2.0 Governance

3.0 Community

4.0 Child Care

5.0 Family Services

6.0 Finance

7.0 Foster Care

8.0 Human Resources

9.0 Volunteers

source for 1.0 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/00ADOPT.DOC
/1-0ADOPT/HP CAS P&P/1-0ADOPT/00ADOPTa.DOC

Approved by: Executive Director Number: 1.0 - 002

Date: January 31, 1998

Revised: March 11, 2005

1. It is the policy of the Society that all adoption services provided by the Society shall endeavour to ensure that such services reflect the principles defined in Section 1 of the Child and Family Services Act:
   1. To promote the best interests, protection and well being of children.
   2. To recognize that while parents often need help in caring for their children, that help should give support to the autonomy and integrity of the family unit and, wherever possible, be provided on the basis of mutual consent.
   3. to recognize that the least restrictive or disruptive course of action that is available and is appropriate in helping a child or family should be followed.
   4. To recognize that children’s services should be provided in a manner that respects children’s needs for continuity of care and for stable family relationships, and takes into account physical and mental developmental differences among children.
   5. To recognize that whenever possible, services to children and their families should be provided in a manner that respects cultural, religious, and regional differences.
   6. To recognize that services to Indian and native people should be provided in a manner that recognizes their culture, heritage, traditions and the concept of extended family.
   7. To ensure, where appropriate, that children and their parents have an opportunity to be heard and represented when decisions affecting their interests are made and to be heard whenever they have concerns about the services they are receiving.
   8. To ensure that decisions affecting the interests and rights of children and their parents are made according to clear, consistent criteria and are subject to procedural safeguards.
2. It is also the policy of the Society that all adoption services provided by the Society shall endeavour to ensure that such services reflect the principles defined in the Society’s mission statement. The mission statement of the Huron-Perth Children’s Aid Society County is “Working together to build a brighter future for children and families.“

source for 1.0 - 002
/1-0ADOPT/HP CAS P&P/1-0ADOPT/10-002.DOC

1.0 - 002 Adoption

1.1 Services to Birth Parents

1.2 Services to the Child

1.3 Adoption Intake

1.4 Witnessing Adoption Consent

1.5 Services to Adoption Parents

1.6 Adoption Disclosure Services

1.7 Management of Adoption Records

source for 1.1 - 000
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1.1 Services to Birth Parents

1.1 - 002 Services to Birth Parents
1.1 - 002.005 Counselling for Birth Parents
1.1 - 002.010 Legal Rights of Birth Parents
1.1 - 002.015 Minor Birth Parent and the Official Guardian
1.1 - 002.020 Adoption Consent of a Minor Birth Parent
1.1 - 002.025 Birth Parent(s)’ Stated Preferences
1.1 - 002.030 Birth Parents’ Social and Medical Histories
1.1 - 002.035 Post Placement Counselling for Birth Parents
1.1 - 002.040 Seeking Out Both Birth Parents

1.2 Services to the Child

1.3 Adoption Intake

1.4 Witnessing Adoption Consent

1.5 Services to Adoption Parents

1.6 Adoption Disclosure Services

1.7 Management of Adoption Records

source for 1.1 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/00PARENT.DOC

1.1 Service to Birth Parents

1.1 - 002 Community Introduction
1.1 - 002.005 Counselling for Birth Parents
1.1 - 002.010 Legal Rights of Birth Parents
1.1 - 002.015 Minor Birth Parent and the Official Guardian
1.1 - 002.020 Adoption Consent of a Minor Birth Parent
1.1 - 002.025 Birth Parents Stated Preference
1.1 - 002.030 Birth Parents Social and Medical Histories
1.1 - 002.035 Post Placement Counselling for Birth Parents
1.1 - 002.040 Seeking Out Both Birth Parents

2.0 Service to the Child

3.0 Adoption Intake

4.0 Witnessing Adoption Consent

5.0 Service to Adoption Parents

6.0 Adoption Disclosure Service

7.0 Management of Adoption Records

8.0 Concurrent Planning

source for 1.1 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/1.0-adoption.DOC

Approved by: Executive Director Number: 1.1 - 002.005

Date: April 30, 2004

Revised: March 11, 2005

1. The counselling services the agency provides to birth parents who are considering placing their child on adoption will include:
   1. an exploration of all available options including:
      1. referring the young mother, if living arrangements are required, to a maternity home or to a women’s shelter;
      2. assisting the young mother in obtaining hospital and/or medical care and coverage and financial aid ensuring she has adequate care during her pregnancy;
      3. helping the birth parent(s) plan for her expected child, to assist them to resolve social problems arising from the pregnancy, to facilitate later adjustment and rehabilitation in the community;
      4. exploring with the birth parents:
         • keeping the baby with assistance from parents, friends, and relatives;
         • brief period of foster care if birth parent(s) need time to plan for the child;
         • mother and baby living with a parent;
         • mother and baby living on their own;
         • financial assistance from Ontario Works, Social Assistance or family benefits;
         • day care;
         • marriage/living with birth father;
         • adoption (agency vs. private)-- Birth parents may:
           • have a picture of their child;
           • have periodic pictures - updates (written) at discretion of adoptive family;
           • outlined in an undertaking before the adoption placement.
           • write a letter to the baby or purchase a gift for the baby to be given to adopting parents;
           • update their files periodically with pertinent information i.e. marriage, hereditary illness, death, etc.;
           • receive non ID information about adopting parents, and to be notified when the adoption is finalized, at their request.
           • abortion:
           • n:
             • refer birth parents, if they wish to pursue the option of an abortion, to a physician; and
             • worker should continue to be involved in assisting the parent(s).
   2. an understanding of the legal and emotional consequences of a placement decision, including the options of:
      1. signing a consent to adopt with a 21 day period where the parent can withdraw the consent. If the child has not been placed on adoption following the 21 day period, the parent will need to seek permission from the court to withdraw his/her consent;
      2. obtaining an order of Crown Wardship where the parent will be required to appeal the order within 30 days of the making of the order;
      3. choosing a private adoption where the parent may seek placement choices through her family physician, minister or relative etc.
      4. that the adoption order has the effect of permanently terminating the legal ties between the birth parents and the child to the extent that the child legally becomes the child of the adoptive parents as if the child had been born to them;
      5. the birth parent(s) can expect to experience feelings of loss and grief following the placement of their child on adoption, that such feelings are normal and the society will assist them through the process with support and counselling.
2. The caseworker will document adherence to these procedures in the birth parent’s case records.

source for 1.1 - 002.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/002005.DOC

Approved by: Executive Director Number: 1.1 - 002.010

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will inform the birth parent(s) at the point of Intake or as soon thereafter as possible of their rights.
2. The caseworker will inform the birth parent(s) verbally or in writing of their rights as well as the Society’s “Client Complaint Policy” and will document this in the case file.
3. Throughout the process of decision making about placement, the caseworker will advise the birth parent(s) of their right to seek independent legal counsel. The phrase " decision making process" means:
   1. before signing any temporary care agreements;
   2. before signing any consent to adoption;
   3. before signing any "Consent to Release of Information";
   4. before signing any "Casework Contracts";
   5. before signing any other documents that may have the effect of limiting any rights they may otherwise have.
4. If a birth parent is under 18 years of age, he/she will be informed that a representative of the Official Guardian must be appointed to protect their interest before any consent to adoption or consent to Crown Wardship is signed.
5. The procedures to obtain an appointment of an Official Guardian are described at (1.1 - 002.015).
6. The caseworker will document in the birth parent(s) case files the instances when the birth parent(s) have been advised of their rights as clients of the Society and each instant they were reminded as to their rights to independent legal counsel.

source for 1.1 - 002.010
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/002010.DOC

Approved by: Executive Director Number 1.1 - 002.015

Date: April 30, 2004

Revised: March 11, 2005

1. Before each minor (under the age of 18) parent signs their adoption consent, the caseworker needs to ensure that a representative of the official guardian has been appointed to represent the minor parent. This can be accomplished by one of the following two methods:
   1. if an order of Crown Wardship is to be sought, the Society will request the appointment of a representative of the Official Guardian’s Office to represent the minor parent; or
   2. if the matter is to proceed by a consent to adoption, the caseworker will need to:
      1. call the Office of the Official Guardian and request a local representative, or
      2. call the Legal Aid Office and request that a local representative of the Official Guardian’s Office be assigned.
      3. The Office of the Official Guardian or the Legal Aid Office will notify the caseworker of the appointment of the Official Guardian’s representative;
   3. the caseworker will document in the minor parent’s case file the name of the Official Guardian’s representative.

source for 1.1 - 002.015
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/002015.DOC

Approved by: Executive Director Number 1.1 - 002.020

Date: April 30, 2004

Revised: March 11, 2005

1. Before witnessing the adoption consent of each minor (under the age of 18) parent, the caseworker will ensure that the independent lawyer who is not acting for the person in the adoption care:
   1. the report of the Official Guardian has been obtained;
   2. the report of the Official Guardian has been reviewed by the independent lawyer; and
   3. the independent lawyer is satisfied that the consent reflects the true and informed wishes of the minor birth parent.
2. The caseworker will ensure that the minor birth parent's case file contains:
   1. the date the independent lawyer reviewed the report of the Official Guardian with the prent and witness the adoption court.

source for 1.1 - 002.020
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/002020.DOC

Approved by: Executive Director Number 1.1 - 002.025

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will obtain the expressed wishes of the birth parent(s) in the selection of an adoptive family, including cultural, religious, racial and social factors.
2. The caseworker will attempt to meet these preferences to the fullest extent possible without preventing or unduly delaying a placement for the child.
3. The caseworker will document in the birth parent's case file:
   1. the expressed preferences of the birth parent(s) in the selection of an adoptive family;
   2. agency's attempt to meet the birth parent(s) preferences; or
   3. the reasons the parent(s) preferences were not realized.

source for 1.1 - 002.025
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/002025.DOC

Approved by: Executive Director Number 1.1 - 002.030

Date: April 30, 2004

Revised: March 11, 2005

1. Before referring a child for adoption, the caseworker in most cases children’s service worker will need to prepare:
   1. a social and medical history of each person who is a parent to that child;
   2. a complete description of a child’s social background, development and specific needs are addressed in a detailed social history format as outlined by the Society; and
   3. whenever possible, in conjunction with the social history, a life book.
2. The social and medical history shall contain for both the birth mother and father:
   1. general information;
   2. educational history;
   3. employment history;
   4. interest and hobbies;
   5. personality traits and intellectual assessment;
   6. pregnancy details;
   7. birth parent race;
   8. health;
   9. relationship with birth partner;
   10. circumstances surrounding decision to plan adoption;
   11. significant others;
   12. parental background; and
   13. sibling information.
   14. religion
3. The caseworker will put a copy of these social and medical histories in the birth parent(s) and the child’s case file.

source for 1.1 - 002.030
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/002030.DOC

Approved by: Executive Director Number 1.1 - 002.035

Date: April 30, 2004

Revised: March 11, 2005

1. Following the placement of a child, the caseworker will (in most cases - the family service worker) will offer the birth parent(s) post placement counselling in order to effect a smooth placement for all concerned.
2. The caseworker should consider keeping the birth parent(s) case open for an additional three to six months after the placement to assist them with grief, separation and loss issues, depending on the needs of the client(s).
3. Should the birth parent(s) prefer a referral to another agency, an appropriate referral could be made to a local mental health clinic or private practitioner.
4. The caseworker will ensure that the birth parent(s) case records reflect:
   1. the post placement services which were offered/provided to the birth parent(s); and/or
   2. name of the agency the birth parent(s) were referred to by the caseworker for post placement counselling.

source for 1.1 - 002.035
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/002035.DOC

Approved by: Executive Director Number 1.1 - 002.040

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will actively seek out both birth parents, wherever possible, in order to obtain their consent for adoption and be able to proceed with planning for the child's adoption placement.
2. Birth parents include both the birth mother and a male person who qualifies as the child’s father.
3. The father is defined as any person who meets the requirement of parent as defined by the Child and
   Family Services Act, and the Children’s Law Reform Act.
4. If the birth mother indicates that:
   1. the person who qualifies as “father” has died, the caseworker will obtain a copy of the death certificate from the Registrar General.
   2. that she knows of no person who qualifies as “father”, the caseworker through independent counsel will obtain an affidavit from the mother in support of a motion that no male person qualifies as the child’s biological father.
5. If the birth mother is able to identify a male who qualifies as the child’s father, the caseworker will make every reasonable effort to locate him and obtain his consent.
6. If the birth mother is unable to provide an address for the male who qualifies as the child’s father, the caseworker will need to make attempts to locating him. Such attempts can include:
   1. contacting this person’s family to obtain an address;
   2. completing a driver record search;
   3. preparing a motion for an order permitting the caseworker to place an advertisement in a newspaper which the caseworker believes either the person or an acquaintance of the person will read and place such an advertisement.
7. If such efforts do not prove successful the caseworker will need to prepare a motion to obtain an order to dispense with this person’s consent.
8. The caseworker will document in the case file the efforts made to obtain consents from each person who qualified as parent to the child.

source for 1.1 - 002.040
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-1PAREN/002040.DOC

1.1 Services to Birth Parents

1.2 Services to the Child

1.2 - 002 Services to the Child
1.2 - 002.005 Assessment of the Child
1.2 - 002.010 Selection of Adoptive Parents
1.2 - 002.015 Wishes of the Child
1.2 - 002.020 Child’s Needs in Preparation for Placement
1.2 - 002.025 Post Placement Services
1.2 - 002.030 Witnessing Consent by Child
1.2 - 002.035 Notification of Child’s Band or Native Community
1.2 - 002.040 External Placements
1.2 - 002.045 Adoption Disruption
1.2 - 004 Adoption Subsidies
1.2 - 004.005 Adoption Subsidies
1.2 - 004.010 Administration of Adoption Subsidies

1.3 Adoption Intake

1.4 Witnessing Adoption Consent

1.5 Services to Adoption Parents

1.6 Adoption Disclosure Services

1.7 Management of Adoption Records

source for 1.2 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/00-CHILD.DOC

