Further Information about YR SPACE

Participants, families, caregivers, and staff members may choose to be supported during meetings, discussions, feedback processes, or complaints processes by a friend, family member, colleague, advocate, support person, or representative from an advocacy organisation. Independent advocacy support may be available through organisations such as the Youth Disability Advocacy Service (YDAS), a service of the Youth Affairs Council Victoria (YACVic), or through the Office of the Public Advocate advice service. YR SPACE can also assist participants and families to access advocacy or support services where requested or required. A participant may choose to involve an advocate: • During assessment, planning, enrolment, or review processes. • When providing feedback or making a complaint. • Following an incident or where concerns relating to safety, abuse, neglect, exploitation, discrimination, or restrictive practices are raised. • To support communication between the participant, family, and YR SPACE. Parents, caregivers, participants, and staff members also have the right to access relevant policies, procedures, and information relating to supports and services provided by YR SPACE.

YR SPACE values and respects the diverse cultural, religious, and linguistic backgrounds of participants and their families. We are committed to providing inclusive and culturally responsive supports that ensure every participant feels welcome, respected, safe, and supported. We recognise the importance of understanding and respecting individual cultural values, beliefs, communication preferences, and practices. As every participant and family is unique, supports are guided by the preferences, strengths, and needs of each individual. Families are encouraged to share any cultural, religious, communication, or accessibility considerations during the enrolment process and throughout program participation to assist staff in providing safe, respectful, and person-centred supports. Participants, parents, and caregivers are also encouraged to provide feedback, suggestions, or resources that may support culturally inclusive and meaningful experiences. YR SPACE aims to provide opportunities for participants to engage in a variety of experiences, activities, and community opportunities that recognise, celebrate, and respect cultural diversity within an inclusive environment. YR SPACE welcomes people of all cultural backgrounds, religions, abilities, genders, and sexual orientations. As part of our commitment to continuous improvement, inclusion, and culturally responsive practice, YR SPACE provides staff and families with access to a range of cultural awareness resources, information, and support materials, including: Cultural Awareness Training Aboriginal and Torres Strait Islander Awareness Training Person-Centred Practice Across Cultures Practical Indigenous Protocols Department of Education and Training: Human Rights Charter Policy Cultural and Linguistic Diversity Strategy Enabling Choice for Aboriginal People Living with Disability The NDIS and Aboriginal Communities Support and advocacy links Resources for working with Aboriginal families and the NDIS Research, discussion papers, and submissions To assist staff in providing respectful, individualised, and culturally responsive supports, families may be asked to provide information such as: What language(s) are spoken at home? Do you require an interpreter? What is your preferred method of communication? Are there any preferences or considerations regarding the staff supporting your child? Are there any cultural or religious considerations you would like us to be aware of? If you would like to discuss any of this further or provide feedback, please contact the YR SPACE team via our Feedback page, email, telephone, or in person.

Criteria for access and enrolment into YR SPACE include the following: Participants must: • Be a participant of the National Disability Insurance Scheme (NDIS) • Have a current NDIS Plan with appropriate funding available for the requested supports • Meet eligibility requirements under relevant disability legislation and NDIS access requirements • Be between 6 and 18 years of age Priority of access may be given to: • Families experiencing significant stress or limited informal supports • Families with limited access to alternative support services • Participants whose wellbeing, support needs, or safety may be significantly impacted by disruption to supports • Participants with support needs aligned to the structure and staffing profile of the program Meeting the eligibility criteria does not guarantee access to the program. Placement availability is dependent on a range of factors including program capacity, participant support requirements, staffing availability, group suitability, and available resources. Where a suitable vacancy is not available, eligible applicants may be placed on a waiting list and contacted if an appropriate placement becomes available. Intake and enrolment decisions are based on factors including: • Participant support requirements and assessed needs • Group compatibility and dynamics • Staffing capacity and available supports • Participant safety and wellbeing considerations • Program suitability and available resources Please note that YR SPACE delivers structured group-based supports and can provide one-to-one support only in limited circumstances, subject to participant needs, staffing availability, and program suitability.

