Assess and approve initial carer applicants

Initial carer assessment requirements

The assessment and approval of foster and kinship carer applicants is governed by the Child Protection Act 1999, the Child Protection Regulation 2023, and the Working with Children (Risk Management and Screening) Act 2000.  Together these provide the legislative framework ensuring the carer applicant:

• is a suitable person to be approved as a carer, and does not pose a risk to the child’s safety
• has been issued with a current blue card or exemption card
• is able and willing to protect a child from harm
• is able to meet the standards of care in the statement of standards (Child Protection Act 1999, section 122)
• can help in appropriate ways towards achieving plans for the protection of a child placed in their care
• understands and is committed to relevant principles of the Child Protection Act 1999
• has completed the required training (for a foster carer applicant)
• identifies adult household members, to enable an assessment of their suitability to associate with a child in care and have been issued with a current blue card or exemption card
• for a kinship carer applicant, are kin to the child, as defined in the Child Protection Act 1999, schedule 3.

When the carer application documents have been completed, signed and dated by the carer applicant and each adult member of the household, and identification verified, the application can be accepted by the CSSC or PSU. Refer to Ensure the application is properly made, and for interstate carer applicants, refer to Prioritise interstate carer assessments.

The initial carer assessment requires the mandatory completion of the following:

Blue card requirements

The Working with Children (Risk Management and Screening) Act 2000, schedule 1, section 14, requires foster and kinship carers, and each adult person who meets the definition of an adult household member, to be issued with and maintain a current blue card or exemption card. (An exemption card only applies to Queensland registered teachers and police officers who are also carer applicants.) Blue Card Services is responsible for the administration of blue cards. This agency completes the working with children check and will determine whether a person is eligible to hold a blue card or exemption card, which includes a review of:

• charges and convictions for any offence in Australia
• domestic violence information
• police investigative information relating to allegations of serious offences, child related sexual offences, even if no charges were laid
• child protection prohibition orders and disqualification orders
• reporting obligations under legislation specific to offender reporting
• disciplinary information from specified organisations (about teachers, childcare licensees and foster carers.)

Blue card applications for carer applicants and their adult household members must be made prior to Child Safety accepting the carer application forms—refer to Receive and process carer application documents. Carer applicants who are affiliated with a foster and kinship care service provider are assisted by their service provider to apply for a blue card. All other carer applicants may require assistance from Child Safety—including those residing interstate or in New Zealand. Refer to Ensure blue card applications are lodged.

Provide carer applicants with information from the Queensland Government website, Blue cards and exemption cards for foster or kinship carers.

Blue cards and exemption cards are valid for 3 years. Blue Card Services sends a reminder to the card holder to renew their card before it expires. If the card expires the carer cannot continue to provide care to a child placed with them under the Child Protection Act 1999, section 82(1). Refer to Support carers supported by Child Safety to renew a blue card.

Respond to a decision to withdraw the application

Once a carer application is accepted by Child Safety as being properly made, the CSSC manager or PSU manager will either approve or refuse the application, unless the applicant decides to withdraw the application.

If a carer applicant advises Child Safety or the assessor they do not want to proceed with the carer application:

• Ask the applicant to provide advice of this decision in writing.
• Provide the information to PSU who will
  • immediately advise CSU, so that personal history and criminal history checks are ceased
  • record the application withdrawal details in the lodgement/withdrawal tab of the EOI/application in ICMS.

Arrange to extend the timeframe for deciding an initial carer application

The Child Protection Act 1999, section 143(1), provides a 90-day timeframe for the delegated officer to decide an initial carer application—calculated from the date the application was properly made.

The Child Protection Act 1999, section 143A, allows the CSSC manager or PSU manager as the delegated officer, to extend the timeframe for deciding an application for initial approval providing:

• the 90-day period for deciding the initial application has not passed
• more time is required to decide the application, due to the nature of the matters that need to be considered
• the reasons to extend the timeframe have been outlined to the applicant
• the applicant agrees to the extension in writing.

The CSSC manager or PSU manager will complete the following actions:

• use the Letter requesting an extension to the APA, accessible from the carer entity in ICMS
• update the lodgement/withdrawal tab in ICMS with the new expiry date
• place a copy of the letter and signed agreement from the applicant to the EOI/application in ICMS
• advise the assessor of the new expiry date.

Determine the need for discretionary information

Discretionary checks can be considered  when additional information is required to inform the delegated officer’s decision about whether the carer applicant is a suitable person to be approved as a foster or kinship carer. The Child Protection Regulation 2023, section 27, enables the CSSC manager or PSU manager to consider any other information relevant to deciding whether an applicant is a suitable person as outlined in the Child Protection Regulations 2023.

Discretionary information can:

• be requested at the commencement of the carer assessment—prompted by information provided by the applicant in their application documents
• be requested at any time during the assessment process—prompted by the assessor, usually from information obtained during assessment interviews
• arise from other Child Safety sources, such as from the CSU assessment, or the applicant’s ICMS history not referenced in the CSU outcome letter.

Discretionary information includes information from other parties, such as:

• A request for further medical information. Refer to Consider requesting medical information.
• A referee check from a personal referee who knows the applicant. Refer to Consider requesting referee checks).
• A foster and kinship carer service provider, either in Queensland, interstate or New Zealand, who had previous contact with the applicant as a former carer or applicant. Refer to Consider requesting information from a foster and kinship care service provider.
• International child protection or criminal history checks, if an applicant or adult household members haves previously lived overseas for 6 months or more. (Refer to International child protection and criminal history checks.)

Once approved by the delegated officer, some discretionary checks can be actioned by assessors (such as referee checks) while some may require the CSSC manager or PSU manager to action (such as a request for medical information.)

