3.9.10 Disruption Meeting Procedure for Adoption, Fostering (Task Centre, Permanence) and Special Guardianship Order Placements (SGO's)

SCOPE OF THIS CHAPTER

This chapter applies to the disruption of Adoption, Fostering and SGO Placements. Where a disruption takes place prior to or after an Adoption Order/SGO has been made, a Disruption Meeting will be held.

This chapter also applies to the disruption of Permanent and Task Centred Foster Placements.

RELATED CHAPTERS

As part of the support for permanent/long term fostering placements to the child and family, please refer to Support for Permanent / Long Term Fostering Placements Procedure, in which case the principles of this chapter may be followed.

As part of the adoption support provided to the child and adoptive family, please see Adoption Support Procedure in which case the principles of this chapter may be followed.

RELATED GUIDANCE

For the most up to date MOSAIC and Workflow Guidance please refer to the Professional Hub for Children's Services.

AMENDMENT

In December 2022, Section 1, Introduction and Applications was amended.

1. Introduction and Application

1.1 Application – Adoption and SGO

Where an agency adoptive placement/SGO placement breaks down prior to the granting of an Order, a Disruption Meeting should be held to identify the reasons for the breakdown and to learn lessons from the events surrounding the breakdown.

Disruption meetings for SGOs should only be done within 3 years of the SGO been made and in addition the children must be placed by LCC in Lincolnshire. This excludes children placed outside of Lincolnshire even if placed by Lincolnshire Children's Services and also those that have an SGO made elsewhere and move into Lincolnshire and the placement then breaks down.

Where there are restrictions on capacity to undertake disruption meetings Adoption reviews will take priority. Should there be disagreement between the Quality and Standards Team Manager and referrer in relation to this, the final decision will be made by the Quality and Standards Service Manager.

1.2 Application – Fostering

Where there has been a disruption of a fostering placement for a child(ren) in permanent foster care, this will always require the application of the disruption procedure. There is a clear expectation that a meeting will take place when the placement has exceeded six months, where there are concerns about the quality of the care given to the child or where the behaviour of the child is such that there have been a succession of placement breakdowns.

With regards to the fostering service, there is an expectation that a disruption meeting will take place, in all cases, unless otherwise agreed in a documented discussion between the Supervising Social Worker (SSW) and their line manager.

All care is taken to ensure that foster placements are successful; it is inevitable that some placements will disrupt. Careful planning prior to placement will minimise the likelihood of disruption but if it does occur it is important that the situation is managed effectively to ensure the best outcome for both the child and the carer.

For the child it is essential to see if anything can be learned which will reduce the chances of future placement breakdown;
For the carer it is important to see if there are any development needs which should be addressed;
For the agency it is important to review practice to see if there is any aspect of support arrangements or childcare practice that needs review or if patterns and trend are emerging which needs a strategic response.

In all cases when endings are unplanned, then the welfare and well-being of children remain paramount and agency staff must act, at all times with this in mind.

1.3 Application – Inform Future Planning

A Disruption Meeting should consider the needs of the child and help the child and carers to move on while also informing future planning, particularly with a view to securing permanency/reduce the chances of future placement breakdown for the child by preventing future placement breakdowns. The need to hold a Disruption Meeting must not delay putting in place alternative arrangements for meeting a child's needs, and any immediate action required to remedy any problems arising from a disruption, e.g. placement supports for the new placement and addressing health and education needs.

The Disruption Meetings will also inform strategic planning of services, incorporating identified themes drawn from the meetings through the annual audit review process.

2. Disruption Meeting - Definition and Purpose

The purpose of a Disruption Meeting is to focus on the best interests of children as previously placed or for future placements by:

Identifying significant factors leading to the disruption;
Enabling participants to share feelings and information about the placement and disruption (fostering should consider the approval and matching process);
Gathering information about the current needs of the child to inform future care planning with a view to enhancing future placement stability, the needs of the carers, the birth family and the agencies should equally be considered;
Considering the quality of the preparation and support offered to carers, family and child;
Reviewing data from disruption meetings to inform future care planning for children Looked After across Children's Services and to formulate future plans for the child, based on what has been learnt from the disruption;
The disruption meeting is not a substitute for a formal review of the foster care status, the care planning process or actions taken under the procedures for managing allegations against foster carers although the outcome of this process may inform the other procedures. The unique focus of the disruption process is its emphasis of lessons learnt for the tripartite of child, carer and agency.

