Early Childhood Intervention Services Flexible Support Packages

Guidelines for families and ECIS professionals

Published by the Department of Education andTrainingMelbourneFebruary 2015

©State of Victoria (Department of Educationand Training) 2015

The copyright in this document is owned by the State of Victoria (Department of Education and Training), or in the case of some materials, by third parties (third party materials). No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968, the National Education Access Licence for Schools (NEALS) (see below) or with permission.

An educational institution situated in Australia which is not conducted for profit, or a body responsible for administering such an institution may copy and communicate the materials, other than third party materials, for the educational purposes of the institution.

Authorised by the Department of Educationand Training,2 Treasury Place, East Melbourne, Victoria, 3002.ISBN 978-0-7594-0780-0This document is also available on the internet athttp://www.education.vic.gov.au/childhood/parents/needs/pages/flexiblesupportpackages.aspx.

Contents1. Introduction

1.1 Purpose of the guidelines 7

2. Overview of Early Childhood Intervention Services Flexible Support Packages (ECIS FSP)

2.1 The purpose of ECIS FSP 8

2.2 What is ECIS FSP? 8

2.3 Objectives of ECIS FSP 9

3. Who is eligible to apply for ECIS FSP?

Criterion 1: The child has been approved for State funded ECIS 10

Criterion 2: Supports are identified in the current Family Services and Support Plan 10

Criterion 3: Supports can only be provided through ECIS FSP funding allocation 11

Criterion 4: Supports fit an approved category for funding 11

Criterion 5: Supports are targeted and time-limited 12

4. What types of supports are funded through ECIS FSP?

4.1 Safety standards and regulations 16

4.2 Other services and supports for families 17

5. Applying for ECIS FSP

5.1 Initiating an ECIS FSP application 19

5.2 Completing an application for ECIS FSP 19

6. Exceptional circumstances

6.1 What are exceptional circumstances? 23

6.2 Application process for exceptional circumstances 23

7. Assessment of my application

7.1 Receipt of applications and confirmation of completeness 24

7.2 Assessment by the Regional Assessment Panel 24

8. Successful applicationsIntroduction 3

8.1 What is the process for purchasing the approved goods or services? 25

8.2 Following the purchase of approved goods or services 25

9. Appeals and complaints

9.1 Appealing a decision 26

9.2 Making a further appeal 27

9.3 Making a complaint 27

10. Key roles and responsibilities

10.1 Allocated ECIS professional 28

10.2 ECIS Manager 28

10.3 ECIS FSP Coordinators 28

11. Appendices

APPENDIX A: Practice Principles 29

APPENDIX B: Frequently Asked Questions 31

APPENDIX C: Support programs and services 32

APPENDIX D: Privacy information for families 37

APPENDIX E: ECIS FSP agency details 38

APPENDIX F: DET Regional Contacts 39

APPENDIX G: ECIS FSP and Statewide Equipment Program (SWEP) 40

Introduction 4

Acronym listA&EP Aids and Equipment Program

DET Department of Education and Training

ECDS Electronic Communication Devices Scheme

ECIS Early Childhood Intervention Services

FSP Flexible Support Packages

FSSP Family Services and Support Plan

PAPA Performance and Planning Adviser

RAP Regional Assessment Panel

SWEP State-wide Equipment Program

DefinitionsFAMILY In the context of these guidelines, family may refer to biological, adoptive or

step parents, siblings, grandparents or other extended family members, foster carer or other legal

guardians of the child with a disability or developmental delay.

1. Introduction

1.1 Purpose of the guidelinesThe guidelines have been developed to ensure a clear and consistent understanding of the purpose for Early Childhood Intervention Services Flexible Support Packages (ECIS FSP) and how they are provided across the State.

The FSP program: is informed by research that identifies the crucial role of Early Childhood

Intervention Services (ECIS) in building the capacity of the key people in a child’s life to support their learning, development and wellbeing

recognises the importance of both formal and informal supports for families when they have a child with a disability or developmental delay.

Introduction 7

2. Overview of Early Childhood Intervention Services Flexible Support Packages (ECIS FSP)

2.1 The purpose of ECIS FSPThe purpose of FSP is to provide short-term assistance to build the capacity of families to respond to the child’s additional needs by:

supporting the provision of opportunities that address the current learning, development and wellbeing needs of the child or;

reducing physical and psychosocial risks to the child, family and others or; assisting with a child’s functionality and mobility to promote independence

and greater participation in family and community life.

FSP supports are needs based and respond to a current risk to learning, development, wellbeing, safety or independence.

2.2 What is ECIS FSP?ECIS FSP is one component of a multi-layered, holistic service response. The program responds to identified unmet needs that are currently affecting the family’s capacity to support the child’s learning, development and wellbeing. It is designed to support the implementation of a child’s Family Service and Support Plan (FSSP), developed as part of their State funded Early Childhood Intervention Service delivery. This plan is known as the Intake Plan prior to commencing ECIS.

The Victorian Government funds a range of services and supports for children who have a disability or developmental delay prior to school entry, that are additional and complementary to the range of services available through the universal service delivery system.

The overall aim of ECIS is to optimise the child’s learning, development and wellbeing by working with parents and carers in children’s everyday environments. This enables them to gain the knowledge, confidence and skills to support the child’s wellbeing, ongoing learning, development and meaningful participation in family and community life.

The Victorian Early Years Learning and Development Framework and Principles for Health and Wellbeing identify practice principles for all early childhood professionals working with Victorian children and their families. The practice principles are the foundation for professional practice and guide and inform service provision. The practice principles reflect the latest international evidence. More information is available at Appendix A.

Introduction 8

2.3 Objectives of ECIS FSPThe objectives of ECIS FSP are:

respond to the current unmet needs of children with a disability or developmental delay identified in their FSSP

to assist in the provision of timely and targeted support to children and their families as documented in their FSSP

to provide short-term support while families build capacity to access the knowledge, skills and supports required to respond to the ongoing learning, development and wellbeing needs of their children

to provide a financial contribution towards the provision of additional and individualised support to children with high and complex needs when assistance is not available through other avenues.

These additional and complementary supports must meet the five ECIS FSP criteria outlined in Section 3.

Some frequently asked questions and answers about ECIS FSP are available at Appendix B.

Appeals and complaints 9

3. Who is eligible to apply for ECIS FSP?Every application for FSP is assessed against the following criteria. Applications must meet all five criteria listed in this section.

Criterion 1: The child has been approved for State funded ECISFamilies have applied for and are receiving or waiting to receive a place with a State funded ECIS provider.

An application for FSP does not require families to repeat the information provided in support of their application for ECIS. Rather, the FSP application seeks evidence of significant unmet needs that limit the family’s capacity to support the child’s learning, development and wellbeing.

FSP allocation is needs based. Not all families that have met eligibility requirements for State funded ECIS will be deemed eligible for FSP; they must also meet all other FSP criteria.

AND

Criterion 2: Supports are identified in the current Family Services and Support Plan The allocated ECIS professional from the child’s ECIS provider1, has linked the requested supports to the FSSP, or Intake Plan2.

The FSSP is the key document used by the child’s family and ECIS to identify needs, and guides the service delivery for each child and family. Development of the FSSP commences at intake and its focus is to:

∙ assist families to maximise the use of available resources ∙ ensure the family has access to the immediate information they require∙ increase their capacity through linkages and connections with universal

and targeted supports.

When the child is receiving ECIS, the ECIS professional will work collaboratively with the family to develop and regularly review the FSSP.

If the child or family’s circumstances result in the need for an application to FSP, the ECIS professional will work in partnership with the family to facilitate an application.

This ensures that requested FSP funded supports are: informed by and linked to the current FSSP designed to support the child’s learning, development and wellbeing complementary to services or supports already in place carefully matched to existing family settings and routines.

Applications for FSP that are not linked to the FSSP will be deemed ineligible.

AND

1 ECIS Place Providers may include community service organisations and specialist children’s services. Refer to http://www.education.vic.gov.au/childhood/providers/needs/Pages/ecisregionalservices.aspx. 2 Where a family is waiting for ECIS, the Intake Worker may refer the family to ECIS FSP and assist the family to submit the application. In this case, the FSSP will be referred to as the Intake Plan.

