Adoption Application

Adoption Application Definition

The Adoption Application page is opened from the Adoption Application Enquiry page by Double clicking on an item in the search list, or directly from the Workflow queue on My Home Page. 

In Use: The Initial Enquiry record is completed and saved. If the Enquiry Outcome is “Assigned to Workflow Queue” then when the record is saved the Add Workflow Item dialog will be displayed for you to assign the Adoption Enquiry record to the Workflow queue of an appropriate person, or persons in a specified Post. This allows them to process the application and provides quick access to the Fostering or Adoption application page.

The Adoption Application form has a series of panels in which to record relevant information. When the application is saved a chronology is automatically generated relating to the applicant(s). This will constantly be updated to provide a chronological record of the Adopter carer. The Chronology is accessed by clicking the Adoption Chronology hyperlink located in the Links panel.

Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are automatically displayed when the record is opened.

The Initial Enquiry Details panel contains summary details of the application. The Application Reference No is generated and the Status field is populated when the Application is first saved. The Method of EnquiryMethod of Enquiry Email, Fax, Letter, Telephone, Visit, Other is a mandatory field and is selected from the drop-down list. 

The Application Date field can be edited, up to the point at which the application has a status of Registered. This is set up by a System Administrator via Tools | Administration | ICS Parameters | Adoption Application Definition panel. 

The Created On Date field will initially show the current system date - this can be changed. The Created By field will automatically be populated with a Login ID. The Case Reference Number field will automatically be populated with the CRN.

If the application is accessed from the Workflow queue the Application page will contain the personal details for one or both applicants matched on the Initial Enquiry record. Each applicant must be matched to a person on the database or, if necessary, addedadded by clicking Match and selecting New on the Person Enquiry dialog to the database if the name doesn’t exist.

The latest Status Change date can be edited. Any changes to this date are audited.

The subsequent panels allow you to record information relevant to the adoption application:

• Legal Status of AdoptersLegal Status of Adopters L1-Married Couple, L2-Civil Partnership Couple, L3-Different Sex Unmarried Couple, L4-Same Sex Couple not in Civil Partnership, L0-Single Adopter 
• Recruitment MethodRecruitment Method select from dropdown 
• Placement InformationPlacement Information Age Range Lower, Age Range Upper, No of Children, Gender of Children, Disability 
• Information Pack and Application ProgressInformation Pack and Application Progress select dates to record Information Pack Sent, Request to Proceed, Information Session, Initial Assessment, Training Completed, Application Received, Approval Completed, Checks Completed 
• Professionals Involved
  To add a Professional Involved click Add. Use the icon to open the Professional Involved browser, enter a Start and End Date, select a Role Description and enter an Involvement Type.

Click Delete to remove an item.

Click the Active Only button to display only active professionals involved. Click again to view the list of all professionals.

Click Save. This will open the Case Generation Wizard.

Adoption Chronology

The Adoption Chronology is opened by clicking the hyperlink located in the Links feature panel or by clicking the Edit hyperlink in the Open column of the Adoption Register Applications browse. 

The Chronology displays the Application/Registration summary about the applicant(s): Reference Number, Current Status, Case Reference Number and also names, addresses, telephone numbers.

This precedes the Adoption Chronology browse which lists eventsevents such as change of status, a Case Note associated with the application, showing the Date of the event and a DescriptionDescription Status, Start Date, End Date and any Notes. 

Filter: The Chronology browse can be filtered by Events WithinEvents Within All, 1 week, 1 month, 6 months, 1 year, a date range and Event TypeEvent Type All, Application/Registration Status, Registration, Case Note, Applicant Status, Exemplars. Clicking the Refresh icon will update the list to show all events matching the criteria.

Each instance in the Chronology will show the Event Date, Application Details, Current Status and any Notes. It can also include details of each Applicant with their current individual status. 

Clicking the Edit hyperlink will open a dialog related to the Event Type, for example, the Adoption Application/Registration Status dialog allows you to update the Status of the application, Registration type opens the Adoption Registration dialog which shows full details of the application. To add a new Event open the dialog by clicking the New Menu to add a new Event open the dialog by clicking the New Menu icon.

