, and
- Regular visitors to the home (see the Generic Safer Caring Policy for definition).
If a Foster Carer informs the SSW that a new adult is moving into the household:
- The SSW must immediately inform Support Services to initiate required checks.
- The matter should be discussed with the Team Manager (TM) to plan for any potential risks or interim safety measures.
- If a new adult moves in before checks are completed, the Foster Carers will be temporarily non-compliant until checks are complete, and a risk assessment must be completed following the above process.
6. DBS Returns Containing Information
If a DBS is received with information:
- Support Services will alert the SSW and TM and send a Record of Original Disclosure (ROD).
- The SSW must complete the ROD urgently and submit it to the TM for review and sign-off.
- The ROD will record:
- Details of the offence/conviction
- The outcome or consequence
- Severity, context, and timescale
- Whether the offence/conviction was self-declared
- Reflection and insight shown by the individual
The SSW and TM will make an informed assessment on whether the risk is acceptable, considering the individual’s attitude, the seriousness of the matter, learning since the event, and relevance to child safety.
Important:
- The SSW must discuss DBS disclosure content only with the individual named on the DBS.
- This includes DBS disclosures for all adults 18 years or over in the fostering household, members of the Enhanced Support Network, and regular visitors.
- For example, an SSW cannot discuss an offence on an adult child’s DBS with their parent; the conversation must be directly with the adult concerned.
All such discussions must be approached with dignity, professionalism, and a focus on safety and support, acknowledging the potential stress and emotional impact of disclosure discussions.