10 Early Childhood Intervention Services Flexible Support Packages

Criterion 3: Supports can only be provided through ECIS FSP funding allocationThe child’s family has maximised the use of other services, supports, networks or entitlement. These may include but are not limited to:

State funded ECIS paediatric therapy services universal services, for example the Maternal and Child Health

Service and kindergartens family and community networks other complementary programs, supports or entitlements funded by

the Victorian Government or Commonwealth Government agencies, except those specified in the Approved Categories for FSP Purchases in Table 1.

When assessing FSP applications, Regional Assessment Panels (RAP) consider other services and supports the family has in place or are entitled to receive, and the extent to which these are likely to meet the identified needs of the child and their family.

Except where specified, FSP funds are not to be used to duplicate funding received from other State or Commonwealth-funded programs, or for the purchase of therapy services provided by private providers. The ECIS professional is expected to inform the family about the services, benefits and entitlements they may be eligible to receive from other sources. They must ensure that families have maximised the use of their other available funding options prior to seeking funding through FSP.

AND

Criterion 4: Supports fit an approved category for funding The requested supports must fit within one or more of the approved ECIS FSP categories, which respond to:

1. Safety risks (physical and psychological)2. Independence, mobility and functionality3. Learning and development

The list of FSP approved categories (refer Table 1) has been developed to provide further clarification for families, ECIS professionals, RAPs and DET staff on the purpose of supports funded through FSP. The table provides guidance on what may be funded through FSP, and provides examples of services and supports that are outside the scope of this program and will not be funded.

AND

Appeals and complaints 11

Criterion 5: Supports are targeted and time-limitedThe requested supports are time limited and capable of being committed within three months of the application being approved (that is, ordered, service commenced, place confirmed). Payment must be made within three months of receiving the invoice.

ECIS FSP does not provide ongoing financial support for families and does not duplicate supports received through ECIS. Funding is provided as a contribution in order to respond to additional and significant unmet needs, including circumstances where existing family supports are withdrawn or in response to unexpected circumstances that impact the families capacity to meet their child’s needs.

The ECIS professional works with families to link them to appropriate services and establish longer term, sustainable arrangements that serve to build the families’ capacity to meet their child’s ongoing needs.

If a child or family’s circumstances change, and the support is no longer required, funds will be returned to the region’s FSP budget.

Where the initial circumstances reoccur after the funding is returned to the regional budget, a new application will need to be completed.

12 Early Childhood Intervention Services Flexible Support Packages

4. What types of supports are funded through ECIS FSP?

As noted previously, applications must meet all five of the criteria. One of these is that the requested support must fit an approved category for funding. This section details the categories, and their relevant inclusions and exclusions.

ECIS FSP funds may be used to purchase a range of services and supports that respond to the child and family’s additional needs. The individual circumstances of each child and their family are different, and so the specific types of supports that are purchased and the amount of funding provided to each family will vary according to their particular needs.

However, there is a funding limit of $5,500 per child per financial year. Any request beyond this amount must be approved through an application of exceptional circumstances, refer to Section 6 for more information.

There are three approved categories of support that can be funded through FSP; refer Table 1 for descriptions of the categories, examples of items and services that are eligible to be funded through ECIS FSP. This table intends to guide families, ECIS professionals, and FSP RAP members in their understanding of the approved categories. Table 2 provides examples of items and services that are beyond the scope of the program and will not be funded.

The application form for ECIS FSP requires applicants to identify in to which of the approved categories the requested supports fit, to provide information on how the supports align to the current identified unmet needs of the child and how the supports will address these needs, as documented in the FSSP.

Any supports requested must be directly linked to the child’s additional needs due to a disability or developmental delay. All requested supports must be fit for purpose, cost efficient, effective, and compliant with the relevant Australian standards and regulatory requirements. Quotations must reflect DET’s procurement principles by showing value for money, open and fair competition, accountability, risk management, probity and transparency.

Please note that the supports listed in Tables 1 and 2 are examples; these do not provide an exhaustive list of what can and cannot be funded under ECIS FSP. The RAP may determine that other requested supports may be eligible or ineligible depending on whether they meet the five eligibility criteria.

Appeals and complaints 13

TABLE 1: Approved categories for ECIS FSP purchases

ECIS FSP Category Examples of appropriate expenditures

CATEGORY 1:Safety risk: physical or psychologicalThe child is at risk of harm to self or others. A short-term intervention is required to allow the family time to build capacity to meet the child’s ongoing safety needs.

Prevention and risk mitigation strategies which are the most reasonable and appropriate adjustment to prevent a child from experiencing harm. These must not restrain a child by using a physical barrier or restrict access to an appropriate area for play. These may include:

∙ safety glass due to a child’s repetitive or compulsive, hitting, throwing or head banging behaviour.

∙ home modifications and safety items not funded (or only partially funded) through the Victorian Aids and Equipment Program (A&EP)-operated by the Statewide Equipment Program (SWEP) or other funding programs. (refer Appendix G)

∙ outdoor fencing that is directly linked to the needs of the child and creates a safe space for children, promoting their learning, development and wellbeing.

Where fencing is requested, funding will only be provided to contribute to a standard style of fencing. FSP will not fund fencing that is a regulatory requirement (for example, pool fencing).

Respite care in cases where families are ineligible for or unable to access Commonwealth funded programs or benefits. Child care is not funded for respite under FSP. Appropriate respite care would include that provided by a disability support service.

CATEGORY 2:Independence, mobility and functionalityAdditional supports needed to facilitate the child’s functionality or mobility to promote greater participation in family and community life.

Mobility equipment not funded (or only partially funded) through the SWEP aids and equipment for children or the SWEP Top-up Fund for Children or other government-funded program

Communication aids not funded (or only partially funded) through the A&EP’S Electronic Communication Devices Scheme (ECDS) operated by Yooralla, Australian Hearing Services or other government-funded program

∙ computer tablets may be funded where there is no other suitable approach to addressing the needs of the child – a therapist must recommend programs/applications. The selected model must meet, but not exceed, the minimum standards for running the specified program. Tablets will not be funded for recreational purposes.

Modifications to play areas or equipment to support the child’s independence and participation in play in their everyday family environment.

Contribution towards the cost of providing transport:∙ to enable the child to participate in learning and development or community based

activities∙ for a parent or guardian to participate in short-term parenting programs directly related

to the child’s needs∙ to medical appointments where the appointment cannot be made in the child’s local

community, for example a child who lives in a rural area requires a specialist appointment in Melbourne.

Transport support (public transport, taxi or petrol vouchers) will only be provided where there is an additional and unexpected cost to the family, limiting their capacity to provide the necessary supports to the child with additional needs. For example, car breakdown, where a family does not use a car or a change in circumstances leading to a need to access services outside the local community. This support may be up to the value of $500, distance of travel and associated cost must be demonstrated in the application form.

Contribution to modifications to vehicles or purchase of specialised equipment for vehicles not funded (or only partially funded) through SWEP Vehicle Modification Subsidy Scheme or other government funded programs. A maximum upper limit of $10,000 applies for modifications to vehicles, subject to an exceptional circumstance application.

Continence aids where the child requires support beyond what would reasonably be expected for a family (beyond the average age of toilet training).

Feeding aids including specialised utensils and thickener, to support the child’s functionality and participation in everyday family life.

CATEGORY 3:Learning and DevelopmentShort-term support to assist the child in participating in learning and development opportunities.

Contributing to the cost of limited term support for participation in community based group activities that support development, and active participation and engagement in learning. Activities should be socially inclusive and support the child’s engagement in everyday community life. These may include:

∙ fees for up to two terms of community based activity groups, including swimming lessons, music and dance or other activity groups (up to $500)

∙ fees for up to two terms of three-year-old kindergarten, delivered by a qualified kindergarten teacher (excludes programs eligible for Commonwealth Child Care Assistance) when there is no other early childhood education and care program available (up to $1000)

∙ playgroup fees (up to $100).

Important: please note that any goods or services requested through FSP must meet all relevant safety standards, regulatory requirements and licensing requirements (refer Section 4.1).