If the applicant does not consent to the additional information being obtained, the assessor will:

• explain that their reasons for not consenting will be recorded in their assessment report
• advise that the absence of the information may affect the CSSC manager’s ability to be satisfied that they are suitable to be approved as a foster or kinship carer.

Consider requesting medical information

The purpose of gathering discretionary medical information is to explore if physical or mental health issues for the applicant may prevent them from fulfilling their responsibilities as a carer, such as the daily care of the child and meeting the standards of care.  Requests may include:

• a report completed by an applicant’s general practitioner (GP) or another treating medical practitioner, using the Medical practitioner’s assessment
• specific information to be supplied by a carer’s treating medical or mental health specialist.

To determine whether discretionary medical information is needed, review the completed Carer applicant health and wellbeing questionnaire and the Application for initial approval—Form 3A  and take into account:

• the nature of past medical conditions
• the past use or misuse of drugs
• the nature of any current illness or disability.

A need for discretionary medical information may be identified at any other time throughout the assessment process, such as where the assessor identifies concerns about the applicant’s health that may affect their suitability as a carer. This might arise from additional information provided during assessment interviews, or inconsistencies between the information in interviews, and what has been provided in the carer application documents. If this occurs the assessor will:

• proactively explore additional relevant information with the applicant. (Additional information provided with the consent of the applicant may negate the need for further medical information to be supplied by an applicant’s medical practitioner)
• discuss any remaining concern with the CSSC manager or PSU manager as soon as possible.

When a need for discretionary medical information is identified, discuss with the CSSC manager or PSU manager. The CSSC manager or PSU manager, as the decision maker, will decide if there is a basis for requesting discretionary medical information.

Request medical information

The CSSC manager or PSU manager may decide to request medical information from the applicant's GP or treating physician or mental health specialist. For example, for an applicant with a communicable disease, such as HIV or hepatitis, additional information may be sought from their treating medical practitioner about:

• the type of communicable disease and related universal precautions
• the level of risk of transmission to others
• the impact of the communicable disease, if any, on the person’s capacity to care for children, including the impact of any changes in health
• any health precautions required by others in the household to minimise risk of transmission of the communicable disease, for example, vaccination
• a copy of the applicant’s care plan for the management of the condition, where developed
• the applicant’s understanding of the communicable disease, compliance with their health care plan.

Following the decision to request additional medical information, discuss the decision with the assessor and determine who will complete the following actions:

• contact the applicant to explain why the additional information is necessary to determine the applicant’s overall suitability to be approved as a carer
• explain what information will be sought and how this will occur
• seek the applicant’s views and consent.

If the applicant does not agree to the request, the request cannot proceed. Clearly document their views and the reasons for them in the assessment report.

If the applicant agrees with the request, the following additional tasks will be actioned:

• support the applicant to complete the Discretionary check consent form and the Carer applicant authority to release medical information
• check the contact details for the applicant’s GP or treating medical practitioner
• forward the following documents to the nominated GP or medical specialist:
  • a copy of the completed Carer applicant health and wellbeing questionnaire and the signed Carer applicant authority to release medical information
  • Letter to general practitioner (available in the carer entity in ICMS), or an amended letter from the CSSC manager or PSU manager to a medical specialist.
  • If undertaking a GP medical check, provide the Medical practitioner's assessment form to the practitioner to complete and return to Child Safety (as outlined in the letter.)

Review the medical information

The CSSC manager or PSU manager will review the information from the GP or medical specialist to determine if any clarification or additional information is required. This might include, where relevant:

• advise on how the condition may impact on the applicant’s capacity to provide care to a child placed in their care by Child Safety, and if so, in what ways
• for a communicable disease, information about the risk of transmission to others.

Consider requesting referee checks

The purpose of conducting a referee check is to obtain a character reference about the applicant, from a person who knows them well. Referee checks are a discretionary element to the carer assessment and can only be requested by the CSSC manager or PSU manager, who must have a basis for making this request. The manager will take into account information from:

• carer application documents
  or
• the assessor, such as concerns identified during assessment interviews, or inconsistencies from different sources. 

A referee check may include:

• the applicant’s employer, if the applicant works or volunteers in child-related employment
• a person who is not related to the applicant
• if the applicant is a Child Safety employee, the applicant’s line manager.

Following a decision to request a referee check, the assessor will:

• discuss the decision and the reasons for it with the carer applicant, including why the additional information is necessary to determine the applicant’s overall suitability to be approved as a carer 
• seek their views about the request
  and
• if the applicant does not agree to the request, document their views.

If the applicant refuses to consent, the request cannot proceed.

Complete the referee check

If the applicant agrees to the request, support the applicant to complete the Discretionary check consent form.

Arrange for the following tasks to be actioned by the assessor:

• assist the applicant to identify a suitable referee such as a personal contact:
  • who is not related to the applicant but has known them in a personal capacity (preferably for 5 years or longer)
  • who has some knowledge of how they interact with children and their lifestyle
  • request an additional referee, if the nominated referee is specific to only one of the joint carer applicants. 
• make contact with the referee, by phone or in writing, to request a referee check, and make sure they are aware the information provided by them is not confidential from the applicant
• gather appropriate information using the Referee questionnaire for carer applicants as a guide
• facilitate the completion of the request in a timely way, including responding to any delays.

If the nominated referee declines to provide a reference for the applicant, ask them to indicate why. Recontact the applicant to nominate an alternative referee.

Review the information from the referee

When assessing information obtained from the referee consider:

• whether the information confirms or conflicts with the information already collected, and observations made, during the assessment process
• the relationship and length of time the referee has known the applicant.

The assessor will discuss any concerns raised by the referee with the applicant and where necessary, seek further clarifying information from the referee.