YR SPACE undertakes an intake and assessment process to determine each applicant’s eligibility, support requirements, and suitability for participation within the program. When an enquiry is received by phone, email, or online, the Program Manager provides information regarding eligibility, program structure, and support options, while gathering information about the participant’s individual support needs and goals. If the participant appears eligible and there is availability within the program, families are provided with an Offer of Enrolment and an Enrolment Package containing relevant forms, policies, and program information. Where enrolment proceeds, YR SPACE develops an individual Schedule of Supports and Service Agreement for review and approval by the participant and/or their nominated representative. Required NDIS service bookings may also be completed where applicable. Information relevant to the safe and appropriate delivery of supports may be gathered through enrolment documentation, discussions with parents or caregivers, and, where consent is provided, consultation with other relevant services or professionals involved in supporting the participant. Where additional assessment, planning, or behaviour support processes are required, YR SPACE will work collaboratively with the participant, family, caregivers, and relevant professionals to support the enrolment process. Participants and families may also choose to involve an advocate or advocacy service. Once enrolment is confirmed, the participant’s supports, staffing requirements, and documentation are finalised prior to participation commencing. Where programs are at capacity, applicants may be placed on a waiting list and contacted if a suitable vacancy becomes available. Placement availability may depend on support requirements, group suitability, staffing capacity, participant needs, and program resources. Families may request updated information regarding availability or support pricing at any time. If an applicant does not meet the eligibility criteria or YR SPACE is unable to safely provide the required supports, families will be advised and may be provided with information regarding alternative services where appropriate. YR SPACE delivers structured group-based supports and can only provide one-to-one support in limited circumstances, subject to participant needs, staffing availability, and program suitability.

A charge for non-face-to-face support activities may be applied where permitted under the current NDIS Pricing Arrangements and Price Limits. These activities must be directly related to the participant’s supports, individual goals, support needs, and the delivery of scheduled group-based supports and services. Non-face-to-face support activities may include individual and group support planning and preparation, program coordination, scheduling and service planning, participant-specific risk assessment and support planning, communication and consultation with families, carers, therapists, Behaviour Support Practitioners, schools or other relevant providers, progress and outcome reporting, support documentation, and the preparation of resources or supports required for safe and appropriate participation. These activities are undertaken to support safe, effective, and person-centred service delivery and will be documented in accordance with relevant NDIS requirements. Information regarding applicable non-face-to-face supports and charges is outlined within the participant’s Service Agreement and Schedule of Supports and is available upon request.

Some activities and community-based supports may involve additional out-of-pocket expenses that are not covered by participant NDIS funding. These costs may include entry fees, event tickets, meals, transport, or other activity-specific expenses associated with participation in particular supports or community experiences. Where applicable, families and caregivers will be advised of any additional costs in program information and booking documentation provided prior to scheduled program periods. Any applicable out-of-pocket expenses are the responsibility of the participant and/or their family and are payable to YR SPACE prior to or on the day of participation

While all information in this section can be found in the YR SPACE Participant Handbook, the most up-to-date details are presented here to ensure everything remains current. Hard copies of the handbook are available upon request from the YR SPACE office.

All National Disability Insurance Scheme (NDIS) participants have the right to access safe, ethical, and high-quality supports and services. The NDIS Code of Conduct sets expectations for the conduct, behaviour, and culture of NDIS providers, workers, and key personnel to support and protect the rights of people with disability. The NDIS Code of Conduct requires providers and workers delivering NDIS supports and services to act with respect for participant rights, privacy, dignity, choice, and decision-making, and to provide supports in a safe, competent, honest, and transparent manner. Providers and workers must also take reasonable steps to prevent and respond to violence, abuse, neglect, exploitation, discrimination, and sexual misconduct, and to raise and respond appropriately to concerns relating to participant safety and quality of supports. All YR SPACE staff complete the mandatory NDIS Worker Orientation Module ‘Quality, Safety and You’, which outlines worker obligations under the NDIS Code of Conduct from a participant rights and safeguarding perspective. Staff also receive ongoing training and information relating to participant safety, human rights, safeguarding, and professional conduct. Further information regarding the NDIS Code of Conduct, participant rights, and provider obligations is available through the NDIS Commission website or upon request.

