Care and Social Services Inspectorate Wales
APPLICATION TO REGISTER AS A VOLUNTARY ADOPTION
AGENCY
PART 2
Name of Voluntary
Adoption Agency:
Name of provider:
Name of proposed
responsible individual:
Name of proposed
registered manager:
Name and status of
person completing this
form:
Part 2 of the application form to register as a Voluntary Adoption Agency (VAA)
is your opportunity to demonstrate that you have understood the principles and
requirements of the Regulations, National Minimum Standards and Welsh
Government Guidance that underpin the provision of a VAA.
VAA registration part 2
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To complete this application, you will need to obtain a copy of the relevant
Regulations, National Minimum Standards and Guidance. These are:
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The Registration of Social Care and Independent Health Care (Wales)
Regulations 2002
The Voluntary Adoption Agencies and The Adoption Agencies
(Miscellaneous Amendments) Regulations 2003 as amended by
The Voluntary Adoption Agencies (Amendment ) Regulations 2005
The Adoption Agencies (Wales) Regulations 2005
The Access to Information (Post Commencement Adoptions) (Wales)
Regulations 2005 and supporting WAG guidance issued in 2006
The Independent Review of Determinations (Adoptions) (Wales) Regulations
2006
The Restrictions on the Preparation of Adoption Reports Regulations 2005
The Adopted Children and Adoption Contact Registers Regulations 2005
The National Minimum Standards for Voluntary Adoption Agencies and Local
Authority Adoption Services in England and Wales 2003
Where you plan to provide inter-country adoption services you will need a copy
of


The Adoptions with a Foreign Element Regulations 2005 and
The Welsh Assembly Inter-Country Adoption Guidance and Information on
Process issued in 2006
Where you plan to provide intermediary services you will need a copy of


The Adoption Information and Intermediary Services (Pre-Commencement
Adoptions) (Wales) Regulations 2005 and
The Welsh Assembly Guidance supporting these regulations issued in 2006.
Where you plan to provide adoption support services you will need a copy of

The National Minimum Standards for Adoption Support Agencies which
came into force from December 30th 2005
The Regulations can be obtained from HMSO; either down loaded from their
website www.legislation.gov.uk/ukpga or, on payment of a fee, provided in hard
copy.
The National Minimum Standards are available from Welsh Government, either
the Child Health and Social Care Division or Care and Social Services
Inspectorate Wales via the respective websites:
www.wales.gov.uk/subichildren/toc-e.htm
www.cssiw.org.uk
At this stage, CSSIW are looking to be assured that the arrangements and
resources that you are proposing to deploy in your voluntary adoption agency
will result in the regulations and standards being consistently met or exceeded.
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This document requires you to provide evidence to demonstrate this and in
some sections asks for specific information / evidence. In other places it makes
suggestions as to what evidence might be appropriate. It is helpful if you
provide the information requested but your application will not be disadvantaged
if you use other sources of evidence.
As indicated in other documents, a well thought out and clearly presented
Statement of Purpose for the proposed agency is an essential starting point for
working through all aspects of the agency’s operations. It will also be the
starting point for CSSIW's evaluation of your proposals.
It is essential that your application demonstrates that you are familiar with the
Regulations, National Minimum Standards and WG Guidance, including their
appendices and the sources of information informing them (usually listed in the
bibliography). We will expect you to have considered the legal and best practice
aspects of the service you propose to register.
To help us to process your application as efficiently as possible, please list and
mark each document you submit by reference to the regulation, national
minimum standard and/or guidance to which it relates. Although not a
requirement, CSSIW would find it helpful if you would submit your documents in
a file with an index of sections and contents. We are happy to accept copies of
this form by e-mail and accompanying documents on a CD Rom.
Contents: Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
Section 7
Section 8
Section 9
Section 10
Section 11
Policies, Procedures and Information
Safeguarding Children
Working with Prospective and Approved Adopters
Working with Birth families
Management and Staffing of the Agency Including
Complaints and Notifications
Adoption Panel and Agency Decisions
Premises and Records
Provision of Inter-country Adoption Services
Provision of Intermediary Services (access to information
and contact)
Provision of Adoption Support Services
Declaration and Signature(s)
Please note that throughout this document the regulatory references refer
to ‘the Voluntary Adoption Agencies and the Adoption Agencies
(Miscellaneous Amendments) Regulations 2003’ and the National Minimum
Standard references are ‘the NMS for Voluntary Adoption Agencies and
Local Authority Adoption Services in England and Wales 2003’ unless
stated otherwise.