Consider requesting information from a foster and kinship care service provider

The completed Application for initial approval—Form 3A provides information about whether the applicant has previously applied or been approved as a carer in Queensland, interstate or overseas. In these circumstances, the CSSC manageror PSU manager will consider whether to request information from that service provider.

This request is a discretionary element to the carer assessment and can only be requested by the CSSC manager or PSU manager, who must have a basis for making the request. The manager will take into account information from:

• carer application documents
• the assessor, such as concerns identified during assessment interviews, or inconsistencies from different sources. 

Following a decision to request this information, the assessor will:

• discuss the decision and the reasons for it with the carer applicant, including why the additional information is necessary to determine the applicant’s overall suitability to be approved as a carer
• seek their views about the request.

If the applicant agrees to the request, support the applicant to complete the Discretionary check consent form.

If the applicant does not agree to the request, document their views in the carer assessment. The CSSC manager or PSU manager will consider these reasons in the context of the assessment information. If the applicant refuses to consent, the request cannot proceed.

Vary assessment requirements

The CSSC manager can decide to vary the assessment requirements, only in the following circumstances:

• one of the applicants is unable to participate in assessment interviews
• one of the foster carer applicants is unable to complete the mandatory training
• the applicant is a returning carer.

One of the applicants is unable to participate in the assessment interviews

The Child Protection Act 1999, section 132(3) states that a person living with his or her spouse may only hold a certificate of approval as a carer jointly with their spouse. This includes a de facto partner or civil partner—refer to the Acts Interpretation Act 1954, schedule 1.

If one of the carer applicants is genuinely unavailable to be assessed with their spouse, (for example, due to the nature and location of their employment which may mean they are working away from home for long periods), the CSSC manager or PSU manager may, as the delegated officer:

• extend the timeframe for deciding the application—refer to Arrange to extend the timeframe for deciding an initial carer application
• accept the carer assessment from the available applicant as a single carer applicant and issue a certificate of approval in the assessed carers name only (only if approved.)

Commence the new assessment of the joint carer applicants, making sure that all initial carer application and assessment requirements are met for both parties. Refer to Initial carer assessment application requirements. The single approved carer will not be required to repeat ‘Getting ready to start’ training or be referred to the CSU for another suitability assessment.

If the joint carer application is approved by the CSSC manager:

• ensure a new certificate of approval is issued to the couple
• liaise with the CSSC business support officer to ensure the vendor registration is completed before closing the single carer entity
• close the placement event on the single carer entity and reopen the placement event on the new carer entity
• ask the previously approved single carer to return the certificate of approval as a single carer.

One of the foster carer applicants is unable to complete the mandatory training

In line with the Foster carer training guidelines, foster carer applicants are required to complete the ‘Getting ready to start’ training modules to support their induction and carer assessment. This is a mandatory requirement for foster carer applicants who must achieve competency in the learning outcomes of the modules. The PSU records the applicants training details in the M&S activities tab, in the monitor and support screen in ICMS.

Participation and completion of the modules is not a requirement for applicants who are being considered for provisional approval or for kinship carer applicants.

In exceptional circumstances, the CSSC manager may suspend the requirements for the affected applicant to complete the training. This could be considered when:

• the nature and location of an applicant’s employment (for example they work interstate, overseas or are otherwise working away from home for long periods)
  and
• the foster and kinship care service provider is unable to provide other flexible delivery options, such as one-on-one delivery.

If this occurs, make sure the Foster carer agreement reflects alternative arrangements by the foster and kinship care service provider, to meet the carers learning and support needs, until such time that the mandatory training ‘Getting ready to start training’ can be completed.

Applicant is a returning carer

The CSSC manager or PSU manager may modify the initial carer assessment requirements for an applicant who was previously approved by Child Safety as a foster or kinship carer, but their certificate of approval had since expired. The returning carer will first complete and lodge the carer application forms with Child Safety—refer to Receive and process carer application documents.

An application from a returning carer will always require:

• a suitability assessment, completed by CSU, for the applicants and their household members
• a current blue card or exemption card, for the applicants and their adult household members
• assessment interviews with the applicants, including an exploration of their motivation for returning as a carer, and where relevant, an exploration of any previous concerns about meeting the standards of care
• assessment interviews exploring their current ability to meet the standards of care and work as part of a team to achieve plans for the child’s protection and wellbeing
• discretionary checks as decided by the CSSC manager—refer to Determine the need for discretionary information.

 Recommend to the CSSC manager or PSU manager the specific aspects of the assessment that may be streamlined, taking into account:

• the recency and quality of the last carer assessment
• when and why the applicant ceased being a carer
• how long ago the former foster carer completed the ‘Getting ready to start’ and ‘Starting out’ modules (previously known as Quality care training), as recorded in ICMS
• changes to spousal partners and household members since their last assessment
• how long ago a household safety study was completed, or if there have been residential changes or renovations requiring a current Household safety study.

Make sure the foster and kinship care service provider or the assessor is advised of the CSSC manager’s or PSU manager’s decision to vary the assessment requirements in writing. Attach this document to the carer entity using the iDOCS hyperlink in ICMS.

If required, the PSU will support the foster and kinship care service provider to access previously completed carer assessments and in addition, may:

• provide a summary of the former carer’s history from ICMS (including the training they completed), should this not already be held by the foster and kinship care service provider responsible for supporting the applicant
• facilitate a carer file review with the assessor if one is considered appropriate.

Identify the assessor

Foster and kinship care service providers are licensed under the Child Protection Act, sections 124–130, to provide care services for children. They are required to assess carer applicants for approval by Child Safety, in line with their service agreement.

