Provisional assessment and approval

Consider the provisional approval of a carer applicant

The Child Protection Act 1999, chapter 4, Division 3A, allows for the provisional approval of foster or kinship carer applicants to provide care to a specific child for a time-limited period providing the following requirements are met:

Requirements for provisional assessment

The three assessment elements of a provisional assessment are:

• A suitability assessment of the carer applicant and their adult household members, informed by checks of their criminal history, domestic violence and traffic history, and child protection history, completed by the CSU manager.
• An assessment of the mandatory safety requirements of the applicant’s household, completed by the assessor.
• An assessment of the carer applicant’s ability to meet the standards of care, completed by the assessor.

Use the Checklist for completing a provisional carer assessment.

If the assessment relates to a sibling group, complete one assessment process for the children identified in the Application for initial approval—Form 3A (APA initial).

Seek the views of the prospective provisional carer

Meet the requirements of the Child Protection Act 1999, section 136C, by assisting the prospective provisional carer to make an informed decision about caring for the child.  Follow the steps outlined in the Prospective kinship carer applicant checklist, including these additional actions: 

• Explain the purpose and requirements of the provisional assessment, which includes checks of their  criminal history, domestic violence and traffic history, and child protection history, as well as for their adult household members.
• Clarify that the assessment for being provisionally approved is in addition to the assessment of their substantive application to be a foster or kinship carer and that provisional approval is not ongoing—it ends on the date specified in the certificate of provisional approval (if the substantive application to be a foster or kinship carer has not already been determined.) 
• Outline the child’s current care needs and discuss what assistance may be required to meet the child’s needs, if this has not already been discussed with a prospective carer. (Refer to Take into account the child’s right to privacy.)

If the prospective carer applicant decides they wish to be assessed as a provisional carer for the child, seek endorsement from the CSSC manager (or for a Child Safety employee, the regional director) before proceeding with the carer assessment.

If the CSO or a senior Child Safety practitioner is completing the provisional assessment, follow the Checklist for completing a provisional carer assessment. If the assessment is being completed by a foster and kinship care service provider or a fee-for-service assessor, discuss with the PSU the additional information the assessor may require (refer to Provide information to the assessor.)  

Make sure the application forms are completed

If the prospective carer applicant decides to proceed with the provisional assessment but has not yet applied to be a foster or kinship carer, provide them with the following forms for completion:

• an Application for initial approval—Form 3A (APA initial)
• a Carer applicant health and wellbeing questionnaire
• the Addendum for additional household members—Form 3C (used only when an applicant has more than 2 household members)
  and
• information on how they and their adult household members can apply for a blue card, unless they already hold a current card—refer to Blue card requirements.

Help to identify household members for inclusion in the APA initial form—such as people who live with the applicant on an ongoing or temporary basis, or who reside at their property, as well as adults who may be regular visitors. Refer to Ensure adult household members are identified.

The CSSC manager is the delegated officer for deciding whether a person in contact with the carer household is considered an adult household member, as defined in the Child Protection Act 1999, schedule 3.

An applicant who is being assessed for urgent provisional approval is required to provide their drivers licence or customer reference number (CRN) as one of the forms of identification (if they have a CRN), to enable the CSU to complete a traffic infringement check with the Department of Transport and Main Roads in a timely way.

Follow accountability processes to check and confirm:

• the carer identification documents (refer to Verify identity)
• the carer application is properly made (refer to Ensure the carer application is properly made)
  and
• complete the Unify requirements to open a regulation of care case (refer to Record the initial carer application in Unify.)

Advise the regional PSU when a carer applicant has agreed to be assessed as a provisional carer. They will provide additional advice about the carer applicant’s completion of the Vendor master data form—required to certify the carer’s bank account details, and other relevant regional processes.

Reflect the proposal for provisional approval in Unify

Follow the Unify process to create a regulation of care case (if one has not already been created for this initial carer application.) Refer to Record the initial carer application in Unify.  Then unlock the appropriate fields in the regulation of care case, to confirm that provisional assessment and approval is to be progressed for the applicant by answering yes to the questions:

• Does the applicant require provisional approval in the application form tab
• Provisional approval sought in the lodgement tab.

Advise the regional PSU when a carer applicant has agreed to be assessed as a provisional carer. They will provide additional advice about:

• the carer applicant’s completion of the Vendor master data form—required to certify the carer’s bank account details
• the regional processes for provisional assessment.