New Menu

The New icon is located top left of the page and displays a drop-down menu. Selecting an item from the menu will open an appropriate pagepage  Application/Registration Status, Registration, Case Note, Applicant Status to make changes affecting the application or Exemplar, allowing you to add an Exemplar event to the Chronology if required. The Application/Registration Status option allows you to add a new Registration Status to the Application. To change the Status of an individual Applicant create an Applicant Status event. Selecting Case Note allows you to add a new Case Note Event to the Adoption Chronology and attach any relevant documents.

Application/Registration Status

The purpose of this dialog it to allow you to change the status of the application and is opened when the Edit hyperlink is clicked where an Adoption Chronology Event Type is Application/Registration Status. It may also be opened by selecting this option from the New menu on the Chronology allowing you to add a change of status as a new Event.

Select the appropriate StatusStatus the available status options are: Prospective Application, Under Assessment, Application closed before Assessment, Application closed after Assessment, Approved, Registered and De-Registered from the drop-down list. When the dialog is opened by clicking the Edit hyperlink it will display the current status, when opened by selecting New the Status field will be blank.

The date of change is shown as a Start Date, this will default to the current system date. The Notes box allows you to make relevant comments; such notes are displayed in the Fostering Chronology description.

The latest Status Change date can be edited. Any changes to this date are audited.

When the status of the application is changed to Registered, the Adoption Registration dialog is automatically opened for you to complete.

Adoption Applicant Status

The purpose of this dialog it to allow you to change the statusstatusCounselled Out, De-Registered, Not Applied, Prospective Applicant, Registered, Resigned, Retired, Suspended and Withdrawn of individual applicants. Changes can be made to each applicant if appropriate, for example, if a Registered adopter may De-Registered. The dialog is opened when the Edit hyperlink is clicked where an Adoption Chronology Event Type is Applicant Status.

When the dialog is opened it will display the current status of the first Applicant. The Applicant drop-downApplicant drop-down this will list the names of the current application allows you to select an alternative applicant. The available status options are: Counselled Out, De-Registered and Registered, Resigned, Retired, Suspended and Withdrawn. The date of change is shown as a Start Date; this will default to the current system date. The Notes box allows you to make relevant comments, such notes are displayed in the Adoption Chronology description.

Adoption Registration

The Adoption Registration dialog is first opened when the status of an application is changed to Registered. Subsequently it is opened by clicking the Registration icon from the Adoption Chronology and the title bar will display the Registration No.

It is automatically populated with information from the application but this may be edited if required, for example, the age range may be adjusted.

The form outlines details of the Registration, showing the Registration NoRegistration No the same as the application Reference No, summary details of the Adopter(s), Placement InformationPlacement Information the Placement Limit, Age Range and Gender, if the Adopter(s) are Registered for children with DisabilitiesDisabilities Hearing Impaired, Visually Impaired, requiring a Wheelchair.

Adoption Case Note

The purpose of this dialog is to add a Case Note event to the Chronology allowing you to attach relevant documents. A Case Note can be a record of Emails, Letters and/or Telephone calls received or sent, a Home Visit, Meetings or Manager’s Comments.

The Application Reference Number will automatically be displayed. Select an Event Type from the drop-down list. The Date and Time fields and Case Note Description are mandatory fields which must contain an entry before the record can be saved. A text box allows you to enter a list of People Present if appropriate.

Clicking Save will return you to the Adoption Chronology page.

Attached Documents is the second panel of the dialog which allows you to add a link to relevant documents. Clicking the New icon opens the Select the file to attach Case Note to dialog to locate the appropriate file, eg document, photograph. When a file is linked to a Case Note a copy of the file is placed on the Server, you will be asked if you want to remove the original file from your computer. Selecting No will retain the original on your computer.

When one or more documents are attached the DeleteDelete will remove the link to the attached file and OpenOpen will open the attached document with the appropriate application, eg Word icons are enabled. 

The attached file can be viewed by clicking the Edit hyperlink in the Chronology.