Carer assessments can be completed by:

• a staff member employed by the foster and kinship care service provider, for applicants who are affiliated with the service provider
• a fee-for-service assessor, contracted by the foster and kinship care service provider, or in some circumstances, by Child Safety
• in exceptional circumstances, by a CSO or a senior Child Safety practitioner
  or
• for applicants residing interstate or in New Zealand, by an assessor identified by the state welfare department in the relevant jurisdiction—refer to Prioritise interstate assessments.

Provide information to the assessor

The PSU co-ordinates carer assessments and ensures the foster and kinship care service provider (for applicants who are currently affiliated with a service provider) or the assessor:

• is provided with any additional directions from the CSSC manager or PSU manager for the assessment—refer to Determine the need for discretionary information and Vary assessment requirements
• is advised if the assessment relates to a circumstance where, if approved, the foster carer certificate may be issued with a condition noting that the carer will provide foster care only to a specific child with whom they have the significant relationship, depending on the applicant’s stated preference
• understands when to consult with the CSSC manager or PSU manager, such as for emerging matters that may require immediate decision making by the delegated officer—refer to Responsibilities of the assessor
• is aware of the timeframe for providing the finalised assessment documents.

If Child Safety is engaging an external assessor, including for some interstate assessments, ensure:

• the appropriate financial delegate has approved the cost
• the assessor understands their confidentiality and privacy obligations—provide the Confidentiality and privacy information for private contractors and panel recipients.

The PSU will provide the foster and kinship care service provider or assessor with a copy of the following documents:

• the applicant’s Application for initial approval—Form 3A (APA initial) and if applicable, the Addendum for additional household members—Form 3C
• the completed Carer applicant health and wellbeing questionnaire
• the Provisional approval assessment report and Household safety study with part 1 completed (if the assessment relates to a carer who is currently provisionally approved for the child)
• other relevant carer assessment reports (for a returning carer) including assessment information relating to standard of care reviews or harm reports
• the reviewed CSU outcome report, when obtained, and ensuring that information that may identify a notifier, or information relating to a person’s youth justice history (unless exempt) is removed or concealed—refer to The application is eligible to progress
• other child protection history about the carer or household members from ICMS, if this information isn’t already included in the CSU outcome report
  and
• the appropriate carer assessment templates, accessible from the Child Safety internet (refer to Resources and publications.)

Responsibilities of the assessor

The assessor has the primary responsibility for engaging with the applicants about their application and assessment and will:

• review the information provided by PSU about the assessment (refer to Provide information to the assessor)
• advise the CSSC manager or PSU manager of any changes to the applicant’s circumstances, such as new household members (refer to Respond to advice about a new adult household member)
• complete an assessment of the applicant’s premises (refer to Complete the household safety study)
• complete assessment interviews of the applicant or applicants, as well as other household residents (refer to Complete the initial carer assessment)
• facilitate the completion of discretionary checks, where these have been requested by the CSSC manager or PSU manager (refer to Determine the need for discretionary information)
• discuss their assessment and recommendation with the applicant and enable them to read and sign the assessment report and provide any written comments
• submit the assessment documents to the PSU within the required timeframe (refer to Arrange to extend the timeframe for deciding an initial carer application)
• attend the carer assessment panel if one is convened, to discuss the assessment (refer to Convene a carer assessment panel.)

Respond to advice about a new adult household member

If the assessor advises the CSSC manager or PSU manager of a new adult household member, the CSSC manager will decide if that person meets the requirements of an adult household member in line with the Child Protection Act 1999, schedule 3. If so:

• create a person profile in Unify for any new household members that do not currently have a person profile, and include their person ID in the Household tab in ICMS
• arrange for the applicant and the new member to complete the New adult household member form
• make sure they have been supported to apply for blue cards (refer to Ensure blue card applications are lodged)
• attach the completed form to the EOI/application tab
• email the CSU mailbox and request a suitability assessment (Refer to the Central Screening Unit).

Give priority to specific carer assessments

The PSU or CSSC will negotiate priority commencement of the carer assessment for:

• a provisionally approved carer who is being assessed as an initial kinship or foster carer for a child already in their care
• a kinship carer applicant residing interstate or in New Zealand.

Prioritise provisionally approved carers

A provisionally approved carer can only hold a certificate of approval as a provisionally approved carer for a maximum of 90 days. There is no capacity to extend that period, even if it is in the best interests of the child to remain with the provisionally approved carer. The legislation places the following limitations on this:

• the Child Protection Act 1999, section 136D(5) restricts the period of time a provisionally approved carer can continue to care for a child placed in their care—being for no more than 60 days
•  the Child Protection Act 1999, section 138B(5) enables the provisionally approved carers certificate of approval to be extended once only, for a further 30 days.

As soon as the decision is made to issue a certificate of approval—provisionally approved carer:

• advise the PSU of the provisional approval and the goal for the child to continue in the care arrangement (depending on the outcome of their substantiative carer application)
• make sure all relevant documents relating to the assessment and approval are recorded in ICMS—refer to Issue a certificate of approval as a provisionally approved carer.

Prioritise interstate carer assessments

If the prospective carer applicant resides in another state, territory or in New Zealand, the initial carer assessment will be completed by that state or jurisdiction. The child protection authorities of each jurisdiction have an agreement that carer assessments will, if possible, be completed within 8 weeks of receiving the referral from the other jurisdiction’s interstate liaison officer. Referrals are facilitated by the Interstate liaison team. Requirements are outlined in the Interstate child protection protocol.

The interstate carer applicant will first need to complete the Queensland carer application documents:

• the Application for initial approval—Form 3A (APA initial)
•  Carer applicant health and wellbeing questionnaire
• the Addendum for Additional household members—Form 3C (if relevant)
  and
• meet the application requirements for a blue card or exemption card with Blue Card Services, for the applicant and their adult household members (who not current card holders.)