1.1 Service to Birth Parents

2.0 Service to the Child

1.2 - 002 Service to the Child
1.2 - 002.005 Assessment of the Child
1.2 - 002.010 Selection of Adoptive Parents
1.2 - 002.015 Selection of Foster/Adoption Placement
1.2 - 002.020 Wishes of the Child
1.2 - 002.025 Child’s Needs in Preparation for Placement
1.2 - 002.030 Post Placement Service
1.2 - 002.035 Witnessing Consent by Child
1.2 - 002.040 Notification of Child’s Band or Native Community
1.2 - 002.045 External Placements
1.2 - 002.050 Adoption Disruption
1.2 - 004 Adoption Subsidies
1.2 - 004.005 Adoption Subsidies
1.2 - 004.010 Administrative of Adoption Subsidies

3.0 Adoption Intake

4.0 Witnessing Adoption Consent

1.0 ADOPTION

5.0 Service to Adoption Parents

6.0 Adoption Disclosure Service

7.0 Management of Adoption Records

8.0 Concurrent Planning

source for 1.2 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/1.2-adoption.DOC

Approved by: Executive Director Number: 1.2 - 002

Date: April 30, 2004

Revised: March 11, 2005

1. It is the policy of the Society that all adoption services the Society provides for and on behalf of children who are or may be legally free for adoption shall:
   1. be made to secure continuous and stable family life for the child on the basis of the needs and best interests of the child, and whenever possible;
   2. the wishes of the child and birth parents.
2. The Society shall enact procedures addressing:
   1. the assessment of the child;
   2. the preparation of the child for placement and supportive counselling;
   3. the post placement services;
   4. the witnessing of a child’s consent to adopt;
   5. the notification of the child’s Band or Native Community is applicable;
   6. the issue of adoption subsidies;
   7. the placement of a child outside of the Society’s jurisdiction; and
   8. the disruption of an adoptive placement.

source for 1.2 - 002
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002.DOC

Approved by: Executive Director Number: 1.2 - 002. 005

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will, for all children who are Crown Wards under the Society's care and for all children who are placed on consent for adoption by the birth parent(s), complete a comprehensive assessment of the child to determine the child's adoptability. Such an assessment will consider:
   1. the best interests of the child. These interests take precedence over the needs and desires of couples seeking a child for adoption;
   2. the child's wishes where these can be ascertained;
   3. advice from the parent(s) where appropriate;
   4. advice from foster parents where appropriate and applicable;
   5. advice from any other significant person involved with the child;
   6. written assessment on child's suitability for adoption completed by an adoption coordinator
   7. where appropriate, a psychological assessment;
   8. for a child with special needs, a description of how these needs would be met in an adoptive home and the short term and long term services needed to support the child in the adoptive family;
      1. for a child with medical needs, a medical description of the short term and long term services needed to support the child in the adoptive family;
      2. any other information the caseworker finds relevant to the assessment.
2. The caseworker will record the adoption assessment in the child's case record.
3. Along with the above assessment, the caseworker will also ensure that:
   1. the file contains a certified copy of the Statement of Live Birth as well as a certified copy of the order of Crown Wardship, if applicable, and that the details of the both the Statement of Live Birth and the Order of Crown Wardship are consistent;
   2. a discharge medical and if applicable, a discharge dental report (as applicable);
   3. an updated social history; and
   4. a Life Book.
4. If the child is not placed on adoption, the case worker will review the adoption assessment on a regular basis and will record the results of these reviews in the child's case file.

source for 1.2 - 002.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002005.DOC

Approved by: Executive Director Number: 1.2 - 002.010

Date: April 30, 2004

Revised: March 11, 2005

1. The prospective placement will be conference by the appropriate parties & chaired by the adoption coordinator.
2. In the selection of an adoptive home, the goal is to ensure that the “best interest” of the child waiting for placement will take precedent over the needs and desires of the adoptive applicants.
3. The Adoption coordinator, in order to select the most suitable home for each child, will need to assess:
   1. the suitability of available adoptive applicants;
   2. the readiness to accept an adopted child on the part of the applicant(s) as well as on the part of other siblings residing in the home
   3. the reason for wanting a child (the reasons should be based on wholesome, realistic desires which will not place an undue burden upon the child or the adopting family);
   4. the family’s ability to give warmth and affection to the child on a steady, ongoing basis as well as sound consistent discipline;
   5. the physical, intellectual and financial aspects of the applicant according to the needs of the child-requiring placement.
4. The caseworker in exploring possible adoptive homes is not to discriminate against the selection of an adoptive home on the basis of race, place of origin, ethnic origin, marital status, sex, colour, family status, citizenship, handicap, ancestry, creed or age.
5. If no suitable homes are identified within the Society’s own resources, the caseworker will immediately consider using additional recruitment aids such as inter agency resources, the Adoption Resource Exchange, Adoption Bulletins, Adopt Ontario, Canada’s waiting children.
6. If the birth parents support the child’s placement on adoption, their input will be requested in the choice of an adoptive home, the profiles of adoptive families do not contain information that would identify the families.
7. As indicated in section (1.2 - 002.015), the caseworker may need to involve the child in the selection process.
8. The caseworker will document in the child’s file the reasons why a particular family was chosen.

source for 1.2 - 002.010
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002010.DOC

Approved by: Executive Director Number: 1.2 - 002.015

Date: April 30, 2004

Revised: March 11, 2005

The concept of concurrent planning - (working with families towards potential reunification while considering developing alternative permanency plans) - developed as a response to children drifting in foster care and the length of time it took to affect a suitable permanent home for those children eligible for adoption.

The concept is premised on the understanding that an agency should develop a focus on permanence from intake and complete an accurate and comprehensive assessment of parental capacity to help reduce the amount of foster care drift.

Policy:

1. The worker shall identify, prior to admission to care or as soon as possible there after, whether there, is based on a balance of probabilities, likelihood that the child will require permanent care in an adoption home. As a result of this identification the intake worker shall refer the child to the Foster Placement Review Conference for selection of an appropriate foster with a view to adopt placement. Prior to the placement of a child in a foster with a view to adopt home the worker will normally amend the court application to “Crown Wardship with no access”. Along with the court application it is critical for the worker to ensure that all extended family members have been assessed to care for the child(ren).
2. The following background information on the child is required prior to selecting a foster/adopt placement.
   • Identifying information on the child, including the full name, sex, birth date, address or current address:
   • The child’s family background: size, birth order, cultural, racial, linguistic, religious and socio-economic background, parental and other family relationship;
   • School information, including the name and address of school, name of teacher, grade in school and current performance level.
   • Medical information, including the name and address of the family physician and/or hospital used medical history of birth parents, medical problems of the child, including physical handicaps or limitations on physical activity, allergies, history of illness and immunization record, as available
   • Information about the child’s strengths and problems including behaviour or unusual habits, and any known psychological or psychiatric information, including familial history; Information about the nature and circumstance or previous abuse; Information concerning the reason for admission, the current child protection application before the court, the extent of a arrangements for family access.
   • The birth parent’s position and any wishes expressed regarding placement; and the wishes of the child, where appropriate, regarding the selection of a family.
3. A foster with a review to adopt home will be selected based upon:
   • Completion of Concurrent Planning Training
   • a completed and approved home study of the family, and the worker’s assessment of the family’s ability to meet the child’s need;
   • Disclosure to the prospective foster/adopt family of all known information regarding the child, the birth family social and medical history, the current plan of care including the child protection application before the court and the position of opposing parties and, the extent of an arrangement for family access;
   • The family’s agreement to accept the child on a foster care placement status and a commitment to provide a continuity of care for the child regardless of the outcome of the child protection application, based on a full disclosure of information.
   • Where the child has resided with a foster family, the worker’s assessment of the strength of the emotional ties between the child and other family members, the ability of the family to meet the child’s needs and provide continuity of care, the wishes of the family and the wishes of the child; and
   • Where appropriate, the expressed wishes of the birth parent and the child.
   Procedures:

1. The worker requesting a foster with a view to adopt placement shall provide the information to the appropriate adoption worker. A case conference involving the appropriate staff (intake, adoption, children services and foster care) and resource parents (foster and adopt) will be arranged to weigh the issues.
2. The use of a foster with a view to adopt home shall be considered prior to or at the time of admission and at the initial plan of care. Thereafter at each annual review or at any time the child’s worker believes such a placement is in the child’s best interest.
3. The responsibility for selecting a foster with a view to adopt home shall be assigned to an adoption worker who shall:
   • Review the available approved foster with a view to adopt homes;
   • Select the best available option(s), based on information about the child, birth family, the wishes of the child, the wishes of the birth parents, and the assessment of the foster with a view to adopt family;
   • Consult with the child’s worker on the placement selection;
   • Present to the foster with a view to adopt family all known information about the child and family, involving an appropriate or necessary the child’s protection worker; and
   • Obtain the written agreement of the foster with a view to adopt family to the adoption placement.

source for 1.2 - 002.015
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002015.DOC

Approved by: Executive Director Number: 1.2 - 002.020

Date: April 30, 2004

Revised: March 11, 2005

1. In cases of the adoption of an older child, or a child with special needs, the caseworker will, need to obtain input from the following persons in the choice of a home:
   1. the wishes of the birth parents if these have been ascertained;
   2. the wishes of the child if the child is of an age to participate;
   3. the child’s caseworker;
   4. the worker familiar with the adoptive family.
2. The caseworker will:
   1. recognize the positive potential associated with involving the child in the choice of his/her adoptive family;
   2. where the child’s level of understanding is appropriately advanced in light of the placement plans, give the child an opportunity to participate in the selection of his/her new family. The level of involvement in choosing a family will vary according to the child’s age and stage of development. Each situation will be assessed by the child’s worker in conjunction with his/her Resource Program Manager.
3. The child care worker will be responsible to share with the child profiles of adoptive families which do not contain information which would identify the families.
4. The caseworker will document in the child’s file the nature and extent of the child’s involvement in the selection of his/her adoptive home.

source for 1.2 - 002.020
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002020.DOC

Approved by: Executive Director Number: 1.2 - 002.025

Date: April 30, 2004

Revised: March 11, 2005

1. Prior to placement, the adoption Coordinator will meet with the child’s worker, the family worker and the Resource Manager to:
   1. assess the child’s preparation for placement, and
   2. identify support persons or resources which may be required to assist the child in the placement process.
2. If the child being placed is a new born infant, the caseworker will seek to place the child at the point of discharge from the hospital whether the child is in care by consent, or by apprehension and the application before the court is for Crown Warship no access. Such placement(s) are encouraged provided that:
   1. the parent(s)’ worker does not object to the placement;
   2. the adoptive family receiving the child understands that the placement is tentative and that:
      1. the birth parent(s) can withdraw their consent; and
      2. the possibility that the court may not grant Crown Wardship. In order to prevent any misunderstanding, the caseworker will:
         • confirm the above understanding in writing; and
         • confirm in writing that until the expiration of the 21 day period, or the expiration of the 30 day appeal period, should Crown Wardship be granted, the child will be considered to be a foster child and the home will be considered as a foster home and will be subject to the Society’s policies and procedures related to foster care.
      3. It is recommended that the adoptive family, in such cases, sign an agreement outlining the conditions by which this placement is made.
3. If the child being placed is an older child, the caseworker must prepare the child for adoption, and special attention must be paid to the grief and loss issues that must be dealt with as the child moves from a temporary family to an adoptive home. Where the child has the capacity to comprehend, the caseworker will:
   1. share with the child information regarding the prospective family. This may be done through verbal discussion, written summary, photographs, video cassette, or any other means deemed appropriate;
   2. plan a series of pre-placement visits, tailored to the needs of the child; in recognition of the sensitive nature of preparing children for their prospective families, the caseworker will arrange, where practicable, the first visit at a place which would be least destructive to the child;
   3. seek assistance from the child’s foster parents in preparing the child for placement by having the foster parent assist the child in completing the life book;
   4. proceed with the placement only when the child is ready;
   5. where appropriate, plan for continued contact, once placement has occurred, to give the child the opportunity to say good-byes to foster family members, pets, and the to the child’s worker;
   6. provide ongoing support by the adoption worker beginning with frequent visits to the new home and gradually winding down to a less frequent schedule.
4. The caseworker will document in the child’s file the process developed to prepare the child for placement, and the supports systems put in place to assist the child in the placement.

source for 1.2 - 002.025
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002025.DOC

Approved by: Executive Director Number: 1.2 - 002.030

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will understand that the “adoption probation” is the time period from the date a child is placed for the purposes of adoption until the court finalizes the adoption. The purpose is to:
   1. provide an adjustment period for the child and the family;
   2. a time for the caseworker to observe the infant or child’s care, the parental involvement, sibling relationships, the effect of the adoption placement(s) on the marriage, and any other relevant circumstances;
   3. a time for any normal adoption difficulties to be addressed; and
   4. provide help and support to both the adoptive parent and the child.
2. The adoption probation is a minimum of six months, but depending on the child’s best interest, this period can be extended.
3. The minimum contacts required during the “adoption probation” are to visit the adoptive home:
   1. within 7 days of adoption probation placement
   2. within 30 days of placement.
   3. at least quarterly thereafter (as a minimum)
4. The caseworker will, however, endeavour to:
   1. make more regular visits to the adoptive home throughout the probationary period; and
   2. in the case of adoptions which do not involve infant placements, make more frequent visits.
   3. The guiding factor in determining the frequency of visits will be the best interest of the child.
5. If anyone attempts to interfere with the adoptive placement, the caseworker may assist the adoptive family in charging the person(s) interfering.
6. If the child wishes to keep in contact with persons with whom he/she has had strong positive emotional ties, for visits, and if the adoptive parents consent, the caseworker may also assist the adoptive parents in the preparation of a written voluntary agreement which should indicate:
   1. the person(s) covered by the agreement;
   2. the type of contact (in person, mail, telephone);
   3. the frequency of contact;
   4. the circumstances of contact;
   5. a cancellation clause.
   6. the caseworker will also need to explain to all parties that such a contract is not legally binding
7. The caseworker may also provide any services which will assist the child and the adoptive family better adjust to each other, and if needed, may also refer the family to a community facility for therapy and counselling and support.
8. The caseworker will document all post placement services and all contacts with the adoptive home in casenotes, and will file copies of these casenotes in the child’s case file.
9. The caseworker will be prepared to recommend either finalization of the adoption or an extension of the probationary period, and will document this decision and the rationale for the decision in both the adoptive and childcare case file.

