1. Pre-application
The purpose of the pre-application phase is to provide a person with advice and information about the role and responsibilities of a foster or kinship carer, and to assist the person to make an informed choice about whether to proceed with lodging an application.
For a comparison of the key steps for each carer type, refer to the practice resource Comparison of the key steps for carer approval.
Steps 1.1 to 1.5 in the pre-application phase may not occur sequentially, however, usually occur prior to an application being lodged. The actions outlined may be undertaken by a Child Safety Services' officer or by staff of a foster or kinship care service, where appropriate. The initial interview or the household safety study may also be completed by a contracted fee-for-service professional, where they are undertaking the assessment of the applicant.
While the activities outlined in the pre-application phase are not listed as assessment activities, the information gathered and observations made will inform the assessment of the applicant, should they proceed with an application.
For further information about the regulation of care, refer to the practice resources Approved carers - an overview and Key concepts for the regulation of care.
1.1 Distribute an information kit
When an initial enquiry is received about becoming a foster or kinship carer, or where Child Safety Services has approached a person to provide kinship or respite care for a child:
- have a timely discussion with the person and respond to any questions or issues raised
- send a Covering letter for the information kit and relevant Carer information sheets to the person.
1.2 Invite the person to an information session
The purpose of an information session is to provide information about foster care, and to enable a person to ask questions, to assist them in deciding whether to proceed with an application to become a foster or kinship carer.
Where the CSSC, zone or a foster and kinship care service provides information sessions for potential carers, determine whether the person would like to attend an information session and if so, invite them using the Invitation to information session.
Attendance at an information session may occur before or after an initial interview with the person, or instead of an initial interview.
1.3 Conduct the initial interview
The purpose of the initial interview is to commence discussions about a range of factors such as a person's interest and motivation in becoming a foster or kinship carer, the realities of providing foster care, the legislative and policy requirements to be met and the likely impact of becoming a foster or kinship carer.
Where a person wishes to proceed, invite them to participate in an initial interview. Arrange a time with the person and, for potential foster carer applicants, complete the Invitation to initial interview letter.
Where possible, conduct the initial interview prior to the person's commencement of Pre-service training.
Prior to conducting the initial interview, for a potential kinship carer applicant only:
- obtain the views of the child and of their family about the proposed kinship carer placement, and consider these views in the decision-making process
- provide the recognised entity with an opportunity to contribute specialised cultural and family knowledge and to participate in the decision-making process about any proposed placement for an Aboriginal or Torres Strait Islander child
- seek advice from the team leader, should it become apparent that the views of the child, their family, or the recognised entity, conflict with the proposed kinship carer placement.
During the initial interview with a potential foster or kinship carer applicant:
- provide information about the roles and responsibilities of a foster or kinship carer, and the range of supports available
- provide a copy of relevant 'Carer information sheets'
- discuss the different levels of need for children in care, or for a proposed kinship carer, the needs of the specific child
- assess whether the possible kinship care placement is consistent with the agreed case plan for the child
- provide information about the requirement and the process for the conduct of personal history checks, including obtaining a positive prescribed notice (blue card), from the CCYPCG, as a prerequisite to approval
- request that the person discloses any criminal, domestic violence, traffic or child protection history that they are aware of for themselves, or any adult member of their household
- conduct the household safety study in accordance with 1.4 Conduct a household safety study
- where any significant concerns arise during the interview, discuss the concerns with the person, in accordance with 1.5 Address identified concerns about suitability
- determine whether the person would like to proceed with an application.
Following the interview:
- complete the Form 1: Foster carer intake, for a potential foster carer applicant only
- record relevant information about a potential kinship carer applicant in a case note for the child in ICMS.
The 'Form 1: Foster carer intake' does not need to be completed in the one interview, and there will be times when the entire form will not be completed due to the person choosing not to continue with the process.
1.4 Conduct a household safety study
A household safety study is the process of assessing the safety of the potential applicant's household premises and their commitment to safe practices around children. The intent of the household safety study is to prevent injury to children in out-of-home care by identifying potential risks in the proposed applicant's household.