For interstate applicants, verification of identity documents can be completed via use of a video conference, followed by the applicant emailing these documents to the Child Safety staff member.

Sign and date the back of each photo and complete the ‘Verification of identity’ section of the APA initial form.

As soon as carer application is properly made (refer to Ensure the carer application is properly made), immediately take the following steps:

• Refer to the CSU for a suitability assessment of the applicant’s household—Refer to Central Screening Unit.
• Determine if there are any additional assessment requirements (refer to Determine the need for discretionary information) or adjustments (refer to Vary assessment requirements.)
• Clarify if a Household safety study has already been completed, and if not, decide who will complete it. (The CSSC may complete the household safety study using appropriate visual media to sight the requirements.)
• Complete the Request for interstate assessment – Initial kinship carer assessment. 
• Discuss the request with Interstate liaison team, who will progress the interstate assessment request to the relevant jurisdiction.

The receiving state or jurisdiction may negotiate a longer timeframe in some circumstances such as when:

• the applicant resides in a regional or remote location, or in an Aboriginal, Torres Strait Islander or Maori community or local cultural or service support knowledge is required
• additional information is required from the receiving state prior to commencing the assessment
• a non-government organisation or private practitioner needs to be contracted to complete the assessment, with or without availability or commencement constraints
• additional resources may be required to complete the assessment, such as an interpreter.

If a more urgent timeframe is required, contact the Interstate liaison team, who will negotiate with the receiving state. If there is no capacity to meet the shorter timeframe, the interstate liaison officers from both states will explore whether an appropriately qualified private practitioner may be available to complete the assessment. If so, the responsibility for organising the assessment and the costs will be met by Child Safety.

Recontact the Interstate liaison team

Contact the interstate liaison team immediately if:

• the CSU manager decides the carer application is not suitable to progress based on child protection and personal history checks—refer to The application is not suitable to progress
• the applicant withdraws their carer application
• the timeframe for deciding the initial carer application has passed.

Request child protection and personal history checks

The CSU manager is the delegated officer to decide if the carer applicant and their household members are suitable persons under the Child Protection Act 1999, section 135—only with respect to checks of their child protection and personal history (domestic violence and traffic history). The CSU suitability assessment involves checks from:

• Queensland domestic violence orders and domestic violence applications, where the person was the aggrieved
• Queensland traffic infringement checks, as specified in the Child Protection Act 1999, schedule 3
• Queensland child protection history of applicants and all household members
• interstate and New Zealand child protection history, if the applicant or household members have resided there for 6 months or more.

Refer to the Central Screening Unit

Refer to the CSU for a suitability assessment as soon as the carer application documents are properly made (refer to Ensure the application is properly made) and accessible in iDOCS via the EOI/application tab in ICMS (refer to Record applicant details in ICMS), then:

• email the CSU mailbox, csces_csu_process@Communities.qld.gov.au
• include in the email subject line the EOI number of the carer entity.

Respond to the CSU outcome decision

The CSU provides an outcome report for the CSSC manager and PSU manager. This report analyses the child protection, domestic violence and the traffic information relating to the applicants and their household members. On the basis of this information, the CSU manager will determine whether the carer applicant and household members are:

• not suitable, based on their child protection, domestic violence and traffic checks
  or
• eligible to progress to the next stage of the carer assessment process.

The application is eligible to progress

Access the CSU outcome report from the applicant’s EOI/application in ICMS. The CSSC manager or PSU manager will:

• determine if there is any information that may require further exploration by the assessor with the applicant
• provide this request to the assessor in writing
• ensure the assessor is given a copy of the CSU outcome report—only after the report has been reviewed and the following information removed or concealed:
  • information that identifies or is likely to identify a notifier
  • information identifying a person’s youth justice history unless it is exempted under the Youth Justice Act 1992, part 9.
• instruct the assessor not to provide the CSU outcome report to the applicant, and make sure they are aware of their confidentiality obligations under the Child Protection Act 1999—provide the handout Confidentiality and privacy information for private contractors and panel participants.

The application is not suitable to progress

If the CSU manager determines that the application is not suitable to progress, the CSU manager will:

• refuse the application under the Child Protection Act 1999, section 136
• advise the applicant, the CSSC manager and the PSU manager, of the decision in writing within 10 days, outlining a statement of reasons for the decision, and information about review rights
• attach a copy of all written advice in ICMS.

The PSU will:

• record the refusal decision in ICMS
• create an alert, Carer application refused, on each applicant’s person profile in ICMS, with the start date as the date the decision was made.

If the carer applicant applies for a review of the decision by the Queensland Civil and Administrative Tribunal (QCAT), the PSU will re-open the closed EOI/application and record the reviewable decision details in the ‘approval/refusal tab in ICMS.

If QCAT overturns the refusal decision and the carer is subsequently approved:

• provide relevant approval documentation to the approved carer, the foster and kinship care service if applicable, and Carepay
• record the QCAT decision in ICMS
• advise the CSU of the amended decision
• close the alert that was created when the application was previously refused.

International child protection and criminal history checks

If the person has been residing in New Zealand for more than six months, the CSU will complete a child protection and criminal history check as part of the CSU suitability assessment. The APA initial form includes consent for this to occur.

The Child Protection Regulation 2023, section 27, enables the CSSC manager and PSU manger to consider other information that will assist in deciding whether a carer applicant or their adult household members are suitable persons under the Child Protection Act  1999 (refer to Determine the need for discretionary information.)

For carer applicants and adult household members who have lived overseas for 6 months or more (in a country other than New Zealand), the CSSC manager has the discretion to request other international child protection and criminal history information, to inform their decision making. The CSSC manager and PSU manager can also proceed without the completion of international child protection or criminal checks.