14 Early Childhood Intervention Services Flexible Support Packages

Table 2: Supports and services would not be funded under ECIS FSP

Services or items that are available through other avenues or are not directly related to the additional needs of the child: examples of inappropriate expenditures

FSP will not fund:

health care, for example, life support, prescription medication or other medical equipment (some health care will be eligible for support via other means, for example Medicare)

home renovations or maintenance home modifications or safety items that are a regulatory requirement, not an additional

requirement that is directly linked to the child’s disability or developmental delay (for example, standard pool fencing is a regulatory requirement, not solely related to the child’s additional needs)

payments to cover general living expenses (food, some transport, utilities, rent/rates) or purchase of white goods(fridges, washing machines); that are not directly linked to the child’s additional needs as a result of disability or developmental delay

kindergarten fees for which the family is eligible to receive assistance from other Victorian or Commonwealth Government funded programs or entitlements, including four-year-old kindergarten fees

professional therapy services, for example speech therapy child care fees for regulated and non-regulated child care transition supports including transition to school or disability services ongoing (not time limited) transport related costs: including, vehicle purchase, rental,

repairs, servicing or driving lessons as all families should expect these costs – transport support is available where families need to access services for their child and have no transport, modifications may also receive a funding contribution

family holidays additional assistants for participation in kindergarten sporting, leisure or other goods or equipment purchased for other family members, for

example, golf clubs diagnostic assessments are not required for ECIS and therefore not eligible for FSP funding restrictive interventions any equipment that does not meet safety standards or are not recommended for use at the

age of the child trampolines, irrespective of size, will not be funded, as they are not recommended for use of

children under the age of six.

Additional to supports that are available through other avenues, not directly related to the needs of the child, or do not fit the approved categories; FSP funding cannot:

supplement State funded ECIS provider therapy services, other professional services or private therapy services

fund services or supports that have not been identified in the FSSP This is to ensure that services and supports are planned and integrated into

existing family routines and settings, and complement ECIS and other services already in place.

retrospectively cover the cost of goods or services that have already been purchased for the child or family

fund services, supports or entitlements that the child’s family is eligible to receive through other programs administered by State or Commonwealth agencies; with the exception of the State-wide Equipment Program (SWEP) and Electronic Communication Devices Scheme (ECDS) where all other avenues for funding have been explored/exhausted/used.

Appeals and complaints 15

4.1 Safety standards and regulationsAll goods and services that are requested and funded through FSP must meet all relevant safety standards and regulations. When it is unclear if compliance requirements have been meet applicants should contact the relevant provider, retailer or manufacturer to confirm compliance with the relevant standards or regulations.  

4.1.1 Standards for productsThere are mandatory safety standards applied to products that are likely to be especially hazardous and in these instances. It is an offence to sell products that are not compliant with mandatory standards.

The Product Safety Australia website provides information on safety standards for a detailed list of products, including which products have mandatory standards (for example, baby walkers, bicycles and child car restraints) or are banned (for example, toys containing beads). The website includes a section for parents and guardians that details the safety issues for children. Refer to www.productsafety.gov.au to ensure that the product requested under FSP meets the relevant standards.

The Product Safety Recalls Australia website is linked to the Product Safety Australia website and provides specific details of products that have been recalled due to safety risk. Refer to www.recalls.gov.au for specific and up to date information when requesting an item for funding through FSP.

The Australian Consumer Law website provides information on the responsibility of retailers, manufacturers and importers to ensure that their products comply with safety laws, for more information refer to www.consumerlaw.gov.au.

4.1.2 Standards for servicesWhere a service has been requested, it must comply with the relevant quality standards applicable to the specified service.

For example, early childhood education and care must meet the standards outlined in the National Quality Framework (refer to www.acecqa.gov.au/national-quality-framework) and disability services must meet the National Standards for Disability Services (refer to www.dss.gov.au/our-responsibilities/disability-and-carers/standards-and-quality-assurance/new-national-standards-for-disability-services).

4.1.3 Planning permits and licensing of tradespeopleThere are different regulations across the state in regards to planning permits when making structural changes to properties (for example, fencing). Families and ECIS professionals should also contact their local council for the requirements in their local area. The Department of Transport, Planning and Local Infrastructure webpage provides some general information about permits; refer to www.dpcd.vic.gov.au/planning/planningapplications,

Where installation or building is required, a person with the appropriate license must be used. More information on the licensing requirements in Victoria and ensuring the selected tradesperson is appropriately qualified refer to:

www.consumer.vic.gov.au/housing-and-accommodation/building-and- renovating/plan-and-manage-your-building-project/about-builders-tradespeople-and-other-building-practitioners for building and other trades

www.esv.vic.gov.au/For-Consumers/Choosing-and-using-a-tradesperson for electrical and plumbing trades.

16 Early Childhood Intervention Services Flexible Support Packages

4.2 Other services and supports for familiesAppendix C provides a full list of other support programs and services, including short program descriptions, web links and contact details. The Infoxchange Service Seeker webpage may also be a useful resource for finding local services that support children with a disability or developmental delay. The Service Seeker is available at http://www.serviceseeker.com.au.

The State Government Department of Human Services website provides a service directory and is available at http://www.dhs.vic.gov.au/for-individuals/disability.

Another service that may be useful is the Community Referral Directory Provide, which provides information on a range of health, welfare and community support services available in metropolitan Melbourne and major regional areas. Please note that this service does have a cost attached, for more information refer to www.datascape.com.au.

The Victorian Aids and Equipment Program provides subsidised aids to eligible Victorians, The SWEP administers the majority of sub programs under the A&EP including the Top Up Fund for Children. Maximum subsidies are provided for available items.

The subsidy amounts are available on the SWEP website http://swep.bhs.org.au/aids-and-equipment. Information regarding the Electronic Communication Devices Scheme can be found at the Yooralla website: www.yooralla.com.au/services/assistive-technology-and-equipment/electronic-communication-devices-scheme.

Where the subsidy does not fully cover the cost for equipment required by a child with high and complex needs, due to the highly individualised nature of the equipment, ECIS FSP will provide a contribution to the cost. This equipment must be relevant to the current needs of the child. (Refer Appendix G)

Appeals and complaints 17

Table 3: Example alternative support programs

Commonwealth Programs Victorian Government Programs

Child Care Rebate Child Care Benefit Special Child Care Benefit Carer Allowance Carer Payment Carer Supplement Child Disability Assistance Payment Family Tax Benefit (Part A, Part B) Rent Assistance Commonwealth Respite and Carelink Respite support for carers of young

people with severe or profound disability My Time Better Start for Children with a disability Medicare Items Aids and Equipment Program Helping Children with Autism Hearing Australia Services Home and Community Care

ECIS Kindergarten Fee Subsidy (4 year old) Early Start Kindergarten (3 year old) and

Early Start Kindergarten extension grant Statewide Equipment Program (SWEP) Statewide Equipment Program Top Up Electronic Communication Devices

Scheme (ECDS)

5. Applying for ECIS FSPThe key steps in the application and assessment process for FSP are outlined below.

Please note: if a child is transitioning to school in the next year, applications for FSP must be submitted by September 30 of the year prior to commencing school. The application must be able to be assessed and the approved funds expended prior to school entry when the child will no longer be an ECIS client. This means that services for these children that are requested in September must be able to be invoiced and paid for within approximately three months (depending on date of school term).

18 Early Childhood Intervention Services Flexible Support Packages

5. The outcome

FSP Coordinator will send a letter or email to the child’s family and ECIS professional advising the outcome of their application: approved, not approved or requiring more information. This will occur within five business days of final endorsement.

If unsuccessful and dissatisfied with the reasons for the decision, the family and ECIS professional may decide to request an appeal.

If the application requires further information, the family and ECIS professional will send any required information to the FSP Coordinator. The RAP will then assess the application.

2. Complete and submit the applicationThe family and ECIS professional work collaboratively to complete and submit the ECIS FSP application form.

4. Application is assessed

The RAP assesses the application; meetings are held at least ten times per year.

6. Implementing the approved supports

The supports will be implemented according to the purchasing arrangements agreed to by the FSP Coordinator and the nominated primary contact. FSP agency is responsible for ensuring that supports are committed within three months of approval. Payment must be made within three months of receiving the invoice.

3. Application is receivedThe FSP Coordinator posts or emails an acknowledgement letter to the family and ECIS professional. This will occur within two weeks from the date the application was received.

If successful, the FSP Coordinator will call the primary contact nominated in the application form to negotiate the procurement and payment processes.

1. Ensure that the child’s Family Services and Support Plan is current.

5.1 Initiating an ECIS FSP applicationIn response to the needs of the child, the child’s family in consultation with their allocated ECIS professional may identify the need to apply for FSP. An application for FSP can be submitted at any time after the child has been deemed eligible for State funded ECIS.