NDIS participants have the right to be safe and to receive quality services from the providers and workers they choose to support them under the NDIS. The NDIS Commission aims to uphold the rights of people with disability, including the right to dignity and respect, and to live free from abuse, exploitation, and violence. This is in keeping with Australia’s commitment to the United Nations Convention on the Rights of Persons with Disabilities. The Participant has the following rights to: Access the service irrespective of gender, indigenous or ethnic culture, ability, socio- economic circumstance, or religious and political affiliation. This includes the use of interpreter services where required and to have cultural and religious needs met wherever possible and practicable. Be treated in a professional, courteous, and caring manner with the choices, aspirations and range and type of activities supported as far as possible Be provided with a safe environment while you attend the service Refuse any referrals suggested by YR SPACE staff to other services Expect that your privacy will be respected and confidentiality protected to the greatest extent permitted by law in line with Australian privacy principles and legislation. Be supported at any meeting by a friend, colleague or a representative from an advocacy or support organisation. Have access to your personal file/record except where such access is prohibited by law Provide feedback to staff in a respectful manner and request another staff member if unhappy with the service. You have the Right to access supports that: Promote, uphold, and respect your legal and human rights. Respect your culture, diversity, values, and beliefs. Respect and protect your dignity and right to privacy. Are free from violence, abuse, neglect, exploitation, or discrimination. The NDIS Code of Conduct helps providers and workers respect and uphold your right to safe and quality supports and services. For further information, including an easy read guide to the NDIS Code of Conduct please visit this link. The Charter of Human Rights enshrines civil, political and cultural rights into Victorian law. Public authorities must observe those rights. New policies and legislation must also take into account human rights, and public authorities – for example, people working for the government – must also observe human rights so that members of the community are not treated unfairly. For further information regarding the Charter of Human Rights please visit this link, and view the documents below. Hard copies are available in the YR SPACE office. All YR SPACE staff complete the NDIS Worker Orientation Module ‘Quality, Safety and You’, which provides an overview of worker and provider obligations under the NDIS Code of Conduct using practical examples.

Information regarding upcoming scheduled program periods is generally provided to eligible participants approximately six weeks prior to commencement. To be eligible to request supports within a scheduled program period, participants must have a current Service Agreement and Schedule of Supports in place. The following outlines the general information-sharing and booking process: Approximately eight weeks prior to commencement: • Program information and booking documentation are provided to eligible participants and/or their nominated representatives. Approximately six weeks prior to commencement: • Participant requests and completed booking forms are generally due for submission. Approximately four weeks prior to commencement: • Participants are advised of allocated sessions, staffing arrangements, and approximate support costs, including any applicable out-of-pocket expenses. Following the completion of the scheduled program period: • Invoices for supports delivered are issued to the participant’s nominated person or organisation in accordance with the participant’s Service Agreement. Allocation of places is based on a range of factors including participant support requirements, assessed needs, group suitability and dynamics, staffing capacity, activity requirements, and available program resources. Please note that YR SPACE delivers structured group-based supports and can provide one-to-one support only in limited circumstances, subject to participant needs, staffing availability, and program suitability.

