Helping adoptive applicants prepare a whānau or family profile

What is a whānau or family profile?

The whānau or family profile contains information about the adoptive applicants that has been written in their own words.

The profile should be an accurate and honest reflection of who the applicants are, providing all of the relevant information that expectant parents need to know to make their decision.

Who prepares the profile

The profile is written and put together by the adoptive applicants.

We provide guidance and advice while the profile is being drafted – sites might like to have a model profile that they can show adoptive applicants before they develop their own.

We then review the draft to check it has all the required information and is presented effectively. 

Information provided in the profile

The profile should include information about the adoptive applicants – and match the information gathered during the social work assessment.

It should include their:

• first names
• ages
• job
• culture
• languages.

The profile should also contain information about:

• the adoptive applicants’ commitment to birth whānau or family relationships – including the various forms of contact between the families and other significant people for te tamaiti
• how the applicants will support the cultural identity of te tamaiti, and their thoughts on whakapapa and connections with whānau or family.

The profile should also describe:

• what sort of relationship the applicants share (such as married or de facto) or if they’re single
• their wider whānau or family
• their interests or hobbies
• their home and community
• values, religious commitment, life priorities
• pets.

The information needs to:

• be relevant
• be comprehensive
• protect the privacy of the applicants – profiles should use first names only, can mention their suburb or town but shouldn’t provide a specific address, and shouldn’t include photographs that could identify where the adoptive applicants live or work (such as a work uniform).

Format of the profile

An A4 booklet with text and photographs is an effective format for the profile. Sites might like to have a model profile that they can show adoptive applicants before they develop their own.

The profile needs to be easy to:

• read
• update – it’s a living document
• courier.

Storing, filing and posting the profile

Profiles need to be:

• treated with respect
• stored securely
• clearly labelled with the name of the site.

The profile is part of the Oranga Tamariki record. We hold both an electronic copy and a hard copy of the applicant profile so that expectant parents can chose how they wish to receive profiles. We place a photocopy on the applicants’ paper file and scan a copy into the applicants’ CYRAS record. If they no longer want to be available for adoption, we return their profile to them. An electronic copy of the profile should be retained on the CYRAS record as part of the Ministry’s adoption record to be available in the future.

If the profile is forwarded to another team or site, we courier it in a sealed plastic envelope with a signature required.

Where an adoption plan is progressed, the social worker should discuss whether the applicants agree to a copy of their profile remaining with the birth whānau or family.

Keeping the profile up to date

Social workers should review profiles to check they remain current.

The documentary checks are redone every 2 years.