Community Employment (CE) Sponsor Briefing

WelcomeThe Department of Social Protection (DSP) would like to thank

the Sponsors of CE who give of their free time, to help CE

Participants and assist in supporting services to local

communities.

Thank you for your attention and attendance

Purpose of CE

• Enhance the employability and mobility of unemployed and disadvantaged persons

• Work experience and training within communities

• For the long-term unemployed

• Temporary fixed term

• Referred through Intreo

• Sponsored by voluntary and community organisations

Context for CE

External Environment • Over 184,000 on Live register (Jul 2021)• Over 79,000 persons over 1 year unemployed (Jul 2021)

Progression to Employment• Engagement in work-related activities• Training & Development of Participant • Job search supports • Contact with employers

Skills + Work Experience = Best Chance of Employment

Current Picture

• 19,196 Active CE places nationally on 857 schemes (Jul 2021)

• Annual Budget of € 362.7m for 2021

• 1,000 CE placements are reserved to support the re-integration of participants referred to a CE place, on a drug rehabilitation scheme through the delivery of an agreed inter-agency CE Drug Rehabilitation programme

• 2,200 places allocated to childcare places nationally

• 2,800 places are dedicated to health and social care

The CE Agreement

An Agreement, which is made up of an Agreement Contract and Agreement Schedule, determines the relationship between the CE Sponsor and the DSP.

It sets out the terms and conditions that will apply to the operation of the CE project for each contract period.

Responsibilities of DSP as Funder

• DSP will provide grant aid to approved projects.

• Manage and co-ordinate the CE application process

• Ensure projects are managed in line with the CE Procedures manual

• Conduct project monitoring visits on the implementation of the Individual Learner Plan and work programme

• Conduct financial monitoring of the project.

Responsibilities of the Sponsor as Employer

• Provide a meaningful work programme, training and progression plan

• Management and the administration of the project

• Statutory and legal obligations of an employer

• 52 week contracts of employment for supervisors and participants

• Monitor Supervisors performance

• Provide a safe and secure environment for all staff and clients of the service

• Comply with the terms and conditions laid down in the Agreement with DSP

Responsibilities of the Sponsor as Employer continued…

• Ensure Garda Vetting where required

• Projects must be non-commercial and not-for-profit;

• Incorporate as a legal entity.

• Form a Company Limited by Guarantee (CLG) or a Co-operative.

• Keep adequate financial records and controls for each project

• Department of Public Expenditure and Reform (DPER) Circular (13/2014) “Management of and Accountability for Grants from Exchequer Funds”

• Adhere to the CE procedures manual and subsequent amendments

The role of the Community Development Officer

• To manage and co-ordinate the CE application process

-assess applications

-issue acknowledgement

-notify sponsor of National Monitoring Committee deadlines

-agreement contract and agreement schedule

• To ensure the effective and efficient management of CE schemes

-compliance with legislation

-participant progression

-terms and conditions of work

The role of the Community Development Officer continued

• To monitor and evaluate CE schemes

-training and programme monitoring

-financial monitoring

• Confirm candidate eligibility

• To assist Sponsors, supervisors and participants in their engagement with the scheme

Participant Development Officer

A member of the project management committee must fulfil the role of Participant Development Officer (PDO)

The PDO is responsible for:

• the Participant Individual Learner Plan (ILP).

• liaise with the supervisor on all development and training matters.

• support the supervisor in the identification, procurement and delivery of training

• support the supervisor in progressing participants

• be the contact person from the Sponsor group with DSP in matters relating to the ILP’s.

• keep the Project Management Committee informed

• monitor CE Supervisor’s performance

The Supervisor

• The Sponsor is their legal employer

• Oversee the administrative and participant development aspects

• DSP provides funding for Supervisor wage grant – 39hours per week

• Supervisors may not sign any official documents

• Assist the Sponsor in the delivery of the CE scheme.

• Report to the Sponsor on progress

• Keep the Participant Development Officer (PDO) informed

• Develop and implement Individual Learner Plan’s (ILP) for each participant

• Co-ordinate the intake and exit of participants

Sponsor Engagement Pack

• CE Procedures Manual• 3 –Year CE Application• Corporate Governance Guide• DPER Circular 13/2014• Financial Best Practice Guidelines• CE Scheme Monitoring• CE Childcare Programme• CE Childcare Training Programme• Childcare Support for Participants (NCS)• CE Health and Social Care Programme• CE Drug Rehabilitation Programme

The CE Procedures Manual

• Assist DSP Officers and Sponsor manage CE.

• Provides one reference point for all.

• Consistent approach

• The manual is updated regularly

• Sponsors are alerted to updates

• Sponsors encouraged to seek professional advice

3 Year Application

• Sponsors should be familiar with the CE Operating Procedures.

• Applications cover 3 years

• Renewal applications in year 2 and year 3

• Submitted through Chairperson on Welfarepartners

• Approved subject to conditions being met annually

• Simplified system of assessment, based on compliant/non-compliant scheme

3 Year Application continued

• Submit to CDO at least 2 months prior to the date of the CE National Monitoring Committee

• National Monitoring Committee: DSP + Trade Unions

• Letters of approval from two Trade Unions

• Notify DSP and Unions of significant changes during project

• CE places allocation based on budget and capacity of scheme.