source for 1.2 - 002.030
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002030.DOC

Approved by: Executive Director Number: 1.2 - 002.035

Date: April 30, 2004

Revised: March 11, 2005

1. Children age 7 and over must give their consent to adoption. In obtaining a child’s consent, an independent lawyer witnessing the consent will:
   1. interview the child alone and be fully satisfied that the child understands the nature and the effect of an adoption order;
   2. inform the child that he/she has a right to obtain independent or legal advice or counseling;
   3. if the child chooses to obtain legal advice the worker will arrange to have a representative of the Official Guardian’s Office meet with the child. To obtain a representative of the Official Guardian’s office, review (1.1 - 002.015). The case worker will document in the child’s case file the name of the Official Guardian’s representative, and a copy of the Official Guardian’s Representative’s report; and,
   4. following this meeting, an appointment will be rescheduled with the child;
   5. the person witnessing the consent will fully re-explain the adoption process to the child and will need to be satisfied that the child understands:
      1. the nature of the consent to adoption;
      2. the Adoption Disclosure Registry;
      3. the 21-day period where the child can revoke his/her consent;
   6. if the person witnessing the consent is satisfied that:
      1. the child understands the consent, and
      2. the child is not being coerced and is signing without pressure;
      3. the child may sign the consent.
2. Where the child’s name is to be changed and the child is over 12, the child must consent to this also.
3. The person witnessing the consent will forward a copy of the signed consent to be placed in the child’s case file.

source for 1.2 - 002.035
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002035.DOC

Approved by: Executive Director Number: 1.2 - 002.040

Date: April 30, 2004

Revised: March 11, 2005

1. Where a child to be placed for adoption is an Indian/Native person, the caseworker will give the child's band or native community thirty days (30) written notice of its intention to place the child for adoption.
2. Such notice will:
   1. be by letter to the band Administrator or Chief Executive Officer of the band or native community;
   2. will not identify the child or parent(s) by name, but if the child has a band or treaty number, this number may be quoted if parent(s) consent;
   3. indicate the nature of any potential placement which may be planned (e.g. Treaty status native family);
   4. invite the band/native community to comment on any proposed placement or to propose an alternate plan for the child. This response must be received within 30 days of the initial response. Therefore, this could mean a maximum of 65 days if the notice was mailed.
3. The caseworker will give primary consideration to the proposal made by a band/native community if any are received, and will process the Band/Native community's proposed family in accordance with standard procedures for approval of adoption applicants.
4. Where a Native birth parent indicates his/her wish not to make the band/native community aware of the birth of the child, the caseworker will, at her request, and with the assistance of the court worker make an application to the court to dispense with notice to the band/native community and will document this in the parent(s)' case file.
5. The caseworker will document in both the parent(s) and child's case file:
   1. the notice given to the band/native community;
   2. the response received from the band/native community; and
   3. the agency's undertaking if a response from the Band was received.

source for 1.2 - 002.040
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002040.DOC

Approved by: Executive Director Number: 1.2 - 002.045

Date: April 30, 2004

Revised: March 11, 2005

1. When a child is unable to be placed within the Society’s territorial jurisdiction, the caseworker can explore external placements as described in Procedure (1.2 - 002.010).
2. Once a prospective adoptive placement is found, the caseworker will meet with the resource manager to determine the appropriateness of the home.
3. If the home is found to be appropriate, the caseworker will request the Society of residence forward home study, to the Society. If the child is old enough to be involved, the caseworker, and the foster parents if appropriate, will meet with the child and review the home study.
4. The Society will forward to the Society of residence the child’s medical and Social history as well as video or photograph.
5. If there is agreement by all parties, the caseworker, in conjunction with the Society of residence adoption worker, will arrange an initial meeting.
6. Following this meeting, if consensus is to precede a schedule for pre-placement will be devised.
7. Once the pre-placement visits are completed, and prior to the child’s placement, the caseworker and the adoption worker of the Society of residence will have negotiated and formalized an agreement in which:
   1. the Society of residence confirm their plan to accept the child as an adoption placement, their willingness to assume supervision of the placement and an agreement to finalize the adoption in their area;
   2. the Society of residence has confirmed a schedule of visits and progress reports satisfactory to both Societies;
   3. a method to settle any dispute between the Societies.
   4. the agreement will be forwarded to the Director of Service for signing
   5. epenthesis
   6. epenthesis
   7. epenthesis
   8. The caseworker will ensure that a copy of the agreement is forwarded to the adoptive family to make them aware of the division of responsibility and placed in the child’s case file.
   9. The caseworker will ensure that copies of all progress reports are filed in the child’s case file and a copy is sent to the parent agency for signing by either the ED or Director of Service.

source for 1.2 - 002.045
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002045.DOC

Approved by: Executive Director Number: 1.2 - 002.050

Date: April 30, 2004

Revised: March 11, 2005

1. Our Ward Placed in Our Jurisdiction
   1. Upon receipt of a request to remove a child placed on adoption placement, the case worker will arrange a meeting with the adoptive family, the child if appropriate and the resource manager;
   2. the case worker will document in both the adoptive parents’ and in the child’s case file the reasons for disruption. These reasons should be discussed with the adoptive parents and the child in an effort to facilitate the move and create as few ill feelings as possible between the parties;
   3. the case worker and the resource manager will need to decide:
      1. whether the child will remain in the home on a free home basis or;
      2. whether the child will be removed and placed in an alternate home;
      3. whenever possible, the case worker will endeavour to place the child with a family already known to him/her, be it a foster family, relatives, or free home;
   4. the case worker will complete an Adoption Disruption Report and this report, once signed by the case worker and the Executive Director, two copies will be forwarded to the Area Office, and one copy kept in the child’s case file;
   5. following the adoption disruption, the case worker will endeavour to work closely with the child in helping him/her deal with feelings surrounding the disruption and prepare the child for another adoption placement where it is deemed in the child’s best interest;
   6. the adoption worker will provide support to the adoptive family.
2. Our Ward Placed Outside Our Jurisdiction
   1. The case worker will need to verify the reasons for disruption with the adoptive family and child;
   2. in cooperation with the supervising Society, the case worker may be requested to visit with the child and adoptive family to assess the situation and determine the steps to be taken in consideration with the child’s state of mind and general best interest;
   3. the case worker in conjunction with the supervising Society, the adoptive parents and child may decide to remove the child;
   4. the case worker will document in both the adoptive parents’ and in the child’s case file the reasons for disruption. These reasons should be discussed with the adoptive parents and the child in an effort to facilitate the move and create as few ill feelings as possible between the parties;
   5. the adoption worker, in cooperation with the supervising Society will complete an Adoption Disruption Report and ensure that two copies are forwarded to the Area Office and a copy is placed in the child’s case file;
   6. Both the adoption worker and the supervising Society’s adoption worker will work cooperatively in planning for the child;
   7. whenever possible, the adoption worker will endeavour to place the child with a family already known to him/her, be it a foster family, relatives, or free home;
   8. following the adoption disruption, the case worker will endeavour to work closely with the child in helping him/her deal with feelings surrounding the disruption and prepare the child for another adoption placement where it is deemed in the child’s best interest.
3. Another Society’s Ward Placed in Our Jurisdiction
   1. Where it appears that the adoptive placement may disrupt, the adoption worker will advise the child’s parent Society of the difficulties with the placement and present them with a written plan for the child;
   2. the adoption worker will discuss the reasons for the disruption with the adoptive parents and explain these to the child, and document these in the adoptive family’s case file;
   3. the adoption worker will provide the adoptive family and child with individual support and counselling;
   4. the decision to remove the child from the adoptive home should be made cooperatively with the parent Society.
   5. the adoption worker will facilitate a meeting between the parent Society and the adoptive family and child, should they wish to proceed in this manner;
   6. the adoption worker will assist the parent Society worker complete the Adoption Disruption Report;
   7. where the parent Society agrees with replacement of the child locally, the adoption worker will endeavour to place the child with a family already known to him/her, be it a foster family, relatives, or free home;
   8. following the adoption disruption, the adoption worker will endeavour to work closely with the child in helping him/her deal with feelings surrounding the disruption and prepare the child for another adoption placement where it is deemed in the child’s best interest;
   9. following removal of a child from an adoptive home, the adoption worker will continue to provide the adoptive family with support and counselling, for as long as deemed appropriate.

source for 1.2 - 002.050
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/002050.DOC

Approved by: Executive Director Number: 1.2 - 004

Date: April 30, 2004

Revised: March 11, 2005

1. It is the policy of the Society to consider an adoption subsidy as an exceptional circumstance.
2. It is also the policy of the Society that in exceptional cases, it may be prepared to financially assist certain adoption placements. Exceptional cases may refer to a child who may be handicapped, have significant special needs; or a group of siblings are being placed.
3. It is also the policy of the Society that each child who is placed on adoption probation shall have an adequate supply of clothing.
4. The Society shall enact procedures addressing:
   1. the application for adoption subsidies; and
   2. the administration of the adoption subsidies.

source for 1.2 - 004
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/004.DOC

Approved by: Executive Director Number: 1.2 - 004.005

Date: April 30, 2004

Revised: March 11, 2005

1. If an adoptive family makes a request for financial assistance, the caseworker will need to:
   1. obtain the adoptive family’s request in writing;
   2. forward a copy of the request to the Resource Program Manager and a copy to the Director of Service.
2. If the request is approved, the case worker and resource manager will prepare an agreement for payment which will need to be signed prior to the finalization of the adoption by
   1. the adoption worker;
   2. the resource manager; and
   3. each adoptive applicant.
3. The agreement will need to specify the amount being paid. If the amount is not given in a lump sum, the agreement will need to specify a schedule of payments.
4. The case worker will document the adoptive parents’ request and the Society’s response in both the adoptive parents’ file and the child’s file.
5. Prior to the placement of a child on adoption probation, the caseworker will review the child’s clothing and ensure that the child has an adequate supply of clothing.

source for 1.2 - 004.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/004005.DOC

Approved by: Executive Director Number: 1.2 - 004.010

Date: April 30, 2004

Revised: March 11, 2005

1. In the exceptional cases identified in Policy (1.2 - 004), the caseworker will forward a copy of the agreement to:
   1. the adoptive family’s file;
   2. the child’s case file; and
   3. the Society’s accounting department.
   4. Director of Service
2. The financial manger will itemize the amounts paid and the date of payments in a separate budget line account and made these available for inspection if requested.
3. When the schedule of payments covers more than twelve months, the matter will be reviewed yearly.
4. At the completion of the financial agreement, a confirmation letter will be sent to the adoptive parents and a copy of the letter forwarded to:
   1. the adoptive family’s file;
   2. the child’s case file; and
   3. the accounting department

source for 1.2 - 004.010
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-2CHILD/004010.DOC

1.1 Services to Birth Parents

1.2 Services to the Child

1.3 Adoption Intake

1.3 - 002 Scope of Adoption Services
1.3 - 002.005 Intake Information
1.3 - 002.010 Face to face Meeting
1.3 - 002.015 Recruitment for Special Needs Children
1.3 - 002.020 Criteria for Accepting Applicants for Homestudy
1.3 - 002.025 Preparing Applicants for Adoption Parenting
1.3 - 002.030 Release of Information When Applicant Re-Locates
1.3 - 004 Adoption Intake
1.3 - 006 Members of the Board as Applicant
1.3 - 006.005 Members of the Board as Applicant
1.3 - 008 Staff Members or Foster Parent as Applicant
1.3 - 008.005 Staff Members or Foster Parent as Applicant

1.4 Witnessing Adoption Consent

1.5 Services to Adoption Parents

1.6 Adoption Disclosure Services

1.7 Management of Adoption Records

source for 1.3 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/00-INTAK.DOC

1.1 Services to Birth Parents

1.2 Services to the Child

1.3 Adoption Intake

1.3 - 002 Scope of Adoption Services
1.3 - 002.005 Intake Information
1.3 - 002.010 Face to face Meeting
1.3 - 002.015 Recruitment for Special Needs Children
1.3 - 002.020 Criteria for Accepting Applicants for Homestudy
1.3 - 002.025 Preparing Applicants for Adoption Parenting
1.3 - 002.030 Release of Information When Applicant Re-Locates
1.3 - 004 Adoption Intake
1.3 - 006 Members of the Board as Applicant
1.3 - 006.005 Members of the Board as Applicant
1.3 - 008 Staff Members or Foster Parent as Applicant
1.3 - 008.005 Staff Members or Foster Parent as Applicant

1.4 Witnessing Adoption Consent

1.5 Services to Adoption Parents

1.6 Adoption Disclosure Services

1.7 Management of Adoption Records

source for 1.3 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/00-INTAKE.DOC

1.1 Service to Birth Parents

2.0 Service to the Child

3.0 Adoption Intake

1.3 - 002 Scope of Adoption Service
1.3 - 002.005 Intake Information
1.3 - 002.010 Face to Face Meeting
1.3 - 002.015 Recruitment for Special Needs Children
1.3 - 002.020 Criteria for Accepting Application for Home study
1.3 - 002.025 Preparing Application for Adoption Parenting
1.3 - 002.030 Release of Information when Applicant Re-locates
1.3 - 004 Adoption Intake
1.3 - 006 Members of the Board as Applicant
1.3 - 006.005 Members of the Board as Applicant
1.3 - 008 Staff Members of Foster Parent as Applicant
1.3 - 00.005 Staff Members of Foster Parent as Applicant

4.0 Witnessing Adoption Consent

5.0 Service to Adoption Parents

6.0 Adoption Disclosure Service

7.0 Management of Adoption Records

8.0 Concurrent Planning

source for 1.3 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/1.3-adoption.DOC

