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YR SPACE values and respects the diverse cultural, religious and linguistic backgrounds of our participants and their families. We actively strive to ensure our programs are inclusive and culturally responsive, creating opportunities for every child to feel welcome, respected and supported.
We recognise the importance of understanding our service users’ cultural norms and practices, but also acknowledge that no two people are the same. For this reason, we are guided by the preferences of each individual when establishing respectful communication and tailoring supports.
Families are asked about cultural or religious considerations during the enrolment process and again when completing individual program booking forms. If your child or family has any specific needs that should be taken into account when attending a program, please inform the Program Manager at your earliest convenience. Participants, parents and caregivers are also encouraged to share ideas and assist in selecting materials that support culturally relevant experiences.
In addition, YR SPACE provides access to a variety of programs and new experiences that celebrate and reflect all cultures, enabling participants to explore, learn and enjoy activities in a truly inclusive environment. YR SPACE welcomes people of diverse cultural backgrounds, race, religion, ability, gender and sexual orientation.
As part of our ongoing reflection on professional practice and our commitment to cultural awareness and competency, we have added a Cultural Awareness section to our website. This page contains useful information, resources and links 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 better understand and respond to each participant’s needs, the following questions are included on our enrolment forms and service user profiles for new families/participants (and we invite all existing families to provide this information as well):
What language(s) are spoken by the individual and their family at home?
Do you require an interpreter?
What is your preferred method of communication?
What type of people are best suited to support your son/daughter?
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 do so via our 'Feedback' page, in person, by email or by telephone.
Procedures for the Bushfire Season:
Fire danger ratings and warnings are used in Victoria to provide clear direction on the safest options for preserving life. YR SPACE operates from Yarra Ranges Special Developmental School in Mount Evelyn.
Schools and services listed on the DET Bushfire At-Risk Register (BARR) will be closed when a CATASTROPHIC or EXTREME fire danger rating day is determined in their Bureau of Meteorology district. Yarra Ranges Special Developmental School has been identified as being one of those at high bushfire risk and is listed on the BARR.
Yarra Ranges Special Developmental School will be closed on days of declared Catastrophic fire danger rating and when fire danger conditions in the Local Government Area are Extreme.
Where possible, we will provide parents with up to four days’ notice of a potential Code Red or Extreme day closure by letter and SMS message. A Catastrophic or Extreme day will be determined by the Emergency Management Commissioner no later than 1.00 pm the day before the potential closure. Once we are advised of the confirmation of the Catastrophic day we will provide you with advice before the end of the school day.
Once confirmed, the decision to close will not change, regardless of improvements in the weather forecast. This is to avoid confusion and help your family plan alternative care arrangements for your child. It is also important to note that:
No staff will be on site on days where Yarra Ranges Special Developmental School is closed due to a forecast Catastrophic or Extreme day.
YRSPACE will also be cancelled on these days
On these Catastrophic and Extreme days families are encouraged to enact their Bushfire Survival Plan – on such days children should never be left at home or in the care of older children.
For those of us living in a bushfire prone area, the Country Fire Authority (CFA) advises that when Catastrophic days are forecast, the safest option is to leave the night before or early on the morning of the Catastrophic day.
As part of preparing YR SPACE for potential hazards such as fire, we have updated and completed our Emergency Management Plan, prioritised any maintenance works that may assist in preparing for the threat of fire and cleared our facility’s grounds and gutters.
What can parents/caregivers do?
Make sure your family’s bushfire survival plan is up-to-date and includes alternative care arrangements in the event that our program is closed.
Ensure we have your current contact details, including your mobile phone numbers. Keep in touch with us by reading our emails, and by talking to the program manager about our emergency management plan.
Most importantly at this time of year, if you’re planning a holiday or short stay in the bush or in a coastal area, you should check warnings in advance of travel and remain vigilant during your stay.
If your child is old enough, talk to them about bushfires and your family’s bushfire survival plan.
You can access more information about children’s services closures on the Department of Education and Training Website.
Multiple sources that offer information on emergencies are listed below:
VicEmergency App – that can be downloaded on your android and iOS mobile devices
VicEmergency Hotline (1800 226 226)
Website https://emergency.vic.gov.au
Facebook (https://www.facebook.com/vicemergency)
ABC local radio, Sky News and other emergency broadcasters
Daily individual staffing and support costs are funded through each participant’s NDIS Plan, as outlined and agreed in the Schedule of Supports and Service Agreement between the participant and YR SPACE.
Invoices for staffing and support costs associated with seasonal recreation programs are issued to your nominated person or organisation within 28 days of the conclusion of each quarterly program. Invoices for the Afternoon Social Club are issued to your nominated person on a fortnightly basis, with payment due within 28 days of the invoice date.
Daily activities may incur additional out-of-pocket expenses that are not covered by a participant’s NDIS-funded supports. Examples include entry fees, event tickets, meals, and other program- or activity-specific costs. Families and caregivers will be notified of any such costs in the online program booking form and accompanying program information, which is provided approximately six weeks prior to the commencement of each seasonal recreation program. These expenses are payable to YR SPACE on the day of attendance.
YR SPACE is not eligible for the Australian Government Child Care Subsidy. We are an NDIS-registered provider delivering Group and Centre-Based Activities and are not registered with the Australian Children’s Education and Care Quality Authority (ACECQA), which is required to access the Child Care Subsidy.
Our programs employ qualified Disability Support Staff who are specifically trained to deliver a wide range of engaging centre-based and community-based activities in line with NDIS compliance requirements. We undergo regular quality audits to demonstrate compliance with the NDIS Practice Standards.
