11. Preparing for an inspection
What happens before an inspection.
11.1 Analysis and planning
Pre-inspection analysis and planning are an important part of all SCCIF inspections. Inspectors are allocated one day to prepare for an inspection of voluntary adoption agencies. This time is used to review the information held by Ofsted and to ensure that the fieldwork is properly focused and used to best effect in collecting first-hand evidence.
Inspectors look at the information that Ofsted already holds about the agency, including:
- previous inspection reports
- completed questionnaires from adopters, children, young people, birth parents, placing social workers and others
- information from the agency’s own website
- the up-to-date statement of purpose and children’s guide
- any concerns and complaints received
- regulatory notifications made to Ofsted
- any changes to registration, including change of manager or the responsible individual
- any enforcement activity that has happened within the last inspection year
- annual quality and data forms submitted to Ofsted by the agency
- data analysis by Ofsted
Some of this information is drawn together in the provider information portal (PIP) and in the pre-inspection briefing.
In addition, the inspector takes account of relevant background and context information such as the most recent inspection of the local authority where the agency is situated.
If information has been received that indicates potential non-compliance with regulatory requirements, Ofsted will investigate. This may be done during the scheduled inspection, taking into account the date of the last inspection, or separately. If investigated during inspection, the concern is used as a line of enquiry for the inspection. The inspector usually outlines the concern to the adoption agency at the beginning of the inspection.
The inspector carries out an analysis of the available evidence and information and must record their planning notes in the inspection database.
The plan for the inspection should identify lines of enquiry, any areas of apparent weakness or significant strength, or areas where further evidence needs to be gathered. The focus of the inspection may change during its course as further evidence emerges.
Each year, Ofsted uses online questionnaires to gather a range of views about different types of setting. Where relevant, this includes the views of:
- children and young people
- parents and carers
- foster carers
- adult service users
- other interested parties such as placing social workers and independent reviewing officers
Ofsted sends links to the questionnaires annually to each provider by email and asks them to distribute those links on its behalf. The responses are submitted directly to Ofsted.
Responses are shared with the inspector for the service or setting and are used to inform the planning and scheduling of inspections. Where there are no responses for a service or setting, this also forms a line of enquiry for the inspection.
11.3 Notifications and reports made under national minimum standard (NMS) 25
Inspectors must regularly review notifications and reports under NMS 25. This is important regulatory activity. Inspectors must focus on both the content and quality of these notifications and reports as part of their evaluation of how well the agency monitors its impact on the experiences of children and other service users.
Information from any of these sources may lead to:
- further activity, such as speaking to the responsible individual or other stakeholders
- the rescheduling of inspections based on either identified concerns within reports and/or notifications or based on a failure to submit reports or notifications
- lines of enquiry for the next inspection - emerging lines of enquiry must be noted in the inspection database and inform pre-inspection planning
The responsible individual must notify Ofsted without delay about specific events and incidents as set out in regulation 19(1) of The voluntary adoption agencies and the adoption agencies (miscellaneous amendments) regulations 2003). Schedule 4 lists the events to be notified.
Online forms and further guidance about notifications can be found on our website. Providers should always seek advice from their link inspector about individual cases if they are uncertain how to proceed.
If the inspector identifies issues that give them cause for concern about the welfare of children, they should ask for evidence that shows what has been done to help and protect the child. If notifications are incomplete, the inspector should always contact the agency to ask for more information.
Whenever there are concerns about the safety or welfare of a child or adult, the inspector must contact the responsible individual so that Ofsted is fully aware of the actions being taken by the agency and other relevant parties (such as the host authority and police) to promote and safeguard the welfare of the service user. Managers and staff should take into account the appropriate parts of the statutory guidance outlined in ‘Working together to safeguard children (2015)’.
If the inspector has any concern about the practice of either the commissioning local authority (where relevant) or the host local authority, this is managed in line with the published policy ‘Management of cross-remit concerns about children’s welfare’. The director of children’s services must be notified immediately of the concerns so that they can review the situation. This information will also inform planning for any forthcoming local authority inspection.
Inspectors always monitor closely whether Ofsted is informed of the outcome of any child protection enquiry in line with regulations and statutory guidance. If this has not been received promptly, the inspector should contact the agency. Inspectors must follow up any failure to notify Ofsted of the outcome.
National minimum standard 25.6 states that the voluntary adoption agency trustees, board members or management committee members should:
- ‘receive written reports on the management, outcomes and financial state of the agency every 6 months
- monitor the management and outcomes of the services provided in order to satisfy themselves that the service is effective and is achieving good outcomes for children a/or service users
- satisfy themselves that the agency is complying with the conditions of registration’
Ofsted provides a template for these reports in the quality assurance and data form. The completed form provides the data we require for inspection. Agencies do not have to use the quality assurance section of the form and may use their own management reporting formats. We ask for these quality assurance and data forms to be submitted to Ofsted once a year based on data for the year 1 April to 31 March.
This is the most secure, and our preferred, method of receiving notifications. Regulations under NMS 25 can also be emailed to firstname.lastname@example.org. However, information sent by email is not secure.
Providers should be aware of the associated risks while operating within the information guidelines of their own organisation. Providers must include Ofsted’s unique reference number (URN) and the date on which the visit occurred on the report.
If providers are unable to submit these reports online, they can post them to:
Document Handling Centre Manager
Applications, Regulatory and Contact Team