Approved by: Executive Director Number: 1.3 - 002

Date: April 30, 2004

Revised: March 11, 2005

1. It is the policy of the Society that:
   1. the Society’s resources shall primarily be used to find adoption homes for the children in the care of the Society who are available for adoption;
   2. the Society shall not initiate international adoptions, but will assist any applicants with a referral to the National Adoption Desk;
   3. the Society shall not complete any private or step-parent adoptions but will assist any applicant with a referral to a solicitor;
   4. epenthesis
   5. the Society shall complete an adoption home study on a family residing in our jurisdiction for a child residing outside our jurisdiction upon a referral from another Children’s Aid Society;
   6. the Society shall assist international adoptions upon request by the Ministry;
   7. the Society, at the request of an applicant, shall forward any completed adoption home study to the Adoption Resource Exchange.

source for 1.3 - 002
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/002.DOC

Approved by: Executive Director Number: 1.3 - 002.005

Date: April 30, 2004

Revised: March 11, 2005

1. When a request for information or an application for adoption is received by the Society, the caseworker will:
   1. inform the person that the Society seeks out adoption placements for the children in care who are available for adoption and does not:
      1. complete private or step-parent adoptions; nor
      2. complete international adoptions;
   2. inform the person that in order to adopt, the applicant must meet the following criteria:
      1. residence: the applicant must reside within the jurisdiction of Huron and Perth Counties;
      2. age: The applicant must be eighteen years or older;
      3. marital status:
         • Joint applications can be made by two individuals who are spouses of one another. Spouse has the same meaning as in the Human Rights Code;
         • single applications can be made by one individual alone;
      4. If applicable, foster parents, subject to Policy (1.3 - 008), can make an application to adopt a child;
      5. If applicable, a member of the Board of Directors, subject to Policy (1.3 - 006), is eligible to make an application to adopt;
      6. If applicable, a staff member, subject to Policy (1.3 - 008) can make an application to adopt;
      7. financial resources: Applicants must demonstrate a financial ability to adequately provide for an adopted child;
      8. health: The applicants must be able to provide adequate care and supervision of an adopted child;
   3. inform the person on the current availability of:
      1. infants;
      2. older children;
      3. sibling groups;
      4. special needs children;
   4. inform the person of the legal implications of adoption: the child, once adopted, ceased to be the child of his birth parents and legally becomes “the child of the adoptive parents as if born to them”;
   5. inform the person of the adoption procedure, being:
      1. all intake applicants are requested to complete a brief intake process via telephone or in person;
      2. all applicants are then invited to attend an intake group meeting ;
      3. all applicants must attend a pre-service training program geared to adoptive applicants.
   6. if the person wishes to proceed with adoption, inform him/her that an information package will be sent to them with an initial intake application form. Also inform the person that in order to keep their file opened, the initial application form must be completed and returned to the Society within 30 days.

source for 1.3 - 002.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/002005.DOC

Approved by: Executive Director Number: 1.3 - 002.010

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will arrange a face-to-face meeting at a mutually convenient time with an adoption applicant to further explore the adoption process.
2. The caseworker will provide the applicants additional information on:
   1. how children become available for adoption, i.e. Crown wards with no order of access and children placed with the Society under a consent to adopt;
   2. as indicated in (1.2 - 002.020), in some cases, children who are not immediately available for adoption can be placed in a concurrent home on a foster home basis;
   3. the type of children available for adoption, with either video films of children or profiles of children;
   4. the child over the age of seven must sign consent to adoption, and a child over the age of 12 must also consent to have his/her name changed;
   5. the child, if old enough to understand, as well as the birth parents if applicable, participate in the choice of the adoptive home;
   6. additional information on the application process such as:
      1. medical certificates: applicants must be in good physical, emotional and mental health and physically handicapped applicants will be evaluated in terms of possible effect on the child;
      2. police checks: applicants who have been convicted of a criminal offence are eligible to adopt only following careful examination by the Society of the circumstances surrounding the conviction and the effect it may have on the applicant’s ability to care for an adopted child;
      3. working parents: placement will be considered where both parents work and plan to continue to work and their capacity to parent and the needs of a particular child will be examined;
      4. finances: there is no minimum set with regards to financial resources, buy It should be evident that the applicant has the ability to manage within present income and be able to provide adequately for the present and future needs of the adopted child or children. As indicated in (1.2 - 004), the Society may in exceptional cases, provide some financial assistance;
      5. accommodations: there should be adequate space to accommodate an additional child or children, and that the home be one that will promote a safe and healthy environment;
      6. letters of reference: the applicant will need to supply the Society with five letters of reference, two should be from relatives (from each applicant) & three non relative (one can be from a clergy)
   7. additional information on the home study process and the criteria the Society will use; (1.3 - 002.020);
   8. additional information on the process of placement:
      1. the sharing of information;
      2. pre-placement visits;
      3. placement of the child;
      4. legal status of the child once placed;
      5. the purpose for the six months probation and provisions to shorten or extend probation;
      6. supportive services to the child and adoptive parents during probation;
      7. adoption disruptions;
      8. supportive services available to child and adoptive parents following an adoption disruption;
   9. additional information on the process of finalization;
   10. additional information on the Adoption Disclosure Registry;
   11. additional information on the effect of adoption on Indian or Native children;
   12. as indicated in (1.2 - 002.025), additional information on access and adoptions;
   13. additional information on the appeal process should their home not be approved;
   14. additional information on the Adoption Resource Exchange;
   15. additional information on parent training courses;
   16. additional information on post adoption supportive services for the child and the adoptive family.
3. At the end of the group meeting, the caseworker will distribute an adoption application forms to the candidates who wish to pursue the adoption process.
4. The caseworker will ensure that each candidate understands that in order to keep his or her file open, the adoption application will need to be completed and returned to the Society within 30 days.
5. The caseworker will document in the adoptive applicant’s case file:
   1. the attendance and participation of the applicant at the group meeting; and
   2. whether or not an application form was taken or whether the applicant withdrew his/her application.

source for 1.3 - 002.010
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/002010.DOC

Approved by: Executive Director Number: 1.3 - 002.015

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker, having completed a comprehensive assessment of the child, (1.2 - 002.005), will determine the special needs of the child.
2. The caseworker will prepare a comprehensive social, medical, and educational assessment of the child (1.1 - 002.030)
3. The caseworker will forward copies of the above histories as well as any relevant documentation to the adoption worker to determine:
   1. if the Society has current approved adoptive parents who are able to meet the needs of the special needs child or;
   2. if the Society has current adoptive applicants who indicated a preference for a special needs child, and if the Society has such an applicant, the adoption worker will begin the homestudy process immediately.
4. If the Society does not have an available adoptive family for a special needs child, the caseworker will consider forwarding the referral information package to:
   1. other children’s aid societies,
   2. Adopt - Ontario or Canada’s Waiting Children
   3. Forwarding the information package to the Adoption Resource Exchange.
5. The caseworker will document in the child’s case file:
   1. the efforts made to find a home to meet the child’s special needs, and
   2. a plan to repeat these recruitment efforts should no placement resources be identified.

source for 1.3 - 002.015
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/002015.DOC

Approved by: Executive Director Number: 1.3 - 002.020

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will, accept applicant(s) for a home study who:
   1. meet the following general criteria:
      1. reside within the jurisdiction of Huron and Perth Counties;
      2. are eighteen years or older;
      3. joint applicants are spouses of one another;(Spouse is defined in the Human Rights Code);
      4. foster parent(s), subject to Policy (1.3 - 008);
      5. member of the Board of Directors, subject to Policy (1.3 - 006);
      6. staff member, subject to Policy (1.3 - 008);
      7. have the ability to adequately provide for an adopted child financially;
      8. are in good physical, emotional and mental health;
      9. have not been convicted of a crime against a child or familial assault;
      10. have sufficient income to be able to provide adequately for the present and future needs of the adopted child or children;
      11. have adequate space to accommodate an additional child or children, and that the home be one that will promote a safe and healthy environment;
      12. letters of reference support the applicant(s) wish to adopt;
      13. have participated in the adoption intake group meetings;
      14. have participated in parent training programs;
   2. have indicated a preference for a child that the agency immediately has available for adoption and no current approved home is available;
   3. have been chosen by another Society for a child outside our jurisdiction and a request for a home study has been received from another Society or the Ministry;
2. The adoption unit will keep an ongoing inventory of approved adoption homes to ensure placement of :
   1. babies (under one year of age);
   2. infants (age one to five);
   3. older children (age six to fifteen);
   4. special needs children;
   5. for sibling groups.
3. The above criteria for selection of applicants for home study will be fully explained to applicants during the group intake meetings.

source for 1.3 - 002.020
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/002020.DOC

Approved by: Executive Director Number: 1.3 - 002.025

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will prepare applicants for adoption parenting by either:
   1. directly offering pre-service programs to adoptive applicants; or
   2. in conjunction with other agencies, offer pre-service training programs to adoptive applicants; or
   3. referring adoptive applicants to community based pre-service training programs.
   4. other approved training resources such as Internet training, on line training set out by the Society etc
2. The training should cover:
   1. basic child care, i.e. bathing, infant feeding, immunisation, etc.;
   2. normal child development;
   3. importance of routines, etc.
   4. dealing with sibling rivalry;

      elision possible aftermath of physical, sexual, developmental abuse and neglect;

   5. helping child deal with issues left over from original family;
   6. active listening skills;
   7. conflict resolution skills.
3. epenthesis
4. Training should also cover:
   1. the attention deficit child, and skills parents will need to better deal with his/her special needs;
   2. child with learning disabilities and skills parents will need to better deal with his/her special needs;
   3. intellectually challenged child and skills parents will need to better deal with his/her special needs;
   4. emotionally disturbed child and skills parents will need to better deal with his/her special needs.
   5. applicants should also be given the names of community resources they can call upon to assist them in meeting the special needs of the child they will adopt.
5. Training should also specifically include the medical conditions, as well as a list of community resources the adoptive parent(s) could call upon for assistance.
6. The caseworker will document in the adoptive parents case file:
   1. the training program the Society offered to the adoptive applicants;
   2. the training programs the adoptive applicants received from community agencies;
   3. the community resources identified as possible supports for the adoptive parents.

source for 1.3 - 002.025
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/002025.DOC

Approved by: Executive Director Number: 1.3 - 002.030

Date: April 30, 2004

Revised: March 11, 2005

1. If an adoptive applicants relocates to another jurisdiction and wishes the Society to release information to the other Society, the caseworker will:
   1. obtain a written consent to release of information from the adoptive applicant(s);
   2. once the written consent(s) has been received, the caseworker will:
      1. send copies of the information that has already been collected, and the applicants’ home study, if completed, to the child welfare agency in the applicants’ new area;
      2. close the applicant(s) case file.
2. If an adoptive applicant(s) relocates to our jurisdiction and wishes our Society to have copies of the information, and home study if completed, from the other agency, the caseworker will:
   1. obtain a written consent to release of information from the adoptive applicant(s);
   2. once the written consent has been received, the caseworker will:
      1. request the information and home study, if completed, from the agency who previously served the applicants;

source for 1.3 - 002.030
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/002030.DOC

Approved by: Executive Director Number: 1.3 - 004

Date: April 30, 2004

Revised: March 11, 2005

1. It is the policy of the Society that a systematic process shall be in place to respond to all persons who request information from the Society about adoption and/or apply to adopt;
2. The Society shall enact procedures to ensure that:
   1. all applicants receive information about current adoption practices and procedures, availability of children, and the legal implications of adoption;
   2. applicants are provided with the opportunity to have a face to face meeting with an agency representative, on an individual or group basis, to further explore the adoption process;
   3. a systematic process be in place for the ongoing recruitment of prospective adoptive families to meet the special needs of available children;
   4. criteria for accepting applicants for home study have been established and are fully explained to all applicants;
   5. a systematic process be in place for ensuring that adoptive applicants are prepared for adoptive parenting through education in adoption;
   6. a systematic process be in place for releasing, at the request of the applicant, information about applicants who move to another jurisdiction.

source for 1.3 - 004
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/004.DOC

Approved by: Executive Director Number: 1.3 - 006

Date: April 30, 2004

Revised: March 11, 2005

1. It is the policy of the Society that a member of the Society’s Board of Directors, when considering the adoption of a child, shall not breach his or her fiduciary obligation to avoid both actual and potential conflict of interest.
2. The Society shall enact procedures to ensure that neither a breach of fiduciary obligation nor a conflict of interest occur.

source for 1.3 - 006
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/006.DOC

Approved by: Executive Director Number: 1.3 - 006.005

Date: April 30, 2004

Revised: March 11, 2005

1. The Society will request another Children’s Aid Society or an approved private social worker to perform the functions, with regard to the adoption process that would otherwise be undertaken by the Society’s own staff.
2. If another Children’s Aid Society or an approved private social worker is unable to perform the functions with regards to the adoption process, the member of the Society’s Board of Directors may request a temporary leave during the course of the adoption process.

source for 1.3 - 006.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/006005.DOC

Approved by: Executive Director Number: 1.3 - 008

Date: April 30, 2004

Revised: March 11, 2005

1. It is the policy of the Society that a member of the Society’s staff, when considering the adoption of a child, shall not breach his or her fiduciary obligation to avoid both actual and potential conflict of interest.
2. The Society shall enact procedures to ensure that a breach of fiduciary obligation nor a conflict of interest occur.
3. If another Children’s Aid Society or an approved private social worker is unable to perform the functions with regards to the adoption process, the Society’s own staff may request a temporary leave without pay during the course of the adoption process. In the matter of a foster parent, their foster home would be placed on hold during the course of the adoption process.

source for 1.3 - 008
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/008.DOC

Approved by: Executive Director Number: 1.3 - 008.005

Date: April 30, 2004

Revised: March 11, 2005

1. The Society will, if a conflict of interest exists or may be perceived as existing, request that another Children’s Aid Society process the adoption.
2. The Society will process the adoption of one of its foster parents unless:
   1. a conflict of interest exists or may be perceived as existing; or
   2. the Society does not support the foster parent as an applicant.
3. The Society will, should one of these conditions exist, request that the adoption be processed by another Children’s Aid Society or an approved private social worker to perform the functions, with regard to the adoption process that would otherwise be undertaken by the Society’s own staff.