Daily staffing and support costs are funded through a participant’s NDIS Plan under: 'Core – Assistance with Social, Economic and Community Participation Group and Centre-Based Activities'
These support items enable participants who require high-intensity supports to engage safely in community, social and recreational activities in a group setting, either in the community or in a centre, where a more skilled or experienced support worker is required.
Additional out-of-pocket expenses may apply for daily activities not included in NDIS funding.
For more information, see our sections on Daily Staffing & Support Costs and Out-of-Pocket Expenses.
An Emergency and Critical Incident Management Plan (EMP) is developed by YR SPACE in conjunction with Yarra Ranges Special Developmental school to provide a detailed plan of how YR SPACE will prepare and respond to emergencies and critical incidents that may impact on participant and/or staff health, safety and well-being and/or program operations. This Emergency and Critical Incident Management Plan (EMP) applies to all staff, participants, visitors, contractors and volunteers at YR SPACE.
The aims of this Emergency and Critical Incident Management Plan and of our Emergency Management Policy are to;
Minimize the impact of an emergency situation on participants and staff.
Establish guidelines (plans) to aid staff in managing an emergency.
Ensure that current relevant information is made available to staff.
Establish post incident/emergency procedures aimed at lessening the impact on participants, staff and their families
The Emergency Management Plan includes processes and procedures to manage the following situations:
On-site evacuation/relocation
Off-site evacuation
Lock-down
Lock-out procedure
Shelter-in-place procedure
Intruder(s)
Bomb/substance threat
Severe weather event
Influenza pandemic
Loss of essential services
Severe storms
Pandemics and communicable diseases
Bus incident
Off-site emergencies
Building fire
Intruder / Personal Threat
Missing person - school or school camp/excursion
Traumatic Death/Injury/Grief
Child Abuse
Business Continuity
A copy of Emergency Management Policy is available upon request.
YR SPACE is governed by the Yarra Ranges Special Developmental School Council and the National Disability Insurance Scheme standards, policies and procedures.
You can view the following YR SPACE Policies below:
YR SPACE Access Policy
YR SPACE Complaints Resolution Policy
YR SPACE Arrival & Departure Policy
YR SPACE Medication Administration Policy
YR SPACE Incident Reporting Policy and Procedure
YR SPACE undertakes a formal intake and assessment process to determine each applicant’s eligibility, priority of access and support requirements. When an enquiry is received by phone, email or online, the Program Manager outlines the eligibility and priority of access criteria and gathers information about the individual’s required level of support.
If the individual appears to be eligible and there is capacity within the program, an Offer of Enrolment Letter and Enrolment Package containing all required forms and policies are provided digitally, in hard copy or both.
Where immediate enrolment is possible, YR SPACE develops a Schedule of Supports and Service Agreement, which are sent to the family for completion and signature. If the participant’s funding is NDIS-managed, a Service Booking is entered on the PRODA portal.
Detailed information is sourced from the online enrolment form and discussions with parents or caregivers, and with documented consent may also be obtained from other services accessed by the applicant as well as from their school.
If further assessment or the development of a Behaviour Support Plan is required, families will be guided through this process. A meeting can be arranged at the school with the applicant, their nominated representative (parent or caregiver) and the Program Manager. An advocate may also attend or an advocacy service may be engaged.
Once a participant accepts an offer, the enrolment is processed, the Service Agreement and Schedule of Supports are finalised and the participant is recorded as enrolled.
If the program is at capacity, families are advised in writing and the applicant’s details entered on to the waiting list, and contacted if a suitable vacancy arises. Timelines for offers from the waiting list cannot be guaranteed, as intake depends on priority of access, support requirements, assessed needs, group dynamics and available staffing resources. Further information about the program and any requested quotes for upcoming plan reviews based on the current NDIS Price Guide will be provided. The waiting list is reviewed every six months and families updated on their status upon request.
If an applicant does not meet the eligibility criteria, the family is notified in writing and provided with information regarding other services, if requested.
YR SPACE is a group-based service and can only offer one-to-one support in limited circumstances.
Criteria for access and enrolment into YR SPACE include the following:
The service user must:
Be an NDIS participant
Be in possession of a current NDIS plan current plan with sufficient funding (see Daily Staffing and Support Costs)
Have a disability as defined by the Disability Act 2006
Be between six and eighteen years of age
Priority of access will be given to:
Families experiencing significant stress
Families with working parent(s)
Families with little or no access to other services
Participants whose health and safety would be affected if services were disrupted
Individuals who meet the access criteria are eligible to request the service; however, eligibility does not guarantee entitlement to access the program. Access may not be granted if other people have been assessed as a higher priority due to limited resources (when demand exceeds supply). Any new enquiries that meet the eligibility criteria will be offered enrolment if there is a vacancy or otherwise placed on the waiting list and notified when a vacancy becomes available.
Intake is based on a range of factors, including:
Priority of access criteria
Support requirements of participants
Assessed needs of participants
Group dynamics
Available staffing resources
Please note that YR SPACE is a group-based service and can offer one-to-one support only in limited circumstances.
Program information is sent to all eligible participants approximately six weeks before each seasonal recreation program.
To be eligible, participants must have an ongoing Service Agreement in place and a current Schedule of Supports. The following outlines the information-sharing and booking process:
Approximately eight weeks prior to program commencement:
Program information and a link to the booking form are forwarded to all eligible participants.
Approximately six weeks prior to program commencement:
Participant requests and completed booking forms are due back.
Approximately four weeks prior to program commencement:
Confirmation of allocated dates and approximate support costs (including any daily out-of-pocket expenses) are sent to participants.
Within 28 days after program completion:
An invoice for services provided is submitted to the nominated person or organisation for payment.
Allocation of places is based on a number of factors including: priority of access criteria, nature of the activity; support requirements of participants; assessed needs of participants; group dynamic and available staffing resources.
Please note that YR SPACE is a group based service. As such, we are only able to offer 1:1 support in limited circumstances.
Program staff are permitted to assist individuals with medication in certain circumstances. YR SPACE has detailed medication guidelines which are available on request. If your child requires administration of any form of medication when attending the Program, please ensure you complete the details on the initial Enrolment Form.
Please note that only medications prescribed by a medical practitioner will be administered during a program. Failure to comply with the Program’s medication guidelines and procedures will mean that medication cannot be given and parents/caregivers will be called to administer the medication at the given time or refusal to the program may apply.
Legislative requirements mean that YR SPACE must report on the usage of certain medications to the Office of Professional Practice and the NDIS Commission. If your child requires administration of a medication when attending the program that is classed as a chemical restraint, an approved Behaviour Support Plan (BSP) must be in place prior to commencement on YR SPACE . We can provide information to you on the development of a Behaviour Support Plan or interim Behaviour Support Plan (see Restrictive Practices and Behaviour Support Plans). If you require assistance or more information on the classification of chemicals and medications, please contact the Program Manager who will discuss this in detail. Or for further information contact The Office of Professional Practice on (03) 9096 8427 or email: officeofprofessionalpractice@dhhs.vic.gov.au
Parents or caregivers of individuals who live with epilepsy, asthma, anaphylaxis or other health or medical conditions are requested to provide an up-to-date Emergency Health Management Plan or (where relevant) complete a Health Support Plan provided by YR SPACE and this will be carried with the individual or program staff at all times when they attend the Program. All Emergency Health Management Plans and Health Support Plans must be reviewed and updated every 12 months or as needed.
All information collected from participations is confidential and will be managed in accordance with our 'Privacy Statement' and the ‘School’s Privacy Policy’.
WHY IS THIS INFORMATION BEING COLLECTED?
Personal information is collected via the enrolment form and through ongoing communication with families to ensure that appropriate staffing levels, supports and resources are provided to meet each participant’s needs.
We also require information about parents, guardians or carers so that we can take account of family arrangements, preferred communication methods, and priority of access. Copies of Family Court Orders or parenting plans outlining access restrictions should be provided. Families are welcome to contact the Program Manager or APO in strict confidence about any matters relating to family circumstances.
INFORMATION FROM SCHOOLS AND OTHER SERVICES
For children attending a school other than Yarra Ranges Special Developmental School, the Program Manager may seek information from the child’s teacher (such as communication and behaviour support strategies, personal care or mealtime assistance, and health and wellbeing supports). This will only occur with the signed consent of the child’s parent or primary carer.
Information may also be obtained from other services that the participant accesses, such as external therapists, health care professionals or support coordinators. This is to support consistent approaches across the home, school, community and program environment.
UPDATING AND ACCESSING RECORDS
It is the responsibility of a participant’s parent or primary carer to notify YR SPACE if any supplied information changes. This includes updates to health or behaviour support needs, nominated representatives, family arrangements, addresses or contact details. Updated information should be provided to the Program Manager as soon as possible.
Participants and families have the right to access their personal file/record (except where such access is prohibited by law), correct information, and withdraw or amend prior consent at any time.
In most circumstances you can access your child’s records. Please contact the Program Manager or APO to arrange this. Sometimes access to certain information, such as information provided by someone else, may require a Freedom of Information request. We will advise you if this is required and tell you how you can do this.
USE, DISCLOSURE, PROTECTION AND DISPOSAL OF PERSONAL INFORMATION
The information collected about your child, family, guardian and/or carers;
Will only be used for the purposes outlined above.
Will be stored in the original paper format in a secure environment by this service and will be kept for a minimum of 7 years from the date of your last visit after which it will be disposed of in a way that safeguards your privacy.
Will only be accessible by the program APO or authorised representative.
This organisation certifies that its practices and systems for the collection, use, disclosure, protection and disposal of personal information and health information are compliant with the Privacy Act 1998 (Cth), Privacy and Data Protection Act 2014 (VIC) and the Health Records Act 2001 and any applicable code of practice as required under the NDIA Standards and Regulations.
INFORMATION CONSENT FORM
To ensure participants and families understand and agree to how information is managed, an 'Information Consent Form' is provided at enrolment. By completing this form, families confirm that they:
Understand they can obtain further details from the YR SPACE Privacy Notice or the School’s Privacy Policy on the YR SPACE website.
Have read and understood the information provided.
Consent for YR SPACE to obtain, use and retain accurate and up-to-date information about their child (including any changes regarding health, behaviour support, nominated representatives, address or contact details).
Acknowledge the right to access their personal file/record, except where such access is prohibited by law.
Consent to the release of personal information to funding bodies or where required by law.
Understand they may correct their information and withdraw or amend prior consent at any time.
Provide consent for YR SPACE to share information with nominated third parties, and understand that these third parties will be able to access their information.
Acknowledge they can withdraw or change their consent to share information or allow a third party to act on their behalf at any time.
Understand that their information is protected by law and can only be shared where Commonwealth law allows or requires, or where they have provided consent.
Copies of the ‘YR SPACE Privacy Notice’ and the ‘Privacy Policy’ are provided to all families upon enrolment and is available on our website. Families are encouraged to contact the Program Manager or APO with any questions or concerns about the confidentiality of their information.
