Getting started – Working with adopted people

Basic requirements

The enquiry

The consultation meeting with the adopted person

Providing an intermediary service for adopted people

Recording the consultation meeting with the adopted person

Basic requirements

The following should be in place to ensure quality service is provided:

All staff

Access to:

• Legislation, Regulations and Guidance
• Adoption: Access to Information and Intermediary Services A Practice Guide (UEA/CRCF)
• National Minimum Standards
• Agency Statement of Purpose
• Agency Policies and Procedures including Equal Opportunity statement

For managers

• Participation in the design and delivery of services at a strategic level
• An understanding of referral prioritisation in accordance with Regulations and Guidance
• Resources to provide a quality service compliant with Regulations and National Minimum Standards
• Systems to enable statistical information to be gathered, analysed and disseminated
• Suitably qualified and experienced staff
• Access to advice and consultancy
• Access to professional development including training
• Knowledge of local, regional and national resources including information produced by agencies such Family Action’s Family Connect Website
• Knowledge of Health and Safety issues and procedures

For staff

• Supervision and support
• Administrative support including retrieval and archiving of files
• Access to professional development including training; participation in regional network groups, such as South East Post Adoption Network (SEPAN), and Adopted Adults Professional Group (AAPG)
• Access to an ethical/practice advisory panel
• Knowledge of local, regional and national resources including information produced by agencies, such as Family Action’s Family Connect website
• Knowledge of Health and Safety issues and procedure

 For adopted people 18 years and older

• Written information about services and resources
• Information about other agencies including support groups
• Opportunities to link with individuals in the same situation
• Opportunities to comment on the service received at various stages
• Information about making a complaint
• Information about confidentiality

The enquiry

Initial enquiries require a sensitive, informed and efficient response suited to the needs of the individual adopted person. Staff dealing with initial enquiries need to have adequate training, preparation, support and access to resources, e.g. translation services.

A framework needs to be in place for receiving and gathering information, some of which is necessary for statistical and monitoring purposes.

The response to the adopted person should be:

• Prompt, welcoming and without prejudice
• Respectful of ethnic origin, religion, culture, language, sexuality and gender
• Informed by a person’s experience and understanding of adoption
• Informed by written policies and procedures for those with physical, sensory or learning impairments, communication difficulties or for whom English is not a first language
• Inclusive of arrangements for feedback at various stages in the process

Information for adopted people should include:

• The agency’s requirement for making a referral
• Whether they are approaching the appropriate agency, the services the agency can offer and their availability
• Does the agency offer a full range of services?
• Signposting to alternative or complementary services, organisations and agencies as appropriate.
• Ways in which agencies work together, e.g. Regional Adoption Agencies, Local Authorities, Adoption Support Agencies and Voluntary Adoption Agencies
• Before or when an appointment is made for a consultation meeting information given should include:
  • the purpose of the appointment
  • whether there is a waiting list and if so, how long
  • confirmation of arrangements and the address to which this should be sent
  • contact details for the adoption worker who will be meeting with the adopted person
  • directions to the office and parking facilities
  • what documentation they need to bring to verify the adopted person’s identity and in what form
  • information about confidentiality policies
  • rights to make representations and complaints
  • any fee charged or other financial matters to consider

The agency should ensure:

• Referral information is kept on all enquiries
• Information about enquiries is collated for statistical purposes
• If appropriate, enquiries are linked with existing records
•  Leaflets or other documentation and useful links to relevant websites are made available to the adopted person
• Adopted people are seen in a suitable environment by staff with the necessary training, qualifications, experience, and DBS checks
• Policies and guidance available to staff include recording and access to records
• Procedures are in place for tracking records and documentation moving between agencies to ensure safe transit and record receipt
• If issues of confidentiality have been discussed if it is a virtual meeting

The consultation meeting with the adopted person

Every consultation meeting will be unique and different depending on the needs, personal circumstances and amount of information the adopted person already has and the outcome they are seeking. The purpose and content of the meeting may vary depending on the type of enquiry. For example if the adopted person is seeking:

• Information and advice about making an Application for Birth Registration Information via the General Register Office (GRO) to enable them to obtain a copy of their original birth certificate.
• Making an application to access information from adoption records via the adoption agency that holds the records relating to their adoption. The variation may mean that not all the following points may be relevant.

