Introduction
For NDIS participants under 18, arranging Short-Term Accommodation (STA) involves specific compliance procedures to ensure the participant’s safety and well-being. This blog post outlines the necessary steps and requirements for coordinating STA for young participants, ensuring all permissions and safeguards are in place.
Understanding Specialised Substitute Residential Care
Specialised Substitute Residential Care refers to services provided by organisations that offer overnight respite care or overnight behaviour support services. This arrangement requires family consent and covers various settings, such as group homes, host families, or camps focused on respite care or behaviour support.
Key Responsibilities and Procedures
1. Obtaining Permissions
1.1 Plan Nominee Approval:
- Action: Secure written approval from the participant’s plan nominee.
- Procedure:
- Send a formal request detailing the STA (dates, location, purpose) to the plan nominee.
- Ensure the plan nominee’s approval is documented in writing, preferably via email.
1.2 Legal Guardian Notification:
- Action: Notify the child’s legal guardian of the STA arrangements.
- Procedure:
- Inform the guardian with the same details provided to the plan nominee.
- Obtain written confirmation from the guardian and file it appropriately.
1.3 Office of the Children’s Guardian Notification:
- Action: Notify the Office of the Children’s Guardian as required.
- Procedure:
- Verify local regulations to determine the necessity of notification.
- Enter relevant information about the participant’s care onto the SSRC Register.
- Document all communications and approvals thoroughly.
2. Documentation and Record Keeping
2.1 Document All Communications:
- Action: Maintain comprehensive records of all STA-related communications.
- Procedure:
- File all emails, forms, and written communications in the participant’s file.
- Convert verbal communications to written form and confirm via email.
2.2 Approval Records:
- Action: Keep detailed records of all received approvals.
- Procedure:
- Store approvals from the plan nominee, guardian, and any child protection agencies in an accessible file.
3. Health and Safety Measures
3.1 Risk Assessment:
- Action: Conduct a thorough risk assessment for the STA.
- Procedure:
- Evaluate the STA location and participant’s specific needs.
- Document identified risks and mitigation measures.
3.2 Emergency Contact Information:
- Action: Ensure emergency contact information is current.
- Procedure:
- Verify that the participant’s file includes up-to-date emergency contact details.
- Provide these details to the STA provider.
3.3 Medication and Special Needs:
- Action: Address the participant’s medication and special needs.
- Procedure:
- Document and provide necessary medications with clear instructions.
- Communicate any special requirements to the STA provider.
4. Review and Feedback
4.1 Post-STA Review:
- Action: Conduct a review after the STA.
- Procedure:
- Collect feedback from the participant, guardian, and STA provider.
- Document issues and successes for future improvement.
4.2 Continuous Improvement:
- Action: Update procedures based on feedback.
- Procedure:
- Incorporate necessary changes into the SOP.
- Ensure continuous improvement in the STA process.
Review and Compliance
Annual Review: This SOP will be reviewed annually to ensure alignment with NDIS guidelines, child protection laws, and internal policies.
Non-Compliance: Non-compliance may result in disciplinary action and must be reported to the relevant authorities.
By following this SOP, staff can ensure that STA arrangements for NDIS participants under 18 are handled with care, compliance, and a focus on the participant’s safety and well-being.
For more information on the regulations and requirements for specialised substitute residential care, visit the Office of the Children’s Guardian website.
This detailed guide ensures that the arrangement of STA for young NDIS participants is compliant with all relevant regulations, providing a safe and supportive environment for the participants.
If you would like to learn more consider enrolling in our support coordinator course.
