If your child or family has any cultural or religious considerations to be taken into account when they attend a program, please inform the Program Manager at your earliest convenience. Parents and caregivers are encouraged to provide ideas and help select materials for the provision of culturally relevant experiences.

Yarra Ranges SDS is included on the Department of Education and Training, Victoria (DET)’s Bushfire At Risk Register. If a Code Red OR Extreme day is declared by fire authorities – OSH Programs will be cancelled for that day. Where possible, up to three days’ notice of a planned closure will be provided. Parents and carers will be contacted directly by letter and telephone with advice on planned closures and will receive confirmation of the decision to close by noon the day before the planned closure. However, we might not have time to let you know – please check the fire danger rating on the CFA website after 1.00pm on all days prior to planned OSH Program activities. Procedures for Bushfire Season and a Bushfire Emergency Management Plan have been developed, and include the following: Advice indicates that in the event of bushfire occurring during a day of the program the emergency management plan will implement a shelter-in-place procedure (staying put). Prior to the start of the Declared Bush Fire Season: · An emergency kit will be checked and updated as needed · Emergency management authorities will be advised of the program activities · Staff will be in-serviced in the Emergency Management Plan and have a copy of the plan provided to them. During the operation of the Program: · On all days above Low - Moderate Fire Danger Rating the CFA, DSE and Bureau of Meteorology websites will be monitored for details regarding the risk and/or outbreak of fire in the area · Subject to the information obtained, activities may be modified, e.g. an excursion cancelled or changed to a more fire safe location · Regardless of the fire risk rating, the program staff will be prepared to enact the Bushfire Emergency Management Plan on each day of the program · Procedures have been set in place to establish roles and responsibilities of staff in a bushfire emergency In the case that a bushfire occurs in an area near the school: · A Shelter-in-place (stay put) plan will be followed · The focus of action taken is the safety of the children and staff · Parents will be contacted as quickly as possible and advised about any incident and what is being done – please be patient if you experience difficulty contacting the school When the threat has passed: · Staff and children will remain at the premises until it is safe to return to normal activities or until parents and guardians are available to collect the children · Groups out on excursion may not be able to return to school – you will be advised if other emergency arrangements have to be made to collect children · Parents / carers will be informed about what has happened, how their child has managed and what the next steps are If you would like a copy of the full procedures and emergency management plan or have any questions about this please contact the program manager on 9736 2499 or 0414297035

The program operates from the Yarra Ranges Special Developmental School (18-20 Burdap Drive, Mount Evelyn, Victoria, 3796) The school is adjacent to Morrison Reserve, which is shared with Yarra Hills Secondary College and Fernhill Pre-School. The school is situated on 3.2 hectares of land with purpose-designed buildings, a hydrotherapy pool, fitness areas, attractive outdoor spaces and recreation areas. Entry is via the car park on Burdap Drive.

Daily individual staffing and support costs are covered by a participant’s NDIS Plan, details of which are outlined and agreed to in a Schedule of Supports and a Service Agreement between the participant and YRSDS OSH Program. Invoices for staffing/support costs for the Holiday Program will be submitted to your nominated person/organisation for payment within 28 days of the finish of each quarterly program. Invoices for the Afternoon Club are submitted to your nominated person fortnightly for payment within 28 days of issue.

Daily activities may attract additional out-of-pocket expenses that are not included as part of a participant’s NDIS funded supports. Examples include entrance fees, event tickets, meals, and program or activity specific costs etc. You will be advised of this with the online program booking form and program information that is provided to families/caregivers approximately six weeks prior to any upcoming school holiday period. These expenses are payable to the YRSDS OSH Program on the day of attendance.

An Emergency and Critical Incident Management Plan (EMP) is developed by Yarra Ranges Special Developmental school and the YRSDS OSH Program to provide a detailed plan of how the YRSDS OSH Program 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 Yarra Ranges SDS OSH Program. 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 · School 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 the full Emergency and Critical Incident Management Plan (EMP) for 2023 - 2024 can be found at the link below. Hard copies are available upon request.

The YRSDS OSH Program is governed by the Department of Education & Training, and National Disability Insurance Scheme standards, policies and procedures. ​ You can view the Yarra Ranges Special Developmental School Policies here. ​ You can also view the YRSDS OSH Program... access policy complaints resolution policy arrival and departure policy administration of medication policy incident reporting policy & procedure

A formal intake and assessment procedure is undertaken in order to determine eligibility, priority of access and to determine support requirements. When enquiries regarding the YRSDS OSH Program are received, the manager undertakes an intake process. This involves briefly outlining the eligibility and priority of access criteria and asking questions regarding the individual’s required level of support. If the individual appears to be eligible, a link to an enrolment form is provided to them. If further assessment or a Behaviour Support Plan is required we can advise you about this process (See Restrictive Practices and Behaviour Support Plans below). A meeting can be arranged at the school with the applicant, their nominated representative (parent-caregiver), and the Program Manager. A nominated advocate may also be in attendance or an advocacy service can be sought (see Advocacy). Detailed information is sourced via the Online Enrolment Form and discussions with the parent or caregivers. Information may also be obtained from other services that the applicant accesses, as well as their school (with documented permission).

Criteria for access and enrolment into the YRSDS OSH Program includes the following - ​ The service user must: Be an NDIS participant with a current plan Have a disability as defined by the Disability Act 2006 Be between the ages of six and eighteen years and attending school Priority of access will include: Families experiencing significant stress Families with working parent(s) Families with little or no access to other respite/school holiday programs ​ Children / adolescents who are in full-time foster or family options placements have equal access priority as anyone else in the community. Individuals who meet the access criteria are eligible to request the service. Eligibility does not confer entitlement to access the Program. Access may not be granted as other people may have been assessed as being a higher priority because of limited resources (demand exceeds supply). Any new enquiries who meet the eligibility criteria for the Program will be offered enrolment if there is a vacancy or they will be placed on the waiting list and notified when a vacancy becomes available. ​ Please view our Access Policy Here

Parents, carers and participants can provide feedback via an anonymous survey via our website. Parents, participants and caregivers also have the opportunity to voice their opinions and participate in annual and three yearly recertification audits. The views of service users are important and indicate how well the YRSDS OSH Program is meeting the needs of the participants and their families. In addition the YRSDS OSH Program Manager can be contacted on 97362499.

Program information is forwarded to all eligible participants approximately six weeks prior to the upcoming school holiday period. To be eligible you must have an ongoing Service Agreement in place and a current Schedule of Supports. The following is a guide to the information sharing and the booking process; ​ 6 weeks prior to program commencement: Program information and link to booking form is forwarded to all eligible participants. ​ 4 weeks prior to program commencement: Participant requests and booking forms due back. ​ 2 weeks prior to program commencement: Confirmation of allocated dates and approximate support costs (including daily out-of-pocket expenses) forwarded to participants. ​ Within 28 days of program finishing: Invoice for services provided is submitted to nominated person/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 YRSDS OSH Program 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. The YRSDS OSH Program 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 YRSDS OSH Program 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 the YRSDS OSH Program. 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 YRSDS OSH Program 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 kept in accordance with our privacy statement. WHY IS THIS INFORMATION BEING COLLECTED? Confidential documents may ask for personal information about your child and family. The purpose for collecting information via the Enrolment Form is so that appropriate staffing levels and resources are provided for your child’s care and support needs. We require information about parents, guardians or carers so that we can take account of family arrangements. Family Court Orders setting out any access restrictions and parenting plans should be made available to us. Do not hesitate to contact the school Principal if you would like to discuss, in strict confidence, any matters relating to family arrangements. FOR CHILDREN ATTENDING A SCHOOL OTHER THAN YARRA RANGES SDS The Program Manager will seek to obtain information from a child’s teacher to assist in the best service delivery for that child whilst attending the Program (e.g. communication/behaviour support strategies, information related to personal care/mealtime assistance, health and wellbeing supports). This information will only be sought with the signed consent of the child’s primary carer. UPDATING YOUR CHILD’S RECORDS It is the responsibility of the child’s primary carer to inform us if any supplied information needs to be changed by sending updated information to the Program Manager as soon as applicable. ACCESS TO YOUR CHILD’S RECORDS In most circumstances you can access your child’s records. Please contact the School Principal 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 School Principal 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. A copy of the school’s Privacy Policy may be obtained on request. If you have any concerns about the confidentiality of this information, please contact the School Principal.