Parents, carers and participants are encouraged to share their experiences with YR SPACE. Feedback can be provided anonymously through the survey available on our website (see the ‘Feedback’ section). Parents, carers and participants are also invited to voice their opinions and contribute during annual and three-yearly recertification audits. The views of service users are highly valued and help YR SPACE assess how effectively we are meeting the needs of participants and their families. For further feedback or enquiries, the YR SPACE Manager can also be contacted directly on 9736 3034.
YR SPACE is committed to good communication and treating everyone with dignity and respect.
We have developed this information to improve communication for us all when addressing concerns or making a complaint that is related to the YR SPACE Program.
Do you have any questions about the programs or something you would like to discuss?
We are happy to talk to you.
Your views and suggestions are important to us.
Remember, programs work best when there is a partnership between you and program organisers.
You may be supported at any meeting by a friend, colleague or a representative from an advocacy or support organisation. The following local organisation offers information or assistance: Youth Disability Advocacy Service (YDAS) – a service of the Youth Affairs Council of Victoria (YACVic) and is funded by the State Government on 1300 727 176.
Assistance can also be sought via the Office of the Public Advocate’s advice service on 1300 309 337.
Parents, caregivers, participants and staff members have a number of rights including the right to obtain copies of policies and procedures.
Our 'Complaints Resolution Policy' is provided to all participants during enrolment and can also be found below.
See 'Feedback' section of our website.
There will be no retribution to a person who makes a complaint – we welcome all feedback.
Parents, caregivers, participants and staff members are strongly encouraged to contact the Program Manager in the first instance on all matters involving the program.
Step 1
Identify your topic or issue. Making notes is a good idea as it ensures that you cover all points. Think about the resolution you would like to see as an outcome.
Step 2
Contact us and speak to the Program Manager. They will discuss an appropriate way forward with you. This may include organising a meeting for a mutually convenient time.
Step 3
Meet with the Program Manager
Step 4
Contact the YR SPACE Approved Program Officer (APO) if the matter is unresolved.
Step 5
If the matter is unresolved at program level:
Parents, carers and participants can address complaints to the NDIS Quality and Safeguards Commission on 1800 035 544 or visit their website www.ndiscommission.gov.au or contact the Disability Services Commissioner on 1800 677 342 or visit their website www.odsc.vic.gov.au for more information.
Staff members can address complaints to Victorian Public Sector Commission, the Merit Protection Boards, the Victorian Institute of Teaching, the Ombudsman’s Office, the Victorian Equal Opportunity and Human Rights Commission or the Human Rights Commission.
The nature of the complaint will determine which organisation may be appropriate.
You can access the complaints form provided by the NDIS here.
You may be supported at any meeting by a friend, colleague or a representative from an advocacy or support organisation. The following local organisation offers information or assistance: youth disability advocacy service (YDAS) – a service of the youth affairs council of Victoria (YACVIC) and is funded by the state government (1300 727 176). Assistance can also be sought via the office of the public advocate’s advice service (1300 309 337). YRSDS can assist participants to access an advocate if required or requested.
A participant may use an advocate:
During the assessment and planning as well as review process.
In the event that an incident including violence, abuse, neglect, exploitation, or discrimination occurs.
To provide feedback or make a complaint.
For any communication between the participant and YR SPACE.
Parents, caregivers, participants and staff members have a number of rights including the right to obtain copies of policies and procedures.
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.
The NDIS Worker Orientation Module is Code of Conduct Safety and Competency Education Videowhich gives an overview of provider and worker obligations using real-world examples. All YR SPACE staff have completed this module as well as the 'Human Rights and You - Zero Tolerance' training course from the NDIS Commission.'
For the purpose of the following information – YR SPACE is an ‘implementing provider’.
What Is a Restrictive Practice?
A restrictive practice is any practice or intervention that limits a person’s human rights or freedom of movement. Sometimes restrictive practices are used to keep a person with disability or others safe.
However, they generally do not:
Result in lasting positive change.
Meet the person’s needs or improve their quality of life.
Address the reasons for the behaviour (and can sometimes make the behaviour worse).
Under the National Disability Insurance Scheme (Restrictive Practices and Behaviour Support) Rules 2018, certain restrictive practices are regulated. These include seclusion, chemical restraint, mechanical restraint, physical restraint, and environmental restraint.
The Five Types of Restrictive Practices Regulated by the NDIS Commission
1. Seclusion
The sole confinement of a person with disability in a room or space at any hour of the day or night where voluntary exit is prevented, not facilitated, or it is implied that voluntary exit is not permitted. For example, being locked in a room or told they cannot leave even if the door is open.
2. Chemical Restraint
The use of medication or a chemical substance for the primary purpose of influencing a person’s behaviour. This does not include medication prescribed by a medical practitioner for the treatment of, or to enable treatment of, a diagnosed mental disorder, physical illness or physical condition. YR SPACE provides a Medication Purpose Form to help clarify the purpose of any medication.
3. Mechanical Restraint
The use of a device or equipment to prevent, restrict or subdue a person’s movement for the primary purpose of influencing their behaviour. This does not include the use of devices for therapeutic or non-behavioural purposes.
4. Physical Restraint
The use or action of physical force to prevent, restrict or subdue movement of a person’s body, or part of their body, for the primary purpose of influencing behaviour. This does not include the use of a hands-on technique in a reflexive way to guide or redirect a person away from potential harm or injury, consistent with what could reasonably be considered an exercise of care.
5. Environmental Restraint
Restricting a person’s free access to parts of their environment, including items or activities, or preventing them from accessing certain places in their home or community.
Participant Resources and Easy Reads
See the NDIS Commission's Guides and Easy Reads for more information about Restrictive Practices.
