Child and Family Support Services Standards for Approval

Transcription

1 Level 1 Child and Family Support Services Standards for Approval Introduction These Standards for Approval are produced by the Ministry of Social Development (MSD) for the approval of Level 1, Child and Family Support Services, approved under section 396(3) of the Children, Young Persons and their Families Act 1989 (CYP&F Act 1989). The purpose of Standards for Approval As part of the quality assurance role the Ministry of Social Development produces Standards for Approval which are designed to ensure that community organisations seeking formal approval status from the Ministry have the quality, management and administration of the services they provide, assessed against consistent standards that meet legislative requirements. Approval under these standards allows the Ministry to consider funding approaches from the programmes, although the Ministry will not necessarily negotiate or enter into contracts simply because the organisation is approved. The standards are separated into: Business viability standards that relate to an organisation s capacity to provide a service to its clients Programme quality standards that relate to an organisation s ability to provide a service to its clients. The standards are also produced with guidelines which are designed to assist providers determine how they might demonstrate compliance with the standards. The Business Viability Standards are applicable to all services the organisation delivers. Each organisation seeking approval will be assessed against these standards and will be expected to review their business systems to reflect any significant changes to the scope of services they provide. These standards do not apply to organisations seeking approval as a: Level 3 Community Service Level 4 Social Service Iwi Social Service Pacific Island Cultural Service Elder Abuse and Neglect Prevention and Coordination of Intervention Services Out of School Care and Recreation (OSCAR) Service. Details about the approvals process are available from the Approvals Team Leader for each region. Contact information is listed on the application form which can be accessed on the Ministry's website at Child and Family Support Service Standard for Approval Level 1

2 Level 1 Child and Family Support Services Business Viability Standards BUSINESS VIABILITY STANDARD 1 Philosophical Base The organisation uses a clearly defined philosophical base to determine the services it will provide. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria 1 The organisation has clearly identified: 1.1 Its general philosophy, value base 1.2 The scope of its services The organisation will have documentation in place which clearly states its philosophy and value base. These may include: constitution/trust deed/rules mission/vision statements statement of organisational aims promotional information about the agency including advertising, pamphlets and posters. Documentation clearly describes the scope of each service or programme. These may include organisational or service/programme plans which outline: the targeted client group/s. geographical area covered the range of services/programmes offered timelines. Child and Family Support Services Business Viability Standard 1 1

3 1.3 Its goals for its services Documentation clearly describes the goals of the service or programme. These may include: strategic plan business/annual plan service plans/proposals pamphlets and promotional information about the services or programmes goals are measurable and flow from the organisation s philosophy and value base Stated purpose of each service/programme aligns with intended organisational goals. 1.4 Its intended outcomes for clients Documentation clearly describes intended outcomes for clients/children/ young people. These may include: programme and service plans service/programme specific policies and procedures stated purpose of each service/programme aligns with intended client outcomes outcomes are measurable and flow from the organisations philosophy and value base. 2 The organisation has described how the services it provides fit with its general philosophy/value base, defined scope of service, goals for its services and intended outcomes for clients. The organisation will be able to demonstrate that: Policies and procedures: are consistent with the organisation s philosophy and value base align with relevant legislation and contractual requirements, e.g. reporting abuse as required by the CYP&F Act 1989 are consistent with organisational structure and capability. Processes are in place to ensure that services fit with the organisations philosophy and value base. Evidence of these may include: internal and external audit reports business reports to the governing board management reports on the organisation s capacity and structure evidence of governing body s involvement in the development/ authorisation of policies and procedures evidence of strategies for meeting identified goals annual and quarterly performance reports measurement and monitoring systems to ensure regular analysis of client outcomes. Child and Family Support Services Business Viability Standard 1 2

4 BUSINESS VIABILITY STANDARD 2 Prevention of abuse of children and young people The organisation is committed to the prevention of abuse of children and young people. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. The organisation will have the following in place: written Abuse Prevention Policy clear process for staff to follow if they are concerned about the safety or wellbeing of a child which includes the requirement for cases of suspected abuse to be reported to Child, Youth and Family (CYF) or the police. Criteria 1 The organisation promotes awareness of child abuse, the unacceptability of child abuse, ways in which child abuse may be prevented, and the need to report cases of child abuse. 1 The organisation will be able to demonstrate that they promote awareness of and the unacceptability of child abuse. Evidence may include: publications such as posters, brochures promoting unacceptability of child abuse and family violence, behaviour management, time out, positive parenting choices education programmes which focus on positive parenting, positive behaviour management, feeling safe/keeping safe evidence of linkages with other agencies such as police, CYF and nongovernment organisations working to prevent child abuse. Client files will contain evidence that: the client has been advised that when there are concerns about abuse and neglect, staff will report their concerns written evidence of client understanding of the information or explanations given. 1 Child abuse means harming (whether physically, emotionally or sexually), ill-treatment, abuse, neglect or deprivation of any child or young person. (CYP&F Act 1989 section 2(1) as amended 1994.) Child and Family Support Services Business Viability Standard 2 3

