Service Guidelines. October 2012 version 2

Transcription

1 Service Guidelines October 2012 version 2 1

2 Contents 1. About the Guidelines...Page 3 Who are the guidelines for? How did the guidelines come about? What is the purpose of these guidelines? Will the guidelines be revised? Where can you go for further information? Using the guidelines 2. The Ministry of Youth Development Page 4 The Ministry of Youth Development s role 3. About the Services Funded..Page 5 Aims of services Target group 4. Reporting Outcomes and Measuring Results..Page 6 Outcomes Measurement of outcomes Provider reports Verification of reports 5. Service Delivery. Page 7 Personnel Health and safety and risk management Cultural awareness Confidentiality and data protection Staff management and supervision practices Equal opportunities and diversity Service standards Ministry resources Recruitment 6. Quality Assurance.Page 8 Templates Review Audits 7. Relationships Page 8 Relationship principles Relationship management 8. Policies Page 9 9. Glossary of Terms... Page Appendix One: Provider Feedback Form Page 10 2

3 1. About the Guidelines Who are the guidelines for? These guidelines are for the Providers that the Ministry of Youth Development (MYD) contracts with to provide services for young people (Services). How did the guidelines come about? These guidelines replace the services and standards section (Part A) within the Funding Agreement (Contract) previously issued to Providers receiving funding from MYD. From 1 July 2012 Contracts with Providers for the delivery of Services require that these Services are delivered in accordance with these guidelines. These guidelines form part of the agreed Contract. Will the guidelines be revised? This document is a living document and will be updated as required. MYD staff will keep you informed of any further editions, updates or changes to these guidelines, as it forms part of your Contract with MYD. Feedback on the guidelines is welcome at any time and can be sent to MYD national office using the attached feedback form (see Appendix One). Where can you go for further information? For further information on these guidelines please contact your Relationship Manager as identified in your Contract. What is the purpose of these guidelines? The guidelines provide: a set of commonly agreed practice principles and values to guide Services; detailed information about service delivery and practice; a resource tool to help you deliver Services consistently; a resource tool to assist you in meeting the desired Services outcomes; and a way for us to improve our responsiveness to feedback regarding changes to the Service delivery component of the Contract. Using the guidelines These guidelines should be seen as the minimum standard, from which each Provider can develop Services that reflects their organisation s philosophical base, incorporating local need and the culture within which it works. You should use the guidelines to assist you to competently deliver the Services according to the Contract requirements. Throughout the Service Guidelines MYD will be referred to as ( us, we, our or MYD ) and the Provider will be referred to as ( you, your, or the Provider ). 3

4 2. The Ministry of Youth Development The Ministry of Youth Development (MYD) is administered by the Ministry of Social Development. In 2011, MYD and the Youth Policy function were brought together under the Ministry of Social Development. MYD is interested in the needs of, and opportunities for, young people aged years. We ensure that the Minister of Youth Affairs is informed about key issues and trends that affect young people. Ministry of Youth Development s three key roles 1. As a direct funder of youth development services MYD has two funds to purchase services that support young people to become active citizens: the Services for Young People fund (SfYP) provides for a range of Services focused on active youth citizenship development opportunities the Youth Development Partnership Fund (YDPF) provides short-term funding to Territorial Authorities to meet emerging needs and opportunities for young people in their community. 2. To support and facilitate youth involvement and input into decision making processes. MYD runs: Aotearoa Youth Voices network, click here for information Youth consultations for government and other agencies Training opportunities for young people to develop knowledge of, and skills in, leadership, community participation and public decision-making Training for people who work with young people in applying youth development practice and understanding of youth participation. Did you know? MYD forms part of the Youth Policy Group within the Social Policy cluster of the Ministry of Social Development. MYD is primarily an agency focused on the interests of year olds in Aotearoa. We have a national office and work across the country through regional offices located in Auckland, Rotorua, Wellington and Christchurch. 3. To encourage and support stakeholders to take a youth development approach: As part of this role, MYD: Initiates partnerships with non-governmental organisations, philanthropic organisations and corporate entities Leads and contributes to cross-agency initiatives, working groups, programmes and advice with non-governmental organisations, the Ministry of Social Development and other government agencies. 4