Refer to the Central Screening Unit for a suitability assessment

The CSU manager is the delegated officer to decide if a carer applicant being considered for provisional approval and their adult household members, are suitable persons under the Child Protection Act 1999, section 136C(e)(i) and 136C(e)(ii).

 The CSU completes  the suitability assessment based on: 

• national criminal history
• Queensland domestic violence checks
• Queensland traffic infringement checks
  and
• an assessment of Queensland child protection history for the applicant and all household members, and if relevant, an assessment of interstate and New Zealand child protection history, for any person who has lived in another state, territory or New Zealand during the past 5 years.

Request CSU to commence the suitability assessment as soon as the carer application documents are properly made:

• email the CSU mailbox using csces_csu_process@Communities.qld.gov.au
• include in the email subject line the Unify regulation of care case ID number
• make sure the carer application documents are available in Unify (for CSU access.) Refer to Record the initial carer application in Unify.

Take action in response to the CSU outcome letter

Check the progress of the CSU personal history checks for the carer applicant and adult household members in the regulation of care case, via the assessment tab—refer to the field applicant personal history checks. The CSU outcome letter provides a summary of this assessment.

If the CSU manager has determined that the applicant and their adult household members are eligible to progress:

• complete all other assessment requirements including the Provisional approval assessment report
• complete the Household safety study, part 1, and the household safety assessment fields in the regulation of care case in Unify, from the assessment tab
• record the CSU managers decision in the Form 5: Approval Decision - Provisionally approved carer.

If the CSU manager has determined the applicant and their adult household members are not eligible to progress, do not proceed with the provisional assessment. The CSSC will:

• take action to inform the assessor to cease further provisional assessment activities
• tell the applicant that the child will not be placed in their care under a provisional certificate of approval
• explain that their substantiative application to be a foster or kinship carer is unaffected by this decision and will still proceed.

If the child has been placed with a provisionally approved carer in urgent circumstances, approved by a the duty executive officer, and the CSU manager subsequently determines that the carer or an adult household member is not a suitable person: 

• remove the child from the care arrangement (refer to Complete end of care arrangement requirements)
  and
• take action to cancel or suspend the provisionally approved carers certificate of approval—refer to Cancel or suspend provisional approval.

Refer to Take urgent action for same day care arrangements.

Complete the provisional assessment

If the provisional assessment is being completed by the CSO, use the Checklist for completing a provisional carer assessment. Make sure to complete the following steps:

• meet with the applicants in their own home where possible
• use the suggested question prompts in the practice guide Provisional approval assessment guidelines when undertaking the assessment
• refer to the applicant’s Carer health and wellbeing questionnaire and discuss the carer’s management of health and wellbeing issues identified by them
• explore the applicant’s self-disclosures of criminal, domestic violence or traffic history, outlined in the APA initial form
• obtain the child’s views about the carer applicant, including their feelings of safety with people in that household. Refer to Enable the child to provide their views.
• complete all fields in the Provisional approval assessment report.

If the assessment is being completed by an assessor external to Child Safety, the CSO will:

• Provide the assessor with information obtained from the child about the proposed care arrangement, as well as any views the child’s parents may have communicated.
• Discuss with the senior team leader any conflicting views expressed by the child or family members about the prospective carer.

Complete the household safety study part one

The assessor will complete the mandatory safety requirements of the Household safety study, these being:

• water safety
• fire safety
• indoor safety
• firearms requirements, if relevant.

In circumstances where the applicant lives too far away for an on-site visit, or the assessment is urgent, the Household safety study part 1, may be completed remotely, supported by the use of a video conferencing platform.

Complete the household safety assessment fields in the regulation of care case in Unify, from the assessment tab.

Provide the finalised assessment to the delegated officer

The delegated officer to approve or refuse the provisional assessment of a carer applicant is:

• the CSSC manager of the CSSC holding case management for the child
• the regional director, if the applicant is a Child Safety employee (refer to Arrange for the assessment of an employee’s carer application.)

In these situations, provide the delegated officer with the completed:

• Provisional approval assessment report
• Household safety study form, part 1
• the Form 5: Approval decision—Provisionally approved carer with the following fields completed:
  • the CSU manager’s suitability decision
  • details of the children to be placed (if approved)
  • checklist.

Decide the outcome of the provisional assessment

If the approval or refusal decision is required to be made outside of business hours in exceptional circumstances, and the CSU manager has been unable to complete the CSU assessment of the applicant and adult household members to determine suitability, the  CSAHSC will contact the duty executive officer. Refer to Seek a decision after-hours.

