Social Sector Accreditation Standards Level 4 Introduction These standards for accreditation are produced by the New Zealand Government for the accreditation of providers funded to deliver social services. The purpose of standards for accreditation As part of a quality assurance role, the New Zealand Government has established standards for accreditation which are designed to ensure organisations who deliver social services have the capacity and capability to deliver quality services against a consistent set of standards. The standards are defined and key criteria must be met. The standards are also produced with guidelines which are designed to help service providers determine how they might demonstrate compliance with the standards. The assessment of providers against the standards takes into consideration a range of factors including the specifications of the contracts for service delivery, the legal status of a provider, the size of the organisation and the nature of the services delivered. This self-assessment accreditation form should be used by providers requiring a Level 4 accreditation status. You will be assessed on the basis of the information you provide in completing this form, along with any supporting documentation you attach. Assessment against the Accreditation Standards at Level 4 does not usually require a site visit to the organisation seeking approval. The Ministry may, however, conduct on-site assessments of compliance with the Accreditation Standards at Level 4 for a sample of organisations or, in some cases, to clarify information or respond to concerns raised. You will need to complete this self-assessment process every two years to maintain your accreditation status. Further information about the accreditation process (or the levels of accreditation that apply to different services) is available from the Ministry of Social Development Approvals Regional Manager for each region. Contact information is listed on the application form, which can be accessed on the website at www.msd.govt.nz/accreditation. Page 1
Instructions Please complete all sections of the accreditation form and ensure you answer each question in a way that represents the true and current position of your organisation. When you have completed all sections, please sign and submit your accreditation form with any supporting documentation and email to: MSD_provider_approval_team@msd. govt.nz If you prefer to post your application, you can find the contact details for the Regional Manager Approvals for your region on our website: www.msd.govt.nz/accreditation. Please attach any supporting information to your email. The complete submission, including all supporting documentation, should be approximately 50 pages. If you have any questions about the process, please email: MSD_provider_approval_team@msd.govt.nz Or contact your local Approvals team. Please see contact details on our website: www.msd.govt.nz/accreditation. Before you begin 1. Is this an initial application for Level 4 approval or are you seeking to renew your Level 4 approval status? Initial application Level 4 renewel 2. If this is for Level 4 renewal, have you had any change in accreditation status in the past 2 years? 3. Do you already hold MSD approval for: Level 1 Level 2 Level 3 and/or is your organisation assessed for approval or accreditation by any government agency and can you provide evidence of that accreditation, such as: Ministry of Justice Ministry of Health Ministry of Education Other Please specify If you answered yes to any of the above, you may not need to complete the full MSD accreditation process. Please submit evidence of your accreditation with another government agency, together with the following completed sections of this form: Organisation details Financial management and systems screening for criminal convictions through the Police Vetting Authority or the Ministry of Justice final provider declaration. When you have completed these selected sections, please submit your accreditation and supporting information to the Regional Manager Approvals for your region: MSD_provider_approval_team@msd.govt.nz or contact your local Approvals team (contact details on our website www.msd.govt.nz/accreditation). If you answered no to all of the above, go to Organisation details and complete the accreditation form in full. Page 2
Organisation details Your Organisation s Details Legal name of your organisation: Other names your organisation commonly uses: Main office street address Number: Street name: Suburb or RD no: Town or city: Postcode: Main office postal address (if different from above) Number Street name: Suburb or RD no: Postcode: PO Box/Private Bag: Town or City: Postcode: Main office phone number Phone number: Fax number: Website and email address Website: Email address: Page 3
Key contact details Contact person s name: Contact person s position: Phone number: (0 ) Mobile number: (0 ) Email address: Legal status of your organisation Charitable Trust Incorporated Society Limited Liability Company Named Individual: Organisation set up under statute Partnership Unincorporated Body Registration Number: Please briefly describe the range of services your organisation provides: Who is your target client group/demographic? Page 4
