Table of Contents
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Foreword
One of the significant barriers to participation in the community is a lack of access to information. The Australian Government's social inclusion agenda recognises that in order to be socially included there must be opportunities to access services, secure a job and connect with people and communities. For people with print disability it is critical to ensure the best possible access to a wide range of information in alternative formats in order to strengthen their ability to participate actively.
Current estimates indicate that almost 20 per cent of Australians are unable to read standard print information. This includes those who are blind or have low vision and those who are unable to read standard print with ease due to a physical disability or a learning disability. Previous estimates have indicated that only five per cent of material available to the sighted community could be accessed by people with print disability but this does not take into account recent technological advances and improved availability through the internet.
The Print Disability Services Program (the Program) aims to ensure the provision of information in alternative formats for people with print disability, to enable them to live independently and participate fully in all aspects of life, including work and education. The Program provides funding to print disability services to produce printed material in alternative communication formats for people who, by reason of their disability, are unable to access information provided in a standard print medium.
Our vision is that people with print disability will have ready access to the same material and information available to everyone in the community. Therefore a priority of the Program is to ensure that there is access to material in the alternative format of their choice and delivery/access method.
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Preface
These Program Guidelines provide the framework for the implementation and administration of Print Disability Services Program, a service strategy under the Services and Support for People with Disability Program. The guidelines provide the basis for the business relationship between the Australian Government Department of Families, Housing, Community Services and Indigenous Affairs (FaHCSIA or the Department) and the funding recipient. They should be read in conjunction with the Standard Terms and Conditions.
The Program Guidelines include:
- The purpose of the Print Disability Services Program;
- FaHCSIA expectations of service providers including performance expectations;
- Monitoring and funding management arrangements including accountabilities and program governance arrangements for FaHCSIA and the service provider; and
- Other relevant information pertinent to the successful delivery of the Print Disability Services Program.
FaHCSIA reserves the right to amend these guidelines from time to time by whatever means it may determine in its absolute discretion and will provide reasonable notice of these amendments.
Part A - Information about the Services and Support for People with Disability Program
1 Program Overview
1.1 Services and Support for People with Disability Program Objective
The Services and Support for People with Disability Program aims to provide supported employment and improve access to information, advocacy and services for people with disability so they can develop their capabilities and actively participate in community and economic life.
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1.2 Program Component Objectives
Services for People with Disability
The program component Services for People with Disability provides social support and community-based care for people with disability, their carers and their families, to promote independence, self reliance and participation in the community. This is achieved through providing supported employment services, improving access to information and advocacy (including through peak bodies), and assistance to practical services.
Services for People with Disability (Special Account)
The purpose of the Services for People with Disability Special Account is to manage receipts and expenses on projects which relate to the National Disability Agreement.
1.3 Program Key Performance Indicators
- Percentage and number of individuals, parents and carers who report they were assisted to access choices and options that enabled them to manage their needs;
- Percentage and number of supported employees that achieve an employment outcome (at least eight hrs per week for at least 13 weeks from commencement in a supported employment place);
- Percentage and number of supported employees / clients with reduced reliance on income support payments (sufficient income to affect DSP);
- Percentage and number of people with disability receiving support services;
- Percentage and number of clients from Indigenous or Culturally and Linguistically Diverse backgrounds; and
- Percentage of clients reporting that the services received were appropriate to their needs as parents / carers.
1.4 Program Deliverables
Activities include a booking service for Auslan interpreting services, employment assistance, advocacy, print disability services, postal concessions for the blind, respite and outside school hours care, Autism Spectrum Disorders (ASD) early intervention services, education and support services, ASD playgroups and ASD website.
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2 Responsibilities and accountabilities under the Program
2.1 FaHCSIA responsibilities and accountabilities
FaHCSIA must act in accordance with the Australian Public Service Code of Conduct and the Financial Management and Accountability (FMA) Act 1997.
Under this program FaHCSIA National Office is responsible for:
- Expenditure of Australian Government funds under the Program;
- Developing program documentation and reporting templates such as the Program Guidelines, selection documentation and data collection template;
- Developing funding agreements and schedules;
- Ensuring the program is managed in a transparent and accountable manner;
- Undertaking program analysis;
- National stakeholder, relationship and issues management;
- Reporting to the Australian Government on program performance;
- Identifying suitable service providers to deliver the Program;
- Providing the service providers with clear and concise funding agreements;
- Working in partnership with the service provider to ensure that the Program is implemented;
- Providing clear and concise advice to the service provider in relation to the Program;
- Ensuring that the outputs and outcome contained within the Program Guidelines are being met;
- Evaluating the service providers' performance against the Program outcome; and
- Evaluating the Program.
