5. Renewal
The renewal of approval process allows an assessment of the continued suitability of the applicant and any adult household members, whether the applicant has met the standards of care for children placed with them during the preceding one or two year period and whether they continue to meet the legislative and policy suitability requirements.
5.1 Invite an application for renewal of approval
A foster carer is required to renew their approval one year from the date of initial approval and every two years thereafter. A kinship carer is required to renew their approval within one year of the date of initial approval and every two years thereafter.
Regardless of whether the assessment process will be undertaken by a foster or kinship care service, a fee-for-service professional or a Child Safety Services' officer, the CSSC is responsible for inviting a foster or kinship carer to renew their certificate of approval.
All applications for renewal must be lodged, and be 'properly made', prior to the expiry date of the current certificate of approval. The 90 day approval period commences from the date the application for renewal is 'properly made' (refer to 1.6 Lodge the application).
Three months prior to the expiry date of the current certificate of approval, complete and send the Letter inviting application for renewal of approval to the carer, along with the following attachments:
- the Application for approval - Form 3 APA (APA form) - Part C
- the Legislative requirements for providing care- Fact sheet
- if applicable, the Carer applicant health and wellbeing questionnaire, only to be completed at renewal where there has been a change in health status during the preceding one or two year period.
Should the carer not wish to renew their approval status, they will need to inform Child Safety Services as soon as possible to ensure minimal disruption to the child, as the child will need to be placed with another carer prior to the current certificate of approval expiry date.
Where the carer does not apply for renewal of approval, refer to 7. What if the foster or kinship carer decides to cease being a carer?
5.2 Lodgement of application for renewal
If a carer wishes to renew their approval, they must complete the application, attach photocopies of identification documents, where available and lodge the application with the CSSC prior to the expiry date of their current certificate of approval.
Note: Referee checks are not required at renewal of approval.
Completion of the application documentation
When the carer decides to apply to renew their approval, use the Application for approval - Form 3 APA - Guide to completion and:
- request that the applicant and all adult household members complete the 'APA form' - (Part C)
- determine the applicant's adult household members by referring to the Adult household member guidelines
- complete Part D of the 'APA form'
- ensure the applicant completes a 'Carer applicant health and wellbeing questionnaire', if applicable
- request that the applicant completes the Interview resource: Statement of standards.
A blue card application or blue card validation form is only provided upon application for renewal where a 'blue card application' or 'blue card validation' form has not previously been provided to, and processed by, the CSU.
If a 'blue card application' form is completed as part of the application for renewal of approval, Child Safety Services' staff must inform the blue card applicant that it is an offence for a disqualified person to sign a 'blue card application', as required by the Commission for Children and Young People and Child Guardian Act 2000. This requirement applies even when a prescribed person has verified a person's identity. For further information, refer to the practice resource Mandatory advice to blue card applicants.
Where the applicant has changed address or undertaken home modifications since the previous approval/renewal, ensure that a subsequent household safety study has occurred, and if not, complete a new Form 2: Household safety study in accordance with 1.4 Conduct a household safety study.
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.
Ensure the application for renewal is 'properly made'
Prior to accepting an application for renewal from the applicant, ensure that the application is 'properly made' (refer to 1.6 Lodge the application).
5.3 Facilitate personal history checks
Once the application has been 'properly made' and the lodgement date has been recorded, immediately forward Parts C and D of the APA form and if applicable, 'blue card application' or 'blue card validation' forms and identification documents, where available, to the CSU in accordance with 2.2 Facilitate personal history checks.
The conduct of personal history checks should not delay the commencement of the assessment of the application for renewal of approval.
The renewal of a blue card
The blue card requires renewal every two years however this does not occur as part of the application for renewal of approval process. The CCYPCG will notify existing blue card holders sixteen weeks before their cards expire. Approved carers and adult household members are required to lodge a renewal application at least 30 days prior to the expiry of their card.
5.4 Conduct medical checks, if applicable
The conduct of medical checks at renewal of approval is at the discretion of the CSSC manager. Where relevant, consideration should be given to any change in the applicant's health status during the preceding one or two year period and whether this may impact on the capacity of the applicant to fulfil the foster or kinship carer role.
If required, conduct medical checks on the applicant (refer to 2.5 Conduct medical checks, if applicable) and record the outcome of the medical check in the relevant section of the:
- Form 3B: Foster carer applicant assessment and recommendation form - Renewal of approval only (Form 3B), for a foster carer applicant
- Kinship carer renewal assessment report, for a kinship carer applicant.
5.5 Assess the application for renewal
The assessment of an application for renewal of approval should be relatively straightforward in most cases, given that for the preceding one or two year period:
- the applicant has demonstrated an ability to provide foster or kinship care and to meet suitability requirements
- one or more Child Safety Services' officers, or a staff member from a foster and kinship care service, will have been in regular contact with the applicant to provide support to the applicant and undertake case work with any child placed with the carer.
In these circumstances, the assessment of the application for renewal of approval is primarily a process of:
- gathering relevant information from identified sources
- analysing the information to determine whether the applicant has met, and continues to meet, all legislative and policy suitability requirements.