Declaration I declare that: all the details contained in this declaration are true and correct to the best of my knowledge and belief; and I have the authority of my organisation to sign this declaration and provide the required information. Details Signature: Date: Name: Position: Complete the application form and attach all required documents (refer to checklist on the next page) and email to: MSD_provider_approval_team@msd.govt.nz. If you would prefer to post your application through please send to a postal address from the web link below: https://www.msd.govt.nz/what-we-can-do/providers/approvals/post.htm Page 5
Client-centred services The organisation treats people with respect and delivers services in a manner that has regard for their dignity, privacy and independence. 1. The organisation promotes client-centred practice as central to its service development and delivery. This standard applies to all providers delivering direct client services. It does not apply to contracted providers whose service does not have direct client contact. The level of client involvement may vary depending on the type of service delivered. Does your organisation deliver direct client services? If yes, Evidence may include: client participation in development, review and continuous improvement programme responsiveness to client s ethnic, cultural and spiritual values and beliefs, their physical needs and the trends of clients client-centred practice training, education and staff development Page 6
Staffing The organisation has the staffing capability and capacity to deliver services safely. 1. The organisation s staffing and staff relations policy and procedures comply with the relevant legislation. Relevant legislation includes, but is not limited to, the Vulnerable Children Act 2014, Employment Relations Act 2000, Minimum Wage Act 1983, Holidays Act 2003, Health and Safety at Work Act 2015, Human Rights Act 1993, Privacy Act 1993, and the Protected Disclosures Act 2000. Evidence may be found in policies and procedures relating to the following: recruitment, induction, training and professional development equal employment opportunity wages, leave and working conditions training programmes support and/or supervision performance review and management standards of conduct and disciplinary procedures conditions and procedures for termination, early retirement and resignation responses to bullying or harassment. Policy and procedure attached? Do you deliver services to children and young people under the age of 17? If yes, please attach a copy of your child protection policies. Child protection policies must be, at a minimum: Written Contain provisions on the identification and reporting of child abuse and neglect. Child protection policy attached? Page 7
2. The organisation includes in its definition of staff anyone the organisation relies on to deliver its services. This includes caregivers, volunteers and contractors, as well as paid staff members. Human resource policies and procedures will include: a definition of staff that covers all positions stated in this criterion the definition of volunteer includes the members of governance and management committees. 3. All staff have a written agreement of service. Evidence will include templates the organisation uses for individual employment agreements and position descriptions, including, but not limited to: position descriptions employment agreements/contracts volunteer agreements Page 8
4. The organisation uses a clear, transparent and open process for recruiting and vetting suitable staff, including members of the organisation s governance body. Vetting of staff is to include, but is not limited to, a criminal conviction check. Human resource policies and procedures will include: the recruiting and vetting of all staff, volunteers and governance members formal, recorded processes for verifying references and credentials formal, recorded processes for screening for criminal convictions through the New Zealand Police Vetting Service or the Ministry of Justice at least every three years. Have all staff involved in the delivery of services or with access to funding paid by the Ministry been vetted? 4.1 The organisation will follow a robust decisionmaking process in responding to the results of vetting, including safety checking. Please note that you do not need to attach the individual conviction checks or vetting results as part of your supporting documentation. Policies and procedures will include a formal, recorded process for considering the results of vetting. Where the vetting process raises serious concerns, eg a police vet returns a criminal history, decisions will be made at an appropriate level of governance in response to all relevant evidence. All decisions relating to the appointment of a staff member with a conviction will be documented. This will include evidence of the staff or governance member s agreement to any management plan, restrictions, controls, increased supervision or vetting strategies proposed for the appointment. The organisation will provide evidence that all children s workers meet the following safety checking requirements: confirmation of identity at least two referee checks qualifications checks a work history in chronological order for the last five years. a formal risk assessment. Page 9
