Garda Youth Diversion Projects Operational Requirements

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1 Garda Youth Diversion Projects Operational Requirements

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3 Contents Page Introduction 2 Purpose and Scope of Youth Crime Prevention and Diversion Work 3 Purpose and Scope of these Operational Requirements 4 Garda Youth Diversion Project Structure and Funding 5 Garda Youth Diversion Project Committee Composition 6 Referral Committee Composition 7 Garda Youth Diversion Project Catchment Area 7 Responsibilities of the Garda Youth Diversion Project Committee 8 Roles and Responsibilities of the Individual Membership of the Project Committee 9 - Chairperson 10 - An Garda Síochána 10 - Community Based Organisation 11 - Community Representatives 13 Roles and Responsibilities of the Referral Committee 14 Youth Justice Workers 15 Participants 17 - Project Participants: Primary Target Group 17 - Project Participants: Secondary Target Group 17 - Other 18 - Numbers of Participants 18 Summary of Documents required to be submitted to IYJS / AGS 19 List of Appendices 22 Garda Youth Diversion Projects Operational Requirements

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5 Introduction Introduction Garda Youth Diversion Projects (GYDPs) are funded by the Irish Youth Justice Service (IYJS) which is an executive office of the Department of Justice and Law Reform. These projects are community based, multi-agency youth crime prevention initiatives which primarily seek to divert young people who have been involved in anti-social and/or criminal behaviour by providing suitable activities to facilitate personal development, promote civic responsibility and improve long-term employability prospects. The projects may also work with young people who are significantly at risk of becoming involved in anti-social and/or criminal behaviour. By doing so, the projects contribute to improving the quality of life within communities and enhancing Garda/community relations. The role of the community and other locally based agencies as partners is vital in the implementation and delivery of the projects. The projects assist An Garda Síochána (AGS) and Garda Juvenile Liaison Officers (JLO) in particular, in the implementation of the Diversion Programme as set out in Part 4 of the Children Act, 2001(as amended). 2

6 Purpose and Scope of Youth Crime Prevention and Diversion Work The purpose of youth crime prevention work in Garda Youth Diversion Projects is to engage referred young people who have offended or are at risk of offending in a process of learning and development that will enable them to examine their own behaviour and the issues surrounding their own behaviour and to make positive lifestyle choices that will protect them from involvement in criminal, harmful or socially unacceptable behaviours. Good youth crime prevention practice, according to the broad literature, must be evidence based. Programmes should be focused on the issues, needs and circumstances surrounding referred young people including their offending behaviour. They should also be structured and focused in terms of content and the way they are managed and delivered. Youth crime prevention should draw on a range of practices, resources and techniques that have a demonstrable and measurable result in preventing either the onset of offending or re-offending. 3

7 Purpose and Scope of these Operational Requirements This document provides a framework for the operation of Garda Youth Diversion Projects. The requirements set out will be closely followed in the management and the operation of the project. The document sets out the structures, roles of the individual project stakeholders and define how projects are required to work. It is important to note that the requirements listed are not exhaustive and may be extended following discussion with relevant stakeholders. Projects will be subject to audits and evaluations from IYJS and/or AGS. Failure to observe these requirements or address identified deficits could lead to the closure of a project. 4

8 Garda Youth Diversion Project Structure and Funding The local Garda Superintendent/District Officer will have an oversight role in the operation and direction of the Garda Youth Diversion Project. The management function of a Garda Youth Diversion Project will be carried out by a Community Based Organisation. The majority of projects are managed by youth organisations which have responsibility for multiple projects. However, a number of projects are managed by independent companies set up specifically to manage the projects. While the management structures may be different, these Operational Requirements are intended to support both management structures. Each Garda Youth Diversion Project will have a Project Committee. Each Garda Youth Diversion Project will have a Referral Committee. Garda Youth Diversion Projects are funded by way of a Funding Agreement (See Appendix 1) between Community Based Organisations and the Irish Youth Justice Service. Funding of a GYDP year on year will be subject to sign off by IYJS and AGS of the Annual Reports and Annual Plans submitted by Community Based Organisations. All donations, grants, gifts of a non-reportable nature (independent funding), provided to a project outside of the main funding stream should be recorded and accounted for to the Project Committee by the Community Based Organisation. 5

9 Garda Youth Diversion Project Committee Composition The Project Committee will consist of a maximum of ten members including the Chairperson. The Project Committee may consist of the following: - Local Garda Superintendent or nominated Inspector - Local Garda Juvenile Liaison Officer and/or Local Community Garda - Community Based Organisation Representative (CBOR) - Community Representatives agreed by the Project Committee - Additional members from local agencies both statutory (e.g. Probation Service, NEWB) and non-statutory as required. The project's Youth Justice Workers will attend and report to the Committee as required. The local Garda Superintendent or his/her nominated Inspector will act as Chair. Having regard to number requirements for committee membership, if the committee identifies agencies or persons who are in a position to contribute to positive outcomes for the project, they may be invited in writing by the local District Officer onto the committee. The invitation will specify the period of representation on the committee. 6

10 Referral Committee Composition Membership of this committee should be minimal and not exceed 5 - including the Chairperson. The Referral Committee should be made up of the following: - Local Garda Juvenile Liaison Officer - Local Community Garda - Youth Justice Workers - Probation Officer or other appropriate professional as agreed by the Project Committee The Chairperson will be a member of An Garda Síochána appointed by the District Officer. Garda Youth Diversion Project Catchment Area The catchment area that the project will operate within will have been identified when the project was established. However, it is accepted given the ever changing geographical patterns of crime that, in order to provide a better service to the general community, local Garda Management may consider a need to alter the immediate catchment area within a specific Garda district. When considering a change in a catchment area, local Garda Management will consult with the Project Committee. 7

11 Where a change in the catchment area is contemplated it must be evidenced by the changing geographical crime patterns as informed by local Garda statistics. The local Garda Superintendent will confirm the change in the catchment area to the Garda Office for Children and Youth Affairs (GOCYA). Where a catchment area spans two different Garda districts one District Officer will take on the project oversight role and ensure that Project Committees receive appropriate Garda support. In these circumstances the local Divisional Officer will allocate responsibility to one District Officer and notify the Chief Superintendent in GOCYA. Responsibilities of the Garda Youth Diversion Project Committee Each Project Committee is responsible for advising, approving, monitoring and evaluating the project s strategy. It will be responsible for determining the direction of the project and setting the project targets in the Annual Plan. This includes the following: - The development of an Annual Plan for the project as set out in the Annual Plan Explanatory Notes. (See Appendix 2 for Annual Plan Template and Explanatory Notes) - Monitoring the implementation of the agreed Annual Plan for the project (Where a Project Committee proposes to alter an Annual Plan for any reason, it will consult with and inform both IYJS and AGS immediately on any change proposals) - The submission of the Quarterly Performance Report (See Appendix 3 for 8

12 template) on the implementation of the Annual Plan for the project - The submission of the Annual Report (See Appendix 4 for template) for the project - Approving project expenditure as part of the Annual Plan process - Ensuring that safeguard measures for children in line with "Children First: National Guidelines for the Protection and Welfare of Children" are in place. (A declaration is required by IYJS in this regard) Roles and Responsibilities of the Individual Membership of the Project Committee All persons with responsibility to the Project Committee should be conscious of the reputation of the project and any issues that affect the reputation of the project should be brought immediately to the attention of the Project Committee. Each individual member of the Project Committee will be aware of their responsibilities in relation to safeguarding measures for children as outlined in "Children First: National Guidelines for the Protection and Welfare of Children." Where an administration/operational issue arises which interferes with the business of the Project Committee and cannot be dealt with at Project Committee level, the Community Based Organisation representative and the local District Officer will consult to endeavour to resolve the matter and take appropriate action. If the issue cannot be resolved locally the matter should be immediately brought to 9

13 the notice of the Chief Superintendent of GOCYA by the Chair of the Committee who will then in turn immediately notify IYJS and senior management of the Community Based Organisation. GOCYA, IYJS and senior management of the Community Based Organisation will consult on issues as necessary. Chairperson The role of the chairperson is to: - Arrange and chair the Project Committee meetings on at least a quarterly basis. Meetings should be arranged on a more frequent basis if required. - Liaise on a regular basis with the chairperson of the Referral Committee. The Community Based Organisation will provide secretarial support services to the committee. An Garda Síochána The Gardaí will support the Project Committee in the development and the implementation of the Annual Plan including the provision of relevant and up to date crime statistical data for the catchment area. The Garda representative(s) will support the Project Committee and the project in carrying out all of its responsibilities. 10

14 The Chief Superintendent of GOCYA will ensure that an appropriate Garda representative is appointed onto interview boards for recruitment of project staff. Community Based Organisations will contact GOCYA to seek Garda representation on interview boards. Community Based Organisation (CBO) The Community Based Organisation will assign a Community Based Organisation Representative (CBOR) to the Project Committee. The CBOR will act on behalf of the Community Based Organisation at all Project Committee meetings. The CBO will sign off on the draft Annual Plan prior to submission to the Project Committee for approval. The CBOR will submit required plans and reports and will liaise on behalf of the Project Committee on Annual Plan/Annual Report business with IYJS/AGS. The CBOR should provide to the Chair and each committee member a draft of the quarterly performance report on the progress to date against the Annual Plan at least 7 days in advance of each quarterly Project Committee meeting. The CBOR will attend all of the Project Committee meetings and will report to the Project Committee on the management of the project and operation by the CBO of the Funding Agreement on behalf of the project. 11

15 The CBO is required to ensure that all statutory and legal requirements in respect of employment of suitably qualified staff in the project and best practice requirements in regard to working with participants are met. (A declaration is required by IYJS in this regard) The CBO shall ensure that appropriate recruitment procedures are in place in order to employ suitably qualified persons to undertake the functions. (A declaration is required by IYJS in this regard) The CBO will provide a job description for the Youth Justice Workers and ensure that the Annual Plan, Annual Report, Quarterly Performance Reports are drafted and submitted in a timely fashion to the Project Committee. The CBO will be responsible to ensure that all project staff are suitable to work with the project target groups and have access to and receive up to date training relevant to their work with the project. The CBO will ensure that all persons approved for appointment to work on a project must be vetted in accordance with best practice vetting procedures. (A declaration is required by IYJS in this regard) The CBO will ensure that it is data protection compliant in relation to all the business of the project. (A declaration is required by AGS in this regard) The CBO will ensure that adequate arrangements are in place for the day to day management and supervision of the project staff and for ensuring that the project is staffed by at least two full time equivalent (FTE) Youth Justice Workers, subject to 12

16 the Funding Agreement. The CBOR will support and appraise the work of staff and identify future training needs. The CBOR undertakes to meet the objectives set out in the Annual Plan and will ensure the functions of the project staff are carried out to ensure the delivery of the Annual Plan. The CBOR will have delegated responsibility to liaise on behalf of the Project Committee on Annual Plan/Annual Report business with IYJS/AGS. The CBO will ensure that adequate arrangements are in place for the provision of a clear and uncomplicated complaints procedure, including grievance and disciplinary issues. Community Representatives Community representatives will be invited in writing on to the Project Committee by the local District Officer following consultation with the Project Committee. The invitation by the local District Officer will specify the period of representation on the Project Committee. Community representatives will provide a link between the project and the local community and contribute to committee discussions on the project s Annual Plan. 13

17 Roles and Responsibilities of the Referral Committee It is the role of the Referral Committee to consider who is suitable for inclusion in a Garda Youth Diversion Project having regard to the Annual Plan and optimising the impact of the work of the project. The majority of referrals to a project will come from local Garda information sources and priority will be given to those considered suitable and admitted onto the Garda Juvenile Diversion Programme (Part 4 Sections 23 and 24 Children Act, 2001 as amended). The committee may also consider referrals made from other sources e.g. social workers, schools, residents, the Project Committee and self referral. All project participants must be nominated through the Referral Committee. The Referral Committee will be responsible for recording and processing all referrals and will manage and review the participation of the young people referred to it and implement exit strategies for participants who fail to engage or who no longer meet the criteria. The Referral Committee should meet at least six times a year. The committee may be required to meet outside of these scheduled meetings to ensure that high risk referrals are processed expediently to address the needs of the young person. The Referral Committee will operate standard referral procedures (See Appendix 5) and maintain records and statistical information on the number and progress of participants and report to the Project Committee on a quarterly basis. When reporting to the Project Committee no individual participant will be identified 14

18 by name. Those referring young people to the project will complete a referral form for consideration by the Referral Committee. If a case of self-referral arises, the young person will complete the form with the assistance of a Youth Justice Worker or appropriate adult. The Referral Committee will then consider these referrals on a case-by-case basis having regard to the target groups. The risk assessment tool Youth Level Service / Case Management Inventory Screening Version (YLS/CMI SV) will be used by the Referral Committee when assessing prospective participants and for tracking progress. (The YLS/CMI SV) tool for prospective participants which has been tested with a number of projects and which has yielded positive results will become operational in Training in the use of the assessment tool will be rolled out during 2011 (See Appendix 6) The assessment tool should only be used by trained personnel. Youth Justice Workers Youth Justice Workers will carry out the functions as set out in their job description including the following: - lead on the development of the Annual Plan i.e. it is the responsibility of Youth Justice Workers, following a consultative process with the Gardaí, to 15 draft the Annual Plan with oversight and supervision provided by the CBO

19 and to present the plan to the Project Committee for its approval; - carry out the functions as set out by the CBO to ensure delivery of the Annual Plan; - keep the Project Committee informed on progress as required; - attend Referral Committee meetings; - ensure that data and all personal records are stored in a safe and secure manner; - ensure that all equipment is maintained, handled, used and stored in an appropriate manner. 16

20 Participants Young people who participate in the project do so voluntarily. The optimum age for participation in the Garda Youth Diversion Projects is years of age, inclusive. Participation of young people, younger/older than this will be at the discretion of the Referral Committee. Project Participants: Primary Target Group The primary project target group, which will form the majority of project participants and will take up the majority of the project's effort (60-70%), is young people who have entered the Garda Juvenile Diversion Programme and/or are considered at risk of remaining within the justice system. The primary source of referrals of young people onto the project is the Garda Juvenile Diversion Programme. Therefore, each young person who comes to the attention of the Juvenile Liaison Officer may be considered for referral to the local Garda Youth Diversion Project. Project Participants: Secondary Target Group The secondary project target group are young people who, although they have 17 not been cautioned or referred directly by the Juvenile Liaison Officer, have

21 come to the attention of the Gardaí, the community or local agencies as a result of their behaviour and are causing concern and there is some evidence that they are at risk of being involved in offending. This group of young people, as a result of their life circumstances or peer group, are considered at risk of entering the justice system at a later date. Other As outlined above, while it is expected that project effort will be weighted towards the primary group, the Referral Committee, for strategic purposes, may wish to include young people outside of the primary and secondary target groups. This may include collaborative community based initiatives (resources permitting) aimed at the general youth population of the catchment area which will assist in the work of the project. Numbers of Participants The annual number of participants on the project should reflect the target proposals of the Annual Plan and its implementation. The Annual Plan Explanatory Notes set out the guideline. 18

22 Summary of Documents required to be submitted by IYJS / AGS A declaration from the CBO to IYJS that safeguard measures for children in line with best practice are in place. (Page 9 of this Document) A declaration from the CBO to IYJS that all statutory and legal requirements in respect of employment of suitably qualified staff in the project and best practice requirements in regard to working with participants are met. (Page 12 of this Document) A declaration from the CBO to IYJS that appropriate recruitment procedures are in place in order to employ suitably qualified persons to undertake the functions. (Page 12 of this Document) A declaration from the CBO to IYJS that best practice vetting procedures are in place in relation to persons recruited to work on the project and for volunteers wishing to work on the project. (Page 12 of this Document) A declaration from the CBO to AGS declaring that the CBO is data protection compliant. (Page 12 of this document) 19

23 The Annual Plan for the project (1st December each year) (Where implementation of the Annual Plan may be affected both IYJS and AGS to be informed immediately) Quarterly Performance Report (which will include the Quarterly Financial Report by end of month following the quarter being reported on). The Annual Report including financial statements and audited accounts by 31st March following the year being reported on (where a CBO is unable to meet this deadline IYJS must be informed). 20

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25 List of Appendices Appendix 1 Funding Agreement Appendix 2 Annual Plan Template and Explanatory Notes Appendix 3 Quarterly Performance Report Template (includes quarterly financial report) Appendix 4 Annual Report Template (includes Annual Financial Accounts) Appendix 5 Standard Referral Form Appendix 6 Risk Assessment Tool (to be rolled out later) 22

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