source for 1.3 - 008.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-3INTAK/008005.DOC

1.1 Services to Birth Parents

1.2 Services to the Child

1.3 Adoption Intake

1.4 Witnessing Adoption Consent

1.4 - 002 Witnessing Adoption Consent (Policy)
1.4 - 002.005 Persons Authorised to Witness Consents
1.4 - 002.010 Training for Persons Witnessing Consents

1.5 Services to Adoption Parents

1.6 Adoption Disclosure Services

1.7 Management of Adoption Records

source for 1.4 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-4CONSE/00-CONSE.DOC
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-4CONSE/00-CONSENT.DOC

1.1 Service to Birth Parents

2.0 Service to the Child

3.0 Adoption Intake

4.0 Witnessing Adoption Consent

1.4 - 002 Witnessing Adoption Consent (Policy)
1.4 - 002.005 Persons Authorised to Witness Consents

5.0 Service to Adoption Parents

6.0 Adoption Disclosure Service

7.0 Management of Adoption Records

8.0 Concurrent Planning

source for 1.4 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-4CONSE/1.4-adoption.DOC

Approved by: Executive Director Number: 1.4 - 002

Date: April 30, 2004

Revised: March 11, 2005

1. It is the policy of the Society that the service in witnessing adoption consents, related and non related, shall be provided by an independent lawyer.
2. The Society shall establish procedures to ensure that:
   1. consents to adoption are witnessed only by an independent lawyer.

source for 1.4 - 002
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-4CONSE/002.DOC

Approved by: Executive Director Number: 1.4 - 002.005

Date: April 30, 2004

Revised: March 11, 2005

1. In order to ensure compliance with the Consent to Adoption policy, only the following persons are authorized to witness adoption consents:
   1. an independent lawyer who is not acting for any person in the adoption case
   2. when requested to witness adoption consents, the society staff will refer to appropriate independent lawyer.

source for 1.4 - 002.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-4CONSE/002005.DOC

Approved by: Executive Director Number: 1.4 - 002.010

Date: January 31, 1998

Revised: March 11, 2005

1. In order to ensure compliance with the Consent to Adoption policy, persons authorized to witness adoption consents will have completed the following training:
   1. Persons who need to sign a consent to adoption:
      1. mother;
      2. person(s) who qualify as father;
      3. a guardian of child, if applicable;
      4. spouse of person consenting, if applicable;
      5. the child, if applicable;
   2. When can a consent to adopt be taken:
      1. seven complete days following childbirth;
      2. after having been given opportunity to seek independent or legal advise;
      3. following assessment of report from representative of the Official Guardian, if applicable;
   3. consent from a minor parent:
      1. role of representative from Official Guardian;
   4. consent from a child:
      1. if over the age of seven;
      2. role of representative from Official Guardian;
   5. what are the components to a consent to adopt:
      1. form to be used;
      2. sections to be completed, deleted, initialled;
      3. affidavit of execution;
   6. when can a consent to adoption be revoked:
      1. 21 days from date consent was signed; or
      2. after 21 days with permission of the court;
   7. how can a consent to adoption be revoked;
      1. verbal notification of parent or agent;
      2. written notification of parent or agent;
   8. how to determine if a consent is freely given:
      1. if person fully understands the purpose of consenting to adoption;
      2. if person fully understands effect of consenting to adoption;
      3. if person has obtained or was given the option of obtaining independent or legal advise;
      4. if person fully wishes to see the purpose and effect of signing the consent to adopt realised;
   9. the implications of signing a consent to adopt:
      1. implications for parent(s);
      2. implication for child, if applicable;
   10. options if person does not seem to understand the implications of signing a consent to adopt:
       1. attempt to explain again;
       2. refuse to witness consent to adopt;
   11. options if person seems pressured or coerced in signing consent to adopt:
       1. attempt to determine person’s own position;
       2. if person does not truly consent, refuse to witness consent to adopt.
2. This training assumes that the person who will be witnessing consents to adoption has good interviewing skills and is able to relate to both adults and young children. If the person’s skill level is low, training in interviewing and some role play may also be included.

source for 1.4 - 002.010
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-4CONSE/002010.DOC

1.1 Services to Birth Parents

1.2 Services to the Child

1.3 Adoption Intake

1.4 Witnessing Adoption Consent

1.5 Services to Adoption Parents

1.5 - 002 Service to Adoptive Parents (Policy)
1.5 - 002.005 Services to Adoptive Applicants at Intake
1.5 - 002.010 Eligibility Criteria for Adoptive Parenthood
1.5 - 002.015 Adoption Homestudy Process
1.5 - 002.020 Adoption Homestudy Approval or Rejection
1.5 - 002.025 Selection of an Adoption Home
1.5 - 002.030 Handling Adoptive Applicants who are
Board Members
Agency Staff
Agency Foster Parents
1.5 - 002.035 Sharing Information to Adoptive Parents
1.5 - 002.040 Post Placement Services
1.5 - 002.045 Finalization of the Adoption
1.5 - 002.050 Adoption Documents
1.5 - 002.055 Post Legal Adoption Services

1.6 Adoption Disclosure Services

1.7 Management of Adoption Records

source for 1.5 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/00-A-PAR.DOC

1.1 Services to Birth Parents

1.2 Services to the Child

1.3 Adoption Intake

1.4 Witnessing Adoption Consent

1.5 Services to Adoption Parents

1.5 - 002 Service to Adoptive Parents (Policy)
1.5 - 002.005 Services to Adoptive Applicants at Intake
1.5 - 002.010 Eligibility Criteria for Adoptive Parenthood
1.5 - 002.015 Adoption Homestudy Process
1.5 - 002.020 Adoption Homestudy Approval or Rejection
1.5 - 002.025 Selection of an Adoption Home
1.5 - 002.030 Handling Adoptive Applicants who are
Board Members
Agency Staff
Agency Foster Parents
1.5 - 002.035 Sharing Information to Adoptive Parents
1.5 - 002.040 Post Placement Services
1.5 - 002.045 Fiinalization of the Adoption
1.5 - 002.050 Adoption Documents
1.5 - 002.055 Post Legal Adoption Services

1.6 Adoption Disclosure Services

1.7 Management of Adoption Records

source for 1.5 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/00-A-PARENT.DOC

1.1 Service to Birth Parents

2.0 Service to the Child

3.0 Adoption Intake

4.0 Witnessing Adoption Consent

5.0 Service to Adoption Parents

1.5 - 002 Service to Adoptive Parents (Policy)
1.5 - 002.005 Services to Adoptive Applicants at Intake
1.5 - 002.010 Eligibility Criteria for Adoptive at Intake
1.5 - 002.015 Adoptive Home study Process
1.5 - 002.020 Adoption Home study Approval or Rejection
1.5 - 002.030 Handling Adoptive Applicants who are; Board Members, Agency Staff, & Agency Foster Parents

6.0 Adoption Disclosure Service

7.0 Management of Adoption Records

8.0 Concurrent Planning

source for 1.5 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/1.5-adoption.DOC

Approved by: Executive Director Number: 1.5 - 002

Date: April 30, 2004

Revised: March 11, 2005

1. It is the policy of the Society that:
   1. the Society shall provide services for adoptive applicants and adoptive parents to effect beneficial placements for children available for adoption;
   2. recruitment of adoptive applicants is conducted at a level that seeks to ensure the availability of a sufficient number and diversity of families to meet the needs of all children awaiting adoption.
2. The Society shall establish procedures to ensure that:
   1. services for adoptive applicants at the intake phase include:
      1. orientation to adoption;
      2. its meaning;
      3. the adoption process;
      4. agency procedures; and
      5. the availability of children for adoption;
   2. adoptive applicants are informed of the general criteria by which the agency determines eligibility for adoptive parenthood;
   3. a systematic adoption home study process exists to determine the ability of the adoptive applicants to meet the needs of an adopted child;
   4. the selection of adoptive applicants is made in accordance with the child’s needs and where possible and appropriate, the child’s wishes and the expressed wishes of the child’s natural parent(s);
   5. a practice has been established regarding the handling of adoptive applicants who are also agency staff members;
   6. a practice has been established regarding the handling of adoptive applicants who are also foster parents providing care to the child;
   7. disclosure to adoptive applicants will include:
      1. all non-identifying information known about the child, the child’s birth parent(s) and the general circumstances leading to the decision to place the child on adoption; and
      2. that written non-identifying background information about the child is provided to the adoptive parents;
   8. adoptive parents are provided with post-placement services to assist:
      1. in the child’s adjustment in the home;
      2. the newly evolving family during the probation period;
      3. with the child’s special needs if applicable;
   9. a systematic process exists for compiling the required documentation to complete the legal adoption of the child;
   10. counselling and support is offered to families experiencing difficulties at various post legal adoption.

source for 1.5 - 002
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002.DOC

Approved by: Executive Director Number: 1.5 - 002.005

Date: April 30, 2004

1. At the Intake phase, the caseworker will insure that all applicants are informed of:
   1. the orientation process to adoption;
   2. the meaning of adoption;
   3. the adoption process;
   4. the agency’s procedures; and
   5. the availability of children for adoption.
2. The procedures dealing with the orientation process can be found at (1.3 - 002.010); (1.3 - 002.015); (1.3 - 002.025); and (1.3 - 002.030).
3. The procedures dealing with the meaning of adoption can be found at (1.3 - 002.010); (1.3 - 002.015); (1.3 - 002.025); and (1.3 - 002.030).
4. The procedures dealing with the adoption process can be found at (1.3 - 002.004); (1.3 - 002.25); and (1.3 - 002.030).
5. The procedures dealing with the agency’s practice can be found at (1.3 - 002.010); (1.3 - 002.015); (1.3 - 002.020); (1.3 - 002.025); and(1.3 0 002.030).
6. The procedures dealing with the availability of children for adoption can be found at (1.3 - 002.020); and (1.3 - 002.030).
7. The caseworker will document in the applicant’s case file:
   1. the documentation sent to the applicant(s) following the initial call; and
   2. the attendance and participation of the applicant(s) at the group meetings.

source for 1.5 - 002.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002005.DOC

Approved by: Executive Director Number: 1.5 - 002.010

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will insure that all applicants are informed of the Society’s eligibility criteria for adoptive parenthood at:
   1. the intake level;
   2. during group meetings; and
   3. during the home study phase.
2. The procedures dealing with informing the applicant of the Society’s eligibility criteria for adoptive parenthood at the intake level can be found at (1.3 - 002.030).
3. The procedures dealing with informing the applicant of the Society’s eligibility criteria for adoptive parenthood at the group meeting level can be found at (1.3 - 002.025).
4. The caseworker, during the home study process, will review these eligibility criteria as they relate to the specific issues of the family being evaluated.
5. The caseworker will document in the applicant’s case file:
   1. the documentation relating to the Society’s eligibility criteria which was sent to the applicant(s) following the initial intake call
   2. the attendance and participation of the applicant(s) at the group meetings when the eligibility criteria was further explained, and
   3. the applicants ability to fulfil these eligibility criteria as the home study is completed.

source for 1.5 - 002.010
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002010.DOC

Approved by: Executive Director Number: 1.5 - 002.015

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker, to complete an adoptive home study will need to:
   1. hold joint family interviews with all members of the family including any siblings which are involved;
   2. individual interviews with the applicant(s);
   3. visit and inspect the home;
   4. contact the persons the applicants submitted as references in writing;
   5. obtain the following information:
      1. medical examination and consent;
      2. documentation of social histories;
      3. check of finances; and
      4. police checks.
2. During the home study process, the caseworker will need to get to know the applicant, understand the reasons for adopting, and to ensure that the applicant would be able to provide a safe and enriching environment for the child.
3. For the joint interviews, the caseworker will need to document:
   1. the applicants’ approach to the interviews;
   2. the applicants’ motivation for adopting, and the plans they are making for adoption;
   3. the type of child the applicant(s) desire;
   4. the applicants’ acceptance of adoption;
   5. the applicants’ marital relationship (as applicable) & family strengths;
   6. family dynamics;
   7. a brief physical description of the applicant(s);
   8. the caseworker will also need to assess the applicants:
      1. knowledge of how children come into care;
      2. ability to cope with birth family history
      3. understanding of pre-placement visits and their acceptance to travel for these visits;
      4. willingness to work with other agency personnel and foster parents;
      5. understanding of the importance of a gradual transition.
4. For the individual interviews, the caseworker will need to document:
   1. a description of the applicant;
   2. the applicant’s approach to the interview;
   3. the applicant’s perception of the family’s relationship:
      1. what is the extended family;
      2. description of past relationships and present contacts;
      3. how would he/she describe mother and father as a parent;
      4. what would he/she like to emulate or change;
      5. how does extended family feel about adoption, and if negative, how does the applicant plan to deal with this;
   4. the applicant’s approach to life stresses:
      1. views on past and present marital relationship (as applicable);
      2. description of any children and involvement with them;
      3. how does he/she deal with problems as an individual, couple and family;
      4. how does he/she feel about present situation including employment, and other roles and interests;
      5. how does he/she feel about past situations such as adolescence, education;
      6. what was the most stressful situation he/she had to face, and how was it handled;
   5. the applicant’s feelings on adoptive parenthood:
      1. what does he/she personally hope to gain from adoption;
      2. what needs of theirs will be met;
      3. what does he/she feel they have to offer a child;
      4. his/her attitudes about child rearing;
      5. what kind of problems are expected as a child grows older and how will these problems be handled;
      6. what is expected during the adjustment period, and how will it change their lifestyle;
      7. in what way and how long does he/she expect these adjustments to take;
      8. how do their children feel about adoption;
      9. what type of adjustment are they capable of and what effect will it have on them.
5. For the home visits, the caseworker will need to document:
   1. his/her observations of the applicants’ lifestyle:
      1. neighbourhood;
      2. home, furnishings, and general living space;
      3. general home atmosphere and family interests;
   2. his/her observation of the applicant’s various roles in the home, feelings of children around adoption and feelings of others in the home around adoption;
   3. caseworker should also discuss:
      1. placement procedures including a description of the process followed;
      2. notification of approval, etc...;
      3. physical and emotional preparation for the child.
6. The caseworker will record the information obtained as well as his/her observations and recommendations in a home study format. The home study format will need to cover:
   1. a physical description of applicants;
   2. applicant’s cultural identity;
   3. spousal relationship and length of marriage (as applicable);
   4. religion;
   5. interest and hobbies;
   6. type of employment. Discuss the applicant(s) arrangement for care of the child after adoption;
   7. applicants’ finances;
   8. applicants’ personality;
   9. description of accommodations;
   10. other children and pets;
   11. applicants’ medical and psychiatric history;
   12. applicants’ family history;
   13. applicants’ attitude to parenting;
   14. applicants’ attitude to adoption;
   15. applicants’ problem solving abilities;
   16. applicants’ affective expression;
   17. applicants’ autonomy;
   18. applicants’ family roles;
   19. applicants’ system of behaviour control;
   20. type of child preferred;
   21. references, and any significant comments received, positive or negative;
   22. the caseworker’s evaluation of the applicants’ weaknesses and strengths, and the qualities that will help the applicant(s) integrate a child into the family; and
   23. the caseworker’s opinion as to what type of child would benefit from placement in this home.
7. The caseworker will then submit the home study and relevant documents to the resource program manager for approval or rejection.