If the approval or refusal decision is made during business hours and includes the CSU managers assessment that the matter is eligible to progress, the delegated officer will consider the legislative requirements before making an approval or refusal decision, specifically :

• the applicant does not pose a risk to the child’s safety (Child Protection Act 1999, section 136C(e)(ii)) and is able and willing to protect the child from harm
• the applicant can meet the standards of care Child Protection Act 1999, section 136C(e)(iii)
• all members of the applicant’s household are suitable persons to associate with the child (Child Protection Act 1999, section 136C(e)(iii).

If the delegated officer does not provisionally approve the carer applicant:

• follow the Unify process to record this decision
• provide the applicant with an explanation of the decision
• explain to the applicant  that this refusal decision does not affect their substantive application to be a foster carer or a kinship carer. 

This refusal decision is not a reviewable decision. The affected person is unable to apply to QCAT for a review of the decision. 

Record the provisional approval or refusal decision in Unify

If the CSSC manager or, for Child Safety employees, the regional director, has provisionally approved the carer applicant, the PSU or CSSC (depending on regional protocols) will:

• in the regulation of care case, navigate to the create document button and click on the selection to create the   for the delegated officers signature
• save the signed certificate back into the documents tab
• record the decision in the approval/refusal tab in the regulation of care case
• save the assessment and approval documentation in the documents tab:
  • the completed Provisional approval assessment report and household safety study, part 1
  • Form 5: Approval decision—Provisionally approved carer
  • certificate of approval—provisionally approved carer, signed by the delegate
  • the Letter of approval as a provisionally approved carer
  • the signed certificate of approval—provisionally approved carer. 

Issue a certificate of approval as a provisionally approved carer

Provide the provisionally approved carer and their foster and kinship care service with the signed certificate of approval and a Letter of approval as a provisionally approved carer

Place another child with the carer

If it is subsequently proposed to place another child with the provisionally approved carer (before the expiry of the certificate of approval as a provisionally approved carer), the carer needs to be assessed as a suitable person for the subsequent child. In this circumstance:

• follow the process in Unify to create another regulation of care case, and answer yes to the questions for provisional approval in the assessment tab and the lodgement tab
• follow the business process to complete a provisional assessment regarding this child, and provide the assessment documents to the delegated officer
• record the delegated officer’s decision to approve or refuse provisional approval for the additional child in the regulation of care case and the Form 5: Approval decision—Provisionally approved carer.

If approved, navigate to the create document button and click on the selection to create the certificate of approval—provisionally approved carer. Ensure the certificate is signed by the delegated officert before saving it in the documents tab.

Provide the carer with the additional certificate of approval and a new Letter of approval as a provisionally approved carer relating to the child. If relevant, provide a copy to the carer's foster and kinship care service provider.

Take urgent action for same day care arrangements

If the carer application and assessment documents are completed on the same day the carer approval or refusal decsion is being sought: 

• request CSU to complete urgent criminal history and other personal history checks by emailing the CSU mailbox using csces_csu_process@Communities.qld.gov.au and including in the subject line the Unify regulation of care case ID number, and that the request is for an urgent same day provisional carer assessment
• give priority to completing both the  the provisional assessment report and the household safety study, part 1. 

The CSU prioritises these same day suitability assessments and will:

• submit an urgent after-hours request to the QPS
• complete the CSU outcome letter before 5:00pm (if all the information has been received from QPS and interstate agencies), or provide the CSSC with the information that can be obtained.

If the CSU has not received all the information from the QPS by 5:00pm, the CSSC can request assistance from CSAHSC so the decision to approve or refuse the carer can be referred to the duty executive officer (see following information.)

Request urgent assistance from CSAHSC

Request assistance from CSAHSC if the CSSC is seeking to place the child the same day the carer application forms and provisional assessment are completed, and it has not been possible to finalise the assessment during business hours. For example:

• the CSU manager is unable to complete the suitability assessment before 5:00pm ( such as when there are delays receiving information from interstate police or child protection authorities)
  or
• the assessor has been unable to fully complete all the elements in the provisional carer assessment report or the Household safety study (for example, because one of the dual carer applicants has been unavailable during working hours.)