View a full list of participant resources, including fact sheets, at NDIS Commission: Your Rights as an NDIS Participant.
An implementing provider is any NDIS service provider that uses a regulated restrictive practice in the course of delivering NDIS supports to a participant.
Under the NDIS Commission, registered providers who use restrictive practices are required to comply with the NDIS Quality and Safeguarding Framework, which is underpinned by the same high-level guiding principles, including human rights and a person-centred approach as the national framework.
Implementing providers are required to:
Be registered with the NDIS Commission for the type of support being provided (note: providers do not need to be registered specifically for Behaviour Support registration group 110).
Be assessed and audited against Practice Standard Module 2A: Implementing Behaviour Support Plans.
Take all reasonable steps to facilitate the development of a Behaviour Support Plan (BSP).
Ensure staff are appropriately trained to implement positive behaviour strategies and, where necessary, any authorised restrictive practices.
Obtain authorisation for any regulated restrictive practice in line with relevant state/territory requirements, and lodge evidence of authorisation with the NDIS Commission.
Report monthly to the NDIS Commission on the use of regulated restrictive practices.
Notify the NDIS Commission of any reportable incidents related to the use of regulated restrictive practices (in line with the NDIS reportable incidents process).
Support participants, families, staff and decision-makers to understand the NDIS Commission’s behaviour support function and the provider’s obligations.
A specialist behaviour support practitioner is a person who is Registered and Certified by the Quality and Safeguarding Commission. Registration enables a specialist behaviour support practitioner to develop a comprehensive Behaviour Support Plan (BSP) for the use of regulated restrictive practices. Regulated restrictive practices must only be used in accordance with a participant’s BSP. The practitioner is also the only person that can review a BSP.
Where an NDIS participant’s behaviours of concern place themselves or others at risk of harm, and subsequently a regulated restrictive practice is required, a BSP must be developed by a registered NDIS specialist behaviour support practitioner and lodged with the NDIS Commission. Where there is no BSP in place, the implementing provider must take reasonable steps to facilitate the development of an interim BSP when it becomes apparent that a participant they are working with has complex behaviour support needs or that a restrictive practice may be necessary to prevent harm. This must be done within 1 month of a restrictive practice being used or proposed. A comprehensive BSP developed by a specialist behaviour support practitioner will be required within 6 months.
These Rules outline the requirements for developing behaviour support plans containing regulated restrictive practices.
All providers using regulated restrictive practices when delivering NDIS supports are required to meet conditions of registration. The conditions include:
A restrictive practice can only be used when it is part of a behaviour support plan developed by an NDIS behaviour support practitioner
If a restrictive practice is used it must:
Be the least restrictive response possible in the circumstances
Reduce the risk of harm to the person or others
Be used for the shortest possible time to ensure the safety of the person or others
Where required, the implementing provider must obtain authorisation for the use of a restrictive practice from the state or territory
The implementing provider must comply with monthly reporting requirements to the NDIS Commission
In line with the NDIS (Restrictive Practices and Behaviour Support) Rules 2018 , YR SPACE aims to take all reasonable steps to help facilitate the development of behaviour support plans that cover the use of restrictive practices.
YR SPACE endeavours to contributing to successful plan development directly by:
working with the participant and/or their representatives as well as their support
coordinator to expediently engage a specialist behaviour support provider/NDIS behaviour support practitioner to develop the behaviour support plan;
encouraging specialist behaviour support providers to meet the regulated deadlines for their development of interim and comprehensive plans;
having ongoing and regular engagement with the participant, support coordinator, practitioner, direct service staff, mainstream service providers and other NDIS providers to inform the development of the behaviour support plan;
having ongoing and regular engagement with the participant and/or their representatives to seek an NDIS plan review with the NDIA to obtain further funding for development of a behaviour support plan, if appropriate;
making direct contributions to the development of the behaviour support plan and undertaking of associated assessments;
making sure staff with the necessary skills are available to collaborate with the behaviour support provider/practitioner to develop the behaviour support plan.
If YR SPACE are the lead agency for a participant then YR SPACE aims to assist the coordination of the plan’s development by:
supporting the behaviour support provider/practitioner to gather information and data for behaviour support assessments;
undertaking advanced planning for authorisation of the behaviour support plan (if it requires authorisation) and following-up with the authorisation agency to ensure timely authorisation of the plan;
engaging and communicating regularly with authorising bodies to secure decisions within regulated deadlines,
working with Local Area Coordinators, the NDIA or the NDIS Commission to gain assistance when barriers to development of a behaviour support plan are not able to be addressed;
enabling contributions from mainstream service providers in the development of an interim plan and/or comprehensive plan;
actively and regularly monitoring the progress of the development of the behaviour support plan;
actively and regularly following-up with the behaviour support provider/practitioner and the authorising body to ensure timely completion, submission and authorisation of the plan.
What is a reportable incident?
A ‘reportable incident’ is defined in section 73z of the National Disability Insurance Scheme act 2013 (cth) (NDIS act) or section 16 of the NDIS (incident management and reportable incidents) rules 2018 as an incident that has occurred, or is alleged to have occurred, in connection with the provision of supports or services by a registered NDIS provider.
As a National Disability Insurance Scheme (NDIS) registered provider operating in Victoria for the provision of support services, it is mandatory for YR SPACE to record details of all incidents occurring during service delivery and report incidents deemed as ‘reportable’ to the NDIS Quality and Safeguards Commission and other relevant authorities in a timely manner.
What does the YR SPACE incident reporting policy and procedure aim to do?
