Training Manual V0.3 19th Oct 2018 - Carer KaFE€¦ · postcards or flyers of events coming up in...
Transcript of Training Manual V0.3 19th Oct 2018 - Carer KaFE€¦ · postcards or flyers of events coming up in...
T R A I N I N GM A N U A L
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C O N T E N T S
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What is Carer Kafe?
What this Manual Will Help You With
Scheduling
Venue Hire & Catering
Marketing
Branding
Keeping on Track
Confirmation and Cancellation
Training Resources
Training Expenses
Carer Expenses
On the Day of Training
Administration & Invoicing
Responsibilities Summary
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W H A T I SC A R E RK A F E ? Launched on 21 April 2017, Carer KaFÉ
provides learning and development
opportunities for carers throughout
Victoria. To care for Victoria’s children
and young adults in foster and kinship
placements, carers themselves need
training and support.
Carer KaFÉ is hosted by the Foster Care
Association of Victoria and supported
by a governing reference group.
Organisations represented on the
Governing Reference Group are the:
E N G A G E& S U P P O R T
As Carer KaFÉ manages the program
we work to coordinate and manage the
host agencies and training providers to
deliver the state wide learning and
development strategy for kinship and
foster carers across Victoria.
Training providers are selected based
on their specialist knowledge on topic
area and their proposed training
package and agencies are chosen for
the expertise in the case management
and support of kinship and foster carers
and their learning and development
needs.
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Department of Health and Human
Services (DHHS)
Foster Care Association of Victoria
(FCAV)
Kinship Carers Victoria (KCV)
Centre for Excellence in Child and
Family Welfare
Victorian Aboriginal Child Care
Agency (VACCA)
Victorian Aboriginal Children and
Young People’s Alliance
W H A T T H I S M A N U A LW I L L H E L P Y O U W I T HThe purpose of the Carer KaFÉ Training Manual is to outline the Training Provider,
Host Agency and Carer KaFÉ's responsibilities throughout the training process.
The manual will be broken down into three sections; Pre Delivery, Delivery and
Post Delivery of Training.
Each section will explain the exact steps and guidelines for both the Training
Provider and Host Agency. The guidelines have been developed to ensure an
efficient and supportive process for all three parties.
H O W T OC O N T A C TC A R E R K A F É
03 9416 4292
To book your carer into
training:
www.carerkafe.org.au
@carerkafe
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P R E - D E L I V E R Y
After the Expressions of Interest process, Carer KaFÉ will work with the Host
Agency who will select training needs based on their carers. Carer KaFÉ will then
match them with the Training Provider.
The Host Agency responsibilities are:
S C H E D U L I N G
Carer KaFÉ will create the Event Registration page on their website which will
include the date, time, location, training description and registration form.
Carer KaFÉ will email the link to the Event Registration page to both Host
Agency and Training Provider, as all Carers must register through the website.
The events will be advertised on Facebook, and Host Agencies and Training
Providers will be tagged to share.
The Host Agency will then contact Carer KaFÉ including in the Training Provider
with the negotiated date, time and location of training for approval and Carer KaFÉ
will balance delivery locations and scheduling whilst ensuring adherence to the
Training Framework.
Carer KaFÉ will approve or decline the training session dependent on conflicts in
the Training Calendar. Both the Host Agency and Training Provider will receive the
approval via email when confirmed, or will be asked to negotiate a different date if
there is a conflict in the Training Calendar.
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contact the Training Provider and co-ordinate a proposed date and
location of training
The Training Provider responsibilities are:
liaise and negotiate a date and time of training
Let Host Agency know about their IT needs
P R E - D E L I V E R Y
During the Scheduling Process the Host Agency's responsibilities are to:
V E N U E H I R E & C A T E R I N G
The Host Agency is then to invoice Carer KaFÉ with the Venue Hire and Catering
reimbursement on one itemized invoice one week after training delivery.
Carer KaFÉ does not pay directly to third party suppliers.