source for 1.5 - 002.015
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002015.DOC

Approved by: Executive Director Number: 1.5 - 002.020

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker, will submit the completed adoptive home study and related documentation to the resource program manager for approval.
2. The caseworker and the resource Resource Program Manager will review the completed homestudy and determine:
   1. that all criteria established by the Ministry and the Society have been met;
   2. review the caseworker’s observations as these relate to:
      1. the demonstrated ability of the home to meet the basic physical needs of a child;
      2. the ability to ensure the child an appropriate developmental environment;
      3. the ability to cope with emotional and physical pressures generated by the demands associated with having a particular child;
      4. the ability to cope with and plan for unique problems that a disability may present, and to anticipate and plan resourcefully for contingencies that may arise.
3. Following this meeting the home study is either approved or rejected. In either case, it is presumed that the decision will not be a complete surprise to the applicant as they should have had some indication throughout the interviews of the direction and intent of the Society.
4. If the home study is approved, the caseworker will:
   1. document in the case file that the home study has been approved, and the factors which supported the approval;
   2. inform the applicant(s) in writing that the home study has been accepted, and that the home study will be placed on the Society’s waiting list.
5. If the home study is rejected, the caseworker will:
   1. document in the case file that the home study has been rejected and the factors which led to the rejection of the application;
   2. meet with the adoptive applicant(s); and:
      1. discuss the decision and the reasons which led to the decision;
      2. if the applicant(s) wishes to appeal, discuss with them the Society’s complaint procedures;
   3. send a letter to the applicant(s) to confirm the Society’s decision, and the reasons for the decision. If the applicant(s) indicated they may wish to appeal, the letter should also include a written copy of the Society’s complaint procedures;
   4. if the applicant(s) did not indicate a wish to appeal, the caseworker will close the file.

source for 1.5 - 002.020
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002020.DOC

Approved by: Executive Director Number: 1.5 - 002.025

Date: April 30, 2004

Revised: March 11, 2005

1. In choosing an adoptive home for a child, the caseworker will make a selection based on the following criteria:
   1. the needs of the child. The child’s needs are determined by a thorough assessment of the child (1.2 - 002.005); and
   2. any specialized parenting training the adoptive parent(s) has received(see (1.3 - 002.025).
   3. the child’s expressed wishes if applicable ( 1.2 - 002.015);and
   4. the expressed wishes from the birth parents (see 1.1 - 002.025).
2. If applicable, the caseworker can
   1. arrange a meeting for the birth parents to view three or four home studies provided to them by the caseworker. These home studies should not contain any material which would identify either the family or the family’s location The expectation would be that the birth parent(s) would be able to select one or two homes they wish for their child;
   2. if appropriate and with the consent of the adoptive applicant, arrange a meeting between the birth parent(s) and prospective adoptive family.
3. If applicable, the caseworker can
   1. arrange a meeting for the child to view three or four home studies provided by the caseworker. These home studies should not contain any materials which would identify either the family or the family’s location. The expectation would be that the child would be able to select one or two homes he would prefer.
4. The worker will document in the child’s case file the factors used in the selection of the adoptive family.

source for 1.5 - 002.025
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002025.DOC

Approved by: Executive Director Number: 1.5 - 002.030

Date: April 30, 2004

Revised: March 11, 2005

1. If the adoptive applicant is a member of the Society’s Board of Directors, the caseworker will:
   1. be knowledgeable of the Society’s policy (1.3 - 006) and the procedure (1.3 - 006.005);
   2. if applicable, make the necessary arrangements to have the adoption processed by either an approved private social worker or another Children’s Aid Society.
2. If the adoptive applicant is a member of the Society’s staff, the caseworker will:
   1. be knowledgeable of the Society’s policy (1.3 - 008) and the procedure (1.3 - 008.005);
   2. make the necessary arrangements to have the adoption processed by either an approved private social worker or another Children’s Aid Society.
3. If the adoptive applicant is a Society’s foster parent, the caseworker will:
   1. be knowledgeable of the Society’s policy (1.3 - 008) and the procedure (1.3 - 008.005);
   2. if applicable, make the necessary arrangements to have the adoption processed by another Children’s Aid Society;
   3. if applicable, process the adoption in the same manner as would be done for any other adoptive applicants.

source for 1.5 - 002.030
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002030.DOC

Approved by: Executive Director Number: 1.5 - 002.035

Date: April 30, 2004

Revised: March 11, 2005

1. In presenting a child to adoptive applicants, the caseworker will share all non-identifying information known about:
   1. the child;
   2. the child’s birth parents;
   3. the general circumstances leading to the decision to place the child for adoption.
2. In presenting a special needs child, or a child with a medical condition, the caseworker will also share:
   1. the content of any psychological, social, behavioural or educational assessments the child has undergone, as well as
   2. the content of any medical examinations or assessments the child has undergone.
3. If the adoptive applicants indicate an interest in the child, the caseworker will provide them with written copies of the above non- identifying information.
4. The caseworker will document in the adoptive applicants file the information provided to them as well as the information provided to them in writing.

source for 1.5 - 002.035
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002035.DOC

Approved by: Executive Director Number: 1.5 - 002.040

Date: April 30, 2004

Revised: March 11, 2005

1. In providing post placement services, the caseworker will be knowledgeable of the procedure (1.2 - 002.025) addressing the role of the adoption probation period and services directed towards the child.
2. In providing post placement services, the caseworker will either provide direct service or will refer the adoptive parent(s) for assistance and services as needed, such as:
   1. support to the adoptive parent(s) if extended family are not supporting the adoption;
   2. support to the adoptive parent(s) if problems arise with sibling rivalry;
   3. support to the adoptive parent(s) with behaviour control issues if needed;
   4. support to the adoptive parent(s) in their marital/parenting relationship if needed;
   5. support to the adoptive parent(s) with affective expression if needed;
   6. support to the adoptive parent(s) with community link-ups should the adoptive child have medical or special needs;
   7. support to the adoptive parent(s) with the adoptive child’s contacts with birth parents or siblings if an “agreement for contact” has been negotiated (1.2 - 002.025);
   8. support to the adoptive parent(s) and their children in any other areas if required.
3. The caseworker will document in the adoptive parents’ case file the post placement services he/she has provided to the family or the agencies the adoptive parents were referred to in obtaining post placement services.

source for 1.5 - 002.040
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002040.DOC

Approved by: Executive Director Number: 1.5 - 002.045

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will recommend the finalization of the adoption following a minimum six-month adoption probation period if the caseworker believes:
   1. the adjustment of the child and family has gone well;
   2. the child’s needs are adequately being met; and
   3. the objectives of the probationary period have been met and there is no further need for the Society’s continued involvement to ensure the child’s well being.
2. Early Finalization
   1. In specific cases, the caseworker can recommend early finalization of the adoption:
      1. the child has resided with the family for longer than six months, but not on adoption probation;
      2. the adoptive family , for a variety of reasons, must leave the jurisdiction of the Society and would like to finalize the adoption rather than obtain an interim order of custody and have another Society continue the probationary supervision;
      3. the adjustment of the child and family has gone very well and there is no concern for ongoing care for the child;
   2. the caseworker will need to obtain the Executive Director’s signature on the “Adjustment of the Child in the Home” form if the child is a non ward; or
   3. the caseworker will need to obtain the Regional Director’s signature on the “Adjustment of the Child in the Home” for if the child is a Crown Ward;
   4. the caseworker will document in the child’s case file why an early finalization is in the child’s best interest;
3. Extension of the Probationary Period:
   1. In specific cases, the caseworker can recommend an extension of the probationary period if:
      1. the child and the adoptive family are having difficulty adjusting and more support from the Society is required;
      2. the adoptive family , for a variety of reasons, is not prepared to commit to adoption at the moment and requests an extension of the probationary period;
      3. the case warrants a longer probation period based on the needs of the child(ren)
   2. the caseworker will need to notify the Area Office of the Ministry in writing that the adoption period is being extended. The letter needs to address:
      1. the reasons for the extension; and
      2. the length of the extension;
   3. the caseworker should be aware that an extension of the probationary period of adoption should not exceed one year;
   4. if the probationary period is to extend beyond one year, the caseworker must notify the Executive Director in writing concerning the child, outlining the child’s current situation and the Society’s plan for the child;
   5. the Executive Director or designate will:
      1. review the child’s status and may direct the Society’s planning for the child;
      2. notify the Regional Office of the Ministry in writing stating:
         • the reasons why the adoption was not finalized; and
         • the Society’s plan for the child;
   6. the caseworker must then carry out the Executive Director’s instructions if they differ from the Society’s proposed plan;
   7. The caseworker will document in the child’s case file why an extension of the probationary period is in the child’s best interest, and the casework plans made to assist the child and family to arrive at a stage where finalization would be possible.

source for 1.5 - 002.045
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002045.DOC

Approved by: Executive Director Number: 1.5 - 002.050

Date: April 30, 2004

Revised: March 11, 2005

1. At placement:

   When placing a child on adoption placement, in addition to all the internal tracking forms, the caseworker is required to ensure that the following documents are completed:

   1. application for the Child Tax Credit if applicable should be completed by adoptive parents and sent to the Receiver General as well as an application for new health card;
   2. travel and medical consents signed by the Executive Director should be completed by the caseworker and given to the adoptive parents as the Society still retains guardianship of the child during the adoption probation period. The caseworker will retain a copy in the child’s and adoptive parents’ case files;
   3. epenthesis
   4. Registration of Placement and Attachment. The original goes to the Regional Office of the Ministry, copies in both the child and adoptive parents’ case files. The Resource Program Resource Program Manager is to be notified upon completion of the form;
   5. Medical and Social History of child in child’s case file. The caseworker also needs to send a copy to the Regional office of the Ministry;
   6. Social History of Biological Parents, copy in child’s case file. The caseworker also needs to send a copy to the Regional office of the Ministry;
   7. Acknowledgement of Adoption Placement. Original and one copy in child’s case file, copies to adoptive parents, adoptive parents’ case file;
2. During placement:
   1. The caseworker completes a recording within 30 days of placement
   2. The caseworker completes a recording within every 90 day period thereafter
   3. The caseworker prepares a report on the adjustment of the child in the home at least one month prior to the end of probation period
3. When recommending that an adoption be finalised, the caseworker is required to ensure that the following documents are completed:
   1. Report on the Adjustment of the Child in the Home is sent to the Regional Office of the Ministry (if the child is a crown ward);
   2. upon receipt of the Consent of the Director, the caseworker needs to prepare the following document package for the court:
      1. The adoption order draft (Form 25c);
      2. Affidavits of Service of crown wardship order);
      3. Application to Adopt (Form 8D);
      4. Final Report on the adjustment of the child in the home;
      5. Certified copy of the registration of birth of the child;
      6. An application for the re-registration of the birth of an adopted child (Form 6);
      7. Affidavit of adoption applicants (Form 34D);
      8. Statement of Live Birth (Adoption) (Form 2);
      9. Crown Wardship Order Certified Copy;
      10. Consent to Adoption of birth parents if applicable. Any consent from a minor parent must have the report of the Official Guardian attached (Form 34F);
      11. Consent to Adoption - General, signed by every person who is a parent or guardian. Certified copies of any order granting custody of or access to the child, as well as orders ordering payment of support for the child. Each persons signs a separate consent. If applicable, certified copy of orders dispensing with required consents;
      12. Consent to Adoption of the child if applicable or a certified copy of an Order on Motion without notice, dispensing with the child’s consent (Form 34);
      13. Affidavit by person who placed child stating that they have no knowledge of any other outstanding custody or access orders nor of any other person with any rights to the child (Form 34G);
      14. Director’s Consent if Crown Wards (Form 34E);
      15. Affidavit of caseworker if non ward;
      16. Recommendation of Executive Director (Form 34C);
      17. Notarised copy of the applicants’ marriage certificate, if applicable;
      18. Affidavit from the caseworker that there are no withdrawal of any required consents to adopt.

source for 1.5 - 002.050
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002050.DOC

Approved by: Executive Director Number: 1.5 - 002.055

Date: April 30, 2004

Revised: March 11, 2005

1. Following the finalization of the adoption, the caseworker will close both the child’s and adoptive parents’ case files.
2. The caseworker, recognising that services to adoption families should be ongoing, will remind the adoptive family that they can contact the Society at anytime should they need assistance following the closure of their case file.
3. Should a family request support and services for a child who was previously adopted, the caseworker will consider the following options:
   1. where the family’s adoption worker is still with the agency and his/her caseload will permit, the adoption worker, in consultation with his/her Resource Program Manager, may offer assistance;
   2. where there are child welfare protection issues as determined on the Intervention Spectrum Rating Tool, a protection worker will open the case for child welfare work;
   3. where there are no protection concerns, the family can either:
      1. be referred to a Society caseworker for service; or
      2. be referred to a local Children’s Mental Health service and/or private counsellors in the community who can provide this service.
4. The caseworker will document in the family’s case file the post legal adoption services provided to the family, or the agencies the family was referred to in order to obtain the services required.