Yarra Ranges SDS is committed to good communication and treating everyone with dignity and respect. The School has developed this information to improve communication for us all when addressing concerns or making a complaint that is related to the school’s out-of-school-hours programs. 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 can be found here

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 the school 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 School Principal / Approved Program Officer (APO) if the matter is unresolved. ​ Step 5 If the matter is unresolved at the school 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 website here

For the purpose of the following information – YRSDS OSH Program is an ‘implementing provider’. ​ What is a restrictive practice? Restrictive practice means any practice or intervention that has the effect of restricting the rights or freedom of movement of a person with disability. Under the National Disability Insurance Scheme (Restrictive Practices and Behaviour Support) Rules 2018 certain restrictive practices are subject to regulation. These include seclusion, chemical restraint, mechanical restraint, physical restraint and environmental restraint. ​ Seclusion Seclusion is the sole confinement of a person with disability in a room or a physical space at any hour of the day or night where voluntary exit is prevented, or not facilitated, or it is implied that voluntary exit is not permitted; Chemical restraint Chemical restraint is the use of medication or chemical substance for the primary purpose of influencing a person’s behaviour. It does not include the use of medication prescribed by a medical practitioner for the treatment of, or to enable treatment of, a diagnosed mental disorder, a physical illness or a physical condition; Mechanical restraint Mechanical restraint is the use of a device to prevent, restrict, or subdue a person’s movement for the primary purpose of influencing a person’s behaviour but does not include the use of devices for therapeutic or non-behavioural purposes; Physical restraint Physical restraint is 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 their behaviour. Physical restraint does not include the use of a hands-on technique in a reflexive way to guide or redirect a person away from potential harm/injury, consistent with what could reasonably be considered as the exercise of care towards a person. Environmental restraint Environmental restraint restricts a person’s free access to all parts of their environment, including items or activities.

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 they are providing. They do not need to be registered specifically for behaviour support registration group 110 Submit monthly reports to the NDIS Commission on the use of restrictive practices Ensure staff are appropriately trained to implement positive behaviour strategies or use restrictive practices Notify the NDIS Commission in the event of any unplanned or unapproved use of a restrictive practice through the reportable incident process Help staff, NDIS participants, their families, and other decision-makers to understand the NDIS Commission’s behaviour support function.

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. The 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

YRSDS OSH Program has an acknowledged commitment to continual improvement and self-evaluation in relation to management practices and service delivery. ​ Throughout the year parents and caregivers are invited to complete a confidential survey about the services we provide at this link. Parents and caregivers also have the opportunity to voice their opinions and participate in annual and 3 yearly recertification audits. The views of service users are important and indicate how well the YRSDS OSH Program is meeting the needs of the participants and their families. ​ The YRSDS OSH Program demonstrates the capacity to comply with the NDIS Quality and Safeguards Commission – NDIS Practice Standards and regulations. The Program delivers services in line with the Disability Act 2006 and undertakes an independent three yearly Certification Audit to obtain accreditation under the NDIS Practice Standards. ​ For more information on the standards please refer to the following link: https://www.ndiscommission.gov.au/sites/default/files/documents/2019-12/ndis-practice-standards-and-quality-indicators.pdf

The COVID-19 Safety Management Plan (COVIDSafe Plan) July 2021 can be accessed here and should be read together with the School Operations Guide. Please note this plan also applies to the YRSDS Out of School Hours Program.