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Source a venue to host the training
Secure a venue and any equipment needed ie AV setup for the training
Organise and secure catering for the training
The guidelines for sourcing a venue and catering are as follows:
The host agency may use their own office if they have a meeting room
large enough to accommodate at least 12 people
The venue must be easily accessible for carers, with disability access
preferential
The venue hire price be of good value
The catering price can be to a maximum of $25.00 per person per day
The catering must accommodate the dietary requirements of the
attendees, trainer and agency host representative (dietary requirements
will be supplied to Host agency one week prior to training)
Co-ordinate any onsite babysitting or travel vouchers as per Care KaFÉ
policy. Please make Care KaFÉ aware of these requirements before
booking.
P R E - D E L I V E R Y
Kinship and Foster carers represent a diverse group, and getting information out to
them can be challenging. Carer KaFÉ, Host Agencies and Training Providers should
work together to promote upcoming learning and development opportunities as
widely as possible.
It is the Host Agency's responsibility to promote upcoming sessions that they are
hosting, as you have direct access to your carers and the training was based on
their needs. Suggestions for marketing as follows:
M A R K E T I N G
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Carer KaFÉ website
Carer KaFÉ Facebook page (Host Agencies and Training Providers will be tagged)
Quarterly newsletter, including a training calendar
Monthly e-news with a summary of all upcoming training
Printed materials, such as posters and postcards, used in locations such as agency
and provider reception areas provided upon request.
Updates in the Kinship Carers Victoria and Foster Care Association of Victoria
newsletter and social media
As a secondary form of marketing Carer KaFÉ currently uses the following
communication channels:
Distribute flyers to agencies, Child Protection, kindergartens, schools and
community centres, medical centres etc
Agencies to contact their carers directly
Features in your own organisation's publications, website and social media
Local newspaper advertisements
P R E - D E L I V E R Y
Promotional materials should be easily recognised as being associated with Carer
KaFÉ.
Carer KaFÉ will produce promotional material for each session. Training Providers and
Host Agencies may also develop their own advertising material. If so we will require:
B R A N D I N G
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During training sessions if you are using presentation materials, such as PowerPoint,
please use the standard Carer KaFÉ slides at the beginning which will be provided to
you.
Online advertising should also feature the Carer KaFÉ logo as well as a link to the
Carer KaFÉ website. We may ask providers to bring Carer KaFÉ materials, such as
postcards or flyers of events coming up in the local area, to some sessions.
the Carer KaFÉ logo should be displayed clearly on the first page of the flyer
and take up at least one eighth of the page
strong imagery to attract the attention of carers
succinct text (not more than half a page)
clear contact details as well as registration instructions - either directing
carers to visit the Carer KaFÉ website: www.carerkafe.org.au or call Carer
KaFÉ project team on (03) 9416 4292
P R E - D E L I V E R Y
Carer KaFÉ makes it a priority to keep both the Host Agency and Training Provider
informed on a weekly basis how their session is tracking.
Every Monday, Carer KaFÉ will email both the Host Agency and Training Provider
with the current number of registrations for their upcoming sessions.
For training to go ahead we must meet the following requirements:
K E E P I N G O N T R A C K
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For the Metro and Regional areas there must be a minimum of 12 core attendees
registered
For Rural areas there must be a minimum of 7 core attendees registered
The number of secondary attendees registered for the training must be less then
half the amount of carers attending. This is to create a positive and safe space for
carers.
C O R E A T T E N D E E S & S E C O N D A R Y A T T E N D E E S
CORE ATTENDEES SECONDARY ATTENDEES
Accredited foster carers
Statutory kinship carers
Carers currently receiving
targeted care packages
Non-statutory kinship carers
Permanent Carers
Other members of the
carer's household or family
Agency and child protection
staff
P R E - D E L I V E R Y
All training sessions will be confirmed by Carer KaFÉ once the relevant minimum
numbers have been met. The purpose of the weekly emails is for the host agency to
ensure they meet the minimum numbers in a timely manner and carers can organise
their attendance.