4.2 The organisation effectively manages any staff with a conviction, including members of governance. Confirm the organisation completes safety checking on all children s workers. Unless a core worker exemption is held, an organisation does not employ any core children s worker who has a conviction for a specified offence under schedule 2 of the Vulnerable Children Act 2014. HR policies attached? Page 10
Health and safety The organisation ensures clients, staff and visitors are protected from risk. 1. The organisation ensures clients, staff and visitors are protected from risk. The organisation will have written health and safety policies and procedures in place which align with the Health and Safety at Work Act 2015. Health and safety policies include: hazard identification processes regular, recorded maintenance inspections of all places of work and facilities the organisation uses to provide its services, including maintenance reports to management and governance evidence of effective worker engagement and participation in health and safety matters a detailed business continuity and disaster recovery plan appropriate safety and emergency plans Health and safety policies attached? The organisation will understand and fulfil its statutory and/or regulatory obligations in relation to essential notification reporting. This may include, but is not limited to, notifying: WorkSafe New Zealand, as well as government agencies, of any notifiable injury, illness or incident (as defined in the Health and Safety at Work Act 2015). tification to WorkSafe New Zealand must be made in accordance with the provisions of the Health and Safety at Work Act 2015. any purchasing agency of an incident, hazard or risk concerning health and safety. Written notification must be made to the purchasing agency/ies within reasonable time of this incident, hazard or risk occurring or being recognised. New Zealand Police of any criminal event. Health and safety notification reporting policies attached? Hazard identification register, and actions taken to mitigate any associated risks, attached? Accident and incident register attached? Page 11
The organisation will, as reasonably practicable, consult, co-operate and co-ordinate activities with the purchasing agency/ies with regard to the health and safety of workers engaged to perform a service, and the safety of the general public. Page 12
Governance and management structure and systems 1. The organisation has a clearly defined and effective governance and management structure and systems. The organisation will have documentation in place which clearly defines its legal status. Evidence may include the: certificate of incorporation trust deed constitution charters company registration organisation s rules. Legal status documentation attached? Sole traders must provide confirmation of identity, for example: verified copy of a passport verified copy of a driver s licence description of how the business operates and evidence of risk management planning. Sole trader information attached? Management and governance policies and procedures attached? Page 13
2. The organisation collects, records, stores and uses information in keeping with the relevant legislation. Relevant legislation may include, but is not limited to, the Privacy Act 1993, Public Records Act 2005, Domestic Violence Act 1995, Health (Retention of Health Information) Regulations 1996, the Tax Administration Act 1994, the Goods and Services Tax Act 1985, and the Electronic Transactions Act 2002. Relevant policies attached? Page 14
Financial management and systems The organisation is financially viable and manages its finances competently. 1. The organisation is financially viable. Accounts and reports will show: the organisation is solvent the organisation is able to pay its debts as they become due in the normal course of business the value of the organisation s assets is greater than the value of its liabilities processes are in place to ensure the organisation remains financially viable. Accounts and financial reports attached? 2. The organisation has financial management systems appropriate to the size and complexity of the organisation. Financial management systems will align with the organisation s trust deed, constitution, rules or other founding documentation and relevant legislation. Financial policies and procedures attached? Most recent audited, independently reviewed accounts attached where required by the organisation s constitution or contract agreements? All government funding is required to be shown as separate line items in the organisation s financial statements. Page 15
3. The organisation has adequate insurance cover for the size and complexity of the organisation. The organisation will provide evidence it has an appropriate and current level of insurance. This may include, but is not limited to, indemnity for staff, including governance, asset and property insurance and business continuity insurance. Insurance details attached? Page 16
Resolution of complaints related to service provision 1. The organisation uses an effective process to resolve complaints about service provision. The organisation will ensure: people are kept safe through the complaint s process and complaints are resolved in a reasonable timeframe clients and staff have been informed of the complaints process and know how to make a formal complaint complaints inform or lead to service improvements Complaints resolution policies and procedures attached? Page 17