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2.2 Service provider responsibilities and accountabilities
Under this Program the service provider is responsible for the following:
- Understanding and complying with their obligations under the Funding
Agreement and administering funding in accordance with the Funding Agreement;
- Working collaboratively with FaHCSIA to deliver the Program;
- Complying with all relevant legislation;
- Providing a complaints handling mechanism;
- Conducting the service consistent with any Code of Conduct that may apply within the Program;
- Operating within the Program Guidelines;
- Providing print disability services to the appropriate target group;
- Providing quality services which are effective, efficient, and appropriately targeted. This includes the conversion of a broad range of subject matter, not sole subject matter or specialist topics (i.e. educational or religious material);
- Contributing to the overall development and improvement of the Program such as sharing best practice and demonstrating collaboration across the sector (including sharing resources and implementing strategies to reduce duplication);
- Complying with quality and accessibility standards as recognised by the Round Table on Information Access for People with Print Disabilities;
- Being informed of current issues affecting the lives of people with print disabilities, including the use of new technology to deliver better outcomes; and
- Advising the Department immediately of any event which may affect program delivery such as change of legal entity, insolvency or closure of agency for any reason.
It is important that providers note that under their responsibilities and accountabilities FaHCSIA expects the following:
Governance:
Funded agencies will have in place sound corporate governance which includes processes and controls to maximise operational efficiency and ensuring the appropriate use of Australian Government funding. Key elements of good corporate governance include, but are not limited to, sound record keeping practices, transparency in decision making and adherence to all relevant laws and regulations governing the industry within which the provider operates.
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3 Risk management strategy
Monitoring of service delivery will focus on addressing areas of risk that have the most impact on the Program outcome.
As part of the overall risk management strategy for the Program, FaHCSIA requires service providers to:
- Identify and document risks in delivering services related to the Program;
- Identify and document risk control strategies; and
- Implement adequate and effective policies and procedures to manage risks and achieve the control strategies through the funding period.
As part of FaHCSIA's Common Business Model, funding agreements are managed according to a risk management approach. Funding recipients are assessed to identify low, moderate, high and extreme risks with appropriate treatments identified. Risks are assessed in regard to governance, financial management, viability, performance management and issues management.
Treatments vary depending on the nature of the risk and include options relating to payments, acquittals and performance monitoring. For funding recipients that deliver multiple activities, treatment options may be applicable to the one Program activity or to all Program activities depending on the nature of the risk.
For example, a risk associated with the implementation of a new Program activity by a high performing funding recipient may have increased reporting requirements for that new Program activity only. Other risks, such as financial viability, are likely to require the application of treatments across all activities delivered by the funding recipient.
4 Performance management and evaluation
4.1 Performance framework and reporting
FaHCSIA's Performance Indicators (PIs) focus on three key questions:
- Did it make a difference?
- How well did we do it?
- How much did we do?
The service provider is required to report half yearly on the Pis as set out in the Funding Agreement. A template is provided with the Funding Agreement for reporting purposes.
In addition to PIs, FaHCSIA also collects information that can be used to:
- Monitor the ongoing operation of the Program for evaluation of services; and
- Track issues that may affect the operation of the Program.
The service provider must provide information annually to the Disability Services Census conducted by FaHCSIA. Information about the Disability Services Census and a Data Guide for Disability Services Providers will be made available each year on the FaHCSIA website at www.fahcsia.gov.au.
The data collected will inform national reporting purposes under the National Disability Agreement (previously the Commonwealth State Territory Disability Agreement). This information is provided to the Australian Institute of Health and Welfare for collation into the Disability Services National Minimum Data Set (DS NMDS.)
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4.2 Financial Reporting
The Program will be managed to ensure the efficient and effective use of public monies. This will be consistent with best value in social services principles, the FaHCSIA Funding Agreement and will aim to maintain viable services and act to prevent fraud upon the Commonwealth.
The service provider must only use public funds for the purpose for which they were provided and act responsibly to prevent fraud upon the Commonwealth.