3. Placement Planning (Fostering)

Placing Social Workers and Fostering staff should be mindful of good practice issues when placing children in task centred foster homes.

The Duty Officer where appropriate, should contact the designated SSW for the proposed foster carers or the SSW's manager when considering all placements. Matching will be undertaken using the matching policy (please refer to Matching Children with Foster Carers Policy).

A written risk assessment must be undertaken jointly by the SSW and the child's SW prior to or in an emergency placement, within 72 hours following placement. At this point the family safe care policy should also be reviewed and amended if necessary. Their risk assessment should be signed off by the carers SW and SSW. A note that this has occurred should be made on the child's and the carer's record on MOSAIC.

It is the responsibility of SSW's to keep the Duty Officer updated in respect of any significant changes in circumstances of foster carers and any changes to their circumstances and terms of approval.

Except in emergency placements, all requests for foster placements should be made only when a Child and Family Assessment (to be found within MOSAIC) has been completed. If the child is coming into care for the first time then the appropriate authorisation from Head of Service (HOS) should be presented. When a placement is being made following the breakdown of a previous placement then a copy of the most recent LAC review should be available to the Duty officer, where this has not been possible the information should be presented within 72 hours.

Foster carers must be given the appropriate written information in respect of the child by their SW, on placement and this should recorded on the carer supervision record at the first supervision session following placement.

4. Referral Process

4.1 Referrals for an Adoption/SGO Disruption Meeting

Referrals for an Adoption/SGO disruption meeting should be made via the Safeguarding and Review Team via: email SafeguardingAndReview@lincolnshire.gov.uk indicating the Family Name, Type of Placement, Date of Breakdown and current Social Worker.

The responsibility for identifying cases where a Disruption meeting should be held rests with one, or more, of the following:

The Child's Social Worker /Team Manager from the Team in which the child is allocated in all cases;
Adoption Social Worker/PS/Team Manager;
Child's Independent Reviewing Officer (IRO) in all cases;
Senior / Head of Service Manager from within Children's Social Care and Safeguarding, Quality and Review Service in all cases;
Children's Financial Review Services.

4.2 Referrals for a Fostering Disruption Meeting

For all fostering disruption meetings the supervising social worker will make a referral, on Mosaic, to the CS Family Group Conference Team task box and an email notification to the business support safeguarding and review. Once allocated to an FGC practitioner they will liaise with safeguarding and review to arrange the meeting. All communications and actions relating to the disruption process should be recorded on MOSAIC.

The responsibility for identifying cases where a Disruption meeting should be held rests with one, or more, of the following:

Childs Social Work Team would make the referral in the result of Multiple breakdowns;
Fostering Social Worker/Practice Supervisor/Team Manager (for all Fostering Placements);
Fostering Social Worker from the Independent Fostering Agency (if an independent provider placement);

5. Arrangements for Chairing Disruption Meetings

5.1 Arrangements for Chairing Adoption/SGO Disruption Meetings

Once a referral has been made an Independent Chair will be allocated by the Quality and Standards Team who will convene a disruption meeting.

It is the responsibility of the Independent Chair to identify an appropriate venue, date and time for a disruption meeting to be held. They should liaise with services in order to ensure participants are identified and details taken for invite letters to be sent out.

For Adoptions, the Disruption Meeting will be held no sooner than 28 days after and no later than 42 days after an Adoption placement breaking down, where an SGO Placement breaks down the aim is to hold the Disruption Meeting within 28 days. Both will follow a set agenda.