source for 1.5 - 002.055
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-5A-PAR/002055.DOC

1.1 Services to Birth Parents

1.2 Services to the Child

1.3 Adoption Intake

1.4 Witnessing Adoption Consent

1.5 Services to Adoption Parents

1.6 Adoption Disclosure Services

1.6 - 002 Adoption Disclosure Services
1.6 - 002.005 Adoption Disclosure Intake
1.6 - 002.010 Waiting Lists for Adoption Disclosure Requests
1.6 - 002.015 Compilation and Sharing of Non-Identifying Information
1.6 - 002.020 Providing Identifying Information and Arranging a Meeting
1.6 - 002.025 Providing Identifying Information on Consent
1.6 - 002.030 Disclosure and Reunion Counselling
1.6 - 002.035 General Disclosure Counselling

1.7 Management of Adoption Records

source for 1.6 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/00-DISCL.DOC
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/00-DISCLOSURE.DOC

1.1 Service to Birth Parents

2.0 Service to the Child

3.0 Adoption Intake

4.0 Witnessing Adoption Consent

5.0 Service to Adoption Parents

6.0 Adoption Disclosure Service

1.6 - 002 Adoptive Disclosure Services
1.6 - 002.005 Adoption Disclosure Intake
1.6 - 002.010 Waiting List for Adoption Disclosure Requests
1.6 - 002.015 Compilation and Sharing of Non-Identifying Information
1.6 - 002.020 Providing Identifying Information and Arranging a Meeting
1.6 - 002.025 Providing Identifying Information on Consent
1.6 - 002.030 Disclosure and Reunion Counselling
1.6 - 002.035 General Disclosure Counselling

7.0 Management of Adoption Records

8.0 Concurrent Planning

source for 1.6 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/1.6-adoption.DOC

Approved by: Executive Director Number: 1.6 - 002

Date: April 30, 2004

Revised: March 11, 2005

1. It is the policy of the Society that:
   1. services in adoption disclosure shall be provided in a systematic way;
   2. persons entitled to have access to non-identifying information shall have such access;
   3. mandatory counselling provided for reunion between adult adoptees and birth family members shall be provided in accordance with Ministry policy and guidelines.
2. The Society shall establish procedures to:
   1. respond to requests for adoption disclosure;
   2. maintain a waiting list of clients requesting adoption disclosure services;
   3. compile non-identifying information;
   4. provide non-identifying histories;
   5. provide identifying information to the Registrar, Adoption Disclosure Registry, MCYS;
   6. provide mandatory pre-consent counselling (usually by mail or if possible in the office);
   7. disclose identifying information;
   8. provide counselling on request.

source for 1.6 - 002
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/002.DOC

Approved by: Executive Director Number: 1.6 - 002.005

Date: April 30, 2004

Revised: March 11, 2005

1. When a request for adoption disclosure is made by an individual, the adoption intake worker or in her absence, the intake worker will:
   1. be aware that only the following persons can request information regarding an adoption:
      1. an adopted person 18 years of over;
      2. an adopted person under the age of 18 with the adoptive parents’ written consent;
      3. an adopted person between the ages of 16 to 18 if he/she is deemed an “emancipated minor” (no longer under the care of the adoptive parents);
      4. a birth parent;
      5. an adoptive parent; and
      6. a birth relative, i.e. birth sibling 18 years and over.
   2. The worker will inform the person requesting the information:
      1. the anticipated wait for information ;
      2. the person will need to provide the Society with proof of identification before any information is shared;
      3. epenthesis
      4. the request for information should also include any information if the case is serious or involves health or safety concerns about a member of the birth family, which could assist the Society in making a decision about priority.
   3. the worker will provide the person requesting the information with:
      1. the pamphlet “Adoption Disclosure Services” as indicated by the circumstances of the call;
      2. the application for the Adoption Disclosure Registry if appropriate;
   4. the intake worker will complete a Record of Inquiry and will document the information shared and obtained from the person requesting information;
   5. the intake worker will forward the completed documentation to the adoption department for future services.
2. When a request for adoption disclosure is made by the Adoption Registry for either counselling involving the need to counsel the parties to the application in dealing with the release of information; or for identifying information, the worker will:
   1. complete a Record of Inquiry documenting the request made
3. When a request for adoption disclosure is made by another Society requesting either identifying or non identifying information, the worker will:
   1. complete a Record of Inquiry documenting the request made;

source for 1.6 - 002.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/002005.DOC

Approved by: Executive Director Number: 1.6 - 002.010

Date: April 30, 2004

Revised: March 11, 2005

1. When a request for adoption disclosure is made, the caseworker places the request on a waiting list as per the date the request is received in writing.
2. The caseworker will give priority to disclosure requests based on the following factors:
   1. if the information is being sought where the health, safety or welfare of the child is affected. In such cases, the caseworker will ensure that all parties involved, including the Ministry and other Societies if applicable, are informed of the circumstances and process the request as quickly as possible;
   2. a confirmed match;
   3. a search conducted by the Ministry;
   4. a search where a person has located the other party.

   elision The caseworker will document in the case file the factors which affected his/her decision to give the disclosure request priority.

source for 1.6 - 002.010
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/002010.DOC

Approved by: Executive Director Number: 1.6 - 002.015

Date: April 30, 2004

Revised: March 11, 2005

1. When a request for non-identifying information is made, the caseworker will need to understand:
   1. the adoptive person or their adoptive parent is entitled to all non-identifying information on file concerning their birth family and the child’s adjustment to their adoptive family;
   2. the members of the birth family (birth parent, birth grandparents, birth siblings) are entitled to non identifying information about the adoptive family and the child only until the adoption was completed;
   3. non-identifying information can be found at:
      1. the Society where the adoption was finalised;
      2. the Society where the adoption was initiated;
      3. the Society where the adoption was supervised;
      4. the Society where the request originated; and
      5. The Ministry of Community and Social Services, Adoption Unit in Toronto.
2. The caseworker will:
   1. search the Society’s records;
   2. if additional information may exist in other Society’s files or at the Ministry of Community and Social Services, Adoption Unit, a written request will be made requesting the information.
3. If no information is located, the caseworker will:
   1. inform the person or agency requesting the information that no information was located; and
   2. having documented in the case file the result of the search and the notification to the person or agency requesting the information, close the file.
4. If information is located, the caseworker will
   1. compile the information in writing, including any updated information provided by relatives;
   2. contact the person who requested the information and schedule an interview to share the information;
   3. verify the person’s identity, and if a person under 18 years of age, the written consent of the adoptive parents;
   4. offer counselling to the person before sharing the information;
   5. give the person a copy of the information shared;
   6. after the information has been shared offer interpretative counselling;
   7. discuss with the person if he/she would like to meet the other parties to the adoption;
   8. provide information about the Adoption Disclosure Registry and give the person an application if applicable;
   9. ask the person if he/she would like to leave any updated information on the case file and would he/she sign consents to have such updated information shared with other parties to the adoption.
5. The caseworker will document in the case file:
   1. the information shared with the person;
   2. the offer of both pre-disclosure counselling and the interpretative counselling;
   3. any updated information provided by the person, and consent for same; and
   4. any notification to other Societies of the information shared and/or updates if applicable.
6. Once updated, the caseworker will close the file.

source for 1.6 - 002.015
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/002015.DOC

Approved by: Executive Director Number: 1.6 - 002.020

Date: April 30, 2004

Revised: March 11, 2005

1. When the Ministry requests the sharing of identifying information, and arranges a meeting of the parties, the caseworker will need to verify that the Society has an adoption record on the person.
2. If there is not an adoption record, the caseworker will:
   1. advise the Ministry accordingly; and
   2. will file the request in the adoption disclosure file, and close the file as a brief service.
3. The caseworker will need to:
   1. determine if the person has had disclosure of non-identifying information;
   2. if the person has not had disclosure of non-identifying information, the caseworker will provide this information (1.6 - 002.015);
   3. request recent information from the other Society providing counselling to the other parties if applicable;
   4. provide counselling and share the updated information with the client;
   5. determines whether the other person wants a reunion;
   6. if the other person no longer wants to meet, the caseworker will:
      1. advise the Ministry through the “Adoption Disclosure Record, Notice of Case Closure;
      2. provide counselling to the client in relation to the decision;
      3. document the services provided in the case file and close file once counselling is completed;
   7. if both persons wish to meet, the caseworker will:
      1. offer counselling to the person and prepare the person for the meeting;
      2. have the person sign a consent for the release of identifying information when ready;
      3. when both parties have signed the consent for the release of identifying information, the caseworker will:
         • assist the person in planning for the first meeting if requested;
         • attend the first meeting if requested;
      4. following the initial meeting with the parties, the caseworker will forward the Adoption Disclosure Record, and Notice of Case Closure to the Ministry of Community and Social Services;
      5. when counselling is no longer required, the caseworker will:
         • document the case activity, the outcome of the meeting, and the counselling provided before, during and after the meeting; and
         • close the case file.

source for 1.6 - 002.020
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/002020.DOC

Approved by: Executive Director Number: 1.6 - 002.025

Date: April 30, 2004

Revised: March 11, 2005

1. Upon notification from the MCYS of a mathc, the caseworker, can share identifying information with a written consent from the:
   1. birth parent(s);
   2. adopted adult
2. In preparing a written summary for the MCYS of the identifying information, the caseworker will need to be aware that identifying information may be located in:
   1. the Society where the adoption was finalised;
   2. the Society where the adoption was initiated;
   3. the Society where the adoption was supervised;
   4. the Society where the request originated; and
   5. The Ministry of Community and Social Services, Adoption Unit in Toronto.
3. The caseworker will also need to:
   1. determine if the person has had disclosure of non-identifying information;
   2. if the person has not had disclosure of non-identifying information, the caseworker will provide this information (1.6 - 002.015);
   3. offer counselling and share the non-identifying information with the client;
4. When all parties have signed the consent for the release of identifying information, the caseworker will:
   1. prepare a written summary of the identifying information;
   2. offer pre-disclosure counselling;
   3. share the identifying information with the client;
   4. offer interpretative counselling if required; and
   5. provide the client with a written copy of the information shared.
5. When counselling is no longer required, the caseworker will:
   1. document in the case file:
      1. the information shared with the client;
      2. the offer of pre and post disclosure counselling;
      3. any updated information provided by the client and consent for same;

         elision any notification to other Societies of the information shared and/or any updates if applicable.

6. Once updated, the caseworker will close the file.

source for 1.6 - 002.025
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/002025.DOC

Approved by: Executive Director Number: 1.6 - 002.030

Date: April 30, 2004

Revised: March 11, 2005

1. When disclosing non-identifying information, the caseworker will offer:
   1. pre-disclosure and post disclosure counselling;
   2. The offer of counselling can be refused by the person requesting disclosure.
2. When disclosing identifying information, with consent, the caseworker will provide:
   1. pre-disclosure and post disclosure counselling (1.6 - 002.025);
   2. this counselling is mandatory before identifying information is shared. Counselling can include counselling by mail.
3. When assisting a person prior to a reunion, the caseworker will offer:
   1. pre-reunion counselling, and post reunion counselling (1.6 - 002.020);
   2. the offer of counselling, can be refused by the person.
4. The caseworker will document in the case file:
   1. the offers made to the client for pre and post disclosure counselling; and
   2. a brief summary of the issues discussed in counselling;
   3. if counselling was refused, a summary of the reasons the client did not wish counselling.

source for 1.6 - 002.030
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/002030.DOC

Approved by: Executive Director Number: 1.6 - 002.035

Date: April 30, 2004

Revised: March 11, 2005

1. At the request of any person who is a party to an adoption disclosure, the caseworker will
   1. provide counselling as requested;
   2. provide counselling for whatever time period is necessary , as agreed upon by the caseworker and the client.
2. The caseworker will document in the case file a brief summary of the issues discussed in counselling.
3. Once documented, the caseworker will close the file.

source for 1.6 - 002.035
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-6DISCL/002035.DOC

1.1 Services to Birth Parents

1.2 Services to the Child

1.3 Adoption Intake

1.4 Witnessing Adoption Consent

1.5 Services to Adoption Parents

1.6 Adoption Disclosure Services

1.7 Management of Adoption Records

1.7 - 002 Management of Adoption Records.
1.7 - 002.005 Management of Adoption Records.
1.7 - 002.010 Opening, Recording, and Closing of Adoption Records.
1.7 - 002.015 Retention and Storage of Adoption Records.
1.7 - 002.020 Management of Records designated as Confidential.
1.7 - 002.025 Access to Confidential Adoption Records.
1.7 - 002.030 Keepsake Items.
1.7 - 002.035 Content of Adoption Records.

source for 1.7 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/00-RECOR.DOC
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/00-RECORDS.DOC

1.1 Service to Birth Parents

2.0 Service to the Child

3.0 Adoption Intake

4.0 Witnessing Adoption Consent

5.0 Service to Adoption Parents

6.0 Adoption Disclosure Service

7.0 Management of Adoption Records

1.7 -002 Management of Adoption Records
1.7 - 002.005 Management of Adoption Records
1.7 - 002.010 Opening, Recording, and Closing of Adoption Records
1.7 - 002.015 Retention and Storage of Adoption Records
1.7 - 002.020 Management of Records designated as Confidential
1.7 - 002.025 Access to Confidential Adoption Records
1.7 - 002.030 Keepsake Items
1.7 - 002.035 Content of Adoption Records

8.0 Concurrent Planning

source for 1.7 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/1.7-adoption.DOC

Approved by: Executive Director Number: 1.7 - 002

Date: April 30, 2004

Revised: March 11, 2005

1. It is the Policy of the Society that all adoption records shall be:
   1. as complete and as accurate as possible;
   2. managed within the parameters established in legislation, regulations, and Ministry standards and guidelines;
   3. retained by the Society indefinitely; and
   4. designated and managed as confidential records.
2. The above policy, the Society shall establish procedures addressing:
   1. the opening, recording and closing of adoption records;
   2. the retention and storage of adoption records;
   3. the management of records designated as confidential;
   4. access to adoption records;
   5. keepsake articles;

source for 1.7 - 002
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/002.DOC