If the CSSC manager or PSU manager decides the international checks are required to make the approval decision, they will:

• consult with Court Services as to how the information can best be sourced
• discuss the request with the applicant or relevant adult household member and seek their views and agreement to complete the identified processes with the relevant international jurisdiction.

If the person has undertaken a migration process, they may have already provided their criminal history to the Department of Home Affairs. The relevant manager can request a copy of the information provided for that purpose from the applicant.

This includes adults who joined the household of an applicant after APA forms have been lodged and are properly made. Refer to Receive and process carer application documents.

Complete the initial carer assessment

Arrange a schedule of assessment interviews with:

• the carer applicant, or for joint carer applicant, with both applicants
• the applicant’s children living in the household, as appropriate
• other members of the applicant’s household, as appropriate.

Obtain information from other sources, including:

• for provisionally approved carers, information from the child’s CSO and the carer’s  foster and kinship carer service provider (where applicable), about the applicant’s care of the child and meeting the standards of care
• for kinship carer applicants, information from the child’s CSO about the child who is proposed to be placed with the carer (if approved)
• for foster carer applicants, information on the applicant’s competency in each of the modules in the ‘Getting ready to start’ training, and any additional information about future training needs if relevant
  and
• information requested by the CSSC manager or PSU manager—refer to Determine the need for discretionary information.

If the foster carer applicant is being assessed to potentially care for an Aboriginal and Torres Strait Islander child with whom they have a significant relationship but no cultural connection, the assessor will make sure the applicant understands they are being assessed to determine whether they are suitable to be approved as a foster carer and if approved, they can specify if they intend to provide a care arrangement for:

• any child who requires care under the Child Protection Act 1999 
  or
• only for the specific child with whom they have the significant relationship.

The assessor will also make sure the applicant understands that, if they are approved as a foster carer and intend to only provide care for the specific child with whom they have the significant relationship, a condition may be included on their certificate of approval naming the specific child they will care for.  If they agree, the condition will be put on their certificate of approval to reflect their wishes. 

Use the Guidelines for completing an assessment report—Initial approval only or the Kinship carer initial assessment report guidelines for prompts to assist gathering relevant information for the assessment.

Document the assessment in the Foster carer applicant assessment and recommendation form—Initial approval only or the Kinship carer initial assessment report. 

Obtain the views of the child and parents (for kinship carer applicants)

The Child Protection Act 1999, section 5E, requires the child be given meaningful and ongoing opportunities to participate in decisions that affect, or may affect them, and to be given any help they need to express their views, having regard to their age and ability to understand. Genuine attempts must be given to understanding and considering a child’s views when making a decision or exercising a power under the Child Protection Act 1999.

For an application from a kinship carer:

• Explain the kinship carer assessment that is being undertaken and ask the child about their relationship with the proposed kinship carer and their views about that person being approved to care for them.
• Ask the child if they would like to have a trusted person help them talk about their relationship with the proposed kinship carer and to express their views about the person being approved to care for them, or if there is other help they would like.
• Arrange for the person or persons to assist the child express their views or other help the child reasonably needs to express their views.
• If the child is too young to express a view or participate, or cannot express a view or participate, make genuine attempts to gather the child’s views from others who are actively providing support or advocacy to the child. For example, a child’s psychologist or community visitor.
• Record the child’s views or the information gathered about the child’s likely views.
• Ensure the views expressed by the child are considered in the carer assessment.

Refer to Enable the child to provide their views. Use the practice kit Care arrangements, Practice tools to help the child express their views.

Discuss the proposed care arrangement with the child’s parents and request their views, and if applicable the views of other people of significance to the child. If the child is an Aboriginal and Torres Strait Islander child, in consultation and with the consent of the child and their family, arrange for an independent person to facilitate their participation. Record the views in the Kinship carer initial assessment report.

If the child’s and or the parent’s views have already been sought as part of the initial process of identifying potential kinship carers, determine if an additional conversation is required, as their views may have changed.

Explore the applicant’s capacity to meet the cultural needs of a child

To ensure a culturally safe family-based care environment, the assessor will explore:

• the applicant’s own cultural capability and knowledge
• their understanding of the additional responsibilities of a carer who is providing care to an Aboriginal and Torres Strait Islander child
• their commitment to supporting an Aboriginal or Torres Strait Islander child to develop and maintain their connection to family, community, culture, traditions and language
  and
• what they may need to grow their cultural capability and understanding during their first year as a carer.

An assessment of the applicant’s capability to provide a culturally safe environment is also applicable to:

• kinship carer applicants who are being assessed to care for a specific Aboriginal and Torres Strait Islander child, but who are either not Aboriginal and Torres Strait Islander, or they are not from the child’s mob
• applicants who may be placed with a child from a different cultural background to their own.

Include information about applicant’s views and actions on immunisation

Carers and their household members may be at increased risk of acquiring a vaccine-preventable disease or transmitting it to others. Carers are also key partners to support vaccinations of children in care.

Due to the risks associated with placing a child in care with an unimmunised carer family, the assessor will document in the assessment report:

• if the applicant’s immunisation is consistent with the National immunisation program schedule, as well as their vaccination against emerging diseases, such as COVID-19
• the applicant’s views about childhood immunisation and if they are willing to arrange for the immunisation of children placed in their care
• if the immunisation status of children currently in the carer household is consistent with the National immunisation program schedule.

An applicant’s immunisation status and views cannot be considered grounds for refusal of approval—though it may affect decisions about care arrangement matching. Refer to Consider the immunisation status of the care arrangement.