5 Staff files will contain evidence of: staff induction training on the organisation s process for abuse prevention and reporting staff training on the recognition of and responses to the signs of abuse. Evidence of ongoing focus on the need to prevent and report cases of child abuse may be contained in: minutes of staff meetings where information on abuse is refreshed/ updated notes of clinical or internal supervision meetings notes from case conferences or multidisciplinary meetings notes of meetings and discussions with other agencies involved with the child such as Plunket, pre-school educators, schools, doctors, health providers, CYF etc. 2 The organisation has a process for dealing with allegations of abuse or situations that raise concerns about the safety of a child or young person. 2.1 The process covers how the organisation makes referrals under section 15 of the CYP&F Act 1989 and includes guidelines on how to make these referrals Section 15: Reporting of ill-treatment or neglect of child or young person Any person who believes that any child or young person has been, or is likely to be harmed (whether physically, emotionally or sexually), ill-treated, abused, neglected, or deprived may report the matter to a Social Worker 2 or a member of the Police. Child protection policies and procedures must describe: processes to ensure that children/young people who use the organisation s services are aware of who to contact and are supported to make contact in the event of harm or threat of harm organisational processes for dealing with allegations or situations that raise concern about the safety of a child/young person, including allegations against staff or volunteers (including caregivers) actions staff must take including consultation with management and supervisors, recording and reporting the process for reporting cases of harm or suspected harm to MSD or the police processes for recording issues of concern and notifications made such as incident register, child abuse file or child at risk register documentation on file will include an acknowledgement of receipt of notification from CYF and follow up information. Client, children and young peoples records children/young people files confirm prompt recording of reporting in accordance with the organisation s policy and procedure. 2 Social Worker is defined in the CYP&F Act (1989) as a Child, Youth and Family Social Worker. Child and Family Support Services Business Viability Standard 2 4

6 2.2 The process is consistent with A guideline to assist voluntary agencies to develop a reporting protocol in Breaking the Cycle; Interagency Protocols for Child Abuse Management produced by CYF Detailed policies and procedures will be in place relating to child abuse awareness the unacceptability of child abuse and ways in which child abuse may be prevented the organisation s processes for responding to and reporting cases of child abuse. All policies and processes will be consistent with Breaking the Cycle; Interagency Protocols for Child Abuse Management produced by CYF. Child and Family Support Services Business Viability Standard 2 5

7 BUSINESS VIABILITY STANDARD 3 Paramountcy of the Child and Young Person The organisation provides services which reflect the principle that the welfare and interests of the child or young person are the first and paramount consideration. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria 1 The organisation provides services in a manner consistent with section 6 of the CYP&F Act Section 6: Welfare and interest of child or young person paramount In all matters relating to the administration or application of this act (other than parts IV and V sections 351 to 360) the welfare and interests of the child or young person shall be first and paramount consideration, having regard to the principles set out in section 5 and 13 of this Act." The organisation will be able to demonstrate that: Policies and procedures are in place: describing positive and preventative approaches to behaviour management/minimisation of need for use of protective behaviour management and includes: children/young people s assessments to determine the need for behaviour support and management interventions a behaviour support plan interventions that may or may not be used relating to the prevention, recognition, responses to and reporting of child abuse for consulting with the child/young person and their family/whānau when assessing needs, developing client plans, providing services or programmes. Other information may be contained in: the organisation s Children and Young Persons Charter outlining children/young people s rights. Development of a children and young persons Charter should be based on the United Nations Convention on the Rights of the Child (UNCROC). Child and Family Support Services Business Viability Standard 3 6