Approved by: Executive Director Number: 1.7 - 002.005

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will protect the confidentiality of the adoption records by:
   1. ensuring that all material pertaining to a specific adoptive family is kept in the file folder at all times;
   2. ensuring that all material pertaining to a specific adoptive child is kept in the file folder at all times;
   3. ensuring that when not needed, all adoptive case files are kept in a filing room or in a locked filing cabinet in the caseworker’s office;
   4. ensuring that information contained in an adoptive record is shared only with those persons who need to know;
   5. ensuring that files pertaining to both the adoptive family and the adoptive child are closed within 30 days of the:
      1. completion of the adoption; or
      2. upon closure of an adoptive home prior to the completion of the adoption due to disruption or refusal.
2. The caseworker will share information contained in an adoption record with consent:
   1. should an adoptive family relocate;(1.3 - 002.030);
   2. should a person request disclosure; (1.6 - 002.010); and (1.6 - 002.020); and (1.6 - 002.025).
3. As indicated in legislation, the caseworker is unable to release a copy of an adoption order.

source for 1.7 - 002.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/002005.DOC

Approved by: Executive Director Number: 1.7 - 002.010

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will open an adoption record by completing:
   1. a record of inquiry if the adoptive family’s file was closed;
   2. a child movement information form once the child has been placed in the home.
2. The caseworker will ensure that the adoptive parents’ file also contains:
   1. medical and social history of child and birth family;
   2. Registration of Placement and Attachment and Acknowledgement of Adoption placement;
   3. travel letter and medical consent;
   4. epenthesis
   5. a copy of the information the caseworker shared with the adoptive family (1.5 - 002.035); and (1.5 - 002.050).
3. The caseworker will ensure that the Reports on the Adjustment of the Child in the Home is completed when due and copies placed in the adoptive family and child’s case files as well as any assessment and recommendations made to shorten or extend the probationary period; (1.5 - 002.045)
4. The caseworker will ensure that each contact with the adoptive family and child (phone, letter, office, etc) are documented as case notes. Copies of these case notes are to be placed in both the adoptive family and child’s case files.
5. The caseworker will document all post placement counselling and services in both the adoptive family and child’s case files (1.5 - 002.040).
6. Prior to closing the adoptive family’s and child’s case files, the caseworker will ensure that a copy of:
   1. the last Adjustment of the Child in the Home form has been placed in the adoptive family’s and child’s case files; and
   2. as well as copies of all the required forms required for the finalization of the adoption
      (1.5- 002.050).

source for 1.7 - 002.010
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/002010.DOC

Approved by: Executive Director Number: 1.7 - 002.015

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will ensure that whether or not an adoption has been finalized:
   1. all case files of Crown Wards who have been placed on adoption, including case notes, correspondence, etc will be retained indefinitely;
   2. all case files of non-wards who have been placed on adoption , including case notes, correspondence, etc will be retained indefinitely;
   3. all case files opened to assist with an adoption disclosure or reunion, including case notes, correspondence, etc will be retained indefinitely;
   4. all case files of adoptive parent(s) who have had a child placed in their home for the purpose of adoption ,including case notes, correspondence, etc will be retained indefinitely;
   5. all case files of birth parents who have had a child placed on adoption, including case notes, correspondence, etc will be retained indefinitely;
   6. all case files of foster parents who have fostered a child placed on adoption, including case notes, correspondence, etc will be retained indefinitely.
2. The caseworker will ensure that all the above files are:
   1. designated as an adoption file on the automated record system, and
   2. once closed are files are placed in a locked filing area

source for 1.7 - 002.015
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/002015.DOC

Approved by: Executive Director Number: 1.7 - 002.020

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will ensure that all adoption files are considered “Confidential”.
2. For all adoption records considered “Confidential” the caseworker will ensure that:
   1. all material pertaining to a specific file be kept in the file folder at all times;
   2. when not needed, all case files are kept in filing room or in a locked filing cabinet in the caseworker’s office;
   3. that information contained in a case file is shared only with those persons who need to know;
3. The caseworker will share information contained in an adoption case file considered “Confidential” only in accordance with the procedures dealing with adoption disclosures ( 1.3 - 002.030); (1.6 - 002.010); (1.6 - 002.020) and (1.6 - 002.025).
4. The caseworker will ensure that all adoption files shall be kept in a locked filing cabinet when not needed.

source for 1.7 - 002.020
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/002020.DOC

Approved by: Executive Director Number: 1.7 - 002.025

Date: April 30, 2004

Revised: March 11, 2005

1. A person will have access to an adoption record only when:
   1. he/she is the caseworker assigned to the case;
   2. he/she is the Resource Program Manager of the assigned caseworker;
   3. he/she needs to have access to the adoption record in order for the Society to carry on business; i.e. clerical;
   4. he/she needs to have access to the adoption record in order to provide disclosure services;
   5. he/she needs to have access to the adoption record in order to carry out a child protection investigation dealing with the adoptive parents/child;
   6. he/she needs to have access to the adoption record in order to respond to either a service complaint or law suit;
   7. he/she, with the permission of the Executive Director; needs to have access to adoption records in order to complete research;
   8. he/she needs to have access to the adoption records in order to determine whether or not the Society is in compliance with the legislation and the Ministry’s standards and guidelines;
   9. any person who is authorized by the Ministry, or Executive Director to have access to adoption records;
   10. to the court in response to a court order or subpoena;
   11. if a file is subject to a subpoena, it is expected that the Society will make a motion to the court that the case file not be disclosed to any of the parties until the court has had a chance to review the file and make a determination of the relevance of the case file or parts of the case file to the matter at issue, and if disclosure is to occur, only those parts of the case file found to be relevant should be disclosed to the litigating parties.

source for 1.7 - 002.025
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/002025.DOC

Approved by: Executive Director Number: 1.7 - 002.030

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will maintain and secure keepsake articles provided to the Society by adoptee’s or a member of the adoptee’s birth family until such time as the articles may be provided to its intended party.
2. The caseworker shall store keepsakes articles such as photographs, letters, poetry, jewellery, etc, provided by either or both parent for a child, or by an adoptee for a member of his/her birth family, or any smaller keepsake items may be maintained in the appropriate file.
3. Where keepsake items are large, the caseworker will ensure that a note be kept in the file as to where the item(s) may be located. The caseworker will need to store the items in a secure area, preferably in the same area as the closed adoption file.
4. Where an adoption has yet to be finalised, the caseworker will provide the keepsake items to the adoptive parents and/or child.
5. In cases where the adoption is finalized, such items will be shared with its intended receiver, subject to adoption disclosure legislation and related Society policies and procedures.
6. Monetary gifts, (money) cannot be maintained by the Society. Rather, the caseworker will direct the individual to consult with a lawyer who may assist them in the establishment of a trust fund.
7. The caseworker will record in the child’s case file, any keepsake articles provided, and the storage or disposition of these articles.

source for 1.7 - 002.030
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/002030.DOC

Approved by: Executive Director Number: 1.7 - 002.035

Date: April 30, 2004

Revised: March 11, 2005

1. The caseworker will ensure that all adoption files contain the following documentation:
   1. for adoptive applicants, and approved homes prior to placement:
      1. application form;
      2. information supplied by applicant(s), such as character references, medical reports, police check results, financial statement;
      3. marriage certificate or confirmation of divorce or an approved licensed adoption practitioner;
      4. home study prepared by Society;
      5. annual progress reports prepared by worker if applicable;
   2. for approved homes with placement:
      1. signed consents to release information;
      2. personal profile of non-identifying information prepared by applicants for sharing with birth family if applicable;
      3. registration of placement to Ministry as well as child’s medical and social history;
      4. signed acknowledgement of placement;
      5. documentation confirming releases of child’s medical record (with new name substituted) to family doctor, and child’s as well as birth parents medical history with non-identifying information;
   3. for legal completion of adoption:
      1. application for adoption order, signed by adoptive parent(s);
      2. affidavit of adopting parents, signed by adoptive parent(s);
      3. report on Adjustment of Child in the Home, prepared by the adoption worker;
      4. consent to adoption signed by child if applicable;
      5. consent to adoption by Director;
      6. recommendation of Executive Director;
      7. recommendation to waive six month probationary period if applicable;
      8. affidavit signed by adoption worker that consent has not been rescinded if applicable;
      9. notice of hearing;
      10. copy of unsigned adoption order sent to court;
      11. notice of completion of adoption from court;
      12. certified statement of live birth;
      13. forms required to be signed by adoptive parents requesting change of birth certificate;
      14. form letter amending baptismal certificate if applicable;
      15. identification of keepsakes and their location;
      16. correspondence notifying significant service providers of the child’s legal name change where necessary for ensuring continuity of service to the child (i.e. the Band, hospital, school), etc.;
      17. closing report signed by adoption worker and Resource Program Manager; and
      18. crown wardship order if applicable.

source for 1.7 - 002.035
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-7RECOR/002035.DOC

1.1 Service to Birth Parents

2.0 Service to the Child

3.0 Adoption Intake

4.0 Witnessing Adoption Consent

5.0 Service to Adoption Parents

6.0 Adoption Disclosure Service

7.0 Management of Adoption Records

8.0 Concurrent Planning

1.8 -002 Definition
1.8 - 002.005 Eligibility Criteria - Child
1.8 - 002.010 Eligibility Criteria - Family
1.8 - 002.015 Concurrent Planning Procedures

source for 1.8 - 000
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-8CONCU/1.8-Concurrent Planning.DOC

Approved by: Executive Director Number: 1.8 - 002

Date: April 30, 2004

Revised: March 11, 2005

1. An adoption home approved according to the Society’s adoption / foster procedure and policies which can provide long term placement care for children.

Adoption is the plan, however Crown Wardship has not yet occurred. The child is, or will be, placed with a family recruited to accept the uncertainty of the child being legally free for adoption.

source for 1.8 - 002
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-8CONCU/002.DOC

Approved by: Executive Director Number: 1.8 - 002.005

Date: April 30, 2004

Revised: March 11, 2005

1. The programme is designed to promote consistent parenting and placement stability and to prevent the psychological harm associated with attachment and separation disorders inherent in multiple placements and changes in parenting during early stages of human growth and development. Primarily geared for the younger child, birth to four years, older children are also eligible if their case circumstance indicates a probability of long term alternate care and a permanent plan is in their best interests.

   Indicators for consideration of placement with a resource home are as follow:

   • Parent asking for permanent plan where plan may require some time to implement.
   • One or both legal or birth parents are deceased and no other family member is able to present a permanent plan for the care of the child.
   • A child who is deserted or abandoned or there are no leads to the identity of the parents with some supportive evidence that this is not just a one time occurrence.
   • A child from a family with an established record of inability to change, i.e.
     1. other children have become Crown Wards
     2. significant evidence that birth parents or caretaker cannot benefit from support.
     3. Evidence of serious mental illness / impairment where an assessment of parent incapability has been made.

source for 1.8 - 002.005
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-8CONCU/002005.DOC

8pproved by: Executive Director Number: 1.8 - 002.010

Date: April 30, 2004

Revised: March 11, 2005

1. Applicants who have a complete adoption home study and are approved for placement, may be selected to be considered for placement of a child not yet legally free but potentially available for adoption placement.
2. Applicants who have completed agency Pre-service Training and are qualified to meet all Foster Care Standards.
3. Ability to withstand the risks/stresses of resource placement.
4. The home is flexible and willing to face the risk involved in the process of awaiting the legal freedom for adoption, while offering a commitment to the child.
5. Ability to understand the foster aspects of the placement and accept that the child is not legally free for adoption.
6. Concurrent Planning parents are prepared for the possibility of the child’s return to the birth family, and are fully aware of the power of the court to make the final decision about the child’s permanent plan.
7. Concurrent Planning Home parents are people who can take risks. They are mature enough to postpone their own gratification in order to help a child. They are people who know a good deal about the child welfare system and are prepared to respect the law, while trying to give a child stability

source for 1.8 - 002.010
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-8CONCU/002010.DOC

Approved by: Executive Director Number: 1.8 - 002.015

Date: April 30, 2004

Revised: March 11, 2005

1. The adoption worker will interview selected approved adoptive and foster care applicants regarding their willingness to participate in this programme. All such families will be given a copy of the Society’s Foster Home Handbook, and a copy of the agreement to be used in such placements. The decision to accept applicants, as Concurrent Planning Homes will be made by the Resource Program Manager on the recommendation of the worker.
2. The Worker identifies a child/children as one, which meets previous criteria for identification of children. Only those children where there is not a clear plan for the child to return home will be considered for Concurrent Planning Placement.
3. A Placement Conference is convened specifically to look at the feasibility of proceeding into a Concurrent Planning Home.
4. Selection of family as stipulated in previous criteria.
5. All available information regarding the child will be shared with the Concurrent Planning Home parents prior to placement of the child in their home. Where little or no information is available, placement may be delayed, so that the information may be collected and the Concurrent Planning Home parents can make an informed decision regarding a child.
6. Placement decisions must be made in a conference setting with the following invited: Adoption Coordinator, the Child’s worker, the Birth Parent’s Family worker and their respective manager and previous or present foster parents, if appropriate.
7. The known social history of the child and all foreseen legal risks and unknowns are fully shared in discussion with the resource family prior to the placement decision, with clarification of the risks of the child not being legally freed for adoption.
8. Concurrent Planning families are recognized through payment of the same foster care rate as if foster parents, and are encourage to participate in Agency foster payment activities and responsibilities. Payment will cease upon transfer to adoption probation status.
9. Supervision of the child would continue under the child’s worker, while the Adoption Coordinator would continue support to the resource family. Close consultation and regular communications are essential between both workers in a Concurrent Placement. Upon transfer to adoption probation status, the Adoption Coordinator would take over the child care file responsibilities while continuing support to the adoptive (formerly Concurrent Planning) family.
10. A Service Agreement is signed by the resource family and the Agency, so that roles and responsibilities of all parties are clearly outlined.

source for 1.8 - 002.015
/1-0ADOPT/HP CAS P&P/1-0ADOPT/1-8CONCU/002015.DOC