Enabling Environments Process Document

Transcription

1 Enabling Environments Process Document 2012

2 CONTENTS 1 What is an Enabling Environment? 3 2 Where are Enabling Environments? 3 3 What is an Enabling Environment Award? 3 4 Why is an award needed? 3 5 What are the standards? 4 6 How do I get the award? 4 7 What is the role of the Assessor? 6 8 How are decisions about an award made? 7 9 What is the timescale for the award process? 8 10 How long will the award last? 8 11 Where will the award status be published? 9 12 What is the appeals process? 9 13 What does it cost? 9 Appendix 1: The Enabling Environment Standards 10 Appendix 2: Enabling Environment Award Timeline 16 Appendix 3: Membership Form 18 2

3 1 What is an Enabling Environment? Enabling environments are those where participants feel safe enough to develop relationships and to share experiences and ideas with others. They are places where everyone can get involved in helping to decide on matters that affect them and where they are encouraged to try new things and test out new ways of working. Enabling Environments do not just happen, they need leadership and support to take risks and be open to new ideas and relationships. 2 Where are Enabling Environments? Enabling Environments are places where people live, work or come together for a specific purpose. They can be schools, wards, day units, supported accommodation, working environments or neighbourhoods. Standards and monitoring methods have been developed to help assess environments in all sectors. 3 What is an Enabling Environment Award? This is a mark of quality that shows a service has met critical standards and is an Enabling Environment. It is designed firstly to recognise services conducting best practice in promoting mental well-being, and secondly as a quality improvement mechanism to support more services to achieve the same level of excellence. The overriding objective is to increase the use of therapeutic principles to create positive living and working environments. 4 Why is an award needed? It is generally accepted that good relationships promote well-being; but many services and environments fail to address this aspect of people s lives. The Enabling Environments Award recognises healthy psychosocial environments and supports the development of good practice in creating and sustaining them. The Enabling Environments project aims to bridge older distinctions between clinical and non-clinical settings, to develop a single common core vocabulary, applicable across a range of agency and service environments, for those factors 3

4 in the social and community dimension which are believed to be positive for health and well-being. The award recognises good practice and will be recognisable in a variety of situations, across sectors and care pathways and will enable potential employees, recipients and customers to locate good quality services that have a similar approach. 5 What are the Standards? The Standards for Enabling Environments comprise of ten standards outlining the core values of a healthy psychosocial environment with criteria demonstrating how the values can be achieved in practice. The standards were developed by the Enabling Environments Development Group, whose professional backgrounds cover housing, psychiatry, organisational consultancy and social research, as well as CCQI expertise in quality improvement processes. A literature review was conducted on the relationship between social environment and clinical outcome. The consultation process represented organisations in the NHS, the voluntary sector, social care, housing, the church, education, academia and private business, as well circulating them to the Royal College s Service User Recovery and Carers Forums. The standards have been piloted in six sites so far including an NHS low secure unit, a fostering agency, sheltered housing in social services and the voluntary sector, and the CCQI itself. Their feedback has been used to further revise the standards to make them as clear and practically applicable as possible. 6 How do I get the award? There are three main phases of the award process: compilation of an Enabling Environments Portfolio (equivalent to a self-review), an assessment visit from a trained Enabling Environments Assessor and a decision about the award, recommendations and feedback (Appendix 1). 4

5 Phase 1: The Enabling Environments Portfolio Once signed up, member services will receive a Portfolio pack and a Portfolio Handbook. The Portfolio is compiled by the member service to include evidence demonstrating that all of the ten Standards for Enabling Environments are met by the service. A set of questionnaires are also provided to supplement the evidence in the Portfolio. There are no set deadlines for submission; however the award must be gained within the first year of membership. Services may take longer than this to complete but the full award fee would be payable at the beginning of the second year (see point 14 below). The timeline in Appendix One is offered as a guide. Following submission of the Portfolio, a trained Enabling Environments Assessor will then examine it and prepare an interim report which outlines the service s strengths, weaknesses and action points. In order to trigger a visit, a successful Portfolio must demonstrate compliance with all ten standards. The report will make clear and specific recommendation for the next step. This could include: Recommendation that the Assessment Visit takes place Recommendation for further evidence to be submitted Recommendation that further work is required in order for the service to progress based on clear action points Phase 2: Award visit by an Enabling Environments Assessor After member services submit a successful Portfolio, the next step is a one day assessment visit to the service by an Enabling Environments Assessor. The Assessor s role is to validate the evidence already provided in the Portfolio and clarify any areas where more evidence could have been provided. They also provide support and advice on how to implement the Standards for Enabling Environments, including suggestions for future development. Their findings on the day, together with the Portfolio assessment report and the questionnaire results, form the basis for the service s Final Report. The assessor will clearly outline their recommendation that the service be either given the Award or be deferred. 5