8 publications relating to positive behaviour management programme/service rules including rewards/consequence system for positive behaviour management children/young people s satisfaction surveys and programme evaluations consultation with children/young people when developing initiatives; for example, children s/young peoples forum. Child/young person s file will include evidence that: the child/young person has participated in the intake/assessment/ planning processes, explanations and relevant information has been provided the child/young person s signature or the signature of the parent or guardian when appropriate indicating child/young person s participation in the development of the plan assessment includes identifying any risks to the child or young person and a related safety plan children and young people have had the complaint procedure explained to them records of responses to child/young person s complaints and evidence that the child/young person s views have been listened to. Staff files will contain the information outlined out under BV Standard 2 and will also contain evidence of: staff training in child/young person complaint processes, health and safety, positive approaches to behaviour needs staff and caregiver supervision records to demonstrate attendance at supervision sessions caregivers training programme includes behaviour management, child and young person complaint procedures, abuse prevention and health and safety staff induction programme provides staff with guidance on how to manage the risk of any unwarranted allegations of abuse. Child and Family Support Services Business Viability Standard 3 7

9 BUSINESS VIABILITY STANDARD 4 Cultural Appropriateness The organisation provides services which are culturally appropriate to clients. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria 1 The organisation provides services which clients consider are appropriate to their culture. The organisation should work to ensure services are culturally appropriate by: consulting with target group(s) wider community support for the services (in addition to the target group) accessing cultural networks where appropriate, documents and records are translated. The organisation will have a cultural safety policy and procedure in place which includes: details of processes the organisation uses to ensure work with clients is carried out in a culturally appropriate manner cultural safety training for all staff consideration of the roles of whānau, hapū, iwi where children/young people are Māori consideration of the roles of Pacific Island children/young people s families and communities. The organisation will be able to demonstrate that: they have established and maintain a list of cultural advocates, their contact details and referral forms strategic, business and service plans indicate data on ethnicity is used to design and deliver appropriate programmes and services processes are in place to ensure information the client has offered about his/her connections to whānau, hapū, iwi and marae and significant others is used as a resource in planning and delivering services and programmes. Staff information will provide evidence that: provision is made for staff to access cultural supervision which includes: access to Kaumatua supervision contracts Child and Family Support Services Business Viability Standard 4 8

10 invoices for payment of supervision fees job descriptions/performance appraisals include cultural safety competencies employment recruitment practices reflects the ethnic make up of the service/programme s clients. Client files contain evidence that: details of client ethnicity is recorded, including iwi/hapū affiliations where appropriate cultural assessments are undertaken and consultation with cultural advisors/experts has occurred where appropriate. 2 The organisation consults, and where appropriate for its services and for the needs of its clientele, negotiates protocols with iwi Social Services and Pacific Island Cultural Social Services that exist in the same area. The organisation will be able to demonstrate that: they have established and maintained relationships with iwi or Pacific Island Cultural Social Services referral protocols are in place with iwi or Pacific Island Cultural Social Services. Client files will contain evidence of: clients being offered referrals to iwi or Pacific Island Cultural Social Services referrals made to iwi or Pacific Island Cultural Social Services where appropriate. Evidence of appropriate links may be provided through: meeting records of liaison and or consultation meetings with iwi or Pacific Island Cultural Social Services the provision of information to clients relating to services provided by iwi or Pacific Island Cultural Social Services which may include pamphlets and promotional information or completed referral forms. Child and Family Support Services Business Viability Standard 4 9

11 BUSINESS VIABILITY STANDARD 5 Resolution of Complaints related to Service Provision The organisation uses a process to resolve complaints regarding service provision. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria 1 The organisation has a formal process for receiving, considering and resolving complaints that is soundly based in law and consistent with the principles of natural justice. 3 Organisations will have a written complaints policy/procedure in place describing: details of the process for dealing with formal and informal complaints when the formal process is to be used process for ensuring complainants, and the person complained about, have the opportunity to make their views known or to answer allegations escalation of serious complaints to governance timeframes for feedback and resolution documentation for example incident forms, complaint register documentation of the involvement of the client and their family/whānau or other representatives when appropriate. Where services are provided to children and young people the complaint policy/procedure will also include: information on the complaint processes which is accessible to children/ young people and provides them with age appropriate information about the process information on the child/young person s right to have the support of an independent advocate details of how children and young people are involved in the resolution of complaints details of processes in place to ensure that children/young people are provided with appropriate information relating to advocacy, e.g. posters, brochures 3 Complaints may come from staff, clients or those associated with clients, e.g. family, friends or those who referred them or members of the public. In the case of Child and Family Support Services, they may also come from caregivers and those associated with them. Child and Family Support Services Business Viability Standard 5 10

12 provision for details of the child/young person s Advocate or Counsel for Child to be recorded in the contact list provision for the organisation to maintain a register of child advocates and advocacy services. 2 The organisation ensures that its clients and staff are aware of the formal complaints process. The organisation will be able to demonstrate that: clients have been informed of the complaint process and how to make a formal complaint; information provided to clients is presented in a format that is appropriate to their age and level of understanding staff induction programme includes orientation to the complaints processes staff/caregiver contracts, work agreements identify complaint and grievance procedures. Documentation may include: client information packs which include details of the complaint process information included on forms used in the client intake process sign off on client files indicating they have received and understood complaint information age appropriate information for children/young people, which describes the complaints process, e.g. pamphlets and posters details of the complaint process on the organisation s website (if applicable). 3 The organisation maintains records of all complaints and the formal application of the complaints process. Documentation may include: a current complaint register documenting all complaints and actions taken details of all recorded complaints/concerns included in regular management reports to governance full written details of all formal complaints, including: copies of the original complaint letters to the complainant written records of any investigation of the complaint which may include a written report from staff member/s involved, details of conversations, interviews or meetings details of complaint committee meetings (or similar) including decisions made written records of the outcome of the complaint details of any actions taken in relation to the complaint for example staff disciplinary processes records of on-going regular analysis of complaints and action taken on any identified organisational improvements. Child and Family Support Services Business Viability Standard 5 11

13 Staffing BUSINESS VIABILITY STANDARD 6 The organisation has a sufficient body of qualified and competent staff both to deliver and to support the delivery of its services. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria 1 The organisation s staffing and staff relations policy and procedures comply with the relevant legislation. 4 Relevant legislation may include Employment Relations Act 2000, Minimum Wage Act 1983, Holidays Act 2003, Health and Safety in Employment Act 1992 and Amendments 2002, Human Rights Act Organisations will have written Human Resource (HR) policies and procedures in place which align with and refer to relevant legislation including: job descriptions employment contracts volunteer agreements induction, training and professional development appropriate to the role(s) specific training programmes provided where services are provided to children/young people with disabilities or special needs support and/or supervision with time frames and type of supervision detailed for roles performance review and management complaints/dispute/grievance resolution processes staff disciplinary processes conditions and procedures for termination, early retirement, resignation standards of conduct and disciplinary procedures leave wages and working conditions harassment policy and procedure EEO policies and procedures code of ethics Privacy Act 1993 and its limitations in regard to the CYP&F Act The relevant legislation includes the Human Rights Act 1993, Employment Contracts Act 1991 and the Privacy Act Child and Family Support Services Business Viability Standard 6 12

14 2 The organisation includes in its definition of staff anyone the organisation relies on to deliver its services. This includes caregivers, volunteers and contractors as well as paid staff members. HR policy and procedures include: a definition of staff that covers all positions stated in this criteria the definition of volunteer includes governance members and management committee members. 3 The organisation has a clear, transparent and open process for recruiting and vetting staff. Vetting of staff is to include a police check for offences. HR policies and procedures include: recruitment and selection policy/procedures that comply with legislation regarding fair employment practices processes for the selection and vetting of volunteers formal, recorded processes for verifying references and credentials formal, recorded process for carrying out police vetting using the Police Vetting Authority. Recruitment information will include: the short listing process including grids/decision making tools, e.g. weighting selection tool written interview process including interview questions which comply with employment legislation details of the staff induction process, including information/training provided which is signed by the new staff member and the staff member overseeing the induction process. Staff files will contain evidence of: written reference checks completed application forms. 4 The organisation does not employ any person in a paid or voluntary capacity, including management committees, who has a conviction for sexual crimes or for any offence involving the harm or exploitation of children. 5 HR policies and procedures will include: process for carrying out criminal history checks to determine the appropriateness of hiring prospective staff or volunteers processes that ensure regular reviews of criminal history checks process e.g two yearly checks 5 Organisations need to be aware that some sexual crimes have subsequently been decriminalised; e.g. Homosexual Law Reform Act It is not the policy of the CYF that this requirement apply to decriminalised acts. Child and Family Support Services Business Viability Standard 6 13