Applications for FSP must demonstrate that this need for the additional requested support is linked to the FSSP. The FSSP is developed and reviewed throughout the child’s involvement with ECIS.

This requirement ensures that the decision to apply for FSP is the result of a collaborative planning discussion between the family and their ECIS professional. Development of the FSSP is followed by a consideration of the family’s current situation, other supports to which the child and their family may be entitled, and agreement on the specific supports that are most likely to achieve the desired outcomes for the child and family as outlined in their FSSP.

5.2 Completing an application for ECIS FSP

It is the role of the ECIS professional to ensure that the family is aware of how information provided in the application form and other documents will be used and stored. More information on privacy is available in the application form and at Appendix D.

Step 1 – Obtain the current Family Services and Support PlanECIS professionals work in partnership with each family to develop a FSSP that documents and guides the service delivery for each child. The FSSP reflects the importance of the collaborative planning process and family centred practices that underpin the family’s contact with ECIS.

The focus of the FSSP is to assist families to identify and respond to a child’s individual learning, development and wellbeing needs and maximise their participation in family and community life. This will include supporting the family to acquire the confidence, skills, knowledge and resources to respond to the identified needs of the child, and may be achieved through linkages and connections to universal, targeted, other community services or FSP.

The FSSP is the foundation document that informs and supports an FSP application.

Step 2 – Fill in the ECIS FSP application form

Appeals and complaints 19

This form builds upon the information already supplied by the child’s family through their application for ECIS and does not require that the family duplicate information already supplied.

Checklist. This needs to be completed before submitting the application form to the FSP Coordinator.

Privacy information statement. This section advises families and ECIS professionals of how the information provided in the application will be used.

Section 1 – Details of the child, parent or guardian, and ECIS professional. This section requests general information about the child and their family, including address, contact details and cultural background. It also requests the name and contact details of the assigned ECIS professional.

Section 2 – ECIS FSP application details. This section requests specific information about the current needs of the child and their family, the supports currently in place, and the supports required to assist them through this period of need. It also includes questions about other funding avenues that the family has explored, and the proposed expenditure plan that is discussed below.

Section 3 – Declarations and consent. This section includes declarations that the information included in the form is true and correct, and consent to use the information for the specified purposes. Parents/guardians, ECIS professionals and ECIS managers must sign this section.

Section 4 – Family Services Support Plan. This section prompts the attachment of the FSSP.

The FSP application form is available on the DET website at http://www.education.vic.gov.au/childhood/parents/needs/pages/flexiblesupportpackages.aspx or from the ECIS professional.

Once completed, the child’s parents or guardians must endorse the application. The family must also keep a signed copy of the application form.

The completed and signed FSP application form needs to be submitted to the ECIS FSP agency that covers the local government area where the child lives. The ECIS FSP Coordinator is a role within these agencies.

For the contact details ECIS FSP agency in each region, refer Appendix E.

Step 3 – Develop a Proposed Expenditure PlanThis plan sits within Section 2 of the ECIS FSP application form and contains:

20 Early Childhood Intervention Services Flexible Support Packages

the goods or services that have been requested to meet the child’s identified additional needs

the nominated service provider of these goods or services based on quotations3

written quotations or documentation:

o for all services and supports valued at under $2,500 two written quotations or documentation are required (a print out from a supplier website defining all costs and specifications is considered an acceptable form of documentation)

o for all services and supports valued at or above $2,500 two written quotations are required

o where there is no other supplier of the goods or services (for example, specialised equipment purchased through SWEP) one written quotation is considered appropriate

the proposed duration of any service requested, if applicable

the anticipated cost of the service/support or the amount of funds sought to contribute to the total costs of the service/support (including delivery fees and cost of installation by suitably qualified persons where applicable) for each child and family

the nominated primary contact person who has been identified to support the acquisition of the requested services or supports.

When selecting an item or getting a quote for a service, families and ECIS professionals should be aware that all nominated providers, and associated products and services must meet the relevant Australian standards and regulatory requirements, including relevant licensing requirements where installation is required.

All quotations must reflect DET’s procurement principles by showing value for money, open and fair competition, accountability, risk management, probity and transparency.

Retrospective applications for FSP funds to cover the cost of goods or services that have already been purchased will be ineligible.

In addition to information listed and requested in the application form, applicants should attach any additional documentation they have in support of the requested supports for the child. This may include documentation from early childhood or health professionals prescribing or recommending supports for the child.

3 FSP Coordinators may offer alternative suppliers to the family due to best value and supplier arrangements they may have in place.

Appeals and complaints 21

Step 4 – Submit the application form

Once the FSP application form is complete, and endorsed by the parent(s) or guardian(s), the ECIS professional and their manager, the application is posted or emailed to the FSP agency. All FSP agencies must have a dedicated secure email address for email submissions; applications must not be sent to an individual’s email address.

Applicants should complete the checklist on the front of the FSP application form to ensure all questions have been answered and all required documentation is attached, including the current FSSP and Proposed Expenditure Plan.

For the contact details of FSP agency in each region, refer Appendix E.

Families and ECIS professionals are reminded that FSP provides a contribution only towards the purchase of additional supports for children. As listed above, FSP is only one of many supports available, including State Government and Commonwealth funded programs that provide supports to families.

22 Early Childhood Intervention Services Flexible Support Packages

6. Exceptional circumstances 6.1 What are exceptional circumstances?In some cases, a child may require support above the financial year funding limits of FSP. Due to this need, the child’s family in consultation with their allocated ECIS professional may consider that their situation warrants an application under ‘exceptional circumstances’ provisions. Exceptional circumstances do not include emergencies. In an emergency, families should seek access to crisis support provided by other State and Commonwealth agencies.

The RAP may consider an application for exceptional circumstances where:

a child has received the maximum funding limit for the financial year and is experiencing a newly identified need that cannot be addressed by other means or via an alternative approach

the amount being requested in the initial application is above the limit of $5,500 per financial year to address a current need where there is no alternative funding source to address this need and it meets the FSP requirements.

6.2 Application process for exceptional circumstancesThe steps to apply for consideration under exceptional circumstances are below.

Step 1 – Applications are submitted to be considered by the RAP for assessment of eligibility.

Step 2 – Applications deemed eligible by the RAP will then be submitted to the Manager Access, Participation and Performance via the PAPA (or DET representative on the RAP)

Step 3 – Applications will be considered and approved as appropriate by the Manager Access, Participation and Performance. They will advise the PAPA of their decision.

Step 4 – The PAPA will inform the FSP Coordinator of the outcome who will proceed in notifying the family and ECIS professional.

See Appendix F for a list of DET regional contacts

Appeals and complaints 23

7. Assessment of my application

7.1 Receipt of applications and confirmation of completeness

In the first instance, FSP applications are submitted to the FSP Coordinator, a letter or email of receipt will be sent to the child’s family and the ECIS professional. The FSP Coordinator will check the application to ensure there is sufficient information for the RAP to reach a decision on whether to approve funding through FSP.

If the FSP Coordinator determines that there is insufficient information provided or that the application is ineligible, they will send a letter or email to the family and ECIS detailing their decision. If the application requires more information to be progressed to the RAP, the letter or email will detail what is required.

7.2 Assessment by the Regional Assessment PanelThe RAP is a panel that convenes at least ten times per year to assess FSP applications. These RAPs comprise the following:

ECIS FSP Coordinator (RAP convenor) DET Regional PAPA or nominee Specialist Children’s Services or Intake Team Leader or nominee two experienced ECIS professionals from community service organisations

funded to deliver ECIS places in regions

The RAP assesses each application against the ECIS FSP Selection Criteria based on the information supplied. The selection criteria are outlined in Section 3 of this document.

Once assessed, the FSP Coordinator sends a letter or email advising the outcome of the application to the child’s family and ECIS professional. In cases where the application is not approved, this letter or email will include reasons for the decision or the information required. If the RAP has requested further information to be supplied, the letter or email will detail what is required. In this case, the ECIS professional will work with the family to supply the requested information and resubmit an application for consideration at an out of sessions meeting of the RAP.

If successful, the FSP Coordinator will notify the primary contact nominated in the application form. The nominated person or the family will then arrange the purchase of the approved items or services, with the invoice directed to the FSP Coordinator for payment or reimbursement.

