Fostering
Fostering is a way of providing a family life for children who cannot live with their own parents.
It is often used to provide temporary care while parents get help sorting out problems, take a break, or to help children or young people through a difficult period in their lives.
Often children will return home once the problems that caused them to go into foster care have been resolved and that it is clear that their parents are able to look after them safely.
Others may stay in long-term foster care, some may be adopted, and others will move on to live independently.
The Local Authority provides a fostering service combined with other agencies.
This area of the software allows you to record details of and monitor Foster Carers and people applying to become Foster Carers.
When the focus is selected the Fostering/Adoption Enquiry page is opened. This allows you to search for an applicant by entering two or more characters of a name and enter any other search criteria in the fields available on the Enquiry page.
Fostering Application Enquiry
The Foster Enquiry page is opened when the Fostering Focus is selected. It allows you to search for an applicant by entering two or more characters of a name and any other informationother information.
This panel has the following fields into which search criteria can be entered: Family Name of the Applicant, Given Name, Start and End Dates StatusStatus and Application Reference Number.
Clicking Search will return a list of Applicants matching the criteria. Details of each Applicant can be seen in the lower panel by clicking the Open icon and then the next and previous icons to move to the previous or next record.
You may expand or collapse a panel by clicking the Expand icon (the arrows on the icon will invert appropriate to the next available action).
Double clicking on an item in the list or clicking Open in New Window will open the Fostering Application Definition form in a new scrollable window. In all cases a Wizard is available allowing you to move through each panel by clicking Previous or Next instead of scrolling down the page. To return to a scrollable form click Finish or click the Wizard icon again.
To add an Applicant click the New icon. This will open a blank form in which to enter new Fostering Application details, although in practice the Application will automatically be derived from the Initial Contact.
To remove a fostering application, highlight a record in the browse and click the Delete button to open the Delete Fostering Application window. One checks to see if there are any dependent records. The dependent records display on the Delete Fostering Application screen.
Click on the hyperlink in the Event Date column to open the record. Review the record and if it is no longer required, click the Delete button. One deletes the record and returns you to the Delete Application screen. The deleted record is displayed on screen until you click the Refresh button.
If there are no dependent records, the following message displays:
There are no dependent event types for the selected fostering application.
Click the Delete button to display the following message:
The system has identified that an enquiry exists for this application.
Would you like to delete this as well?
Click the Yes button to delete the fostering application.
Fostering Case Notes and Fostering Chronology can be accessed from the Links panel.
Fostering Application
The Fostering Application page is opened from the Foster 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 Contact 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 contact 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 Fostering 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 Foster carer. The Chronology is accessed by clicking the Fostering 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 Status field is populated when the Application is first saved. The Method of EnquiryMethod of Enquiry is a mandatory field and is selected from the drop-down list. The Application and Created On Date fields will initially show the current system date – these may be changed. The Created By field will be automatically populated with a Login ID. The Case Reference Number field will be automatically populated with the CRN.
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.
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 Contact record. Each applicant must be matched to a person on the database or, if necessary, addedadded to the database if the name doesn’t exist.
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 | Fostering Application Definition panel.
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 fostering application:
- Recruitment MethodRecruitment Method
- Placement InformationPlacement Information
- Fostering Resource OfferedFostering Resource Offered
Professionals Involved - To add a Professional Involved click Add. Use the icon to open the Professional Involved browser, enter a Start and End Date, Role Description is automatically populated, 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.
- Fostering ChronologyFostering Chronology
The Fostering Chronology is opened by clicking the hyperlink located in the Links panel or by clicking the Edit hyperlink in the Open column of the Foster 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 preceeds the Fostering Chronology browse which lists eventsevents associated with the application, showing the Date of the event and a DescriptionDescription.
Filter: The Chronology browse can be filtered by Events WithinEvents Within a date range and Event TypeEvent Type. 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 Fostering Application/Registration Status dialog allows you to update the Status of the application, Registration type opens the Fostering Registration dialog which shows full details of 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 Chronology and attach any relevant documents.
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 to make changes affecting the application or ExemplarExemplar, allowing you to add Exemplar events to the Chronology if required. The Application/Registration Status option allows you to add a new Status to the application as appropriate. Selecting Case Note allows you to add a new Case Note Event to the Chronology and attach any relevant documents.
- Application/Registration StatusApplication/Registration Status
The purpose of this dialog is to allow you to change the status of the application and is opened when the Edit hyperlink is clicked where a Fostering 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 Status 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 available status options are: Prospective Application, Under Assessment, Application closed before Assessment, Application closed after Assessment, Approved, Suspended, Registered and De-Registered. 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 Fostering Registration dialog is automatically opened for you to complete.
- Fostering Applicant StatusFostering Applicant Status
The purpose of this dialog is to allow you to change the status of an individual applicant. Changes can be made to each applicant if appropriate, for example, if a foster carer retires. The dialog is opened when the Edit hyperlink is clicked where a Fostering 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 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 Fostering Chronology description.
- Fostering RegistrationFostering Registration
The Fostering Registration dialog is first opened when the status of an application is changed to Registered; the title bar will display the Registration No. Subsequently it is opened by clicking the Edit hyperlink from the Fostering Chronology where the Event Type is Registration.
It is automatically populated with information from the application but this may be edited if required, for example, the age range or Placement Limit may be adjusted.
The form outlines details of the Registration, showing the Registration NoRegistration No, summary details of the Foster Carer(s), Placement InformationPlacement Information, Placement TypesPlacement Types, any Agency InformationAgency Information, if the Carer(s) are Registered to take children with DisabilitiesDisabilities, and any Specific PlacementsSpecific Placements.
This is an agreement between the Foster Carer(s) and the Local Authority outlining the placement the Carer(s) are Registered to provide.
- Fostering Case NoteFostering 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 Fostering 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 and OpenOpen icons are enabled.
The attached file can be viewed by clicking the Edit hyperlink in the Chronology.
Foster Register
The Foster Register is opened from the main Focus | Fostering menu. The focus opens with the Application Register Filter which by default lists all Fostering applications.
Application Register Filter
The Register can be filtered by Date RangeDate Range, Application Reference Number, Family Name, Given Name and Application StatusApplication Status.
Enter or select known information in the criteria fields and click the Refresh icon. The list will display all Carers matching the search criteria.
Summary information is displayed for each Carer record in the list. This comprises the current Status, names of Placements, the number of the Placement Limit and the number of Vacancies available. Clicking the Open(Edit) hyperlink will open the Fostering Chronology for that application.
Highlight an Application and click on Placement History in the Links panel to view historic details of a Placement.
- Fostering ChronologyFostering Chronology
The Fostering Chronology is opened by clicking the hyperlink located in the Links panel or by clicking the Edit hyperlink in the Open column of the Foster 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 preceeds the Fostering Chronology browse which lists eventsevents associated with the application, showing the Date of the event and a DescriptionDescription.
Filter: The Chronology browse can be filtered by Events WithinEvents Within a date range and Event TypeEvent Type. 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 Fostering Application/Registration Status dialog allows you to update the Status of the application, Registration type opens the Fostering Registration dialog which shows full details of 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 Chronology and attach any relevant documents.
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 to make changes affecting the application or ExemplarExemplar, allowing you to add Exemplar events to the Chronology if required. The Application/Registration Status option allows you to add a new Status to the application as appropriate. Selecting Case Note allows you to add a new Case Note Event to the Chronology and attach any relevant documents.
- Fostering Registration FormFostering Registration Form
The Fostering Register is opened by clicking the New icon on the Foster Register filter page to register new applicant(s) or an existing registration by clicking the Edit hyperlink from the Fostering Chronology where the Event Type is Registration.
The Fostering Registration form comprises a series of panels pertinent to the registration.
The form outlines details of the Registration, showing the Registration NoRegistration No, summary details of the Foster Carer(s), Placement InformationPlacement Information, Placement TypesPlacement Types, any Agency Information, if the Carer(s) are Registered to take children with DisabilitiesDisabilities and any Specific PlacementsSpecific Placements.
If it is a new registration, the Registration No, Status and the Registration Date fields are populated when the Application is first saved.
Before the Registration can be saved at least one applicant must be matched to a person on the database and the Placement Limit must be defined.
Each applicant must be matched to a person on the database or, if necessary, addedadded to the database if the name doesn’t exist.
The subsequent panels allow you to record information relevant to the adoption application, such as Placement InformationPlacement Information.
The Disabilities panel provides the facility to indicate whether the applicant(s) wish their registration to include children with hearing and visual impairment and/or children requiring a wheelchair.
- Placement HistoryPlacement History
The Placement History [Application Ref No: nnnnnn, Applicant(s): name] screen is opened from the Links panel in Focus | Fostering | Foster Register.
It shows read-only information of the Application Reference Number and the Application Date.
The Placement summary gives details of the name of the Child, Age, Gender, Start Date, End Date, ExemptedExempted, Injury and AllegationAllegation.