15 Files will also include: completed criminal conviction checks for all staff, volunteers, management and governance and caregivers carried out through the Police Licensing and Vetting Centre CYF background checks (CYRAS) for all staff working with children/young people recording of the process followed if a potential staff member or volunteer has a criminal conviction covered under this criteria. 5 Unless there are exceptional circumstances, the organisation does not employ any person in a paid or voluntary capacity, including management committees, who has a conviction for crimes of violence against the person or dishonesty. HR policies and procedures include: process for carrying out criminal history checks to determine the appropriateness of hiring prospective staff or volunteers through the Police Licensing and Vetting Centre process for seeking an exemption from MSD to employ any candidate who has a criminal conviction of the nature described in this criteria process for documenting advice/decision from MSD in regard to employment process for recording details of any exemption, the decision on whether to proceed with employment (or not) and any safety procedures put in place to protect clients, including where this information will be stored for example staff file, recruitment file, other secure location. 6 The organisation has a written agreement of service with all staff, including volunteers, contractors and caregivers. 6 Staff files will include: a current employment agreement, volunteer agreement, contract for service, or fixed term agreement that complies with legislative requirements and is signed by the employee and on behalf of the organisation a written job description or details of the volunteer role. 6 The term caregiver includes: foster parent, foster caregiver, foster carer and carers, or any other term in use by the organisation to describe those who provide care for children and young people. Child and Family Support Services Business Viability Standard 6 14

16 7 The organisation provides adequate training, professional development and support for all staff. 7 The following documentation will be on file: records of completed induction training that include acknowledgment of reading understanding and agreement with all organisational policy and procedure evidence that staff are trained in child development, behavioural support techniques, disability awareness, child abuse reporting procedures and health and safety supervision records that demonstrate appropriate time frames, types of supervision attended and agreed focus supervision reports from external supervisors staff training/professional development plans that relate to any issues or areas of development identified as part of the performance appraisal process ongoing training records that record relevant and appropriate training occurring records of supervision and support provided to caregivers, including telephone contact records and meeting notes staff/volunteer/caregiver meeting records. 8 The organisation uses an effective performance management system for all staff The following documentation will be on file: details of completed performance appraisals/reviews that identify strengths and weaknesses, goals for further development, and that lead to training plans for staff supervision records and reports, including notes of meetings and support conversations with staff details of any performance issues and measures taken to manage these. 7 This includes induction and on-going training as well as supervision. Child and Family Support Services Business Viability Standard 6 15

17 BUSINESS VIABILITY STANDARD 7 Health and safety The organisation ensures that clients, staff and visitors are protected from risk. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria 1 The organisation ensures that its premises comply with all legal requirements. Organisations will have written health and safety policies and procedures in place which align with the Health and Safety in Employment Act 1992 and the Amendment to that Act 2002 (H&SE Act 1992). Organisations will ensure any planned activities are carried out in accordance with Industry Standards. 2 The organisation provides and maintains a safe physical and emotional environment for all who enter its premises 8 and any other premises that it uses for service delivery. Health and safety policies and procedures include: hazard identification processes which include a register of all identified hazards and actions taken to mitigate any associated risks regular, recorded maintenance inspections of all premises and facilities the organisation uses to provide its services, including maintenance reports to management/governance regular, minuted health and safety meetings involving all appropriate staff evidence that staff to young person ratios are considered when planning activities and that these are appropriate to the nature of the activity and the ages and ability levels of the participants staff are appropriately qualified for any activities undertaken e.g. horse riding, rock climbing, kayaking physical environment meets the requirements of the H&SE Act (1992), including exits clearly marked, appropriately stocked first aid kits, disabled access etc staff induction programme contains health and safety component and records include sign off by staff member as completed 8 This includes any premises, such as foster homes, where children are placed. Child and Family Support Services Business Viability Standard 7 16

18 appropriate numbers of staff have current first aid training and certification a Risk Assessment and Management System (RAMS) is in place to assess the risks of all activities and processes in place to mitigate any risks identified there is a detailed business continuity plan which meets the needs of the organisation, staff and any clients who may be using services for care placements see specific requirements detailed under that standard. 3 The organisation ensures the safety of any children being supervised on the premises while their parents or caregivers receive services. Policies and procedures include: processes to ensure children are appropriately supervised while their parents or caregivers receive services and include the provision of suitable play areas, toys and activities appropriate behaviour management processes all staff working with children are trained in the use of appropriate behaviour management techniques. 4 The organisation has safety and emergency plans for the evacuation of its premises and any other premises that it uses for service delivery. The organisation will be able to demonstrate that: up to date, appropriate emergency plans are in place for each of the premises they use to provide services evacuation plans are displayed exit signs are displayed regular evacuation drills are carried out and records are kept of the date and time of the drill and record staff who were present, designated roles and any follow up actions required staff are trained in evacuation procedures clients and programme participants are being advised of emergency evacuation procedures. Child and Family Support Services Business Viability Standard 7 17