24 Early Childhood Intervention Services Flexible Support Packages

8. Successful applications8.1 What is the process for purchasing the approved goods

or services? The FSP Coordinator is responsible for managing funds to purchase services and supports on behalf of children and their families. Following the approval of funding, the FSP Coordinator will contact the nominated primary contact in the application form.

The FSP Coordinator, in consultation with the nominated primary contact will negotiate: to make the purchase on behalf of the child’s family

or for the nominated primary contact to make the purchase following approval of the

FSP application by the RAP, and receive reimbursement.

FSP Coordinators may also identify alternative suppliers to the family due to best value and supplier arrangements they may have in place. The FSP Coordinator is responsible for managing procurement processes to support purchasing of goods or services that meet all applicable regulations, Australian standards and licencing and registration requirements and fit for purpose.

The service or support cannot be purchased prior to approval of the FSP, as funding will not be approved retrospectively.

8.2 Following the purchase of approved goods or servicesParents and guardians need to be aware that they will be required to cover all costs related to maintenance, repair or replacement of equipment purchased through FSP with the exception of goods purchased through SWEP. In these instances please refer to SWEP’s Aids and Equipment Program Guidelines at http://swep.bhs.org.au/aids-and-equipment. Appendix H also provides information about SWEP and its interaction with FSP.

8.2.1 Closure of the application for ECIS FSPFSP Coordinators engagement with FSP applicants ceases when the support purchased through FSP has been received and the family satisfaction survey has been distributed. The FSP Coordinator must record all case closures on IRIS.

8.2.2 Can a subsequent application be submitted?

Families can submit more than one application in the same financial year. Where a subsequent application is for the same previously approved supports, applications must demonstrate a newly emerging need.

Applications will be considered against:

the goals outlined in the FSSP supports already purchased by FSP the capacity of the family or other funding programs to meet the needs of the

child the $5,500 per financial year funding limit the eligibility criteria the exceptional circumstance requirements (if necessary).

Appeals and complaints 25

9. Appeals and complaintsECIS FSP agencies and Regional DET officers must ensure that ECIS professionals and families applying for FSP are informed about how to lodge a complaint and the process that will be followed in addressing any complaints received, in a format that is clear and accessible.

Children and families that have applied for or are receiving FSP are entitled to have appeals or complaints investigated objectively, fairly, promptly and without fear of repercussions.

Complaints are an important source of feedback on program and service delivery practices and should be used to review or improve practices.

Families are encouraged to liaise with their ECIS professional prior to lodging an appeal or complaint; however, a family can lodge an appeal or complaint directly to their FSP Coordinator.

9.1 Appealing a decision Applicants may request an appeal of decisions regarding eligibility or level of support provided. An appeal will only be conducted because of new or additional relevant information, which may not have been available at the time of application, or if circumstances have changed.

Step 1 - All requests for appeals are to be in writing to the FSP Coordinator, and must refer to the date of the original application and be accompanied by relevant new or additional information and signed by the parent or guardian and ECIS professional. This must be done within four weeks of the family and ECIS professional being notified that the application was unsuccessful.

Step 2 - The FSP Coordinator will send out a letter or email within 5 working days to the ECIS professional and the child’s family confirming that an appeal has been lodged; receipt of the additional information and the date the appeal will be heard.

Step 3 - The FSP Coordinator will then present the appeal at the next RAP meeting. Appeal requests will only be upheld if the RAP determines that new or additional relevant information has been provided.

(Where the RAP considers the application again to be ineligible for funding, the appeal will be progressed to Step 3 of the further appeal process, refer Section 9.2)

Step 4 – The FSP Coordinator will notify the ECIS professional and family of the outcome of the appeal within 5 days of an appeal being heard by the RAP.

26 Early Childhood Intervention Services Flexible Support Packages

9.2 Making a further appeal In circumstances where the appeals process fails to resolve a grievance relating to eligibility for support or, level or type of support provided, a family can lodge a complaint through the FSP Coordinator.

Step 1 - Family in consultation with their allocated ECIS professional, lodges a further appeal to the FSP Coordinator.

Step 2 – The FSP Coordinator send a receipt of acknowledgment of the further appeal to the family and the ECIS professional.

Step 3 - The FSP Coordinator provides all documentation from the initial appeal, along with any further information and minutes from the relevant RAP meetings to the PAPA who will liaise with the Manager Access, Participation and Performance in that region.

Step 4 - All information relating to the further appeal will be provided to the DET Regional Director for their region or delegate, who in consultation with the DET Central Early Years Inclusion and Intervention Manager, will ensure that the decision making process is reviewed by a senior DET staff member. This DET staff member will be independent of all previous considerations of an application or appeal.

Step 5 - Once a decision is reached, the PAPA will notify the FSP Coordinator who will in turn notify the ECIS professional and family within five business days.

9.3 Making a complaintWhere an applicant or family is dissatisfied with any other aspect of the operation of FSP, they may make a complaint to the funded agency. The agency will then provide the applicant with a copy of their complaints process. Complaints should be provided in writing so that the nature and scope of the complaint is clear.

All complaints are to be responded to in accordance with the principles outlined in the Guide to complaint handling for Victorian Public Sector Agencies issued by Ombudsman Victoria. The guide is available at www.ombudsman.vic.gov.au/getmedia/90b1cdbc-448a-4977-b441-e43b3ffb4c1e/Complaint-handling-good-practice-guide-Dec-2012.pdf.aspx.

Appeals and complaints 27

10. Key roles and responsibilitiesVarious services may be involved in providing support to children and families including the Maternal and Child Health Service, kindergartens, family support providers, ECIS and other community services. The following sections explain the roles of the various professionals involved in the administration of FSP.

10.1 Allocated ECIS professionalWhen a child is receiving ECIS, they will have an allocated ECIS professional (or keyworker). The ECIS professional is the primary contact for the child’s family. They will work with the family to develop and review a FSSP. Where the family is waiting for ECIS, the ECIS Intake Worker will work with the family to assist them to complete the ECIS FSP application documents.

The role of the ECIS professional in the delivery of ECIS FSP is outlined below.

The ECIS professional will work in collaboration with the family to:

assist the family to understand FSP guidelines ensure that they understand how the information they provide in the application

process will be used and stored facilitate the completion of the FSSP and then the FSP application assist them to provide any additional information required throughout the

application and assessment process assist them to request a RAP decision appeal or file a complaint if necessary.

10.2 ECIS ManagerThe manager of the allocated ECIS professional is responsible for signing all applications submitted by their staff.

10.3 ECIS FSP CoordinatorsFSP agencies cover specific local government areas within their region refer to Appendix E for locality details. The ECIS FSP Coordinator is a role within the FSP agency.

The FSP Coordinator will:

receive and review all applications provide written communication to the family and ECIS professional regarding,

receipt of the FSP application and advising of the outcome of the application receive and manage appeals and complaints work collaboratively with the nominated primary contact to coordinate item and

service purchases.

28 Early Childhood Intervention Services Flexible Support Packages

11. Appendices

APPENDIX A: Practice PrinciplesVictorian Early Years Learning and Development FrameworkThe Victorian Early Years Learning and Development Framework (VEYLDF) establishes a set of common learning and development outcomes for all children and early childhood professionals to work towards. It provides a common language and principles for all early childhood professionals and supports professional collaboration. The VEYLDF informs all State funded early childhood education and care services, including Early Childhood Intervention Services (ECIS).

The VEYLDF Practice Principles for Learning and Development are the foundations for professional practice for early childhood professionals working with Victorian children and their families. These inter-related principles describe the types of practices that should underpin the way service providers construct and conduct ECIS.

The VEYLDF Practice Principles are:

family-centred practice partnerships with professionals high expectations for every child equity and diversity respectful relationships and responsive engagement integrated teaching and learning approaches assessment for learning and development reflective practice.

Services and supports funded under the ECIS Flexible Support Packages are informed by a contemporary evidence base which highlights the following:

As children’s learning and development is shaped by the environments in which they live, a major feature of ECIS is working with an through those that are major providers of these environments – families, early childhood education and care, other community based child and family settings – to support provision of experiences and opportunities that children require to develop and learn.

The nature and quality of key relationships are critical to the way all children learn. Particularly attunement, engagement and responsiveness, apply to all children.

