What records should a kinship foster carer keep?

Kinship foster carers should keep an organised, up-to-date record of the child’s care and progress, using the recording system and guidance provided by their fostering service. Records should be factual, dated, secure and proportionate, so that important information can be understood by the child’s social worker, supervising social worker and other authorised professionals.

Start with the placement information. Keep copies of the documents that explain the arrangements for the child’s care, where your fostering service permits you to do so. This may include the placement plan, care plan, delegated authority agreement, contact arrangements, important telephone numbers and details of professionals involved. Note any instructions about who can make decisions about school, health care, travel, activities, photographs and communication with family members.

Make sure you know which documents are official records and which are for your own working notes. Some information may need to be entered directly into an online system or provided in a particular form. Ask your supervising social worker where each type of information should be recorded and how long you should retain your copies.

Use daily or regular care notes to record significant events. A useful entry should normally include:

• the date and, where relevant, the time of the event;
• what happened, described in clear and neutral language;
• what the child said or did, using their exact words where this is important;
• what you did in response;
• who was informed and when;
• any agreed follow-up action and whether it was completed.

Records should distinguish between what you directly observed, what the child told you and what another person reported. Avoid labels, assumptions or conclusions that cannot be supported by the facts. For example, record that a child was crying, refused a meal and said they did not want to attend contact, rather than describing them as manipulative or difficult.

Keep information about the child’s health in an accessible record. This can include appointments, diagnoses communicated by health professionals, advice received, prescribed medication, doses given, missed doses, side effects and follow-up arrangements. Record accidents, injuries or health concerns in line with your fostering service’s procedure, even if they appear minor. If medical advice is sought, note the advice given and any action required. Do not alter a medical document or make a clinical diagnosis yourself.

Record education-related information that affects the child’s care. Keep relevant school letters, meeting notes, attendance information, agreed support and significant conversations with teachers or other education professionals. Note concerns about attendance, behaviour, learning or bullying, together with the steps taken and the response from the school or social care team. Everyday homework does not usually require a detailed diary entry unless it forms part of an agreed support plan or highlights a significant concern.

Document contact carefully. Record the date, planned arrangements, whether contact took place, any changes or cancellations, and information that may affect future arrangements. Include the child’s presentation before and after contact when this is relevant to their wellbeing, but avoid making unsupported judgments about family members. If contact is supervised, the supervising professional’s formal record will usually be the main account; your notes should focus on what you observed and any impact on the child.

Safeguarding and incident records require particular care. Record injuries, missing episodes, serious disputes, disclosures, allegations, significant changes in behaviour and any event that creates a concern about the child’s safety. Contact the appropriate professional without delay in accordance with your fostering service’s safeguarding procedure. Do not question a child repeatedly, investigate the matter yourself or promise secrecy. Write down the child’s words as accurately as possible and preserve the original note rather than rewriting it later.

Keep a record of important decisions and discussions with social workers, schools, health professionals and family members. Include the date, people involved, the information considered, the decision reached and any action allocated to you. This can prevent misunderstandings and makes it easier to identify tasks that remain outstanding.

Record changes in the child’s circumstances. Examples may include changes in relationships, routines, sleep, eating, emotional wellbeing, identity, cultural or religious needs, friendships, online activity or behaviour. The purpose is not to monitor every ordinary detail, but to identify patterns and provide useful evidence when the child’s plan or support needs are reviewed.

Keep receipts, mileage information or other financial documents only where your fostering service requires them for allowances, agreed purchases or reimbursement. Follow the service’s instructions about what evidence is needed and how it should be submitted. Do not include unnecessary financial or personal information in the child’s main care record.

Store records securely. Paper notes should be kept in a locked place, away from visitors and other children. Digital records should be protected by suitable passwords and should not be saved to shared devices, personal cloud storage or unapproved messaging apps. Do not discuss the child’s information on social media or share photographs, school details or documents without the required permission. Take particular care when sending information by email or carrying records outside the home.

Only share information with people who have a legitimate role in the child’s care, and share the minimum relevant information unless a professional tells you that wider disclosure is necessary to protect the child. Your fostering service should explain confidentiality, information sharing and data retention requirements. Ask for advice before sharing information if you are unsure; do not withhold a safeguarding concern simply because you are uncertain about confidentiality.

Review your records regularly to check that entries are complete and follow-up actions have been dealt with. If you make a mistake, do not erase or conceal the original entry. Follow the approved correction process, which may involve adding a dated explanation. If you are asked to provide records for a review, meeting or investigation, provide the originals or approved copies and keep your own system unchanged unless instructed otherwise.

Good records support accurate reviews, help professionals understand the child’s needs and give the child a reliable account of important events as they grow older. Your supervising social worker can explain the forms, systems, retention rules and reporting routes that apply to your particular kinship fostering arrangement.