19 5 The organisation maintains a register of accidents and incidents of serious harm to staff, visitors and others in the workplace This criteria may be evidenced through the following documentation: incident/accident registers process for recording and managing incident/accidents involving serious harm records of actions taken to prevent recurring issues relating to health and safety health and safety meeting minutes. 6 The organisation notifies the Ministry of Business Innovation and Employment, Occupational safety and health (OSH) as soon as possible of any incident which falls within the definition of serious harm, as defined in the H&SE Act 1992, and provides written confirmation of the incident within seven days. The organisation will have policies and procedures in place to guide staff in the management of serious harm. This criteria may be evidenced through the following documentation: incident/accident forms prompts and or evidence for notification of serious harm health and safety meeting minutes records relating to the notification of accidents and incidents of serious nature to OSH. 7 The organisation ensures that its staff and caregivers do not use methods of discipline or control that involve physical or emotional punishment. The organisation will have behavioural management and discipline policies and procedures in place. This criteria may be evidenced through the following documentation: behaviour support and management plans on the child/young person s file records of staff and volunteer (including caregivers) training in behaviour management and de-escalation techniques caregiver manuals care placement monitoring records supervision records staff, volunteer, caregiver meeting minutes. Child and Family Support Services Business Viability Standard 7 18

20 BUSINESS VIABILITY STANDARD 8 Management Structures and Systems The organisation has a clearly defined management structure and effective management systems. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria 1 The organisation has a defined and current legal status. Under Section 396 (3) of the CYP&F Act 1989, the Chief Executive of Child, Youth and Family can approve any organisation or body whether incorporated or unincorporated as a Child and Family Support Service. Under Section 403 (1) of the CYP&F Act 1989, the Chief Executive of Child, Youth and Family can approve any person, body, or organisation whether incorporated or unincorporated as a Community Service. The organisation will have documentation in place which clearly defines its legal status. These may include: Certificate of Incorporation Trust Deed Constitution Charters Company registration Organisational rules. Child and Family Support Services Business Viability Standard 8 19

21 2 The organisation has an appropriate and clearly defined governance and management structure, 9 the written record of which shows authorities, responsibilities and accountabilities. The organisation will have documentation in place which clearly defines its management and governance structure. These may include: organisational chart describing the reporting lines and relationships between governance, management and all levels of staff delegations document which describes authorities, responsibilities and accountabilities memoranda of understanding with organisations the organisation uses to provide services/programmes to clients job descriptions that clearly describe responsibilities, lines of reporting and accountabilities processes for monitoring senior management s performance, including who has responsibility for carrying out performance appraisals and internal supervision role descriptions for all governance body members, including specific responsibilities of office holders and accountabilities. Staff files for senior management members will include: job description/s which describe the required skills (competencies) experience, qualifications, responsibilities and accountabilities for the position(s) written details of all delegations to each management position records of internal supervision with a member of the Governance body or other suitable person performance appraisals confirming monitoring of managers performance. 3 The organisation has a process for managing potential conflicts of interest between governance and management roles that ensure that each of those roles is carried out appropriately. The organisation will have a Conflict of Interest policy which includes: details of what may constitute a conflict of interest for members of governance process for declaring and managing conflicts of interest recording the use of the policy development and maintenance of a Conflict of Interest register. 9 Governance refers to setting the parameters of the organisation, e.g. services to be provided, how the organisation will be managed, and the roles and responsibilities of managers. A governing body usually carries out this role. The management structure refers to the system of decision making within the parameters set by the governing body. Child and Family Support Services Business Viability Standard 8 20