A household safety study is usually conducted during the initial interview and prior to the lodgement of an application. Where mandatory safety requirements are not currently met, hold discussions to identify the actions required to meet mandatory safety requirements, or the person may decide not to proceed with an application.
For a foster carer applicant, complete the household safety study prior to the applicant's attendance at pre-service training, wherever possible.
For a kinship carer applicant, complete the household safety study during the initial interview or during the assessment interview.
Where provisional approval is required, refer to 1. What if the applicant requires provisional approval?
To conduct the household safety study:
- provide information about the mandatory safety requirements, as listed on page 1 of the Form 2: Household safety study
- request that the person completes a self-assessment, using the Your home safety checklist
- advise that mandatory requirements must be met prior to approval
- where other safety risks are identified, develop a plan to address these risks with the applicant, for consideration by the CSSC manager, should the application proceed
- complete the 'Form 2: Household safety study', based on direct observations of the household, the completed 'Your home safety checklist' and information obtained during discussions.
An applicant is not expected to meet all requirements of the household safety study in the early stages of the assessment process but is expected to make any necessary changes to enable the mandatory safety requirements to be met.
1.5 Address identified concerns about suitability
Significant concerns about the applicant's ability to meet suitability requirements may become apparent at any stage during the carer application process.
Concerns prior to application
Where, prior to an application being lodged, it is considered likely that an application would be refused based on the legislative restrictions on granting an application:
- discuss the identified issues or concerns and the likely outcome for an approval decision, with the applicant
- assist the person to make a realistic choice about whether to proceed with an application or self-select out.
Where significant issues are identified:
- discuss the identified issues or concerns, as they arise
- provide the applicant with an opportunity to withdraw their application, where the issue or concern is likely to result in a refusal of the application
- should the applicant wish to proceed with the application, despite significant issues being brought to their attention, the assessment is to be recorded and a decision made by the CSSC manager.
Should a person insist on lodging an application, despite significant issues being brought to their attention, they cannot be prevented from doing so, as this would deny them their right to natural justice. Where the application is subsequently refused, the applicant has the right to have the decision externally reviewed by the CST.
Withdrawal of application
Once an application is 'properly made', the CSSC manager must approve or refuse the application, unless the application is withdrawn by the applicant. At any time during the assessment process, significant issues likely to lead to the refusal of an application may be brought to the applicant's attention, and the applicant may subsequently choose to withdraw their application.
Where the applicant decides to withdraw their application:
- request that they provide written advice to this effect, to the CSSC or foster and kinship care service
- immediately advise the CSU.
1.6 Lodge the application
An application for approval must be decided within 90 days of the application being 'properly made' (see below), unless an extension is granted.
A person should only submit an application once they have decided to commit to the application and assessment process, and in consideration of the most appropriate time for lodging the application, given:
- the mandatory requirement, for foster carer applicants only, to complete pre-service training prior to a decision about their approval (except for an absent spouse, refer to 2.1 Complete pre-service training)
- the next available pre-service training date is likely to influence whether the application is able to be assessed and decided within the required 90 day legislative timeframe
- the likely timeframe required for the CSU and the CCYPCG to undertake and provide information about personal history checks and blue card outcomes to the CSSC.
Complete the application documentation
When the person commits to the application and assessment process, use the Application for approval - Form 3 APA - Guide to completion and:
- request that the applicant and all adult household members complete:
- the Application for approval - Form 3 APA (APA form) - (Part A)
- a Volunteer foster/kinship carer or adult member blue card application form (blue card application) or, where confirmation of an existing blue card is required, an Authorisation to confirm a valid blue card/application for a carer or adult member form (blue card validation)
- determine the applicant's adult household members by referring to the Adult household member guidelines
- attach the 'blue card application' or 'blue card validation' to the 'APA form' (Part A)
- ensure that documents verifying the identity of the applicant and adult household members are sighted and where possible, photocopied or scanned, and attached to either the 'APA form' (Part B) or the 'blue card application'
- ensure the applicant completes the Carer applicant health and wellbeing questionnaire (refer to 2.5 Conduct medical checks, if applicable) and returns the completed form to the CSSC.