Consider the impact of other regulated home-based services

If a carer applicant provides a child care service from their home (such as family day care or a stand-alone service) the assessor will:

• assess for possible impacts on their care of the child placed with them by Child Safety under the Child Protection Act 1999
• record the number and ages of children they are approved to care for
• the name of the family day care provider they are affiliated with.

Complete the household safety study

The purpose of the household safety study is to:

• make sure the applicant’s house and outdoor premises meet the mandatory safety requirements identified in the Household safety study form, such as the Weapons Regulation 2016
• identify specific actions and timeframes to meet the safety requirements
• explore the applicant’s commitment to applying safe practices around children that will prevent injury or death to a child
• document how any identified safety risks will be addressed.

Use the Household safety study form to complete the assessment with the applicant in their home. An applicant is not expected to meet all requirements of the household safety study in the early stages of the assessment process but is expected to make any necessary changes to enable the mandatory safety requirements prior to issuing a certificate of approval as a carer.

Commence the foster carer agreement

A foster carer agreement is not completed for a kinship carer applicant.

The assessor will commence exploring with the foster carer applicant, if they were to be approved, the types of care arrangements they may be prepared to consider or ones they may want to consider, such as:

• the type of care they are able to provide – such as same day or after-hours requests to provide care, short break care, short term or ongoing care
• the type of care arrangements not to be considered, due either to their capacity, capability or the preference of the carer – such as sibling groups, children with complex medical support needs, specific behaviours or needs
• the learning and support needs of the carer family, to assist them in their care role.

Include this content in the Foster carer agreement template and provide the draft to the CSSC manager or PSU manager with the other carer assessment documents. It may require further negotiation before it can be signed by all 3 parties to the agreement—refer to Finalise the foster carer agreement, where applicable.

Decide the outcome of the application

The delegated officer is required to make a decision to approve or refuse the carer application. The only exceptions occur if the application:

• has been withdrawn by the applicant in writing
• has been refused based on child protection or personal history (refer to Refuse the application on blue card or exemption card grounds)
  or
• a negative notice has been issued to the applicant by Blue Card Services.  

If these circumstances do not apply, the assessor will complete the:

• Household safety study
  and
• Foster carer applicant assessment and recommendation—Initial approval only  and the partly completed Foster carer agreement
  or
• Kinship carer initial assessment report for kinship carer applicants.

The CSSC manager or PSU manager is delegated to approve or refuse the foster or kinship carer application. In this context, the CSSC manager means the manager of the CSSC in the geographical area where the applicant resides. There are 2 exceptions to this:

• If a kinship carer applicant resides in another geographical area – the CSSC responsible for case management of the child is responsible for approving or refusing the application.
• If the applicant is a Child Safety employee – the regional director will decide the outcome decision. Refer to policy, Placement of children with Child Safety employees.

The PSU receives and reviews all carer assessment documents to make sure the assessment is complete. If there is insufficient, missing or contradicting information, the PSU will request further information be provided by the assessor. This may require the assessor submitting an addendum to the report.

Convene a carer assessment panel

The PSU is responsible for overseeing and coordinating regional carer assessment panels. These consultative forums assist the delegated officer to decide whether to approve or refuse the carer application. Refer to Carer assessment panel guidelines. The PSU:

• co-ordinates the panel
• determines membership and provide external panel members with confidentiality and privacy information for private contractors and panel members
• invites guest attendees
• provides secretariat support.

Provide documents to the delegated officer

 If a carer assessment panel is not convened, the PSU provides the CSSC manager (or the regional director if the applicant is a Child Safety employee) with the following documents:

•  the recommendation made by the carer assessment panel, if applicable
• the Household safety study
• Foster carer applicant assessment and recommendation—Initial approval only  for foster carer applicants or the Kinship carer initial assessment report for kinship carer applicants.
• the Foster carer agreement (partly developed) for foster carer applicants
• the ICMS Form 4: Approval decision, recording the results of the suitability assessment checks and confirmation of blue cards
• any additional information arising from discretionary checks (refer to Determine the need for discretionary information.)

Approve the initial carer application

Prior to deciding the carer application, the delegated officer will review the assessment reports (including the Household safety study) together with the recommendation from the carer assessment panel (if applicable).

Consider if the grounds to approve the initial carer application are met

To approve an application to be a foster or kinship carer, the Child Protection Act 1999, section 135, requires the delegated officer to be satisfied that the carer applicant:

• has a current blue card or exemption card
• is a suitable person to be approved as a carer
• is able to meet the standards of care as specified in the statement of standards
• can help towards achieving plans for the child’s protection
• all household members are suitable persons to associate on a daily basis with children
  and
• all adult household members have a current blue card.

The delegated officer can also take into account other information in line with the Child Protection Regulation 2023, section 27, to  help in their determination that a person is a suitable person—refer to Determine the need for discretionary information.  

If the application meets all the legislative requirements the delegated officer will:

• consider if any conditions of approval are required
• record the approval decision, along with any relevant conditions of approval, on the Form 4: Approval decision, available in ICMS
• issue a certificate of approval
• consider the draft foster carer agreement (for an approved foster carer) and sign it or make arrangements to negotiate the agreement in order to finalise it.

Issue a certificate of approval

The Child Protection Act, section 133 requires an approved carer to be issued with a certificate of approval, with an expiry date no more than 1 year from the date of the approval decision. If a kinship carer application relates to more than one child, issue a separate certificate of approval for each child who was the subject of the application and assessment.

Generate a Certificate of approval—Foster carer or a Certificate of approval—Kinship carer from the carer entity EOI/application tab in ICMS.

Arrange for the approved carer to receive:

• a Letter of approval as a foster carer or a Letter of approval as a kinship care—available in ICMS a certificate of approval
• the signed certificate of approval
• the signed foster carer agreement—refer to Finalise the foster carer agreement
• a copy of the Statement of Commitment between the Department of Children, Youth Justice and Multicultural Affairs (Child Safety) and the foster and kinship carers of Queensland.