The service provider is required to submit either a certified or independently audited (dependent upon level of funding) financial acquittal report by the due date set out in the Funding Agreement.
4.3 Evaluation
FaHCSIA may periodically undertake or commission a review or evaluation of the Program. The Department will give reasonable notification to service providers of any review or evaluation that may take place.
The service provider is required to provide information through regular reporting milestones outlined in the Funding Agreement. This information will be used to evaluate performance, value for money and track any issues that may affect the operation of the Program.
4.4 Records management
The service provider is required to store records in a secure place and dispose of them in an appropriate manner. They should retain a copy of all reports, records or account books in original form in accordance with the provisions written in the Funding Agreement.
The service provider is also required to ensure that records containing personal information are retained for five years following the expiration or termination of the Funding Agreement.
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5 Complaints
5.1 Service Provider
The service provider can contact the complaints service with complaints about FaHCSIA's service(s) or the service of another FaHCSIA funded service provider.
Details of what constitutes an eligible complaint can be provided upon request by FaHCSIA. The service provider can lodge a complaint through the following channels:
Telephone: 1800 634 035
Fax: (02) 6204 4587
Mail: FaHCSIA Complaints
PO Box 7576.
Canberra Business Centre ACT 2610
If a provider is at any time dissatisfied with the Department's handling of a complaint, they can contact the Commonwealth Ombudsman at www.ombudsman.gov.au or 1300 362 072.
5.2 Client/Customer
It is expected that all service providers would have a complaints process for clients. The availability of the complaints procedure must be clearly communicated to clients.
The service provider's internal complaint mechanism must:
- Have commitment from all levels of the organisation;
- Be fair to all concerned, including the complainant and the organisation;
- Ensure that the complainant does not suffer retribution or intimidation;
- Be accessible - promoted internally and externally, in alternative formats, in English and other languages as appropriate;
- Have flexible methods of making complaints with assistance available to complainants as necessary;
- Be responsive - a full impartial and timely process with fair and reasonable remedies;
- Be effective - must address individual complaints, use information to improve overall service delivery and inform planning decisions;
- Be open and accountable so Program participants can judge for themselves whether the system is working effectively;
- Provide for privacy, dignity and confidentiality;
- Be provided free of charge; and
- Ensure that information about alternative avenues for complaint are provided to the complainant for any complaint that cannot be resolved internally (including referral to FaHCSIA).
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Part B - Information about the Print Disability Services Program
The Print Disability Services Program (the Program) provides funding to print disability services to produce printed material in alternative communication formats for people who, by reason of their disability, are unable to access information provided in a standard print medium. People with print disability, for the purposes of the Program, are those who are unable to read standard print with ease due to vision impairment, a physical disability or a learning disability. Print disability services are eligible for funding under the Disability Services Act 1986.
One of the barriers to participation in the community is a lack of access to information, and for these Australians it is critical to ensure the best possible access to a wide range of information in alternative formats. Only a very small amount of information is produced in alternative formats and for people with print disability access to everyday information is a daily struggle.
Current estimates indicate that almost 20 per cent of Australians are unable to read standard print information. This includes those who are blind or have low vision and those who are unable to read standard print with ease due to a physical disability or a learning disability. As life expectancy increases and more people are living longer the number of people suffering deterioration of their eyesight will continue to increase.
Funding under the Program is directed to the production of digital masters of print material, to reflect the uptake of recent and emerging technology and to ensure the best quality material is available to the end user. A priority of the Program is to ensure that there is access to a range of material in the alternative format of choice and delivery/access method.
The outcome of the Program is that people with print disability have increased and timely access to a broader range of print material in alternative formats to enable them to live independently and participate fully in all aspects of life including work and education.
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6 Activity and management details
Under the Disability Services Act print disability services means services to facilitate access to, or the use of, printed materials by persons who, because of disabilities, are unable to read, hold or manipulate printed materials in standard form.
Service providers funded under the Program are required to convert a range of print material, covering a range of subject matter, into digital masters which can be readily converted into alternative formats to meet the needs of people with print disability.
Material created using Program funds should be in a file format that can be accessible on a range of platforms, for example: XML (electronic files) and MP3 (audio files) structured in an alpha numeric sequence.
The range of materials can include:
- Fiction/non-fiction publications; newspapers and manuals.
Funded service provider(s) will be expected to:
- Advertise their services for clients, advising of matters regarding access and eligibility; and.