Corporate Governance Guide

• A guide to assist Sponsors

• Structures and basic procedures in place to meet your legal responsibilities

The Guide includes the following:

• What is Corporate Governance?

• Corporate Governance and community, voluntary and other non-profit organisations.

• Legal structures and status (limited companies, other types of legal structures, charitable status)

• Setting up companies limited by Guarantee

Corporate Governance Guide continued

• The Board of Directors responsibilities-deliver objectives and is well managed -monies are appropriately spent and accounted for-legal requirements regarding staff

• List of regulatory state agencies each charged with particular enforcement powers.

• Department of Public Expenditure and Reform (DPER) Circular 13/2014 and DSP requirements.

• Other relevant legislation

DPER Circular 13/2014

• Public financial management principles, procedures and additional reporting requirements

• Transparency and accountability in the management of public money

• Ensure that all Exchequer funds are accounted for and properly managed.

• Statement of principles for grantees

• Submit audited financial statements

Financial Best Practice Guidelines

• Assist sponsors with maintaining and recording proper books of accounts.

• The minimum requirements for the accounting records

• Meet the conditions of the guidelines when using an Accounts package and/or payroll software

• Books of account printed monthly

• Member of sponsor committee must approve

Financial Best Practice Guidelines

The Financial Best Practice Guidelines cover the following areas:

• Expenditure – Payments Book • Income – Receipts Book• Bank Account and Bank Reconciliation• Payroll Records• Electronic Funds Transfers (EFT)/Bank Transfers• End of Contract Reconciliation• Sponsor Monthly Checklist

CE Scheme Monitoring

• DSP undertakes Monitoring visits of all CE schemes

• Being managed in line with the Operational Procedures

• There are two types of monitoring visit: Financial Monitoring and Training & Programme Monitoring.

• Scheme must achieve compliance in both for renewal

Financial Monitoring • Financial Monitoring guidelines

• Treasurer preferably should be available on the day

• All financial documents made available for inspection

Programme & Training Monitoring

• Meet with a selection of participants and supervisor

• Documents made available for inspection on the day

DSP must establish:

• That the scheme is providing quality work experience, training and other supports to the CE participant.

• That approved training is relevant; leads to an accredited award and represents value for money.

• That job search supports are provided to participants

• That there is an Individual Learner Plan for each participant.

CE Childcare programme

The protection and welfare of the child/young person must always be the first priority

Sponsors of Childcare services must:

• Comply with the Child Care (Pre School Services)(No.2) Regulations 2006 andChild Care (Pre-School Services) (No 2) (Amendment) Regulations 2006

• Submit a copy of the Schedule -Tulsa Early Years Notification of a Pre-School Service to DSP

• Submit a declaration to DSP that they have notified Tusla of the service.

• Ensure that Garda Vetting regulations are complied with

CE Childcare Training Programme

Provides CE Participants on dedicated childcare places who work directly with children with:

• Quality work experience• Training & qualifications in the childcare sector• A structure for CE participants in Early Years Services (care of children)• A clear path to employment.• Coherence between participation on CE and Jobs market

❖The Programme Guidelines for the Childcare Programme are available as part of the Sponsor Engagement Pack

National Childcare Scheme

Childcare option available to CE Participants

• The National Childcare Scheme (NCS) is a national scheme of financial support for parents towards the cost of childcare.

• Replaced all previous targeted childcare programmes with a single, streamlined and user-friendly Scheme.

•• Since 11/10/2019, no new registrations for The Community Employment Childcare

(CEC) Programme are being accepted.

• The NCS will support families with children aged between 24 weeks and 15 years who are attending any participating Tusla registered childcare service.

• Applications and further information for the scheme are online at www.ncs.gov.ieusing a verified MyGovID.

CE Health and Social Care Programme

• 2800 dedicated Health and Social Care places

• Organisations in the disability and caring sectors

• Provide valuable work experience and training

• Support the national health and disability related services in the community

• Sector specific certified training during their time on CE

❖The Programme Guidelines for the Health and Social Care Programme are available as part of the Sponsor Engagement Pack

CE Drug Rehabilitation Programme

• 1,000 dedicated CE Drug Rehabilitation places

• Provide opportunities for people in recovery

• Nine special conditions apply

• Additional features of a CE Drugs scheme:

-All participants must be referred from specialist services- Participants are encouraged to link with addiction/support services - Training and Education forms the core function of activity

CE Drug Rehabilitation Programme

Progressive Milestones

• Phase 1: Engagement with the Programme

• Phase 2: Goal Setting and Engagement in learning

• Phase 3: Career and Skills Development

• Phase 4: Transition Planning and Exit from the Scheme

• Aftercare and Follow-up

❖The Programme Framework for CE Drug Rehabilitation Schemes is available as part of the Sponsor Engagement Pack

CE Programme Targets

Annual and 3 yearly Key Performance Indicators

1.Employment: progression into Employment/Self-Employment

2. Achievement of Major and Minor Awards

3. All CE Participants have an Individual Learner Plan

4. External Work Experience

5. Engagement in further education

Thank youThe Department would once again like to express our thanks to

the Sponsors of CE who give of their free time, to help CE

Participants and assist in supporting services to local

communities.

Thank you for your attention and attendance.

Go raibh maith agat!