Provide carers who are not affiliated with a foster and kinship care service provider:

• the link to the website Connecting with carers, so that they can access information specifically developed for foster and kinship carers
• information about their responsibilities to advise Child Safety of a change in their circumstances, as required by the Child Protection Act 1999, section 141G
• information about the Foster and kinship carer support line, for their use outside of business hours.

Finalise the foster carer agreement

If a foster carer agreement was not drafted and submitted by the assessor to the PSU as part of the carer assessment documents:

• the affiliated foster and kinship care service provider will arrange to develop an agreement, prior to a child being placed in their care
  or
• the PSU will work with a carer who is not affiliated with a foster and kinship care service provider carer to develop the agreement.

The PSU will:

• update the placement preferences tab in the carer entity in ICMS in line with the signed foster carer agreement
• attach a copy of the signed foster carer agreement to ICMS.

Complete administrative requirements

The PSU (or the CSSC for kinship carer applicants, depending on regional protocols) will complete the following actions:

• Record the application outcome details in the approval/refusal tab in ICMS, with a scheduled review date of 3 months prior to expiry.
• Attach final copies of the assessment report, the ICMS Form 4: Approval decision, the certificate of approval and the letter of approval to the EOI/application in ICMS.
• Provide a copy of the certificate of approval and the letter of approval to the carer’s foster and kinship care service.

Refuse the initial carer application

An application for initial approval will be refused by the delegated officer in any of the following circumstances:

• the application is not decided within the 90 day period, or within the period of extension agreed to in writing by the CSSC manager and the applicant
• a person’s application for a blue card is refused by Blue Card Services and they are issued with a negative notice
• the applicant does not meet the legislative requirements to be approved as a carer.

Refuse the application due to exceeding the timeframe

The Child Protection Act 1999, section 143(1), provides a 90 day timeframe for the delegated officer to decide an initial carer application—calculated from the date the application was properly made. If the application is not decided within 90 days the application is taken to be refused.

An exception applies if the CSSC manager or PSU manager has previously arranged to extend the timeframe for deciding the application, in line with the requirements outlined in Child Protection Act 1999, section 143A. If that extended timeframe has passed the application is then taken to be refused.

In either situation, this ‘deemed refusal’ is a reviewable decision under the Child Protection Act 1999, schedule 2. The CSSC manager or PSU manager, as the officer delegated under the Child Protection Act 1999, section 136, will:

• Provide the applicant with written notice of the decision, within 10 days of the decision being made.
• Use the Letter of refusal of initial application to be a foster carer or the Letter of refusal of initial application to be a kinship carer to explain the reasons for the decision and the applicant’s right to have the decision reviewed by QCAT.
• Record the refusal decision on the Form 4: Approval decision available in ICMS, and as ‘not approved’ in the Approval/refusal tab in ICMS.

If the person applies to QCAT for a review of the decision, reopen the closed EOI/Application and record ‘Reviewable decision’ details in the ‘Approval/Refusal’ tab in ICMS.

Refuse the application on blue card or exemption card grounds

The Working with Children (Risk Management and Screening) Act 2000, schedule 1, section 14, regards foster and kinship carers, as well as their adult household members, as volunteers engaged in regulated employment. (Refer to the Child Protection Act 1999, schedule 3.)

In addition, the Working With Children (Risk Management and Screening) Act 2000, section 176A prevents a person starting or continuing in regulated employment, without first being issued with a blue card. This applies to foster and kinship carer applicants, and to their adult household members.

If the carer applicant’s application for a blue card or exemption card is refused by Blue Card Services and a negative notice issued, the carer application must be refused.

The CSSC manager or PSU manager will:

• Provide the applicant with written notice of the decision within 10 days of making the decision.
• Use the Letter of refusal of initial application to be a foster carer or Letter of refusal of initial application to be a kinship carer to explain the reasons for the decision.
• Be clear that the decision has no review rights under the Child Protection Act, schedule 2 before QCAT.
• Record the refusal decision on the Form 4: Approval decision available in ICMS, and as ‘not approved’ in the Approval/refusal tab in ICMS.

If the negative notice relates to an adult household member who will continue to meet the legislative definition of an adult household member, refer to Suspension or cancellation due to an adult household member.

Refuse the application if the legislative requirements are not met

The CSSC manager or PSU manager as the delegated officer under the Child Protection Act 1999, section 136, will refuse the application if any of the legislative requirements are not met (refer to Consider if the grounds to approve the initial carer application are met). The delegated officer will:

• Provide the applicant with written notice of the decision within 10 days of making the decision.
• Use the Letter of refusal of initial application to be a foster carer or Letter of refusal of initial application to be a kinship carer to explain the reasons for the decision, and attach in ICMS using the iDocs hyperlink..
• Record the refusal decision on the Form 4: Approval decision available in ICMS, and as ‘not approved’ in the Approval/refusal tab in ICMS.
• Record an alert, Carer application refused on each applicant’s person profile, in ICMS, 
• Record the alert start date as the date the decision was made to refuse the application.
• Advise CSU of the refusal decision.

If the applicant applies for the decision to be reviewed by QCAT, reopen the closed EOI/application and record reviewable decision details in the approval/refusal tab in ICMS.

If QCAT amends the decision and the carer is subsequently approved:

• Provide relevant approval documentation to the approved carer, and the foster and kinship care service provider. Refer to Issue a certificate of approval and Complete administrative requirements.
• Record the QCAT decision in ICMS.
• Advise the CSU of the amended decision.
• Close the alert that was created when the application was refused.