It is primarily the Host Agencies responsibility to register carers for their training
sessions and ensure they meet minimum numbers. Training Providers are expected
to advertise Carer KaFÉ training in their core marketing ie website, social media,
etc
Once minimum numbers have been met, Carer KaFÉ will send a confirmation email to
both the Host Agency and Training Provider. Your training session is not confirmed
until the minimum numbers have been met.
If one week prior* to the training you have not reached minimum numbers, the Host
Agency and Training Provider will be contacted by Carer KaFÉ to register the final
numbers within 48 hours to meet the minimum numbers required.
After 48 hours if there are not enough core carers the training will be cancelled. The
Host Agency, Training Provider and registered attendees will receive a Cancellation
email from Carer KaFÉ to confirm.
If your training session has been cancelled it is the Host Agency's responsibilities
to make sure the venue and catering has been cancelled.
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C O N F I R M A T I O N A N D C A N C E L L A T I O N
*You may be contacted earlier if your agency is located in the Rural and Regional areas due to most
Training Providers needing to book accommodation and travel in advance.
P R E - D E L I V E R Y
For all confirmed training sessions, the Training Provider and Host Agency will
receive via email from Carer KaFÉ the Training Resources two days prior to the
session.
It is the Training Provider's responsibility to print outor prepare the following
documents:
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T R A I N I N G R E S O U R C E S
Evaluation Forms (one for every attendee)
Carer Kafe Introduction Powerpoint Presentation
The Training Provider will receive a link to the electronic version of the Attendance
Sheet. Please ensure that your trainers' have access to the internet so they may
update the Attendance Sheet online. Host Agencies are in attendance at the start of
training and in the breaks to support the Training Provider to capture all attendees.
The Host Agency is to update the catering or room hire dependent on the final
numbers of attendees.
All attendees will receive a reminder email from Carer KaFÉ two days prior to the
training.
P R E - D E L I V E R Y
For all confirmed training sessions the Training Provider must arrange their Trainer's
expenses such as travel, accommodation and meals.
It is the Training Provider's responsibility to book or organize the following:
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T R A I N I N G E X P E N S E S
Travel to location
Accommodation
Flights (where agreed and session matching)
Meals
Materials
These expenses must be clearly itemized on your invoice. Hotel costs are set as a
standard and agreed at the EOI stage. Meals are as per the ATO standard of $15.00 for
breakfast, $30.00 for dinner, with lunch to be included by the Host Agency's catering.
Petrol reimbursement as per ATO standard for distances greater then INSERT
DISTANCE HERE.
P R E - D E L I V E R Y
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C A R E R E X P E N S E SA key aim of Carer KaFÉ is to make learning accessible and inviting to kinship and
foster carers throughout Victoria. Feedback from agencies and carers has indicated
that travel and child care costs and arrangements are sometimes barriers to carers
attending training sessions.
In recognition of their commitment to learning and the logistics involved, Carer KaFÉ
can provide a contribution to travel and on site child care costs for carers in the
following way:
For registered core attendees they are eligible for the following:
$20 for travel over 1 hour one way
$40 for travel over 2 hour one way
$500 for travel over 3 hours one way, which includes accommodation
For all core attendees that are linked to an agency they must provide their receipts to
their agency for reimbursement. If babysitting is required it should be on site, with our
preferred supplier (INSERT NAME HERE) used. If this is not appropriate, agencies are
expected to put a short business case to Carer KaFÉ for approval.
The Host Agency is to invoice Carer KaFÉ for the amount of the reimbursement
with their invoice for catering and room hire.
T R A V E L
D E L I V E R Y
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O N T H E D A Y O F T R A I N I N GOn the day of training it's paramount that the Training Provider and Host Agency work
together to ensure a smooth day.
Please make sure that the Trainer and a representative from the Host Agency arrives
a minimum one hour before training to set up and welcome attendees.