5 3. About Funded Services The Ministry of Youth Development will develop and promote Active Youth Citizenship. For MYD, Active Youth Citizenship is young people using knowledge, skills and experience to participate confidently in their communities. Aims of services MYD purchases Services that contribute towards: enabling the implementation of the Youth Development Strategy Aotearoa at a regional and local level responding to the emerging needs and opportunities for young people. Target group Through its funding streams, MYD works with organisations who deliver Services to young people between the ages of 12 and 24. The Services are intended to: deliver youth development programmes for young people to achieve positive outcomes help young people acquire new skills, increase their confidence and motivation, support their active participation and engagement enable young people to demonstrate skills and knowledge to influence and make decisions; develop their skills and knowledge in leadership, problem solving and working with others; and provide opportunities for active participation within their communities respond to current and emerging issues locally, regionally and nationally use strengths-based youth development principles. See: Youth Development Strategy Aotearoa 4. The graph above has been developed from Statistics New Zealand. For further information please visit: 5

6 4. Reporting Outcomes and Measuring Results It is important that both MYD and providers are able to report and demonstrate outcomes achieved through the Services funded. MYD does this through various reporting requirements which are based on an outcomes framework. Measurement of outcomes The outcomes and how they will be measured will be detailed in your Contract. Outcomes The expected outcomes for young people are: 95%-100% of young people report having acquired/improved decision making skills as a result of participating in the Services. 95%-100% of young people report having the opportunity to participate in decision making through the Services. 95%-100% of young people report having improved their personal/social skills as a result of participating in the Services. 95%-100% of young people report having gained new skills/knowledge as a result of participating in the Services. 95%-100% of young people report having the opportunity to organise activities/events. 95%-100% of young people report having the opportunity to participate in voluntary activity. 95%-100% of young people report being satisfied with the Services. Provider reports How you report your progress on achieving the outcomes is through completing a variety of reports, some data, and some narrative. The type of report and frequency of reporting will be stated within your Contract. The following reporting tools are included as Appendices to the Contract: Dataset Report. Narrative Report. Participant Questionnaires. MYD will forward you the reporting templates/tools for all required reporting, where applicable. Verification of reports All reports shall be verified as true and accurate by the Service Manager and/or Youth Worker and retained by the Provider. 6

7 5. Service Delivery Personnel The Provider is responsible for ensuring that employees are adequately qualified, with the necessary skills and experience to work with the target group of the Contract. It is also a requirement of the Contract that all employees are adequately vetted through a comprehensive criminal convictions check. If an employee of the Provider has been found to have a criminal conviction(s), MYD s written approval is required for that person to carry out the Services. The Provider is also expected to inform MYD immediately where it becomes aware of any employee being investigated for a criminal offence, charged with or convicted of any criminal activity. Health and safety and risk management The Provider is responsible for ensuring the health and safety of all participants. This includes, but is not limited to, emergency and any other evacuation procedures. The Provider must: comply with current health and safety and employment legislation requirements and practices have systems in place for assessing and managing risks that apply to industry standards undertake police checks as described in the sections above Cultural awareness MYD is responsive to the needs of Maori, Pacific Peoples, migrant communities and all other communities. All Services funded will recognise the needs of Maori, Pacific People, migrant communities and all other communities to have Services provided in a way that recognises their social, economic, political, cultural and spiritual values. For example, when providing Services to Maori: Tikanga Maori is integrated into service delivery and local Iwi/Hapu are consulted about how Tikanga Maori is to be integrated into such delivery. 7 Confidentiality and data protection Providers must also respect the personal privacy and dignity of young people engaged in the programme and follow the Privacy Act Staff management and supervision practices The Provider must provide appropriate management, supervision and training to its staff to enhance their skills and ability to deliver the Services. Equal opportunities and diversity The Services provided should be delivered in a way that respects and takes into consideration participants religious and cultural beliefs and practices as well as being age, gender and ability appropriate. Service standards MYD requires Providers to align their Services to the policies and guidelines included in the following publications: Code of Ethics for Youth Work in Aotearoa New Zealand, click here The Guide to Effective Practice in Youth Mentoring in New Zealand, click here. Providers also need to ensure that young people have the opportunity to register on MYD s Aotearoa Youth Voices Network click here. MYD resources MYD has resources available for young people and organisations to improve and support youth development. Examples of resources available: Youth Participation Workshops, click here Opportunities for young people to have their say, click here o Youth Councils o Youth Parliament National Youth Advisory Group, click here Youth Funding Panels, click here. More resources and publications can be found on MYD s website: Recruitment The Provider shall have responsibility for the selection and recruitment of participants. The Provider must recruit participants for their Services from within a specified region as negotiated with MYD or stated within the Contract.