6 The Enabling Environments Project Team compiles the results of: 1) the Portfolio assessment report; 2) the questionnaire results; and 3) the findings of the Assessor from the award visit into a summary report of performance against the award standards, and of the member service s strengths and areas for improvement. The report will include the Assessors recommendation. The Final Report is sent to the service for consultation. Phase 3: Award decision The report and the Assessor s recommendation is presented to the Enabling Environments Award Panel (EEAP) for an Award decision: 1. When a service has demonstrated, through a submitted Portfolio and award visit that it has met all of the ten Standards for Enabling Environments; the panel will recommend that the Enabling Environment Award is granted for a period of three years from the date of the award visit. 2. When a service has submitted a Portfolio and hosted an award visit but NOT demonstrated that it has met all of the ten Standards for Enabling Environments, the panel will recommend that the Enabling Environment Award is deferred for a certain period of time to meet the remaining standards. Recommendations from the panel are passed to the Royal College of Psychiatrists Special Committee on Professional Practice and Ethics to consider at their next meeting. The Committee may request further information from the EEAP before awarding the award. Organisations are notified of the Committee s decision within 14 working days of their meeting. No results are given by telephone. 7 What is the role of the Assessor? To conduct accurate and timely assessment of portfolios according to the training and guidance provided. To deliver interim reports on portfolios identifying support needs. 6

7 To make one-day award visits to member services and conduct assessments according to the training and guidance provided. To deliver comprehensive and timely award reports for the Project Team to deliver to the Enabling Environment Award Panel. To be available to provide support visits to member services on occasion when necessary. To participate in quality assurance activities, including providing feedback to the Enabling Environments Development Group. To adhere to the Royal College of Psychiatrists Code of Conduct and maintain professional standards at all times. 8 How are decisions about the award made? The EEAP has powers delegated by the Royal College of Psychiatrists Special Committee on Professional Practice and Ethics. This Committee agrees the rules and procedures for award, and ratifies award recommendations given by EEAP. The panel s role is to: Consider Portfolio assessments and award visit reports and decide whether to grant services the Enabling Environments Award. Advise the Enabling Environments team about the quality of the reports and information that forms the basis of the EEAP s recommendations. Provide input into revising the standards and assessment methods for the Award. Decisions will be based on the Portfolio assessments, questionnaire results and award visit reports. If the panel feels that the evidence is insufficient they have the power to ask for further evidence. The panel has the final decision. The Special Committee on Professional Practice and Ethics ratifies the award decisions recommended by the EEAP, and in doing so retains the right to question and/or overturn potential decisions. The Committee holds the accountability and responsibility for award. Therefore, the EEAP members will be 7

8 expected to make fair, unbiased decisions based solely on data collected from the services Portfolio assessments and award visit reports. 9 What is the timescale for the award process? The time from registration to a decision being made about a team s award status will be between six and nine months, although it is open to services to take a longer period to complete their first Portfolio (Appendix 1). 10 How long will the award last? Services which satisfactorily complete an Enabling Environments Portfolio and host an award visit will be accredited for three years. One year after the award has been received the service will be asked to complete an interim report to be submitted within 3 months. The service should aim to demonstrate that the Enabling Environment Standards are met. The report will be assessed and recommendations passed to EEAP for verification. Recommendations include: Award maintained Award maintained with recommendation Award suspended Where and award is suspended the service must reengage with the process from Phase One and full payment of the full award fee (see point 14 below). At anytime that the employing organisation is aware of changes to practice that may affect the services ability to meet the Enabling Environment Standards this should be reported to the Enabling Environments Project Team. Additionally, an appeals procedure will allow staff members or service users connected with the member service to trigger an assessment to ensure that the Award is still merited. 8

9 Services will start the process at Phase One a minimum of nine months prior to the award period elapses. (Appendix 1). 11 Where will the award status be published? Services which successfully gain the Enabling Environments Award will be listed on the Royal College of Psychiatrists website. Notification will only appear once a final rating has been awarded, i.e. if a team is appealing or is submitting additional evidence to supplement their Portfolio, their name will not appear on the website. 12 What is the appeals process? The grounds for an appeal against a decision are that: The decision has been made on the basis of a report that contains factual inaccuracies about the team at the time of the review that has not been addressed during the period of consultation; The decision is not consistent with stated criteria that determine categories of award or past decisions. An appeal must be lodged within eight weeks of the award decision having been communicated to the local lead staff member. Appellants are asked to provide documentary evidence to support claims of factual inaccuracy and/or a clear statement of in what way(s) they consider the decision to be inconsistent with the stated criteria for the granting of the Award. Representations will then be dealt with according to the Appeals Procedure agreed by the Special Committee on Professional Practice and Ethics. 13 What does it cost? The Award fee is VAT. Once the award is granted there is a VAT annual fee for membership of the network and the interim assessment. The award fee covers the cost of the Portfolio, Portfolio Assessment and Accreditation Visit. 9