Family-centred practice recognises and builds on family strengths, increases confidence and assists families to make informed choices. It builds capacity of families to respond to the learning and development of their children.

Delivery of services in everyday family environments to build capacity of families to provide naturally occurring learning and development opportunities.

Responsiveness to diversity of families, including vulnerable families, families who identify as Aboriginal and Torres Strait Islander background, and those from culturally and linguistically diverse backgrounds.

.

Appendices 29

Collaboration to support effective and timely provision of information, and support and resources.

Maximising the use of universal services and other targeted services to support an integrated service system.

The Principles for Health and Wellbeing The Principles for Health and Wellbeing, like the VEYLDF, provide a shared language and base for all of DET’s services to collaborate and improve outcomes for children, but also young people and adult learners.

The principles are as follows:

Maximise access and inclusion Focus on outcomes Evidence-informed and reflective practice Holistic practice Person-centred and family sensitive practice Partnerships with families and communities Cultural competence Commitment to excellence

The Victorian Child and Adolescent Outcomes Framework identifies the outcomes that the Principles for Health and Wellbeing aim to contribute to in the long-term. These focus on the child’s wellbeing at the centre surrounded by confident and capable families, strong and supportive communities, and an enabling society. The outcomes within this framework that are priorities for DET include:

optimal physical health, for example physical activity optimal social, emotional wellbeing, for example mental

health and wellbeing safety and material wellbeing, for example providing a safe

learning environment supportive relationships, for example positive family

functioning learning and skills, for example optimal language and

cognitive development.

The Principles for Health and Wellbeing also provide a continuum of intervention that ranges from primary prevention through to early identification and intervention, and complex intervention and restoring wellbeing. ECIS Flexible Support Packages assist children that require supports spanning early and complex interventions.

30 Early Childhood Intervention Services Flexible Support Packages

APPENDIX B: Frequently Asked QuestionsWhen can applications be submitted for ECIS FSP?The need for FSP funding may be identified at any time following the development of the FSSP or Intake Plan, so an application may be submitted while families are at ECIS Intake or when they are receiving ECIS from a State funded ECIS provider. Regional Assessment Panels meet regularly throughout the year, and will consider applications in order of date of receipt.

If a child is transitioning to school in the next year, applications for FSP must be submitted by September 30 of the year prior to commencing school. This allows time for the application to be assessed and approved funding fully expended prior to school entry when the child will no longer be an ECIS client.

How many applications can be submitted per child?There is no limit to the number of applications that may be submitted for funding under FSP. However, there is a limit to the total amount of funding that may be allocated to each child and family that meets FSP eligibility requirements in any one financial year; this is currently $5,500 per child. FSP is intended to be a contribution to meet short-term unmet needs and is not available to finance ongoing services or supports.

If there is more than one child with a disability or developmental delay in a family, do they submit separate applications for ECIS FSP?In some cases, multiple children in one family are receiving or waiting to receive State funded ECIS, and additional supports may be required for all eligible children. Where this occurs, the needs of each child need to be documented in their own FSSP. If the support is relevant to both children and there are clear links, a joint application for FSP funding can be made.

Each eligible child’s needs will be considered independently of any applications submitted for siblings for other supports, but will take account of the overall impact on the families capacity to meet the needs of all children with disability or developmental delay in their care.

What are the funding limits?The amount of funding allocated under FSP varies for each child, and from year to year, there is variation in both the levels of demand for FSP, the type of supports requested and their cost.

As a needs-based funding program, families of children with a disability or developmental delay can apply for FSP at any time. However, in order to ensure as many eligible children as possible have access to FSP support, families may only receive up to a total of $5,500 per child per financial year for the purchase of services and supports. Families may lodge one or several applications for FSP throughout the financial year; however, the cumulative total of funds that may be paid per child is $5,500. Funds allocated to a child following approval of an application for ECIS FSP must be committed within three months of approval. Payments must be made within three months of receiving an invoice.

What is considered a current Family Services and Support Plan (FSSP)?The FSSP is recognised as a document that is regularly reviewed and updated in response to the changing needs of the child and family. A current plan should identify the unmet needs that informs and links to the FSP application.

Appendices 31

APPENDIX C: Support programs and servicesService directories

Program Details ContactCommunity Referral Directory

The Community Referral Directory provides information on a range of health, welfare and community support services available in metropolitan Melbourne and major regional areas.

www.datascape.com.au

Infoxchange Service Seeker

The Infoxchange Service Seeker is an Australia-wide directory of community support services.

http://www.serviceseeker.com.au

State Government Department of Human Services Service Directory

The Department of Human Services website provides a range of information for people with a disability, including financial assistance, accommodation options, community involvement and other supports and services. The service directory provides a list of services type of service or your postcode as search options.

http://www.dhs.vic.gov.au/for-individuals/disability

General supportsProgram Details ContactBetter Start for Children with Disability

The Better Start for Children with Disability initiative provides funding for early intervention services for children with nominated disabilities.

Better StartPhone: 1800 242 636Website: http://www.betterstart.net.au/

Carer Allowance The Carer Allowance is a supplementary payment for carers who provide additional daily care and attention for someone with a disability or medical condition, or who is frail aged.

CentrelinkPhone: 132 717Website: http://www.humanservices.gov.au/customer/services/centrelink/carer-allowance

Carer Payment The Carer Payment is an income support payment for people who personally provide constant care in the home of someone with a severe disability, illness, or who is frail aged.

CentrelinkPhone: 132 717Website: http://www.humanservices.gov.au/customer/services/centrelink/carer-payment

Carer Supplement

The Carer Supplement is an annual lump-sum payment to assist carers with the costs of caring for a person with a disability or medical condition.

CentrelinkPhone: 132 717Website: http://www.humanservices.gov.au/customer/services/centrelink/carer-supplement

Child Care benefit

The Child Care Benefit helps with child care costs including at outside school-hours care, family day care, vacation care, long day care, in-home care, and some occasional-care services.

CentrelinkPhone: 136 150Website: http://www.humanservices.gov.au/customer/services/centrelink/child-care-benefit

Child Care rebate

The Child Care Rebate covers 50% of out of pocket child care expenses. There is a maximum amount per child per year. This benefit is in addition to any amount you may receive from Child Care Benefit or Jobs, Education and Training Child Care Fee Assistance.

CentrelinkPhone: 136 150Website: http://www.humanservices.gov.au/customer/services/centrelink/child-care-rebate

Child Disability Assistance Payment

The Child Disability Assistance Payment is an annual payment to assist parents with the costs of caring for a child with a disability.

CentrelinkPhone: 132 717Website:http://www.humanservices.gov.au/customer/services/centrelink/

32 Early Childhood Intervention Services Flexible Support Packages

child-disability-assistance-payment

Family Tax Benefit (Part A, Part B)

Family Tax Benefit Part A is paid for each child in a family. The amount you get is based on your family’s individual circumstances.

Family Tax Benefit Part B gives extra help to single parents and families with one main income. This payment is income tested.

CentrelinkPhone: 136 150Website: http://www.humanservices.gov.au/customer/services/centrelink/family-tax-benefit-part-a-part-b

Health Care Card

A Health Care Card provides help with the cost of prescription medicine under PBS, Australian government funded medical services, and access to state, territory and local government concessions.

CentrelinkWebsite: http://www.humanservices.gov.au/customer/services/centrelink/health-care-card

Medicare Medicare provides payments and services that can help when you, or someone you provide care for, use health care services or buy medicines.

For example, The Helping Children with Autism Access to Diagnosis and Treatment Plan.

MedicarePhone: 132 011Website: http://www.humanservices.gov.au/customer/subjects/medicare-services

Parenting Payment

The Parenting Payment is income support for parents or guardians to help with the cost of raising children.

CentrelinkWebsite: http://www.humanservices.gov.au/customer/services/centrelink/parenting-payment

Rent Assistance Rent Assistance provides financial help to people who pay rent and receive a Centrelink payment.

CentrelinkWebsite: http://www.humanservices.gov.au/customer/services/centrelink/rent-assistance

Special Child Care Benefit

The Special Child Care Benefit provides extra assistance with your child care fees, up to the full amount of the usual fee charged by the Child Care Benefit Approved Child Care Service Provider. This benefit is available for families experiencing a hardship event that significantly reduces their ability to pay the child care fees normally charged, while they adapt to their new circumstances.