8 6. Quality Assurance MYD will monitor the Services it funds through the reporting requirements and review as outlined in the Contract. Monitoring of the Services will include (but are not limited to): discussions with the participants, youth worker(s) and service manager checking original participant documentation, including, but not limited to: o Enrolment forms o Progarmme/service activities o Financial expenditure information checking risk management guidelines and procedures, including all relevant criminal conviction checks on the Provider s staff, subcontractors and their employees, and extra support people/mentors. Templates The Provider may choose to create their own templates, ensuring the information submitted to MYD is in accordance with these Guidelines and to a standard accepted by MYD. Review MYD will review the effectiveness of the Services it purchases. The Provider agrees to cooperate in the undertaking of any review carried out by MYD. This may include a review of: your progress in contributing to the outcomes and the delivery of the Services the expenditure of the funding any difficulties that you or MYD may have whether the reports have been retained and provided in accordance with the Contract any other matters that either you or MYD may wish to raise. MYD Relationship Manager will arrange review meetings as and when required during the term of the Contract. Audits From time to time, MYD will select Providers for external audits. Your organisation will be advised if it is selected. 7. Relationships Relationship Principles For effective service delivery, it is essential that all parties collaborate to ensure Services are effective. The following principles will guide all of our dealings with Providers. The parties agree to: act honestly and in good faith communicate openly and in a timely manner work in a collaborative and constructive manner recognise each other s responsibilities encourage quality and innovation to achieve positive outcomes support the principles of the Code of Funding Practice, click here. The Contract does not constitute a partnership in the legal sense nor does it mean that the Provider is an employee or agent of MYD. 8 Relationship Management Relationship Managers will be assigned at the beginning of the Contract. They will be responsible for: effectively managing the relationship between you and us by providing assistance and support as required arranging review meetings and arranging any additional meetings required by you or us delivering and receiving all reports required under the Contract via youthservices@myd.govt.nz coordinating any audits required by us under the Contract or required by the Special Terms and Conditions, to ensure that whenever possible the audits occur at the same time and at a time that is convenient to you acting as a first point of contact between you and us in regard to all issues arising under the Contract.

9 8. Policies The Provider will at all times during the term of the Contract have in place at least the following policies: Risk Management policy (including generic risk management plans for all activities) Driving policy Vehicle policy Drug and Alcohol policy Financial Management policy Disputes and Grievance policy (including separate resolution procedures and steps for both staff and participants) Media and Communications policy Health and Safety policy Employment policy Disciplinary policy and procedures Storage and Access of Documents policy Criminal Convictions check policy Criminal Records (Clean Slate) Act 2004 policy Personal disclosure policy Outdoor safety policy Use of weapons, weapons related activities and martial arts policy During the term of the Contract MYD will be in contact with the Provider to determine that the policies specified are documented, of an acceptable standard and operational. The Provider may be requested to produce the documented policies to MYD. This may occur during monitoring visits or at any time throughout the duration of the Contract. MYD is able to offer support to Providers around good practice and policy content. 9. Glossary of Terms MYD: The Ministry of Youth Development. The Provider: Organisation contracted to deliver services through the funding agreement with MYD. Services: Programmes and projects the Provider is contracted to deliver through the funding agreement with MYD. Outcomes: The results of what we set out to achieve. Inputs: These are the resources (time, money and facilities) put into the Services to achieve the outcomes. Relationship Manager: The person who is authorised by the Provider to represent the organisation and a delegate from MYD who is assigned responsibility for effectively managing the funding agreement. Funding Agreement: Funding or Grant Contract between the Provider and MYD. Young Person: any individual who is 12 to 24 years old. Participants: Young people who are engaged with the Services the Provider is funded to deliver. Services for Young People fund (SfYP): SfYP provides funding for community-based services for young people aged 12 to 24 in New Zealand. Youth Development Partnership Fund (YDPF): The YDPF enables MYD, territorial authorities and young people to work together to provide youth development opportunities. Aotearoa Youth Voices (AYV): Offers young New Zealanders a way to get their voice heard by government and community decision-makers. AYV helps connect organisations to young people nationwide who want to make a difference. Active Youth Citizenship: When young people use the necessary knowledge, skills and experience they have acquired to participate confidently in influencing positive change(s) in their communities. Active Youth Citizens: Young people being involved in decision-making including having the necessary skills, knowledge and experience to make informed decisions and/or being engaged and contributing positively in their communities. 9

10 Appendix One: Provider Feedback Form Please send to: Ministry of Youth Development Level 7 Bowen State Building PO Box 1556 WELLINGTON, 6140 youthservices@myd.govt.nz Phone: (04) or free phone 0508 FOR MYD ( ) Fax: (04) Suggested change to Service Guidelines Topic Reference section/page Suggested change/description Name: Date: Provider Name: Contact details: MSD people: put people first team up to make a bigger difference act with courage and respect empower others to act create new solutions are can do, and deliver honour achievement