The assessment of the application for renewal of approval will focus on changes since the previous assessment, and include demonstrated examples of how the applicant has provided care in a manner consistent with the legislated statement of standards, and met other suitability requirements.
Alternatively, where there has been limited or infrequent contact with the applicant for the preceding one or two year period, or there have been significant issues of concern regarding the quality of care provided by the applicant or their suitability, the assessment will need to be more comprehensive, and consist of more structured assessment interviews.
For specific information about factors to consider during the assessment of an application for renewal of approval, refer to the practice paper Assessment of foster carer applicants, or the practice resources Legislative requirements for the approval of kinship carers and Assessment of kinship carer applicants.
Assessing the application for renewal of approval
To assess the application and determine whether the applicant meets all suitability requirements, consider all information obtained during the assessment process, taking into account:
- their demonstrated ability to meet the statement of standards
- information obtained by reviewing the applicant's file, speaking with the child's case worker and having contact with the applicant
- the completed Interview resource: Statement of standards
- information from the applicant's participation in standard or advanced training, including, where applicable, the applicant's completed learning journals
- the outcomes of any matters of concern which have been responded to for the preceding one or two year period
- the outcomes of personal history checks on the applicant and if applicable, adult household members
- information from additional sources, for example, an updated Carer applicant health and wellbeing questionnaire, medical check or household safety study
- the views of the recognised entity about the kinship carer for an Aboriginal or Torres Strait Islander child
- the kinship carer applicant's ability to continue to meet the needs of the particular child in their care, by considering the child's case plan and determining whether the applicant is facilitating the agreed case plan goal and outcomes.
5.6 Complete the renewal assessment report
Once all the assessment activities have been undertaken, complete the:
- 'Form 3B: Foster carer applicant assessment and recommendation form - Renewal of approval only', (Form 3B), having regard to the Form 3B - Guidelines for completing assessment report - Renewal of approval only, for a foster carer applicant
- 'Kinship carer renewal assessment report', for a kinship carer applicant.
These assessment reports are intended to be a brief summary of all the information gathered and assessed, as outlined in 5.5 Assess the application for renewal, including:
- a few paragraphs relating to each topic
- any confidential information relevant to the assessment
- information about any proposed use of conditions on the certificate of approval, if applicable
- a recommendation to the CSSC manager about the applicant's suitability to be issued with a certificate of approval and the rationale for the recommendation.
When considering the use of conditions on the certificate of approval, firstly consider whether the conditions can be included in the Foster Carer Agreement (refer to 2.7 Complete the assessment report).
Prior to finalising either the 'Form 3B' or the 'Kinship carer renewal assessment report':
- share observations and reflections with the applicant and give them feedback about the conclusions being reached
- incorporate relevant comments and feedback from the applicant in the report.
Once the 'Form 3B' or 'Kinship carer renewal assessment report' is finalised:
- provide a copy of the final 'Form 3B' or 'Kinship carer renewal assessment report' to the applicant
- a Child Safety Services' officer completes the Form 4: Approval decision, which includes the outcomes of the application for a blue card or to validate a blue card, where applicable, and personal history checks conducted by the CSU
- provide the assessment report and the completed 'Form 4:Approval decision' to the CSSC manager for a decision.
Do not provide the applicant with a copy of the 'Form 4: Approval decision'.
File copies of all interview records, reports, handouts and self-assessments on the applicant's paper file.
5.7 Decide the outcome of the application for renewal
Prior to granting renewal of approval, the CSSC manager must be satisfied that the applicant is suitable based on all aspects of suitability.
Unless an application is withdrawn by the applicant in writing, or refused based on an adverse personal history, the CSSC manager is delegated to approve or refuse the application within 90 days of the recorded lodgement date of the application. If an application for renewal is unlikely to be decided within 90 days and more time is required, ensure the applicant is advised of the delay and the reasons for the delay.
Where the application for renewal is lodged and 'properly made' prior to the current certificate of approval expiry date, the current certificate of approval continues in force until the decision regarding the application for renewal of approval is made, regardless of whether the renewal decision is decided within the 90 day timeframe.
When deciding the outcome of an application for renewal of approval, the CSSC manager will consider all information provided and the legislative and policy requirements for suitability, including:
- the outcomes of all applications for a blue card or the validation of a blue card, where applicable, and all personal history checks, as recorded on the 'Form 4: Approval decision'
- whether the applicant continues to be a suitable person to be an approved carer, including for a kinship carer, whether the ongoing placement of the child is consistent with the agreed case plan for the child and continues to be in the best interests of the child
- whether the applicant has demonstrated an ability to provide care to the child in a manner consistent with the statement of standards, for the preceding one or two year period, as noted in the 'Form 3B: Foster carer applicant assessment and recommendation form - Renewal of approval only' or the 'Kinship carer renewal assessment report'
- the views of the recognised entity for a kinship carer placement for an Aboriginal or Torres Strait Islander child, if applicable.
The approval decision may be informed by the convening of an assessment panel however a CSSC manager must decide the outcome of the application.