Preparation for the consultation meeting

Check that:

• The adopted person is over the age of 18 years
• The worker has read the information held on the agency’s adoption record and any information received from the Registrar General including the Adoption Contact Register
• Consideration has been given to any disability, racial, cultural, religious and language needs
• The adopted person has been informed about the identification that needs to be shown before the meeting begins.
• The worker has organised the written and web information to be given at the interview
• The worker is familiar with the layout of the building. Where are toilets, fire exits, refreshment facilities, areas where people can smoke?
• The meeting room is appropriate and comfortable with paper tissues available.
• Issues of personal safety and protection have been considered both in office-based meetings or if a home visit is made to an adopted person not previously known to the agency.
• The worker has considered the areas to be covered during the consultation meeting and anticipated any sensitive issues that might arise
• The worker is ready to advise the adopted person about personal support they might need

The consultation meeting

• At the start of the consultation try and ensure if possible that the adopted person feels at ease
• Explain your role as an Adoption Advisor/ worker and the relevant services offered by the agency
• Explain about the confidentiality issues involved and what information you are able to share
• Check the identification that the adopted person has brought to the meeting
• Be aware and sensitive to the powerful and significant feelings that might be evoked during the consultation meeting with the adopted person, and yourself
• Outline and explain the historical, social and changed legal context of adoption
• Explore the reasons and timing for applying to have access to information
• If also sharing information from the adoption agency’s record at this meeting explain sensitively the social context of this and the language used at this time
• Gather information about the experience of adoption, current family circumstances and the support networks of the adopted person
• Enable and encourage the adopted person to ask relevant questions
• Give and explain the birth record registration information from the Registrar General with clarity and sensitivity
• Support the adopted person with the feelings and emotions that might be evoked from the information given
• Do not make assumptions about what the adopted person wishes to do following the receipt of the information about their birth records
• Explore and outline the options available to the adopted person if they wish to obtain information from their adoption records
• Inform and clarify about the registration of absolute and qualified ‘vetoes’
• Provide information about the following:
  • The Adoption Contact Register and wish for contact or no contact
  • Relevant written and web information relevant to the adopted person
  • Information and advice about searching for birth relatives if appropriate
• Explain and clarify any further actions and who will carry them out
• If the adopted person discloses a child protection issue, then establish whether the abuser is still alive and has access to children then consult your agency safeguarding policies and discuss with your manager/ supervisor and act in accordance with your agency’s policy and procedures
• Explain complaints procedures

Following a consultation meeting

• Record the contents of the meeting including area and issues discussed (see section below on Recording the meeting ). Also see PG 2025
• Follow the action agreed to be taken or no further action
• Liaise with the AAA, if appropriate

Providing an intermediary service for adopted people

Preparation – before progressing the enquiry check the following:

• That the adopted person and the birth relative are both over 18 years of age
• The adopted person’s identity has been checked and verified
• Whether ‘A wish for contact or no contact’ has been registered on the Adoption Contact Register
• If the Intermediary is not the AAA, obtain their view about the application about an intermediary service
• Whether the agency will charge and if so for which services. Has this been explained to the adopted person? How will the search be paid for and by whom; how invoices are raised and by whom?

Preliminary meeting with birth relatives

Before progressing the enquiry, check and explain any relevant points of the following:

• The birth relative’s identity and relationship to the adopted person
• When the adoption order was made. Priority to be given to birth relatives where the adoption order was made before 12^th November 1975, unless there are extenuating circumstances
• That the birth relative and adopted person are both 18 years and over
• The view of the Appropriate Adoption Agency (AAA) regarding the provision of an intermediary service
• That a veto may have been registered by the adopted person. An intermediary service cannot proceed if an absolute veto is in place. A qualified veto prescribes the circumstances in which contact can be made. See 4.4.2 Practice Guide 2025.
• Must have regard to the welfare of all parties. See the details in the regulations.
• That an account has to be taken of a registered wish for no contact on the Adoption Contact Register and on the agency’s adoption record
• Whether your agency will undertake the search or commission another agency to do so
• Whether there will be a charge and if so your agency’s invoicing arrangements

 Before approaching the birth relative consider:

• Whether the birth relative is aware of the adopted person’s existence?
• Whether the adopted person has received sufficient information, advice and preparation for possible outcomes?
• Has a risk assessment been done?
• Has adopted adult received information from the agency’s adoption record relating to their adoption?
• Is there clarity and agreement regarding information about the adopted person to be shared with the birth relative? In exceptional circumstances the agency may decline to take an enquiry forward if the adopted person is unable to consent to sharing information regarded as essential to enable the birth relative to make an informed decision
• Whether all decisions and agreements reached between the adopted person and the intermediary are clearly recorded
• Is the adopted person aware that the intermediary is not allowed to share any further identifying information with them unless it is with the birth relative’s permission unless it is publicly available? Are the possible consequences of this understood?
• What and how much information should be given to the birth relative at the first point of contact – taking into account the balance between conveying the reason for the approach with the need for discretion and confidentiality
• The proximity, ages and circumstances of key people in the life of the birth relative, if known
• Ensuring the adoption worker is available when contact is being made- avoiding the arrival of letters and other communication at weekends, public holidays and on other significant dates

Managing the response – assisting people to make informed decisions and choices

Has the Birth Relative:

• Had enough time and support to make an informed response to the adopted person’s enquiry?
• Received explanation that the intermediary is only able to provide information the adopted person has authorised them to give?
• Been offered support and consultation and accessed these services as appropriate?
• Received explanation about the range of ways a wish for contact could be progressed?
• Reached a decision about the information that can be shared, and whether this will be direct or via the intermediary?

If contact with the adopted person is refused by the birth relative, consider:

• The reasons for this and how this is likely to be received by the adopted person
• Whether the birth relative is willing to write to the adopted person explaining their reasons
• Whether key questions can be answered
• Whether an exchange of photographs is acceptable/possible
• How to ensure the birth relative appreciates that the adopted person might make direct contact
• Providing information for the birth relative to contact the agency if they wish to reconsider
• Ongoing services your agency can offer the adopted person and any charges incurred
• Informing the birth relative that they can register a wish for no contact on the Adoption Contact Register

If contact is desired, the parties have been given:

• An explanation of the role of the intermediary and the services they can provide?
• Options and choices for taking contact forward including exchanging emails, letters, photographs, phone calls, texts and WhatsApp messages, actually meeting face-to-face?
• Information about reunions and the different outcomes these can have in the short, medium and longer terms?
• Information about local support networks and other agencies that can offer help, advice and support, including the opportunity to meet others who have had similar experiences?
• Information about books, podcasts other reading matter – see Directory of Services

Complex situations

When offering intermediary services, it is important to consider the range of possible outcomes and situations such as:

• The birth relative has died or is very ill
• Complexities associated with one or both parties such as mental health problems; personality disorder; a history of violence; drug and alcohol dependency; imprisonment; experience of abuse; gender reassignment
• Issues that may arise as a result of a risk assessment being undertaken in relation to any party
• Implications if information on the adoption record prove to be incorrect, for example regarding paternity, reasons for adoption placement
• Birth relatives having inaccurate information regarding the adoptive family
• Genetic sexual attraction
• What support can the agency offer, by whom and for how long?
• When to refer to another agency and what is the procedure for this?
• What systems are in place to enable staff to consult line manager colleagues and receive supervision and obtain expert advice when necessary?

 Recording the consultation meeting with the adopted person

The necessity to maintain accurate and clear records cannot and should not be underestimated. It is a way of accounting for the service that is and has been provided and the decisions that have been made in any particular case, and it evidences the work you have (or that has been) done. However, it is also a way of recording events that show how the case has unfolded. It is important to record the interview in a succinct, factual and non-judgmental way.

Agencies may have their own guidance or pro-forma about how best to case record. However, it might be helpful to consider the following when recording the consultation meeting with an adopted person.

• Reason for enquiry/contact: Why have they contacted the agency? Has any particular event prompted them on at this time?
• Current circumstances: What information do they have about their adoption? What is their employment and marital status? Do they have any disabilities? Do they have children? What is their network for support? Who is aware of their current enquiry?
• Experience of adoption: When were they told? Was it a same race adoption? Was adoption openly discussed with parents, friends and relatives, including the positives and difficulties of being adopted? Have they told their parents about their application for access to information?
• Hopes and fears: about the prospect of or receiving information, searching for birth relatives, the effects on the adoptive family, partner, children and friends?
• Action taken: Have their contact details been clearly recorded, including any constraints on when and how contact can be made?
• What information was given at the meeting? What was discussed? What information was given from the records? Were documents signed for? Has a risk assessment been undertaken if? What other information was given about support from other agencies? Have they received information leaflets, useful reading lists, advice on linking with others in a similar situation, if appropriate, advice about tracing?
• Future plans: What other work needs to be done and what was agreed with the adopted person? To what extent will other services/agencies be involved?