5.2 Arrangements for Chairing Fostering Disruption Meetings

For all fostering disruption meetings the supervising social worker will make a referral, on Mosaic, to the CS Family Group Conference Team task box and an email notification to the business support safeguarding and review. Once allocated to an FGC practitioner they will liaise with safeguarding and review to arrange the meeting. The disruption meeting is to take place within 4 weeks of the placement ending and should not be convened at the foster carers address.

For a multi-placement disruption the disruption meeting can be convened anytime within the breakdown. The Childs SW/PS/TM will make the referral.

6. Participation in Disruption Meetings

It is the responsibility and at the discretion of the Independent Chair/FGC Practitioner to determine who should attend the meeting, however, the meetings should include participation and attendance at the meeting (from the following if applicable:

Child's IRO;
Child's Social Worker / Team Manager; Carers (SGO's);
Adopters;
Practice Supervisor Adoption Team;
Foster Carer from the placement that has disrupted;
SSW Prior to Adoption;
SSW for the Adopter;
SSW for the Current Foster Carers;
Residential Team Manager;
Representative from School / Pre School;
Virtual School (if school age);
CiC Nurse / Health representative (if significant health issues);
Views from Child and Parents (or those exercising parental responsibility) with attendance encouraged as appropriate.

In cases where the appointed chair is an FGC practitioner, they will discuss with the SSW the range of individuals who will be required to attend but these will always include the SSW, child's SW, foster carers and a minute taker. Dependent on the age of the child health visitors, GP, school representative will be invited along with any person providing a support service directly to the child or the carers such as CYPMHS.

Desirable (if involved with the child):

Therapists;
An Independent Visitor or Advocate.

If anyone, who is thought to have an important contribution and cannot make that date (Excluding Social Care Staff), they should complete the Disruption Meeting Report, please refer to Appendix 1: Disruption Meeting Report. This should be emailed to: SafeguardingAndReview@lincolnshire.gov.uk before the meeting to convey their views.

6.1 Pre-meeting Documents

In preparation for the Disruption Meeting the Independent/FGC practitioners advised to complete case research. The following documents are to be considered:

Disruption of Placement Documents - (Long term Fostering/Residential, SGO, Adoption);
Feedback from participants (should be available 2 days prior to meeting);
CiC Minutes;
Support Meeting Record or Minutes;
Case notes - including notification of breakdown;
Childs Permanence Report;
Health/Education reports;
Fostering Assessment;
Panel Decision;
Missing child/return interviews;
Minutes of support/training offered;
Any external/professional reports;
Prospective Adopters Report;
Statutory Adoption Visits.

It is best practice for the Independent /FGC Practitioner to create a chronology of events for reference in the meeting.

7. Disruption Meeting Agenda

Disruption Meetings provide an opportunity to explore and understand the reasons for a placement breakdown and provide actions to improve future placements of the child and secure better longer term planning.

The minute taker will record the minutes from the meeting on the Disruption Meeting Minutes Template, please refer to Appendix 2: Disruption Meeting Minutes Template.

The areas to be covered in the Disruption Meeting Agenda, please refer to Appendix 3: Disruption Meeting Agenda are as follows:

Introductions / Welcome / Apologies;
Confidentiality Statement;
Confirmation of Factual Information including:
- Legal status of the child/ren;
- Carers Approval;
- Approval Criteria;
- Placement start and end date.
Process and Recording ('Recording with Care');
Discussion of Childs life prior to coming in to care/care history;
Discussion of Childs care experience and number of moves;
Brief history of circumstances leading to Foster Placement;
Summary of preparation/matching undertaken Child(ren);
Summary of preparation undertaken with Adoptive/Foster Parent(s); of how the match was made, decision making, contact, transition and what was the support offered to the placement?
Introduction process of Child(ren) and Adoptive Parent(s) (N/A for Fostering);
Outline of the placement and support package that was delivered in the placement;
All participants views on what happened and events leading to the Disruption;
- For Adoption - Adopters, Previous Foster Carer to leave the meeting;
- For SGO - Previous SGO to leave (decision on a case by case basis/ consider for contact);
- Fostering – all participants to be given the opportunity to share their views. This is to include the views of the young person/child.
The Childs needs and does the plan for Permanence remain:
- For Adoption - Consider Revocation.
Arrangements for contact (Foster Carers, Family, Adopters);
What has been the impact of the breakdown on the Childs Health, Education, Welfare and Development;
Chairperson's Summary/Reflections/Recommendations:
- What are we worried about, what is working well.
Lessons for the future and points for future planning:
- All actions from the meeting should embrace SMART Planning (Specific, Measurable, Achievable, Realistic and Time-based);
- All actions should have a nominated owner who is responsible for ensuring this action is completed;
- The relevant Head of Service Manager will be responsible for oversight of key actions.
  