CentrelinkPhone: 136 150Website: http://www.humanservices.gov.au/customer/forms/fa023

Appendices 33

Supports that respond to a child’s safetyProgram Details ContactCommonwealth Respite and Carelink centres

The Australian Government has established a network of Commonwealth Respite and Carelink Centres around Australia. Centres provide a link to and information about a wide range of community, aged care and support services available locally or across Australia, including services for older people, people with a disability, and those who provide care and services. Centres can also assist carers with options to take a break through short-term and emergency respite services, based on assessed need, and provide advice on and coordinate access to respite services in a carer’s local area.

Australian Government Department of HealthPhone: 1800 052 222 (business hours) or 1800 059 059 (outside business hoursWebsite: https://www.health.gov.au/internet/main/publishing.nsf/Content/ageing-carers-respcent.htm

My Time My Time groups provide facilitated peer support for mums, dads, grandparents and anyone caring for children with a disability, developmental delay or chronic medical condition.

My TimePhone: 1800 889 997Website: http://www.mytime.net.au/

Respite support for carers of young people with severe or profound disability

This program:

provides immediate and short-term respite to carers of young people with severe or profound disability facilitates access to information, respite care and other support or assistance appropriate to the individual needs and circumstances of both carers and care recipients focuses on carer needs and allows carers to exercise choice and control over their respite care arrangements supports carers whose needs are not being met through existing Australian Government or state/territory government initiativesexpects to alleviate unmet demand for short-term and unplanned respite care that currently causes significant stress to carers.

Australian Government Department of Social ServicesPhone: Commonwealth Respite and Carelink Centre on 1800 052 222Website: http://www.dss.gov.au/our-responsibilities/disability-and-carers/program-services/respite-support-for-carers-of-young-people-with-severe-or-profound-disability-program

34 Early Childhood Intervention Services Flexible Support Packages

Supports that respond to a child’s independence, mobility and functionalityProgram Details ContactAids and Equipment Program

The Victorian Aids and Equipment Program (A&EP) provides people with a permanent or long-term disability with subsidised aids, equipment, home, and vehicle modifications. The program aims to enhance the independence of people with a disability in their home, facilitate their participation in the community and support families and carers. The majority of this program is administered through State-wide Equipment Program (SWEP), communication devices are available through the Electronic Communication Devices Scheme (ECDS), see below for details of these programs.

Victorian Government Department of Human ServicesPhone: 1300 650 172Website: http://www.dhs.vic.gov.au/for-individuals/disability/aids-and-equipment

Australian Hearing Services

Australian Hearing provides government funded hearing services to children and young adults up to the age of 26 who are Australian citizens or permanent residents with permanent or long-term hearing loss.

Australian HearingPhone: 131 797Website: http://www.hearing.com.au

Electronic Communication Devices Scheme

The ECDS is a state-wide service assisting people who have no speech or speech that is difficult to understand, to buy speech generating devices and software.

The scheme also supports the purchase of specialised equipment to make it physically easier to use speech-generating devices.

YoorallaPhone: 03 9362 6111Toll free: 1300 885 886Email: a&ep@yooralla.com.auWebsite: http://www.yooralla.com.au/services/assistive-technology-and-equipment/electronic-communication-devices-scheme

Statewide Equipment Program

The Victorian SWEP provides people with a permanent or long-term disability with subsidised aids and equipment to enhance independence in their home, facilitate community participation and support families and carers in their role.

SWEPPhone: 1300 747 937 (information line) or 03 5333 8100 (alternate phone)Website: www.swep.bhs.org . au

Statewide Equipment Program Top Up Fund for Children

The Top-up Fund for Children is available for eligible children less than 18 years of age who need a manual or powered wheelchair including initial customisation if needed, pressure cushions and walking aids. The fund will cover the full amount of funding required to meet the difference between the maximum aids and equipment subsidy and the total cost of eligible items.

SWEPPhone: 1300 747 937 (information line) or 03 5333 8100 (alternate phone)Website: http://swep.bhs.org.au/top-up-fund-for-children

Appendices 35

Supports that respond to a child’s learning and developmentProgram Details ContactEarly Start Kindergarten

and

Early Start Kindergarten extension grant

Early Start Kindergarten provides free or low cost kindergarten to eligible three-year-old children where a qualified teacher offers programs. Some services will be able to offer your child a place in a program for four year olds or a mixed age group.

The extension grant enables a child to attend a funded kindergarten program free of charge or at minimal cost in the year before school if the child has previously accessed an Early Start Kindergarten grant in the year two years before school and is ineligible for the kindergarten fee subsidy.

Victorian Government Department of Education and Training

Phone:North East VictoriaBenalla

03 8392 9500

Glen Waverley

03 8392 9300

North West VictoriaBendigo

03 5440 3111

Coburg03 9488 9488

South East VictoriaDandenong

03 8765 5600

Moe

03 5127 0400

South West VictoriaBallarat

03 5337 8444

Geelong

03 5225 1000

Footscray

03 9291 6500

Website: http://www.education.vic.gov.au/childhood/parents/kindergarten/Pages/earlystart.aspx

Helping Children with Autism

The Helping Children with Autism (HCWA) package is an Australian Government initiative providing support for children aged 0 – 6 years with an Autism Spectrum Disorder (ASD), their families and carers.

The package includes: Autism Advisors Funding for Early Intervention services PlayConnect Playgroups Early Days family workshops An ASD website

Australian Government Department of Social Services, Department of Health and Ageing, and Department of Education, Employment and Workplace RelationsPhone: 1800 778 581 (information)To contact an Autism Advisor in Victoria:1300 424 499 or (03) 9657 1608Website: http://www.dss.gov.au/our-responsibilities/disability-and-carers/program-services/for-people-with-disability/helping-children-with-autism

Kindergarten Fee Subsidy

The kindergarten fee subsidy allows children to access up to 15 hours of kindergarten delivered by a qualified early childhood teacher in the year before school for free or at low cost.

Victorian Government Department of Education and TrainingPhone:See contacts listed under Early Start Kindergarten

Website: http://www.education.vic.gov.au/childhood/parents/kindergarten/pages/fees.aspx

Second year of funded kindergarten

A second year of funded kindergarten is available for children experiencing a delay in development. Funding will only be considered where kindergarten will be the most appropriate environment to address the child’s delays in development, that is, the child will achieve better outcomes at kindergarten than if they go to school.

Victorian Government Department of Education and TrainingPhone:See contacts listed under Early Start Kindergarten

Website: http://www.education.vic.gov.au/childhood/providers/funding/pages/kinderdatacollection.aspx

36 Early Childhood Intervention Services Flexible Support Packages

APPENDIX D: Privacy information for familiesDET values the privacy of every individual and is committed to protecting all personal and health information collected. In Victoria, the laws that regulate privacy are the Information Privacy Act 2000 and the Health Records Act 2001. These laws regulate how we collect, use, disclose, manage and destroy personal information and health information.

Personal information is “information or an opinion, whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained from the information or opinion.”

Health information includes information or an opinion about the following:

the physical, mental or psychological health of an individual the disability of an individual an individual’s expressed wishes about the provision of services to him or her personal information that is collected to provide, or in providing, a health service.

What sort of information will be collected?

Examples of personal and health information that ECIS FSP Regional Assessment Panel may collect include:

child’s name and address name, address and contact details of the parent, guardian or carer of the child medical information child’s physical, mental or psychological health information details of the child’s disability or developmental delay health services that have been provided, or are to be provided to the child accuracy of personal and health information.

What will the information be used for?

A child and family’s information is collected for:

use in assessing whether the child is eligible for ECIS FSP and to plan for service delivery by the ECIS FSP agency

ECIS FSP agencies’ and DET’s research and statistical purposes (in this case identifying information will be removed).

Who will have access to the information?

Everyone who needs to see the application and associated documents will have access to the information contained. ECIS FSP applications may be viewed by:

ECIS FSP Coordinators DET Regional and Central Officers members of the Regional Assessment Panel.

The information collected about the child and family will be stored securely in line with the Information Privacy Act 2000 and the Health Records Act 2001. Only authorised personnel will have access to the information.

For more information about the Information Privacy Act 2000 refer to https://www.privacy.vic.gov.au/domino/privacyvic/web2.nsf/pages/information-privacy-act. For more information about the Health Records Act 2001 refer to http://www.health.vic.gov.au/healthrecords/ .