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Section 1 – Policies, Procedures and Information
Statement of Purpose & Children's Guide
Relevant Regulations
3, 4, 24B & 24C & Schedule 1
Linked NMS
1
This table links each regulation to the most relevant NMS; this does not
preclude other National Minimum Standards being linked to each regulation.
Please describe the voluntary adoption agency service that you are proposing to
provide:
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Please submit copies of your following procedures and other information as
requested below.
Procedure
Tick if
enclosed
Statement of Purpose (Regulations 3 and 24B and 3 Schedule 1)
Children’s Guide (Reg. 24C)
The agency’s safeguarding policy and procedure
(Regulation10)
Staff recruitment and selection policy and procedure
(Regulation 15)
Staff disciplinary procedure (Regulations 16 & 24J)
Written procedure for considering complaints (Regulations 11,
12 & 24H)
Adoption panel policies and procedures (NMS 10)
Written plan of your agency's strategy to recruit adopters
(NMS 2)
Written eligibility criteria for adopters NMS 3.2
Written information for birth parents / guardians about the
procedure in respect of both placement for adoption and
adoption including the Adoption Register for England and
Wales and legal implications of giving consent. (Adoption
Agencies (Wales) Regulations 2005 Reg. 14)
Written information about the adoption process and the legal
implications of adoption for prospective adopters (Adoption
Agencies (Wales) Regulations 2005 Reg. 21 and NMS 3, 4, 5 & 6)
Panel member confidentiality agreement (NMS 11.3)
Staff grievance policy (NMS 20)
Staff job contract/conditions of service (Reg. 15 and NMS 20)
Staff training plan (Reg. 15 and NMS 23)
Equal Opportunities Policy (NMS 20)
Health and safety procedures (NMS 20)
Confidentiality of adoption information procedure (NMS 27)
Case recording policy (NMS 27)
Access to records policy (NMS 27)
Whistle blowing policy
Evidence of your public liability and professional indemnity
insurance and insurance of the premises.
Please list any other documents that you feel demonstrates your compliance
with the Regulations and National Minimum Standards listed above.
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Section 2 - Safeguarding children
Relevant Regulations
Linked NMS
10
The Adoption Agencies (Wales) Regs 2005
Reg. 13
2
This table links each regulation to the most relevant NMS; this does not
preclude other National Minimum Standards being linked to each regulation.
Please describe how you intend to ensure that the service meets the
requirements of the above Regulations and National Minimum Standards and
that you have a robust system in place for the protection of children.
Please can you ensure you cover the following in your response
 The background / reference documents you used to write your policy
 Dealing with historical allegations
 Your links with local child protection agencies
 How staff and service users are made aware of the policy
 The training you provide for prospective adopters and staff at induction
and ongoing
 Ascertaining the wishes and feelings of the child
You have been requested to submit a copy of your agency’s safeguarding policy
and procedure in section 1 of this form.
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Section 3 – Working with Prospective and Approved Adopters
Relevant Regulations
The Adoption Agencies (Wales) Regs 2005
Reg. 21, 22, 23, 24, 25, 26
Linked NMS
3,4, 5, 6,
This table links each regulation to the most relevant NMS; this does not
preclude other National Minimum Standards being linked to each regulation.
Please describe how you intend to ensure that the service meets the
requirements of the above Regulations and National Minimum Standards.
Please can you ensure you cover the following in your response Arrangements for assessment of suitability and preparation of prospective
adopters,
 Matching
 Support groups
 Provision of a counselling service for prospective adopters
Please list and attach copies of any additional documents that you feel
demonstrate your compliance with the Regulations and National Minimum
Standards listed above: -
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Section 4 - Working with Birth Parents
Relevant Regulations
The Adoption Agencies (Wales) Regs 2005
Reg. 14,16, 7
Linked NMS
7, 8, 9
This table links each regulation to the most relevant NMS; this does not
preclude other National Minimum Standards being linked to each regulation.
Please describe how you intend to ensure that the service meets the
requirements of the above Regulations and National Minimum Standards.
Please can you ensure you cover the following in your response  Your strategy for working with and supporting birth parents and birth
families both before and after adoption
 Links with local/national support groups for birth relatives
 Provision of a counselling service for birth parents
 Obtaining information from parents about the child’s heritage
 Ascertaining birth relatives wishes and feelings
Please list and attach copies of any additional documents that you feel
demonstrate your compliance with the Regulations and National Minimum
Standards listed above: -
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Section 5 - Management and staffing of the service including
complaints and notifications
Registered providers, responsible individuals and managers.