  N.B. Service Level lessons to be feedback in Disruption Report.

7.1 Future Actions

The Independent Chair/FGC Practitioner will complete the Disruption Meeting – Organisation Recommendations and Lessons Learnt Template, please refer to Appendix 4: Disruption Meeting Organisational Recommendations and Lessons Learnt Template. This includes organisational recommendations, lessons learnt and themes of the disruption.

Following receipt of the approved minutes the Fostering Team Manager will discuss with the SSW as follows:

Amendment of carers' approval;
- Early completion of annual review.
Any additional support to be provided to the carers in future placements including the frequency of SSW visiting and allocation of PSW support;
Any period off line to enable the carers time for recovery and reflection;
Identify training for carers;
Identify any counselling needs for household members;
Consider any contact issues in respect of the child who has moved to discuss with the carers and placing social worker;
Consider whether the Fostering and/or Child's SW Team Manager should visit the carers to discuss the issues arising from the disrupted placement;
Consider whether information provided to the Duty Officer requires amendment;
Consider whether deregistration is to be progressed and how this is to be managed;
Consider whether a report is presented to the Foster Panel in liaison with the Panel Adviser;
Ensure that information relevant to the future placement and well-being of the child arising from the review of information, is shared with the Social Worker for the child;
Ensure progression of complaints by carers arising from the disruption.

A copy of the disruption minutes should be placed on the carers and children's files and recorded on MOSAIC.

The Actions relating to the Child, Carer/Foster Carer should be loaded onto their individual MOSIAC step for action and sign off.

For the latest MOSAIC and Workflow Guidance documents, please refer to the Professional Hub for Children's Services.

8. Distribution of Minutes

Once the Independent Chair/FGC Practitioner (include Fostering Team Manager for Fostering cases) has approved the minutes of the meeting they will be distributed to all those who were invited to the meeting. Meeting minutes will be redacted where attendees have left the meeting as per the agenda guidance. Minutes must be sent out with the caveat that any omissions, factual inaccuracies or misrepresentation of individual / agency reviews should be reported to the chair within 7 working days of receipt.

Minutes must be uploaded to the Child's, Carers and Foster Carers file and sent to participants of the meeting and the following:

Head of Service Manager Quality and Standards;
Head of Service Manager for Fostering/Adoption (CiC);
Head of Service Manager for the relevant Social Work Team;
Commissioning Manager where the placement is independent provider.

The Quality and Standards Service must keep a record of all disruptions including statistics of the numbers of disruptions and meetings held.

9. Management Review

The Independent/FGC Chair will be available to discuss the outcome of any Disruption Meeting with any Head of Service Manager.

An annual review of disrupted placements (where a Placement Disruption Meeting has been held) should be undertaken by the Quality & Standards Service to identify lessons learnt and inform strategic planning.

Appendix 1: Disruption Meeting Report

Click here to view Appendix 1: Disruption Meeting Report.

Appendix 2: Disruption Meeting Minutes Template

Click here to view Appendix 2: Disruption Meeting Minutes Template.

Appendix 3: Disruption Meeting Agenda

Click here to view Appendix 3: Disruption Meeting Agenda.

Appendix 4: Disruption Meeting Organisational Recommendations and Lessons Learnt Template

Click here to view Appendix 4: Disruption Meeting Organisational Recommendations and Lessons Learnt Template.