The CSSC senior team leader will follow the Statewide protocol—CSAH and placements to: 

• email a request to CSAHSC using afterhoursreferrals@dcssds.qld.gov.au 
• be available to discuss the request for assistance directly with the senior team leader CSAHSC
• make sure all carer application and assessment documents are attached in the email referral to CSAHSC
• brief the CSSC manager or regional director on the findings of the provisional assessment, and that an after-hours approval or refusal decision will be referred to the duty executive officer, pending the provision of urgent criminal and other history checks.

CSAHSC will complete the actions negotiated with the CSSC and will contact the duty executive officer to facilitate decision making after-hours. Refer to Seek an approval or refusal decision after-hours.

Seek an approval or refusal decision after-hours

If the CSU manager has been unable to complete the assessment to determine if the application is ‘eligible to progress’, and there are exceptional circumstances for the same day care arrangement, decision making can be delegated to the duty executive officer.

CSAHSC will make sure the duty executive officer has the information to make an approval or refusal decision after-hours, including:

• the most recent information from the urgent CSU and QPS requests, and where relevant, a summary of the child protection history search completed by CSAHSC staff
• the CSSC manager’s or CSSC’s regional director’s endorsement of the assessor’s recommendation as outlined in the provisional approval assessment report and the Household safety study, part 1.

Record the decision of the Duty Executive Officer in Unify

In these urgent after-hours circumstances, it is not possible to record the duty executive officer’s decision to provisionally approve the carer applicant in Unify—as the personal history checks outcome fields have not been completed by the CSU. This means that a care arrangement case cannot be created in Unify at this time. Related to this, it also means that a Unify authority to care form cannot be generated, and Carepay cannot recognise the care arrangement.

Use this interim recording process, (only until the CSU has completed the personal history checks outcome fields in Unify):

• CSAHSC to record a case note in Unify, outlining the information provided to the delegated officer, their decision and the delegated officers name
• CSAHSC to ensure the carer is provided with a signed Authority to care form
• CSU to complete the personal history checks outcome in Unify, and will make sure the relevant PSU is aware of its completion status
• PSU to complete all other recording requirements in the regulation of care case, and  create a care arrangement case (to enable carer payments to proceed.) Refer to Record the provisional approval or refusal decision in Unify
• CSSC to ensure that Carepay tasks are actioned.

Take specific actions following provisional approval

Follow the Commence a care arrangement checklist to identify the requirements for a new care arrangement, including:

Pay carer allowances

Work with the CSSC business support team to make sure the provisionally approved carer receives the fortnightly caring allowance, as well as other caring allowances approved by the CSSC manager. To commence payment of the fortnightly caring allowance, the nominated CSSC staff member will:

• make sure the carer entity record has been generated in Unify  
• complete the Vendor master data form, if one has not already been completed by the carer
• provide the information to the CSSC business services team so they can create a SAP account—to enable carer payments to transfer to the carer’s bank account
• createa a care arrangement case in Unify and complete the action for a Carepay task to generate for payment.  

Help a new carer understand their legislative obligations

If the provisionally approved carer has not completed the ‘Getting ready to start’ training modules or they are not supported by a foster and kinship care service provider, provide the carer with information about:

• the standards of care
• the Charter of rights for a child in care 
• their obligations regarding privacy and confidentiality
• the legislative requirement to tell Child Safety of a change in their carer circumstances, including a change in household membership—refer to Change in carer circumstances
• the after-hours support provided by the foster and kinship carer support line—refer to Consider a referral to the foster and kinship care support line
• how to access the Connecting with carers website, for information on:
  • financial supports that may be available
  • the types of decisions a carer can make about the child in their care
  • matters about a child’s health and wellbeing needs
  • information about case plans and placement agreements.

Take action when advised of a new spousal relationship

If a provisionally approved carer who was issued with a certificate of approval as a single carer then advises Child Safety of a new spousal relationship, make sure the following actions occur:

• Advise the provisionally approved carer and other adult to complete a joint application for initial approval as foster or kinship carers.
• Ensure the new carer application documents are properly made (refer to Ensure the application is properly made) and the identity of the other person has been verified (refer to Verify identity).
• Follow the Unify requirements to create a new regulation of care case for the initial carer assessment of the applicant couple (refer to Record the initial carer application in Unify.)
• Arrange for the assessor to commence an assessment of the new carer application (refer to Identify the assessor.)