Relevant Regulations
5, 6, 7, 8, Schedules 2 and 3
Linked NMS
16, 17, 18, and 30
This table links each regulation to the most relevant NMS, this does not
preclude other National Minimum Standards being linked to each regulation
NB. Many aspects of this section are covered in part 1 of the application but
please complete the following: Please confirm the persons who will fulfil the following roles:
Role
Name
Responsible individual
Registered manager
Please describe how you intend to ensure that the service meets the
requirements of the Regulations and the National Minimum Standards as
referred to above.
Please can you ensure that in your submission you include details of the
systems you are putting into place to
 Monitor and evaluate the provision of your services to ensure quality and
keep your trustees / management committee up to date with the
management and outcomes of your service;
 Arrangements for service user input into quality assurance and continuous
improvement
 Maintain a financially viable service
 Maintain the necessary skills for carrying on and managing the agency /
training opportunities
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Please list and attach copies of any additional documents that you feel
demonstrate your compliance with the Regulations and National Minimum
Standards listed above
Staffing proposals
Relevant Regulations
13, 14, 15, 24I, & Schedule 2
Linked NMS
19, 20, 21, 22, 23, 28
This table links each regulation to the most relevant NMS; this does not
preclude other National Minimum Standards being linked to each regulation.
Please outline how you propose the agency will be staffed:
Posts (positions)
Number
Proposed
hours per
post
Level of qualification and
experience
Please provide the following documents,
(a)
(b)
Organisational chart
Job descriptions for each grade of post
Attached
Attached
Please provide a copy of the documents you are proposing to use to record all
the details set out in Schedule 3 to the Voluntary Adoption Agencies and The
Adoption Agencies (Miscellaneous Amendments) Regulations 2003.
Attached
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Staffing - employment, deployment and support
Relevant Regulations
13, 14, 15, 16, 17, Schedule 3
Linked NMS
19, 20, 21, 22, 23
This table links each regulation to the most relevant NMS, this does not
preclude other National Minimum Standards being linked to each regulation
Please describe how you intend to ensure that the service meets the
requirements of the above Regulations and National Minimum Standards.
Please can you ensure you cover the following in your response
 How you will manage workloads and adjust numbers of staff over time
 Links with appropriate training providers
 Arrangements for induction, training, supervision and appraisal of staff
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Complaints and representations
Relevant Regulations
11, 12
Linked NMS
24
This table links each regulation to the most relevant NMS, this does not
preclude other National Minimum Standards being linked to each regulation
Please describe how you intend to ensure that the service meets the
requirements of the above Regulations and National Minimum Standards
Please can you ensure you cover the following in your response
 The background / reference documents you used to write your policy /
procedure
 How complaints will be investigated and by whom
 How staff and service users will be made aware of it
 The training you will provide for staff at induction and ongoing training
 Recording and monitoring arrangements
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5.5 Notifications
Relevant Regulations
9, 19, 21, 22, 23
(No NMS)
Please confirm that you have read and understood the range of notifications
that you are required to make
Yes
No
Please outline the systems or processes that you plan to put in place to meet
the requirements of the above Regulations.
Please list and attach copies of any other documents that you feel
demonstrate your compliance with the Regulations listed above:
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Section 6 – Adoption Panel and Agency decisions
Relevant Regulations
The Adoption Agencies (Wales) Regulations
2005: - 3, 4, 5, 6, 7 ,8, 9, 10, 18, 19, 27, 28
Linked NMS
10, 11, 12, 13
This table links each regulation to the most relevant NMS, this does not
preclude other National Minimum Standards being linked to each regulation
Please describe below how you intend to ensure that the service meets the
requirements of the Regulations and the National Minimum Standards as
referred to above.
Please include specifically details about your proposed panel and agency
decision making arrangements and how you will access specialist advisers
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Section 7 – Premises and Records
Relevant Regulations
Linked NMS
10(2)(e), 12(3), 17 & Schedule 3, 18, 24G
The Adoption Agencies (Wales) Regs 2005
Reg. 12
2.2, 5.3, 17.3, 24.7, 25, 26, 27, 28, 29, 31.4
This table links each regulation to the most relevant NMS, this does not
preclude other National Minimum Standards being linked to each regulation
Please describe how you intend to ensure that the service meets the
requirements of the Regulations and the National Minimum Standards as
referred to above.