To support the provision of high-quality services through the full & frank reporting of adverse events and subsequent analysis
To assure and enhance the quality of programs through monitoring and acting on trends identified through incident reports
To inform the NDIS Commission, appropriate ministers, the secretary, executive directors and regional directors department of education and training (det) of significant incidents affecting program participants and/or staff in a timely and accurate manner
To ensure that due diligence and duty of care requirements are met and any identified deficits addressed
To support organisational consistency
How is the YR SPACE incident reporting policy and procedure implemented?
The YR SPACE policy follows the requirements set by the NDIS Commission and DET.
In the event of a ‘reportable’ incident occurring the program manager and/or approved program officer will be responsible for notifying the NDIS commission.
Incident reporting will be integrated into school-based incident / emergency management processes.
An incident reporting folder containing a copy of this policy and other relevant documentation will be maintained, reviewed and updated as required by the program manager.
A client incident register will be maintained, reviewed and updated to record details of all incidents and outcomes by the program manager.
If an incident is deemed to be ‘reportable’ it will be electronically reported via the NDIS commission portal and also managed via the school’s internal incident / emergency management processes.
If an incident is deemed not to be ‘reportable’ it will be managed via the school’s internal incident/ emergency management processes.
Incidents and/or near misses which impact staff members will be reported electronically via det’s online edusafe system and managed and reviewed via the school’s internal incident / emergency management processes.
Incident records will be reviewed as part of quality assurance and to look for trends and warnings of potential risk.
Staff will be advised of the importance of reporting incidents to senior staff promptly.
Privacy issues will be considered when making a report and any personal or identifying information will be disclosed only as required to determine the facts of an incident.
Incidents will be systematically analysed, learnt from and change implemented in an ongoing way to prevent similar events recurring.
NDIS Commission Reporting Process
As per the NDIS commission reportable incidents – detailed guidance for registered NDIS providers June 2019, all reportable incidents, including the use of a restrictive practice causing serious injury, will be notified to the NDIS commission within 24 hours of becoming aware of the incident. Any unauthorised use of restrictive practices not causing serious injury will be notified within 5 days.
The immediate notification form (available both as a written form and an online form) will be completed by YR SPACE within 24 hours of becoming aware of any reportable incident or allegation occurring, except for an unauthorised use of a restrictive practice or the use of a restrictive practice which is in accordance with an authorisation of a state or territory but which is not in accordance with a behaviour support plan.
The five-day notification form will be completed by YR SPAVE within 5 business days of becoming aware of a reportable incident or allegation of the use of an unauthorised restrictive practice or the use of a restrictive practice in accordance with an authorisation of a state or territory but not in accordance with a behaviour support plan (section 21 of the NDIS rules); and as a follow up notification for all other reportable incidents (section 20 of the NDIS rules).
Notification of reportable incidents Process:
YR SPACE is committed to continual improvement and self-evaluation in all areas of management practice and service delivery.
Throughout the year, parents and caregivers are invited to complete a confidential survey (see 'Feedback') about the services we provide. Their feedback helps us understand what is working well and where we can improve.
Parents and caregivers also have the opportunity to share their views during annual and three-yearly recertification audits. The perspectives of service users are a vital measure of how well YR SPACE is meeting the needs of participants and their families.
YR SPACE not only collects feedback but reviews, analyses and acts on the information received to ensure our programs remain responsive, high-quality and person-centred. We also welcome compliments, complaints and suggestions at any time and encourage families to contact the Program Manager directly if they have concerns or ideas.
We demonstrate the capacity to comply with the NDIS Quality and Safeguards Commission – NDIS Practice Standards and regulations. Our programs are delivered in line with the Disability Act 2006 and undergo an independent three-yearly certification audit to maintain accreditation and registration under the NDIS Practice Standards.
For more information on the NDIS Practice Standards, visit: https://www.ndiscommission.gov.au/rules-and-standards/ndis-practice-standards
At YR SPACE, our Program Managers, support staff, office staff and the APO are all committed to creating a supportive, safe and engaging environment for every participant. Our staff take their work seriously and feel privileged to play an important role in supporting each participant.
We are equally committed to ensuring that all staff at YR SPACE have a right to a safe and supportive work environment.
To uphold these standards, YR SPACE expects all parents, carers and visitors to our programs to behave in an appropriate and respectful manner toward staff at all times.
We have a zero-tolerance approach to aggression, intimidation, threats or harassment of staff, by any means (including in person, by phone, by email, on social media, etc.). Such behaviours may result in exclusion from YR SPACE grounds and activities, and may be considered a breach of the Service Agreement, which can lead to its termination.
Where necessary, the Program Manager or APO may report aggressive, intimidating, threatening or otherwise inappropriate conduct to Victoria Police. The Department of Education and Training may also take legal or other appropriate action against community members or parents/carers who pose a threat to the safety and wellbeing of staff.
YR SPACE expects all members of our community to act in accordance with our Statement of Values. We are committed to ensuring that staff, parents/carers and participants can work together respectfully and constructively to support the best outcomes for all.
Under the NDIS Pricing Arrangements and Price Limits, where a provider experiences a Short-Notice Cancellation (or no-show), they may claim 100% of the agreed fee for the scheduled activity from the participant’s plan.
A cancellation is considered a Short-Notice Cancellation if the participant:
Does not show up for a scheduled support within a reasonable time; or
Gives less than two (2) clear business days’ notice.
YR SPACE may claim for a Short-Notice Cancellation when:
A participant fails to attend a scheduled service booking and provides less than 24 hours’ notice (where practicable).