If the joint application is approved by the CSSC manager or PSU manager:

• Issue the carers with a new joint certificate of approval.
• Request the return of the previous certificate of approval.
• End the existing single carer entity approval in Unify with an end reason of Surrendered, as a new joint carer entity will automatically be created upon approval.
• Ensure any existing care arrangements are updated in Unify to reflect the new carer entity.
• For foster carers, attach the new Foster carer agreement to the carer entity record, in the documents tab in Unify.
• Review the placement agreement for any child in the care of a kinship carer,  taking into consideration any changes to the support needs for the new carer entity. (Refer to Prepare for the placement meeting to review the placement agreement.)

Amend the provisional carer's certificate of approval

Extend the approval expiry date

The Child Protection Act 1999, section 138B(2) enables the CSSC manager or PSU manager to extend the certificate of approval as a provisionally approved carer for no more than 30 days if all the following requirements are met:

• the existing certificate of approval as a provisional carer has not expired
• the extension is considered desirable and appropriate to meet the needs of the child named on the certificate
• the carer agrees to the extension of the expiry date.

If the delegated officer extends the expiry date:

• Record the provisional approval extension details in the regulation of care case via the lodgement tab in Unify.
• Follow the Unify process to generate a certificate of approval—provisionally approved carer, making sure that all other existing details and conditions are included in the   certificate, with the exception of the new expiry date.
• Save the signed certificate of approval back in the documents tab in Unify.
• Provide a copy of the amended certificate of approval to the provisionally approved carer, and to the carer’s foster and kinship care service provider.

Make other amendments

The CSSC and PSU manager are delegated to make additional amendments to a provisional certificate of approval. This can occur in response to the carers request for a specific amendment to be made (refer to the Child Protection Act 1999, section 138) or in other circumstances, such as:

• The carer has agreed to an amendment.
• The carer is not meeting the statement of standards or a condition of the certificate of approval.
• The carer has contravened a provision of the Child Protection Act 1999.
• The certificate was issued because of a materially false or misleading representation or declaration, orally or in writing.
• Further information has been obtained about the carer’s application.
• It is considered necessary or desirable because of a circumstance prescribed under a regulation.

If the delegated officer decides that an amendment is required and the provisionally approved carer has not applied for the amendment:

• meet with the provisionally approved carer to discuss the reason for the amendment
• provide written notice to the provisionally approved carer, stating:
  • • the proposed amendment and the reasons for the amendment
    • the carer is unable to apply to the Queensland Civil and Administrative Tribunal (QCAT) for a review of the decision to amend a provisional certificate of approval.

Following provision of the written notice the CSSC or PSU manager will follow the Unify process to generate a certificate of approval—provisionally approved carer for signing.

Make sure to save the signed certificate of approval in Unify in the documents  tab. Provide a copy to the carer, and if relevant, their foster and kinship care service provider.

The amendment of a provisional certificate of approval does not affect the carer’s pending application for approval as a foster or kinship carer.

If the CSSC manager decides not to proceed with the amendment, provide written notice to the provisionally approved carer of their decision not to amend the certificate of approval.

Cancel or suspend provisional approval

A provisionally approved carer’s certificate of approval will be suspended or cancelled in any of the following circumstances:

• The CSU manager has decided that a carer or adult household member is not a suitable person, with respect to their criminal history, domestic violence and traffic history, and child protection checks, and this information is provided after the regional director or duty executive officer has provisionally approved the applicant.
• The substantive application for approval as a foster carer or kinship carer has been refused.
• The provisionally approved carer or an adult household member has withdrawn their application for a blue card or exemption card.
• Blue Card Services has taken any of the following actions in relation to the carer or an adult household member:
  • issued a negative notice or negative exemption notice
  • suspended or cancelled a current blue or exemption card.

If the delegated officer decides to suspend or cancel a provisionally approved carer’s certificate of approval:

• meet with the carer to discuss the reason for the suspension or cancellation

• provide written notice to the provisionally approved carer using the Letter of decision to cancel/suspend a provisionally approved carer's certificate of approval

• make sure the carer returns their provisional certificate of approval to Child Safety, as required by the Child Protection Act 1999, section 141, by date outlined in the Letter advising of the cancellation or suspension of their provisional approval.

Complete the following additional actions:

• update the carers approval status in Unify to reflect the suspension or cancellation decision
• create an alert, carer certificate of authority cancelled/suspended, in the carer entity in Unify
• provide a copy of the written notice to the CSU manager
• return the certificate of approval to the carer, if the certificate of approval was suspended, at the end of the period of suspension.