22 4 The organisation is governed by people with appropriate skills, qualifications and personal qualities. Records maintained by the organisation will include: trustee/board members résumé, ideal person specs, role description performance reviews for each board role and the board overall detail of board induction training for all new board members records of training and development of individual board members and the board as a whole governance meeting minutes annual reports. 5 The organisation s management systems, policies and procedures are consistent with: 5.1 Its legal status, constitution, rules, charter or Act of Parliament Organisations will ensure that all policies and procedures are consistent with their founding documentation which may include: Trust Deed Constitution Rules Charter Act of Parliament. 5.2 The aims, philosophy and the scope of its activities Organisations will ensure that all policies and procedures are consistent with: the philosophy and values of the organisation the organisation s founding document strategic plan/business plan service/programme plans services offered reflect strategic direction and the philosophy and values of the organisation quality improvement plan/s. 5.3 Its management structure Organisations will ensure that all policies and procedures are consistent with: its stated management structure any requirements relating to the governance/management structure set out in the organisation s founding document. 5.4 Relevant legislation Organisations will ensure that all policies and procedures are consistent with all relevant legislation. This includes (but is not limited to): Health and Safety in Employment Act 1992 and the amendment to that Act 2002 Employment Relations Act 2000 Minimum Wage Act 1983, Holidays Act 2003 Human Rights Act 1993 Children, Young Persons and their Families Act Child and Family Support Services Business Viability Standard 8 21

23 5.5 Contractual obligations Organisations will ensure that all policies and procedures are consistent with their contractual obligations and that processes in place monitor compliance with the organisation s contracts. Evidence of this may be contained in: management reports management meeting minutes governance meeting minutes Annual General Meeting (AGM) and Special Meeting minutes budgets collection and collation of statistical information relating to contract performance. Child and Family Support Services Business Viability Standard 8 22

24 BUSINESS VIABILITY STANDARD 9 Financial Management and Systems The organisation is financially viable and manages its finances competently. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria 1 The organisation is solvent. Accounts show that the organisation has: positive equity and/or that cash reserves exceed current liabilities positive working capital budgets for the upcoming year demonstrate that the organisation will continue to have positive equity. 2 The organisation has a financial management system appropriate to the size and complexity of the organisation. Financial management systems must align with the organisation s Trust Deed, Constitution, Rules or other founding documentation. Financial policies and procedures will be in place and will include details of: the system for managing day to day financial processes processes for financial reporting to management, governance, funding organisations and other key stakeholders including annual report, business plan, monthly reports and governance minutes process for regular monitoring and recording of performance against budget internal financial controls, including the processes for approving expenditure, signing cheques, banking cash or cheques, management of on-line banking processes, segregation of duties details of how financial information will be recorded and maintained, e.g. computerised systems, manual cash book, spreadsheets etc levels of financial delegation job descriptions confirm financial responsibilities and delegations. Child and Family Support Services Business Viability Standard 9 23

25 The organisation will be able to demonstrate that: financial processes meet contractual requirements of the organisation s funding bodies the organisation is compliant with all legal requirements such as payment of GST and PAYE accurately and on time payroll procedures comply with the requirements of employment legislation tax legislation and the staff member s employment agreement. 3 The organisation has an appropriate accounting system in use which produces accurate and timely financial statements. The organisation uses a financial accounting system which is appropriate for the size and complexity of the organisation, this may include the use of a computerised system, manual accounting system or spreadsheets. The organisation will be able to demonstrate compliance with the following: financial processes are maintained up to date at all times financial accounting systems are reconciled to bank statements regularly accounts clearly identify all income sources MSD funding must be shown as separate lines in the annual accounts the governance body is provided with regular, timely and accurate financial reports which are presented in a format that meets their reporting needs governance minutes demonstrate that financial reports are tabled, discussed and agreed as accurate information presented to the governance body includes reporting on budget variance, budget forecast, actual revenue and expenditure. 4 The organisation has arrangements for the regular independent audit of financial accounts. Organisations will be able to provide the MSD Approval Assessor with the following: Where the organisation receives $50,000 or more per annum from MSD: annual audited accounts audit reports and auditors opinion auditors letter. The auditor is independent from the accountant/person who prepares the annual accounts. Where the organisation receives less than $50,000 per annum from MSD: annual financial accounts that have either been audited or reviewed by an independent person who has suitable qualifications or experience provided that any audit requirements under the organisation s constitution or contract agreements are met. Child and Family Support Services Business Viability Standard 9 24

26 5 The organisation undertakes forward financial planning (forecasting) to show that the organisation will remain financially viable. The organisation will be able to demonstrate that it has financial planning processes in place which help to ensure that the organisation remains financially viable. Evidence of financial planning processes may include: budget planning procedures/processes including cash flow forecasting financial summaries at least quarterly to evaluate expenditures against revenues governance meeting minutes indicate regular reviews of expenditure against budget and processes in place to manage any potential financial issues identified funding calendar annual budgets. Child and Family Support Services Business Viability Standard 9 25