The program is unable to find alternative billable work for the relevant worker and is still required to pay that worker for the time that would have been spent providing the support.
For supports delivered to a group of participants, if a participant cancels their attendance and the program is unable to find another participant to attend the group session in their place then, YR SPACE is permitted to bill the participant who has made the short notice cancellation at the previously agreed rate that they would have billed if the participant had attended the group session. All other participants in the group will be billed as though all participants had attended the group.
The Short Notice Cancellation fee will be equivalent to 100% of the staffing costs associated with the activity and any additional costs that are incurred by the provider as a result of the late notice of cancellation (as detailed in the Additional Expenses Statement).
You will not be charged for any service cancelled by YR SPACE.
This information is outlined in your Ongoing Service Agreement.
A charge for non-face-to-face support provision may be applied for time spent on non-face-to-face activities that assist the participant and are specifically linked to the needs of the participant and to the achievement of the participant’s goals. These activities are required to enable the group support to be delivered. Non-Face-to-Face support items may include, but are not limited to: Service programming; Group and individual activity planning, facilitation and scheduling; Regular outcome report writing and communication; Consultation and reporting to other providers; Skill development progress reporting; Client risk assessment and mitigation; planning and coordination of services. These supports will be documented and are available upon request.
All NDIS participants have the right to access safe and ethical supports and services. The NDIS Code of Conduct helps providers, key personnel and workers respect and uphold those rights by defining expected conduct, behaviour and culture.
The NDIS Code of Conduct requires people who deliver NDIS supports and services to:
act with respect for individual rights to freedom of expression, self-determination, and decision-making in accordance with relevant laws and conventions
respect the privacy of people with disability
provide supports and services in a safe and competent manner with care and skill
act with integrity, honesty, and transparency
promptly take steps to raise and act on concerns about matters that might have an impact on the quality and safety of supports provided to people with disability
take all reasonable steps to prevent and respond to all forms of violence against, exploitation, neglect, and abuse of people with disability
take all reasonable steps to prevent and respond to sexual misconduct
not charge or represent higher prices for the supply of goods for NDIS participants without a reasonable justification.
The NDIS Code of Conduct is described in section 6 of the National Disability Insurance Scheme (Code of Conduct) Rules 2018.
All YR SPACE staff have completed the mandatory ‘Worker orientation module – Quality, safety and you’ online module which explains what workers need to do under the NDIS Code of Conduct, explained from a participant’s perspective and are provided with a copy of the 'NDIS Code of Conduct Summary for Workers' during induction.
For more information about the NDIS Code of Conduct, including your rights and the obligations of providers and workers, please visit the link below:
https://www.ndiscommission.gov.au/rules-and-standards/ndis-code-conduct
At YR SPACE, we take our duty of care very seriously. This means we are responsible for taking reasonable steps to keep participants safe and to reduce the risk of harm while they are involved in our programs or on our premises. We work hard to create an environment where everyone feels safe, supported, and respected.
Our staff are always mindful that activities can involve different levels of risk and that many of our participants require additional care and supervision. Because of this, staff are expected to be extra vigilant in ensuring participants’ safety and wellbeing at all times.
We have a range of procedures in place to help manage common risks, including participant supervision, health care needs, first aid, excursions and community access, bullying prevention, emergency management, and child safety standards. We also take steps to make sure the program environment is safe and well maintained, reducing the chance of injury or damage.
Sometimes we work with external providers who help deliver activities or experiences. Even in these cases, YR SPACE remains responsible for the safety and wellbeing of participants. We take care to make sure any external providers understand and follow our safety standards and that activities are well supervised.
Everyone involved in our community plays a part in maintaining a safe environment. We encourage participants, families, carers, and staff to speak with the program manager if they notice any hazards, risks, or have concerns about safety or wellbeing.
Participant safety and wellbeing are always our highest priority at YR SPACE. A copy of our Duty of Care Policy is available upon request.
YR SPACE uses closed circuit television (CCTV) cameras in some areas to help keep our program environment safe and secure. CCTV helps protect participants, staff, visitors, and property by discouraging unsafe or inappropriate behaviour and by helping us understand what has happened if an incident occurs.
The cameras are located in specific areas such as the junior and senior playgrounds. Signs are placed nearby to let everyone know when CCTV is in use. Cameras are never hidden and are never placed in private areas such as toilets, changing rooms, or staff spaces. They are also not used to monitor participant or staff performance.
CCTV footage may be used to prevent or investigate incidents such as vandalism, theft, or other unsafe or inappropriate behaviour. It can also help us review what happened if someone is injured or something is damaged. Footage may be used during emergencies to help staff make safe decisions and respond quickly.
Access to CCTV footage is limited and carefully controlled. Only authorised people, such as the program manager or nominated staff, can view footage when it is needed for safety or security reasons. In some cases, relevant staff, participants, or their families may be shown footage of an incident they were directly involved in. Copies of CCTV footage cannot be provided to participants, families, or other parties. Requests for footage must go through the Department of Education and Training’s Freedom of Information Unit.
All CCTV footage is securely stored and automatically deleted after a short period (usually within 14 days) unless it is needed to review or verify an incident. When footage must be kept for legal or safety reasons, it is stored securely and handled in line with official records management requirements.
CCTV helps YR SPACE meet its duty of care by supporting a safe, respectful, and secure environment for everyone involved in our programs.
At YR SPACE, the safety and wellbeing of participants is our highest priority. We are committed to providing a safe, caring, and inclusive environment where everyone feels respected, valued, and protected from harm. Every person involved in YR SPACE — including staff, volunteers, contractors, and visitors — shares responsibility for ensuring the safety of participants and upholding a strong culture of care and respect.