Staff at YRSDS OSH Program, including Program Managers, support staff, office staff, and school Principal (APO) are committed to providing a supportive and engaging environment for all our participants. Our staff take their work very seriously and feel privileged to be able to play an important role in providing support to each participant. ​ All staff at YRSDS OSH Program have a right to a safe and supportive work environment. ​ YRSDS OSH Program expects that all parents/carers and visitors to our program behave in an appropriate and respectful manner to all staff at all times. ​ There will be a zero-tolerance approach to any aggression, intimidation, threats or harassment of school staff, by any means (e.g. in person, by phone, by email, on social media etc). These behaviours may lead to exclusion from the grounds and OSH Program activities and be seen as a breach to the terms and conditions of the Service Agreement, leading to the agreement being terminated. ​ The Program Manager or The Principal (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. ​ YRSDS OSH Program expects all members of our community to act consistently with our Statement of Values. We are committed to ensuring that staff, parents/carers and participants are able to work together in an appropriate and respectful way.

As stated in ‘NDIS Pricing Arrangements and Price Limits,’ where a provider has a Short Notice Cancellation (or no show), they are able to claim 100% of the agreed fee associated with the activity from the participant’s plan. A cancellation is a short notice cancellation if the participant: does not show up for a scheduled support within a reasonable time; or has given less than two (2) clear business days’ notice YRSDS OSH Program will claim for a Short Notice Cancellation if: the Participant fails to attend a scheduled service booking and a minimum notice of 24 hours is not provided (where practicable). If the program is unable to find alternative billable work for the relevant worker, and are required to pay the worker for the time that would have been spent providing the support. 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 Yarra Ranges SDS.

The NDIS Code of Conduct applies to all NDIS providers, registered and unregistered, and all persons employed or otherwise engaged by an NDIS provider. ​ A copy can be found here.

The Child Care subsidy can only be used for Centre Based Day Care, traditional school-based Outside School Hours Care – before, after and vacation care and Family Day Care. YRSDS OSH Program is an Afternoon Club and Holiday Program, incorporating both social and recreational activities and are not eligible for the child-care subsidy. YRSDS OSH Program do not employ Child Care Workers. Specialist Disability Support Staff are employed to deliver a variety of engaging centre-based and community-based activities. All participants are provided with the opportunity and support to make choices, develop skills and have direct input in to what they would like to do for their recreational activities. ​ Independence and friendships are encouraged and supported in a fun and safe environment. Participants are actively supported to address or progress toward identified personal goals.

Accessibility Statement for YRSDS OSH Program This is an accessibility statement from YRSDS OSH Program. Measures to support accessibility YRSDS OSH Program takes the following measures to ensure accessibility of YRSDS OSH Program: Include accessibility throughout our internal policies. Integrate accessibility into our procurement practices. Provide continual accessibility training for our staff. Assign clear accessibility goals and responsibilities. Employ formal accessibility quality assurance methods. Conformance status The Web Content Accessibility Guidelines (WCAG) defines requirements for designers and developers to improve accessibility for people with disabilities. It defines three levels of conformance: Level A, Level AA, and Level AAA. YRSDS OSH Program is partially conformant with WCAG 2.1 level AA. Partially conformant means that some parts of the content do not fully conform to the accessibility standard. Feedback We welcome your feedback on the accessibility of YRSDS OSH Program. Please let us know if you encounter accessibility barriers on YRSDS OSH Program: Phone: 0397362499 E-mail: yrsdsoshprogram@gmail.com Visitor Address: 18-20 Burdap Drive Postal Address: PO BOX 19 Mount Evelyn, 3796 We try to respond to feedback within 3 business days. Technical specifications Accessibility of YRSDS OSH Program relies on the following technologies to work with the particular combination of web browser and any assistive technologies or plugins installed on your computer: HTML CSS These technologies are relied upon for conformance with the accessibility standards used. Assessment approach YRSDS OSH Program assessed the accessibility of YRSDS OSH Program by the following approaches: Self-evaluation Date This statement was created on 14/05/2021 using the W3C Accessibility Statement Generator Tool.