In particular, please include detail about –
 the suitability of the premises you intend to use for the purpose of the VAA
 your arrangements to maintain all the records required by regulation and
the NMS and to monitor the quality and adequacy of these records
 the arrangements you have in place for the secure storage of records both
on and away from the premises,
 your arrangements for the safety and confidentiality of records including
who can access them and how
 how staff will be advised about their role in the management of records
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Section 8 – Provision of Inter-country Adoption Services
NB. This section may not apply to all voluntary adoption agencies. If these
services are provided this must be reflected in your service’s statement of
purpose. Agencies not providing these services do not need to complete this
section of the application form please proceed to section 9.
Relevant Regulations



The Adoptions with a Foreign Element
Regulations 2005 (SI 2005 No 392)
Adoption Agencies (Wales) Regulations 2005
The Restrictions on the Preparation of
Adoption Reports Regulations 2005
NMS
3.2
Welsh Assembly
Guidance
Inter-country Adoption Guidance and Information
on Process issued September 2006
There are no specific NMS attached to Inter-country adoption services but the
NMS which apply to VAAs are relevant
Please describe the inter-country adoption service you intend to provide and
how you intend to ensure that your agency will meet the requirements of the
Regulations and the WG guidance as referred to above.
Please continue on a separate sheet if necessary
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Additional information related to an inter-country adoption service
If there is information or policies and procedures that relate specifically to the
inter-country adoption services that you intend to provide that you do not refer
to elsewhere in this application, please list here and send them in with your
application:
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Section 9 - Provisions of Intermediary Services (access to
information and help with contact)
NB. This section may not apply to all voluntary adoption agencies. If these
services are provided this must be reflected in your service’s statement of
purpose. Agencies not providing these services do not need to complete this
section of the application form; please proceed to section 10.
Decision to proceed, consents and vetos in the provision of information
and provision of counselling
Relevant Regulations
WAG Guidance
The Adoption Information and Intermediary
Services (pre-commencement Adoptions)
(Wales) Regulations 2005
WAG guidance in respect of Intermediary
Services issued in December 2006
There are no NMS linked to these regulations
Please describe how you intend to ensure that your VAA meets the
requirements of the above Regulations and WAG guidance that supports
these regulations:
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Please can you ensure you cover the following in your response:  How and who will determine whether requests for Intermediary services
should proceed
 Any systems or processes that will be in place to support this decision
making including any review processes
 How you will operate within these Regulations
 Your arrangements for keeping and accessing records of vetos
 Systems and processes for managing & monitoring requests for
counselling
 Arrangements for the provision of counselling whether within or outside of
the agency.
Please provide a copy of the following document/s, ensuring that the
contents meet the full requirements of the Regulations and Welsh
Government Guidance
(a)
(b)
(c)
Statement / policy and procedure for deciding
whether to provide an intermediary service as
stated in regulation 6.
Attached
Staff guidance
Attached
Written information for service users
Attached
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Section 10 – Provision of adoption support services
NB. This section may not apply to all voluntary adoption agencies. If adoption
support services are provided this must be reflected in your Statement of
Purpose. Agencies not providing these services do not need to complete this
section of the application form; please proceed to the final section which
requires your signature.
Relevant Regulations
The VAA & AA (MA) Regs 2003 amended by
the VAA (Amendment) Regs 2005: 24A to 24K
Linked NMS
NMS for Adoption Support Agencies
This table links each regulation to the most relevant NMS, this does not
preclude other National Minimum Standards being linked to each regulation
Please describe how you intend to ensure that your adoption support service
meets the requirements of the above Regulations and National Minimum
Standards:
Please can you ensure you cover the following in your response
 Provision of Children’s Guide
 How you plan to manage referrals for service, including links with any
agencies that refer to you
 Your procedure for managing applications for adoption support services
 How you plan to determine and monitor the appropriate service for
individuals, including meeting a range of specific needs
 Maintaining the required records
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Additional information related to adoption support services
If there are information or policies and procedures that relate specifically to
your adoption support services that you do not refer to elsewhere in this
application, please list here and send them in with your application.
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Section 11 - Declaration and Signature
Declaration
The information we/I have provided in this application form and in any
attached documents is, to the best of our/my knowledge and belief, true and
complete. We/I understand that the discovery of any deliberate concealment
or omission of information could lead to any registration which may be granted
as a result of this application being cancelled and may also render us/me
liable to prosecution.
Signature of person(s) completing this form
1) Name
Status
2) Name
Status
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