All staff and volunteers follow our Code of Conduct, which sets out clear expectations for how we interact with participants and each other. It helps us all understand the behaviours that support safety and wellbeing, both in person and online.
Staff are required to:
Treat participants, families, and colleagues with respect and kindness.
Listen carefully to participants and take any concerns about safety or wellbeing seriously.
Report any suspicions, concerns, or disclosures of harm immediately.
Maintain appropriate professional boundaries at all times.
Create a safe and inclusive environment that supports belonging, participation, and trust.
Take reasonable steps to prevent harm, abuse, or neglect from occurring.
Certain behaviours are never acceptable at YR SPACE. These include ignoring safety concerns, using inappropriate or discriminatory language, showing favouritism or engaging in grooming behaviour, sharing or discussing explicit material, or contacting participants privately outside of program-related matters. Staff and volunteers must also never take or share photos or videos of participants unless consent has been given and it aligns with our privacy and media guidelines.
All YR SPACE staff hold a Working with Children Check and an NDIS Worker Screening Check, and complete Child Safety and Mandatory Reporting training. This ensures everyone understands their legal and ethical responsibilities and knows how to respond appropriately if safety concerns arise. Staff refresh their training regularly to stay informed about best practices and current laws.
YR SPACE has zero tolerance for abuse of any kind, including physical, sexual, or emotional abuse; exploitation; neglect (including medical neglect); family violence; grooming; or any form of predatory behaviour.
All staff have a legal obligation to act if they believe a participant is at risk of harm. This includes reporting to Victoria Police or Child Protection if there is a reasonable belief that a participant has been abused, neglected, or is unsafe. Reports must be made even if the concern has already been discussed with a manager or another staff member.
If a participant makes a disclosure, staff are trained to respond calmly and sensitively. They will listen without judgment or interruption, allowing the participant to share in their own way and at their own pace. Staff will reassure the participant that it was right to speak up and that they are not to blame, avoid asking leading questions, and explain in an age-appropriate way that the information will need to be shared with the right people to help keep them safe. Staff document all disclosures and concerns accurately and store this information securely and confidentially.
Anyone - including participants, families, staff, or members of the community - can raise a concern about safety. Concerns can be shared directly with the Program Manager, APO, or another trusted team member. If a participant is in immediate danger, staff will contact 000 and ensure the participant is safe while waiting for emergency support.
The following information is provided to families and participants during both the booking and confirmation process for the YR SPACE Seasonal Recreation Programs.
Participants will receive confirmation of allocated dates, costs, etc. via email or post.
If a participant fails to attend a scheduled service booking and the minimum notice of 24 hours is not provided (where practicable), the participant will incur a late cancellation fee. The fee will be equivalent to the price for the cancelled support and any additional costs that are incurred by YR SPACE as a result of the late notice of cancellation, as detailed in your Service Agreement. Fees will not be charged if sufficient notice is given to offer the place to another participant.
Due to staffing constraints, participants cannot be accepted before 9am unless prior arrangements have been made with the Manager. Participants must be collected by 5pm, or a late pick-up fee will be levied to offset extra staffing costs.
On days when a community-based activity is scheduled, participants need to arrive at least 15 minutes prior to the departure time, which will be indicated on the booking confirmation sheets.
It is anticipated that groups on community-based activities will be back at school by 4pm. You will be advised if a later return is anticipated. Please note that meals cannot be heated when out on Community-Based activities.
Please do not forget to sign your child in each morning and advise the Program Manager if someone else is going to collect them.
Centre-Based Activity Sample Daily Schedule:
9:00 - 11:00: Arrival & Planned Activities
11:00 - 11:30: Morning Tea
11:30 - 2:15: Planned Activities, Lunch, General Play
2:15 - 4:00: Planned Activities, Afternoon Tea
4:00 - 5:00: Winding Down and Going Home
Drop off is at the Yarra Ranges Special Developmental School front office.
Pick up is at the YR SPACE Office located in the atrium of Yarra Ranges Special Developmental School. Ring the doorbell on the outside door and you will be let in. Please wait in this atrium area to pick up your child, as other participants can become upset on seeing others going home before them.
Unless otherwise advised, participants should bring in morning tea, lunch, afternoon snacks, and a drink each day (water will be offered during the day).
When lunch is supplied by the program, only morning tea, afternoon snacks, and a drink are required.
Please make sure that you advise the Program Manager of any dietary restrictions.
Please advise the Manager or Team Leader of any cultural or religious considerations.
Please remember to supply sunscreen, hats, etc. for warm days, and coats, etc. for cooler weather. Everything should be clearly labelled to avoid loss. An emergency supply of sunscreen will be held on site—please let the Program Manager know if your child has an allergy to any particular brand.
Every effort is made to return personal items to the correct participant, but if they are not clearly labelled with an individual’s name, responsibility for loss will not be taken.
Staff will only administer medications prescribed by a medical practitioner. Medication must be given to the nurse in its original packaging that is clearly named and labelled with dosage instructions as dispensed by the pharmacist. Correct documentation must also be supplied/completed. (See ‘Medication’)
Unwell children are not permitted to attend-we have vulnerable participants and others with compromised immune systems who attend that may be at risk of contracting illnesses.
Staff will contact parents if their child becomes unwell and requires pick-up from the program.
Staff will contact parents if their child is injured or causes harm to others.
We endeavour to give you details of your child’s participation in activities each day, but if you have any queries or concerns, please speak to the Program Manager.
For more detailed information regarding program times, etc., please refer to the Arrival & Departure Policy (on display in the reception area) or on our website.
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.