- Comply with the Disability Services Act 1986.
The Program is managed by the Disability and Carers Programs Branch of FaHCSIA National Office.
6.1 Target group
The target group for the Program are people with print disability - those who are unable to access information provided in a standard print medium with ease due to vision impairment, a physical disability or a learning disability.
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6.2 Funding for the program
Funding is available for organisations that currently provide print disability services to produce digital masters of print material that can easily be converted into an alternate format of choice for the target group of people with print disability.
The total amount of funding available for the Program in 2010-11 is $1.4 million. On the Application Form you must tell us how much funding you are applying for and provide a proposed budget.
Funding will be provided to service provider(s) subject to:
- Application for funding through an open competitive selection process;
- Financial viability and risk management assessment;
- Signing the funding agreement and complying with all terms and conditions; and
- The provision of funds through the annual appropriation of funds by Parliament.
In the event the funding requested by successful applicants exceeds the total funding available, FaHCSIA will make the final decision about the amount of funding offered to each successful organisation. This decision will be final.
6.2.1 Eligible activities
The following list identifies activities that are eligible for Program funding.
- A minimum of 80 per cent of funding is to be used for the production of digital masters (covering a broad range of print material);
- Program administrative costs. This may include operating expenses directly related to the delivery of services, such as office materials, utilities, insurances, office equipment, telephones, and audit;
- Costs associated with the production of digital masters of print material including quality control of digital masters i.e. editing, noise reduction, and format shifting;
- Staff salaries and on-costs which can be specifically and directly attributed to the provision of print disability services under the Program;
- Recruitment and training of volunteers; and
- The provision of training and education strategies to increase access for consumers.
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6.2.2 Ineligible activities
The following list identifies activities that are not eligible for Program funding:
- Production of digital masters where the entire FaHCSIA Program funding would be limited to specific or specialist areas, for example only educational or religious material;
- Material that is eligible for funding by or is the responsibility of another sphere of Government;
- Costs that are not directly and specifically related to the delivery of the Program activity (e.g. ongoing staff wages, rent, overheads and administrative costs of existing operations);
- Business set up or establishment costs;
- Playback devices;
- Purchase of equipment or assets (including motor vehicles) as per Funding Agreement conditions;
- Travel and accommodation;
- Capital works; and
- Hospitality.
6.3 Service provider eligibility
Eligible organisations delivering print disability services under the Program must be not-for-profit and one of the following:
- Incorporated association
- Incorporated cooperative
- Aboriginal corporation
- Organisation established through specific Commonwealth or state/territory legislation
- Company (Incorporated under Corporations Act 2001)
- Partnerships
- Trustee on behalf of a trust
6.4 Specialist requirements (e.g. Legislative requirements)
Service providers must comply with:
- All applicable service standards under the Disability Services Act 1986 (Cth) at all times during the Activity Period;
- All relevant state and territory legislation;
- The Privacy Act 1988 (Cth) in performing the obligations outlined in the Funding Agreement;
- The Copyright Act 1968 (the Act) in regards to undertaking the activity; and
- The National Standards and Guidelines agreed by the Round Table on Print Disability.
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6.5 Information technology
Agencies are expected to have systems in place to allow them to meet their data collection and reporting obligations.
7 Funding Agreement
The Program is funded through appropriations made in the Federal Budget and in accordance with the Clause 9 of the Disability Services Act 1986 (Commonwealth).
The Program will use the FaHCSIA Funding Agreement and Terms and Conditions. The Terms and Conditions of the Funding Agreement cannot be changed. All funded agencies must sign a FaHCSIA Funding Agreement.
Agencies are required to administer the Program in accordance with the Terms and Conditions of the Funding Agreement and with due regard to legal, managerial and ethical responsibilities of governance.
Funding will be provided to agencies subject to:
- Compliance with the Terms and Conditions of the Funding Agreement;
- Complying with the Program Guidelines; and
- Meeting all performance requirements.
8 Contact information
Print Disability Services Program
Disability and Carers Programs Branch
Department of Families, Housing, Community Services and Indigenous Affairs
DE2 Tuggeranong Office Park
PO Box 7576
Canberra Business Centre ACT 2600
Website: FaHCSIA (www.fahcsia.gov.au)
Email: printdisabilityservicesprogram (printdisabilityservicesprogram@fahcsia.gov.au)