Appendices 37

APPENDIX E: ECIS FSP agency detailsDET Region Local Government Area

where the child livesECIS FSP agency

North Eastern Alpine, Benalla, Greater Shepparton, Indigo, Mansfield, Mitchell, Moira, Murrindindi, Strathbogie, Towong, Wangaratta, Wodonga

Community Interlink121-135 Corio Street, Shepparton VIC 3632(P.O. Box 1270, Shepparton VIC 3632)Phone: 1800 222 582Website: www.gvhealth.org.au

North Eastern Boroondara, Knox, Manningham, Maroondah, Monash, Whitehorse, Yarra Ranges

Eastern Specialist Services, Scope7 Allen Street, Glen Waverley VIC 3150(P.O. Box 23, Glen Waverley VIC 3150)Phone: 9902 1041Website: www.scopevic.org.auEmail: flexiblesupport@scopevic.org.au

North Western Buloke, Campaspe, Central Goldfields, Gannawarra, Greater Bendigo, Loddon, Macedon Ranges, Mildura, Mount Alexander, Swan Hill

Noah’s Ark Inc.10 Merino Court, East Bendigo VIC 3550Phone: 5434 4500Website: www.noahsarkinc.org.auEmail: FSP@noahsarkinc.org.au

North Western Banyule, Darebin, Hume, Moreland, Nillumbik, Whittlesea, Yarra

Baptcare Family Services25 Norwood CrescentMoonee Ponds VIC 3039Phone: 9373 3800Website: www.baptcare.org.au

South Eastern Bass Coast, Baw Baw, East Gippsland, Latrobe, South Gippsland, Wellington

Gippsland Lakes Community Health281-283 Main Street , Bairnsdale VIC 3875Phone: 5152 0052Website: www.glch.org.au

South Eastern Bayside, Cardinia, Casey, Frankston, Glen Eira, Greater Dandenong, Kingston, Mornington Peninsula, Port Phillip, Stonnington

Yooralla – ECIS FSPP O Box 223, Surrey Hills VIC 3127Phone: 5990 9600Website: www.yooralla.com.auEmail: ecis.fsps@yooralla.com.au

South Western Brimbank, Hobsons Bay, Maribyrnong, Melbourne, Melton, Moonee Valley, Wyndham

Baptcare Family Services25 Norwood CrescentMoonee Ponds VIC 3039Phone: 9373 3800Website: www.baptcare.org.au

South Western Southern Grampians, Warrnambool, Corangamite, Glenelg, Moyne

MPOWER71 Koroit Street, Warrnambool VIC 3280Phone: 5561 8111Website: www.mpower.org.au

South Western Ararat, Ballarat, Golden Plains, Hepburn, Hindmarsh, Horsham, Moorabool, Northern Grampians, Pyrenees, West Wimmera, Yarriambiack

Pinarc Disability Support1828 Sturt Street, Alfredton VIC 3350

(PO Box 1841, Bakery Hill Business Centre VIC 3354)Telephone: 5329 1300 or 5329 1318Website: www.pinarc.org.auEmail: ecisfsp@pinarc.org.au

38 Early Childhood Intervention Services Flexible Support Packages

APPENDIX F: DET Regional ContactsRegion Local Governement Areas covered

by this regionContact details

North Eastern Victoria

Alpine, Benalla, Greater Shepparton, Indigo, Mansfield, Mitchell, Moira, Murrindindi, Strathbogie, Towong, Wangaratta, Wodonga, Boroondara, Knox, Manningham, Maroondah, Monash, Whitehorse, Yarra Ranges.

Manager Access, Participation and Performance

8392 9304

North Western Victoria

Buloke, Campaspe, Central Goldfields, Gannawarra, Greater Bendigo, Loddon, Macedon Ranges, Mildura, Mount Alexander, Swan Hill, Banyule, Darebin, Hume, Moreland, Nillumbik, Whittlesea, Yarra.

Manager Access, Participation and Performance

9488 9488

South Eastern Victoria

Bass Coast, Baw Baw, East Gippsland, Latrobe, South Gippsland, Wellington, Bayside, Cardinia, Casey, Frankston, Glen Eira, Greater Dandenong, Kingston, Mornington Peninsula, Port Phillip, Stonnington.

Manager Access, Participation and Performance

5127 0430

South Western Victoria

Brimbank, Hobsons Bay, Maribyrnong, Melbourne, Melton, Moonee Valley, Wyndham, Southern Grampians, Warrnambool, Corangamite, Glenelg, Moyne, Ararat, Ballarat, Golden Plains, Hepburn, Hindmarsh, Horsham, Moorabool, Northern Grampians, Pyrenees, West Wimmera, Yarriambiack.

Please note that City of Greater Geelong, Surf Coast Shire, Borough of Queenscliffe and Colac Otway Shire residents are to refer to the National Disability Insurance Scheme for support.

Manager Access, Participation and Performance

5337 8422

Appendices 39

APPENDIX G: ECIS FSP and Statewide Equipment Program (SWEP) When using ECIS FSP towards the purchase of aids and equipment through the State-wide Equipment Program (SWEP), it is the responsibility of ECIS FSP agencies to ensure that the equipment has been prescribed by a suitably qualified health professional.

The SWEP provides subsidies for equipment specified within the Aids & Equipment Program (A&EP) Guidelines in the list of ‘Aids Available’. The SWEP coordinators are able to provide advice and support to agencies when considering the purchase of any of the aids or equipment on the list. Children who are eligible for an ECIS FSP may also be eligible to receive equipment through the SWEP. Whenever possible, the SWEP is the first avenue of equipment supply. The A&EP Guidelines provide details about eligibility, subsidy levels and the application process. In addition to providing the subsidy, the A&EP will assume the responsibilities outlined in the A&EP Guidelines. This information can be sourced from the DHS Aids & Equipment Program Website.

When the purchase of prescribed equipment is recommended within the FSSP (as a part of the ECIS FSP application), as a priority for a child with a disability or developmental delay, ECIS FSP funding can be used when:

1. the prescribed equipment is not on the A&EP Aids Available List2. the subsidy provided through the SWEP does not cover the total

cost of the prescribed equipment.

The responsibilities of the ECIS FSP agency and the SWEP issuing centre are described below for each of the above situations.

The equipment is not on the A&EP Aids Available List

When an ECIS FSP agency purchases equipment that is not included on the A&EP Aids Available List, the SWEP will not arrange the purchase or take on ownership and repair of the equipment. The ECIS FSP agency will need to inform the family that they will be the owners of the equipment, and as such, will be responsible for its maintenance, repair and replacement as required.

The SWEP subsidy does not cover the total cost of the equipment

In this situation, an application will be submitted to the SWEP service provider as per the standard process. The SWEP will review the application and advise the child’s parents or guardians and the ECIS FSP agency:

if the application has been approved the estimated waiting time (if any) until the subsidy funding can

be provided details of the gap between the subsidy provided through the

A&EP and the total cost of the item.

The ECIS FSP agency is then responsible for determining if funding will be made available to cover this gap, advising both the client’s family and the SWEP service provider of this decision. Where the ECIS FSP agency funds the gap, the supplier of the equipment will invoice them separately for their funding contribution. The SWEP retains ownership of reusable equipment when the SWEP has contributed more than half of the total

40 Early Childhood Intervention Services Flexible Support Packages

ECIS Flexible Support Package Guidelines cost of the item. The SWEP is then responsible for repairs to the item and will reissue the item should it no longer be required.

Ownership of the approved equipment

The SWEP or ECDS retains ownership of reusable equipment when they have contributed more than half of the total cost of the item. The SWEP or ECDS is then responsible for repairs to the item and will reissue the item should it no longer be required.

Where ECIS FSP contributes more than half the funding for an item of equipment, transfer of ownership to the SWEP is strongly encouraged. It will be at the SWEP’s discretion to determine whether a particular item is suitable for ownership transfer. Transfer not only allows for equipment of reusable quality to be returned and eventually reassigned, it also ensures that all necessary maintenance, repairs and replacement will be carried out through the SWEP or ECDS. In cases where transfer of ownership to SWEP or ECDS does not take place, the item becomes the property of the family/carer upon receipt of the item who will then be required to cover all costs related to maintenance/repair/replacement of the item.

Appendices 41