The Training Provider is responsible for:
Welcoming attendees
Marking off the online digital attendance sheet
Printing off and preparing all paperwork
Ensuring all attendees fill in the evaluation forms, collect all the forms, enter data
to online report and scan back to Carer Kafe within one working week of delivery
The Host Agency is responsible for:
Welcoming attendees
Making sure the room is clean and comfortable and AV is ready for the Training
Provider
Clear signage outside the room and venue to indicate where training is held
including a contact number
Organizing catering including water, tea and coffee
A point of contact if attendees are running late or get lost
D E L I V E R Y
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O N T H E D A Y O F T R A I N I N G
Acknowledgement to country is given
the importance of self-care is highlighted, including recognition that caring can be
both rewarding and challenging
Carers can step out if needed
there are opportunities for carers to have conversations with each other and to get
to know other carers rather than feeling they are in a classroom setting
there is a warm, comfortable and welcoming environment with breaks, hot and
cold drinks, meals and snacks appropriate to the time of day, season of the year
and length of session, and responsive to any specific carer dietary requirements
communicated by Carer KaFÉ
carers are made aware of local services and support opportunities, particularly if
they have follow up concerns and questions after the sessions
Carers can leave a session with new tools and resources to help them deliver the
best care possible
We want carers to have a safe, comfortable and enjoyable experience when
attending training.
In order to ensure a positive experience we ask that:
P O S T - D E L I V E R Y
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A D M I N I S T R A T I O N
Enter the evaluation data online through the Carer KaFÉ form
Scan and email the evaluation forms to [email protected]
After the training is successfully delivered all paperwork and invoicing is handed in a
timely manner within one working week.
The Training Provider's responsibility is to:
I N V O I C I N GWe ask that both the Training Provider and Host Agency email us the invoice within
one week of the training completion. Please state on your invoice the name of the
training session, the location and the date of training.
We require a complete itemized single invoice with a breakdown of the following:
Training Providers
Delivery of training (as agreed upon in the EOI process)
Administration fee
Materials fee
Travel fee (only for regional and rural training)
Accommodation fee (only for regional and rural training)
Meal reimbursement (only for regional and rural overnight training)
Host Agency
Catering
Room Hire
Childcare reimbursement
Carer travel reimbursement
R E S P O N S I B I L I T I E S S U M M A R Y
T R A I N I N G P R O V I D E R
Liaise and negotiate a date and time of training
Print and prepare the Evaluation Forms (one for every attendee)
Include the Carer Kafe Introduction Powerpoint Presentation into
training delivery
Booking travel to location, accommodation (only for Rural and
Regional sessions), flights (only for Rural sessions), meals (only for
Rural and Regional sessions)
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Welcoming attendees
Ticking off the online digital attendance sheet
Printing off and preparing all paperwork
Ensuring all attendees fill in the evaluation forms, collect all the
forms and scan back to Carer KaFÉ by end of COB
Enter the evaluation data online through the Carer KaFÉ form
Scan and email the evaluation forms to [email protected]
Invoice Carer KaFÉ within one week of completion
P R E - D E L I V E R Y
D E L I V E R Y
P O S T - D E L I V E R Y
R E S P O N S I B I L I T I E S S U M M A R Y
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H O S T A G E N C Y
P R E - D E L I V E R Y
contact the Training Provider regarding a proposed date and
location of training
Source & secure a venue to host the training
Organise and secure catering for the training
Marketing the training session
Register carers for the training and keep track of current numbers
Update catering dietary requirements
Cancel catering and venue hire if training is cancelled
Organise on site childcare or reimburse carers for childcare and
travel expenses (Host agency then to invoice Carer Kafe for the
total amounts)
D E L I V E R Y
Welcoming attendees
Making sure the room is clean and comfortable
Clear signage outside the room and venue to indicate where
training is held
Organizing catering
A point of contact if attendees are running late or get lost
P O S T - D E L I V E R Y
Invoice Carer KaFÉ within one week of completion