Note: When a new adult has completed the 'New adult household member' form and a 'blue card application' or 'blue card validation' form, after an application for renewal of approval has been lodged, the approval process for the applicant may be completed prior to the new adult household member being issued with a blue card, or prior to the CCYPCG validating the new adult household member's existing blue card (Child Protection Act 1999, section 135(2)).
5.8 Approve the application for renewal
To approve the application, the CSSC manager will record the approval decision, along with any relevant comments, on the 'Form 4: Approval decision', and sign the form.
When the application is approved, advise the approved carer:
- that their application for renewal has been approved
- that they are legally obligated to inform Child Safety Services of specific changes in carer circumstances and copies of the Change in carer circumstances form will be posted to them, for their future completion, if necessary (refer to 2. What if there is a change in carer circumstances?).
Following the provision of the above advice to the approved carer:
- complete the Letter of approval as a foster carer or Letter of approval as a kinship carer
- complete the Certificate of Approval (Foster carer) or Certificate of Approval (Kinship carer)
- provide the following to the approved carer:
- their certificate of approval
- the letter of approval
- copies of the 'Change in carer circumstances form'
- the 'Carer handbook', if the carer has not received one previously
- place the assessment report, the 'Form 4: Approval decision', a copy of the certificate of approval and the letter of approval, on the approved carer's file
- provide a copy of the certificate of approval and the letter of approval to the foster and kinship care service, if applicable
- edit the current approval for the approved carer or carer couple in ICMS by changing the approval status to 'renewed' and entering an end date, and add a new approval with an approval status of 'approved'.
For information about determining the expiry date for a certificate of approval, refer to the practice resource Completing the Certificate of Approval.
Note: A kinship carer requires a separate certificate of approval for each child for whom they are approved.
Refusal
If the application for renewal of approval is refused by the CSSC manager, refer to 3.4 Refuse the application.
5.9 Review support arrangements
Review the approved carer's support arrangements at three or six monthly intervals, depending on the case, or more frequently where necessary or requested by an approved carer.
To avoid duplication, review support arrangements as part of the review of the:
- 'Foster Carer Agreement', for a foster carer
- placement agreement for the child, for all carer types.
As a minimum, support options are to be reviewed when:
- changes are made to the case plan for a child
- there are significant changes in the approved carer's circumstances potentially impacting on the children in their care
- dynamics which may escalate into matters of concern are identified in the placement.
For further information about reviewing support arrangements, refer to 4.1 Negotiate support arrangements.
5.10 Review the Foster Carer Agreement
The CSSC is responsible for reviewing the 'Foster Carer Agreement' with a foster carer who is affiliated with the CSSC. The foster and kinship care service is responsible for reviewing a 'Foster Carer Agreement' with a foster carer who is affiliated with a foster and kinship care service. The CSSC may be involved in this process when a carer has a significant history of matters of concern.
The 'Foster Carer Agreement' consists of three parts. Review Part A at least once a year, and Parts B and C more frequently, for example, every six months. These reviews are referred to as 'routine' reviews.
Prior to conducting a review of the 'Foster Carer Agreement' ensure that the foster carer is clear about the purpose of the review and ensure that the information necessary to inform the review has been obtained from available sources.
To review the 'Foster Carer Agreement', meet with the carer to:
- ensure that the quality of care provided is consistent with the statement of standards
- identify any change of circumstances for the foster carer and their family and explore the impact of the change, if any, on the carer's ability to provide care
- encourage the foster carer to raise any issues affecting them
- discuss the foster carer's readiness for other types of placements
- consider whether the foster carer is being matched with the type of care and children appropriate to their circumstances
- assess the needs of the foster carer family and identify strategies to address these needs, including support arrangements
- assess the foster carer's ongoing commitment to undertake the legislative roles and responsibilities of a foster carer.
To complete the review of the 'Foster Carer Agreement':
- complete the 'Foster Carer Agreement', and include relevant information from discussions held with the carer
- request that the foster carer signs the 'Foster Carer Agreement', to signify their agreement that the recorded information is a true and correct record of discussions held
- provide the foster carer with a copy of the final, signed 'Foster Carer Agreement' and attachments, if applicable
- file the signed, original 'Foster Carer Agreement' on the foster carer's file, with the foster and kinship care service retaining a copy, where applicable.
Complete an additional, early review of the 'Foster Carer Agreement' when:
- there are ongoing matters of concern with regard to the quality of care provided to children
- a notification, involving allegations about the foster carer, or a significant member of the foster carer's household, has been investigated and assessed and has resulted in a substantiated outcome
- there is a change in carer circumstances that may require a review, for example, a change to personal history for the foster carer or an adult household member, such as a new criminal charge or conviction
- the foster carer intends to provide care for other children, for example, becoming a family day care provider or caring for a relative.
For further information, refer to the practice resource Reviewing the Foster Carer Agreement.
Between reviews, continue monitoring the quality of care provided, in accordance with 4.3 Monitor and review the ongoing quality of care.
- Last updated
- 7 April 2009
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