Under the current NDIS Pricing Arrangements and Price Limits, providers may claim a Short Notice Cancellation where a participant does not attend a scheduled support or provides insufficient notice of cancellation. A cancellation is generally considered a Short Notice Cancellation where the participant: • Does not attend a scheduled support session; or • Provides less than two clear business days’ notice of cancellation. YR SPACE may claim a Short Notice Cancellation where: • The participant provides less than the required notice period or does not attend a scheduled support session. • Staffing, transport, activity bookings, or other support arrangements have already been scheduled or committed. • YR SPACE is unable to reasonably reallocate the scheduled support time, staffing, or associated costs. For group-based supports, where a participant cancels with short notice and YR SPACE is unable to fill the participant’s allocated place within the session, the participant may be charged the agreed support cost for the scheduled session in accordance with NDIS Pricing Arrangements and the participant’s Service Agreement. Short Notice Cancellation charges may include the agreed support costs and any non-refundable activity or provider costs incurred as a result of the cancellation, where permitted under NDIS requirements and outlined within the participant’s Service Agreement. Participants will not be charged for supports cancelled by YR SPACE. Further information regarding cancellations, non-attendance, and applicable fees is outlined in the participant’s Service Agreement and Schedule of Supports.

Information regarding scheduled support sessions, session allocations, support arrangements, costs, community-based activities, and participant requirements is provided to participants and families during the booking and confirmation process for scheduled YR SPACE support periods. Participants and/or their nominated representatives will receive confirmation of allocated support sessions, staffing arrangements, activity information, and applicable support costs prior to participation commencing. Where a participant is unable to attend a scheduled support session, families and caregivers are asked to notify YR SPACE as soon as possible. Short Notice Cancellation charges may apply in accordance with the participant’s Service Agreement and current NDIS Pricing Arrangements and Price Limits requirements where insufficient notice is provided and supports or staffing arrangements cannot reasonably be reallocated. Scheduled support sessions generally operate between 9:00am and 5:00pm unless otherwise advised. Due to staffing and supervision arrangements, participants cannot generally be accepted outside scheduled support times unless prior arrangements have been approved by the Program Manager. Participants are required to be collected promptly at the completion of scheduled supports. Where community-based supports or activities are scheduled, participants may be required to arrive prior to departure times as outlined in session information and booking documentation. Families and caregivers will be advised where altered return times or additional arrangements apply. Participants attending scheduled supports are generally required to bring meals, snacks, drinks, medication, communication aids, personal care items, clothing, or other supports relevant to their individual needs unless otherwise advised. Families and caregivers are encouraged to clearly label personal belongings. Families and caregivers are required to advise YR SPACE of any dietary requirements, allergies, health support needs, medication requirements, cultural considerations, behavioural support needs, communication requirements, or other relevant participant information to assist staff in providing safe and appropriate supports. Only medication prescribed or authorised by an appropriately qualified medical practitioner can be administered or supported by staff in accordance with YR SPACE medication policies and procedures. Required medication documentation and medication packaging requirements must be completed prior to participation. Participants who are unwell, have an infectious illness, or may place the health and safety of others at risk may be unable to attend scheduled supports until medically appropriate to return. Families and caregivers may be contacted where participants become unwell, injured, distressed, or require additional support during participation. YR SPACE staff will provide feedback regarding participant engagement, wellbeing, participation, and supports where appropriate. Families and caregivers are encouraged to contact the Program Manager if they have questions, concerns, or require additional information regarding supports or participation. Further information regarding attendance, arrival and departure procedures, medication requirements, participant supports, cancellations, and operational procedures can be found in the Participant Handbook, Service Agreement, Schedule of Supports, and relevant YR SPACE policies and procedures.

Support costs are generally funded through each participant’s National Disability Insurance Scheme (NDIS) Plan, as outlined in the participant’s Schedule of Supports and Service Agreement with YR SPACE. Support costs associated with Community Participation Sessions are invoiced to the participant’s nominated person or organisation following the completion of each scheduled program period. Support costs associated with Weekday Social Participation Sessions are generally invoiced on a fortnightly basis, with payment due within 28 days of the invoice date. All supports and fees are charged in accordance with the current NDIS Pricing Arrangements and Price Limits and are subject to the participant having appropriate funding available within their NDIS Plan.