27 BUSINESS VIABILITY STANDARD 10 Organisational Monitoring The organisation ensures that policies and procedures are appropriate and effective. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria 1 The organisation: 1.1 Regularly monitors the organisation s individual policies and procedures 1.2 Regularly monitors its systems as a whole Policies and procedures are in place relating to: ensuring that all of the organisations policies are regularly reviewed and updated if necessary ensuring that critical policies are reviewed frequently. Examples of critical policies include Paramountcy, Child Abuse and Complaints processes for updating any current or developing any new policies which outlines responsibilities for the process, including governance responsibilities. Evidence of the monitoring of policies may include: schedule for regular review/update of policies governance minutes indicate consideration of any new/updated policies policies are signed and dated by the chairperson a copy of new/updated policies evaluation of processes following the use of a critical policy and identification of changes to the policy/process that may be indicated as a result process for ensuring policy and procedure manuals are maintained up to date. The organisation will be able to demonstrate that systems are regularly monitored. Evidence may be included in: regular staff reports to management management and financial reports to governance governance minutes indicate consideration, discussion and adoption of management and financial reports development and monitoring of strategic plan development and monitoring of business/annual plan Child and Family Support Services Business Viability Standard 10 26

28 internal quality assurance processes and reports development and monitoring of a quality plan which specifies management responsibility to develop, coordinate and monitor the organisation s feedback systems evidence that recommendations from internal/ external processes for auditing organisational systems have been taken analysis of feedback from clients, referrers, funding bodies and other stakeholders. 1.3 Makes appropriate improvements based on the result of this monitoring The organisation will be able to demonstrate that. new policies have been developed existing policies have been reviewed and updated processes relating to service provision have been updated to take into account identified improvements programmes have been revised and content or process updated internal processes have been updated and improved, for example improved financial processes. Child and Family Support Services Business Viability Standard 10 27

29 Level 1 Child and Family Support Services Programme Quality Standards PROGRAMME QUALITY STANDARD 1 Appointment of Director of the Service The organisation appoints a Director of the Service to meet the requirements of the Children, Young Persons, and their Families Act 1989 (CYP&F Act 1989). The organisation shall demonstrate to Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Criteria The organisation appoints a Director of the Service, or a person is designated to act for that purpose 1.2 The organisation states the designation in the person s position specification Documents the organisation may have in place to demonstrate they can meet the standard include: organisational structure chart indicating director or convenor minutes of governance meeting appointing director or convenor confirmation of appointment by delegated iwi authorities (where applicable). The following documents must state the designation as director: director s job description director s employment contract. Child and Family Support Services Programme Quality Standard 1 28

30 PROGRAMME QUALITY STANDARD 2 Client Intake and Assessment The organisation uses a process to assess the needs of the children and young persons seeking and or referred to the services it provides. The organisation shall demonstrate to the Ministry of Social Development that: Policy and procedure must meet the criteria and reflect the overall standard outcome. Below are examples of how your organisation can meet the criteria. Criteria 1 The organisation establishes criteria for admission of clients. These are intended to ensure that the needs of clients are matched to the purpose of the services. The organisation will have the following in place: written intake policies and procedures and intake criteria. The organisation may also have the following: intake/admission registers a list of alternative providers (with their contact details) that young people can be referred to. All information on children/young people s files must be complete and present prior to acceptance including the following: a full report from Child, Youth and Family (CYF). This may include all or some of the following (if relevant to the young person): social worker information (including emergency contacts) and CYF site and location, Needs Strengths and Risk (NSR) assessment and report, Offending Profile, SKS (SACS Kessler Suicide), Family Group Conference (FGC) Plan, Gateway Assessment, background and history, family whānau details, a copy of the court order or similar document providing details of the young person s legal status, copy of Youth Court order, school details including level of educational attainment and school exemption if applicable, health information, including special needs risk assessment completed by the provider to identify actual or potential risks to young person s safety and wellbeing evidence that the young person has been provided with a written copy of their rights and responsibilities as part of the intake procedure, and a written acknowledgment that they understand these. Client files should indicate an alignment with the intake procedure. Child and Family Support Services Programme Quality Standard 2 29