Call us on: 0845 450 3956
Call us on: 0845 450 3956

Adoption Records Process

    Step 1

    Receiving your application

    After receiving your application by email or post we confirm that all of the information needed is included and that the application has been made within the required timescales. We will contact you if any further information is required for the application. We also contact your Adoption Agency to inform them of your application and ask them to confirm that they have issued a Qualifying Determination (QD) letter.

    Step 2

    Accepting the application

    After the IRM Contract Manager has confirmed that your application can be accepted a letter will be sent to you confirming acceptance. This letter also includes a form for you to return requesting your consent to disclose all documentation including medical information if required.

    Step 3

    Requesting papers

    A letter will also be sent to your adoption agency requesting a copy of all the relevant information including a copy of your application for disclosure of information, a record of any views obtained by the agency from the person that the information relates to and a copy of the agency’s qualifying determination notification.

    Step 4

    Organising your review panel

    The IRM Panels are located in London, Birmingham and Leeds. In most cases we will allocate the Panel closest to your home. We will advise you of the date, time and location of the review panel meeting, giving you at least six weeks’ notice. You will also be given a date by which to submit any extra relevant information you wish panel to consider.

    Step 5

    Requesting further information

    Your IRM caseworker and our legal advisor will review all of the paperwork received. We will consider whether further information will be required from your adoption agency or yourself. If necessary a medical advisor will provide a medical report to the IRM panel. They may seek additional information to assist them with this report from you or your GP.

    Step 6

    Panel papers

    All the relevant papers will be collated by the IRM office and a copy is sent to you and your adoption agency at least two weeks prior to the Panel Hearing. Neither party receives a copy of the IRM Legal report or the IRM medical report. The only other information which will not be shared is 3rd party confidentiality information.

    Step 7

    Review panel meeting preparation

    An adult supporter may attend Panel with you to provide moral support. However they will not be able to advocate for you at Panel . If you have a physical, sensory or learning impairment, or English is not your first language, you may bring an interpreter or helper with you in addition to a friend. Please inform the IRM as soon as possible if you require this additional support. Your adoption agency will be invited to send up to two representatives to the Review Panel meeting. We expect them to send someone who will be accountable for your case, in most cases this is the assessing or supervising social worker and their line manager.

    Step 8

    Review panel

    Panel members will have had at least two weeks to read the papers prepared for your case. Please note further written documents cannot be provided on the day of panel, and you are advised to bring the copy of the papers sent to you by the IRM to the Review for ease of reference

    Step 9

    Review panel meeting

    On arrival at the Panel venue you will be taken to your waiting room where you will be able to view the panel member profiles (brief information about the panel members sitting on your panel). The Agency representatives will have a separate waiting room. The Chair or Professional Advisor will come and welcome you and briefly explain the procedure. Following this both parties will be taken into the Review Meeting where Panel members will introduce themselves. Panel members will have a number of questions to put to the applicants and agency. They will start with questions to you, the applicants, and be followed by questions to the agency. After the questions you and your adoption agency are given a brief opportunity to provide any further comments you wish to make. Before being advised that you can leave, panel members will consider if they have any further questions they need to ask. After you and your adoption agency representatives have left, panel will have a discussion before reaching their recommendation. There are occasions where panel may need to ask your adoption agency questions of a third party/confidential nature to which you are unable to be present but you will be informed if this is to happen on the day. Apart from this and the panel discussions you will be present through the whole of the panel review and will need to be available for up to two hours.

    Step 10

    After the review panel meeting

    Within 12 working days we will send you a copy of the review panel's recommendation and reasons with a copy of the panel minutes (these are not a verbatim record). A copy of the panel’s recommendation, reasons and a full set of minutes will be also sent to your adoption agency to assist them in their decision making. Your adoption agency will then write to you informing you of its final decision taking into consideration the IRM’s recommendation.

    Step 11

    Next steps

    There is no appeal process against an IRM recommendation or the Final Decision of the Agency. If you are unhappy about the outcome or process you may wish to seek your own legal advice from, for example, a solicitor or the Citizens Advice Bureau, as to what action you may take.