Where consent has been given by the applicant on the 'Carer applicant health and wellbeing questionnaire' to share medical information, provide a copy of the completed questionnaire to the foster and kinship carer service, or fee-for-service professional.
Note: Where an adult household member has an appointed guardian as a result of a disability, the forms will be completed with the household member's details and signed by their guardian.
Verify identity - application for approval
Whenever a 'blue card application' is completed, the identity of the applicant or the adult household member completing the form must be verified by sighting two original identification documents, as listed on the 'blue card application'.
If the applicant already holds a current, valid blue card at the time the 'APA form' (Part A) is completed, the identity of the applicant must be verified by sighting their blue card and one other form of identification, as listed on the 'APA form' (Part B).
There is no need to verify identity if an adult household member already holds a current, valid blue card.
Where possible, photocopy or scan each of the original identification documents, to assist the CSU in the process of conducting personal history checks.
Note: If a person is unable to supply the necessary identification documents, liaise with the CSU about the options for alternative forms of identification.
Verify identity - application for renewal of approval
There is no need to verify the identity of an applicant or an adult household member upon application for renewal of approval, unless a 'blue card application' is to be completed as part of the application process.
Any person completing the 'blue card application' is to have their identity verified, as outlined above.
Persons able to verify identity
The requirements for verifying identity depends on the nature of the form being completed.
The blue card application requires that a Child Safety Services' officer verifies the person's identity. Where this is not possible, because of distance or a disability impacting on a person's mobility, a prescribed person may verify the person's identity. Prescribed persons include:
- a Justice of the Peace
- a Commissioner for Declarations
- a lawyer
- a police officer.
Note: Child Safety Services' staff must comply with the requirement under the Commission for Children and Young People and Child Guardian Act 2000, to inform all blue card applicants that it is an offence for a disqualified person to sign a blue card application form. This requirement applies even when a prescribed person has verified an applicant's identity. For further information, refer to the practice resource Mandatory advice to blue card applicants.
The 'APA form' (Part B) requires that a Child Safety Services' officer or a staff member of a foster and kinship care service verifies the identity of an applicant who already holds a current, valid blue card.
Ensure the application is 'properly made'
The 90 day approval period commences from the date the application is 'properly made'. To be 'properly made' an application:
- is completed, signed and dated by the applicant and each adult member of their household
- includes all appropriate identification documents
- is lodged at the CSSC.
When the above requirements have been fulfilled, record the date in the 'Date Application Lodged' field on page 10 of the 'APA form' (Part B), or for a renewal of approval, page 17 of 'APA form' (Part D). This date becomes the lodgement date and the application is then considered to be 'properly made'.
Where an application is incomplete at the time it is submitted, ask the applicant or the adult household member to supply the additional information before accepting the application and recording the lodgement date.
If the application is subsequently found to be incomplete by the CSU and returned to the CSSC, obtain the missing information and record a new lodgement date on page 10 of the 'APA form' (Part B), or page 17 of the 'APA form' (Part D). The amended date then becomes the lodgement date and the date the application is 'properly made'. The documentation is then returned to the CSU.
When the application has been 'properly made', conduct personal history checks in accordance with 2.2 Facilitate personal history checks.
Information management
All staff must be aware of the strict confidentiality provisions around sensitive information in relation to carer applications. All sensitive information must be filed in a secure location, in accordance with Client file procedure module 5.3 - Attaching sensitive information to client files, with restricted access by authorised officers only. The following information is considered sensitive:
- the 'APA form'
- outcomes of personal history checks, including the Form 4: Approval decision and Form 5: Approval decision - Provisionally approved carer
- medical information.
Highly protected information is placed in an envelope, sealed and marked confidential and the contents indicated, in an informative and concise detail, on the outside of the envelope, in accordance with the 'client file procedure'.
- Last updated
- 21 September 2009
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