10 Appendix 1: The Enabling Environment Standards Number Standards BELONGING 1 The nature and quality of relationships are of primary importance 1.1 Rs and Ps support newcomers to get involved with others 1.2 There are opportunities for Rs and Ps to get to know each other 1.3 There are ways to mark people leaving 1.4 Rs and Ps are learning about building relationships BOUNDARIES 2 There are expectations of behaviour and processes to maintain and review them 2.1 Rs and Ps can describe the expectations and how they are maintained 10

11 2.2 There is a consistent approach to implementing these expectations 2.3 There is an open process to review expectations which includes Rs and Ps COMMUNICATION 3 It is recognised that people communicate in different ways 3.1 Rs and Ps are supported to communicate effectively 3.2 There are opportunities for Rs and Ps to discuss the feelings behind the way people act 3.3 Rs and Ps are encouraged to use a variety of ways to communicate 3.4 Ps recognise how the way people act is a form of communication DEVELOPMENT 4 There are opportunities to be spontaneous and try new things 11

12 4.1 There is management support for spontaneity 4.2 Rs and Ps are able to try new things 4.3 Rs and Ps are supported to understand risk and risky behaviour INVOLVEMENT 5 Everyone shares responsibility for the environment 5.1 Rs and Ps take a variety of roles and responsibilities within the environment 5.2 Rs and Ps are involved in planning their own development 5.3 Rs and Ps are involved in contributing to the development of others 5.4 Rs and Ps are involved in making decisions about the environment 12

13 SAFETY 6 Support is available for everyone 6.1 It is acceptable for anyone to feel vulnerable and receive the emotional support they need 6.2 Rs and Ps feel listened to and understood by others around them 6.3 Ps have regular reflective supervision with a consistent supervisor 6.4 Peer-support is recognised, valued and encouraged STRUCTURE 7 Engagement and purposeful activity is actively encouraged 7.1 There is a consistent structure or daily routine 7.2 There are regular meetings or groups that include significant numbers of both Rs and Ps 13

14 7.3 There are spontaneous activities that involve R and Ps EMPOWERMENT 8 Power and authority are open to discussion 8.1 Rs and Ps are able to challenge decisions and ask questions 8.2 Rs and Ps feel supported by those in authority 8.3 Rs and Ps are able to have their ideas implemented LEADERSHIP 9 Leadership takes responsibility for the environment being enabling 9.1 There are clear management structures which include opportunities for involvement from Rs and Ps 9.2 The leadership ensures that the environment is the right place for the people within it 14

15 9.3 People with a leadership role are active participants in the life of the community 9.4 There is continuity of staff OPENNESS 10 External relationships are sought and valued 10.1 The environment is welcoming to visitors 10.2 Everyone is supported to participate in activities outside the environment 10.3 Everyone is open and responsive to evaluation and learning 15

16 Appendix 2: Enabling Environment Award Timeline This timeline is based on a service joining in January. Services can join at any time. Year One Join the Network Year One Receive portfolio January February Complete portfolio March Complete portfolio April Submit portfolio Final Report Report presented to EEAP Assessment Decision Ratified Enabling Award granted for 3 years May June July August September October Interim Report and recommendations Assessment Visit November December 16

17 Year Two Year Three Annual Fee January Annual Fee/ Interim Report Assessed January February March Assessment Decision Ratified February March April April May May June June July July August September Interim assessment data requested August September October October November December Interim Report submitted November December Return to Year One 17

18 Appendix 3: Membership Form ENABLING ENVIRONMENTS MEMBERSHIP FORM Name of service: Name of organisation: Title First name Surname Job title: Mailing address: Tel: Fax: The Enabling Environment Project Team undertakes to: Provide the member organisation with the Enabling Environments Portfolio, Handbook, and questionnaires, as well as support in completing the above. Assess the completed Portfolio and collate questionnaire data, in order to provide the member organisation with an Interim Report. Provide a one-day accreditation visit upon the submission of a successful Portfolio. Grant the member organisation the Enabling Environment Award after a successful accreditation visit, for the duration of three years, and publish this on the Enabling Environments website. The member organisation undertakes to: Complete the Enabling Environments Portfolio and submit questionnaires within a timeframe agreed with the Project Team. Pay an Enabling Environment Award fee of VAT in Year One and VAT per year for two subsequent years. A 10% discount if is offered to services paying for the full three years = 1350 (a saving of 150). Host a one-day accreditation visit. ON BEHALF OF THE ENABLING ENVIRONMENTS PROJECT TEAM Signed: 18 Designation: Date: ON BEHALF OF THE MEMBER ORGANISATION Signed: Designation: Date: