Residential Services Practice Manual 3rd Edition – Part 4

In this section

4 / Person-directed practice
4.1 / Entry, exit, relocation and residential statements re-issued February 2014
4.1.1 / Respite entry re-issued February 2014
4.2 / Decision making and choice
4.2.1 / The role of a guardian
4.2.2 / The role of an administrator
4.2.3 / Decision-making in a group environment
4.3 / Support planning
4.3.1 / Support plan implementation
4.4 / Person Centred Active Support
4.5 / Promoting community inclusion
4.6 / Personal relationships and sexuality
4.7 / Transport
4.8 / Holidays, overnight stays and outings re-issued July 2013
4.9 / Cultural and linguistic diversity (CALD)
4.9.1 / Interpreting and translation
4.10 / Complex communication needs
4.11 / Personal privacy and entry to a person’s room
4.12 / Bathing and showering
4.13 / Grooming and dressing
4.14 / Overnight monitoring

RSPM application to service type

Each instruction has service type and instructionapplication codes to assist to identify how the specific instruction applies to supported accommodation by service type.

Service type:

FBR / facility based respite / GH / group homes
STJ / short term justice / LTR / long term rehabilitation program
I / Sandhurst and Colanda / RTF / residential treatment facility (DFATS)

Instruction application:

Y / instruction applies in full
N / instruction does not apply to service type
P / Partial application. Service required to implement principle of instruction but service not generally directly responsible for planning, monitoring and reviewing components of instruction
LD / Locally determined based on client plans, service model and protocols. Applicable to STJ, LTR and RTF only

Access the Disability Accommodation Services Hub to ensure the most up to date information is used

Residential Services Practice Manual 3rd Edition – 4.1 – 1

4.1 Entry, exit, relocation and Residential Statements

Issued: February 2014 FBR – P GH/I – Y STJ/LTR/RTF – LD

Contents / Overview
What is vacancy coordination?
How a vacancy is managed?
When must anEntry, exit and relocation checklist be completed?
What does the Entry, exit and relocation checklist cover?
What is relocation within the service?
Disability Act 2006 requirements for temporary relocation and termination of residency
What is an urgent relocation?
Relocation planning for building replacement
What is transition planning?
Who is responsible for transition planning?
What is a residential statement?
When is the residential statement provided?
Children and young people entering residential services
Exit requirements
Role of supervisors
Role of the manager when a vacancy occurs
Role of the manager when a resident moves
Managers role for urgent entry, exit and relocation
Resources
Overview / Moving homes can be a major event in people’s lives. It is important that considered planning, consultation and communication is undertaken that includes input from residents, their families/advocates and staff.
What is vacancy coordination? / Vacancy co-ordination is a fair and transparent process of allocating ongoing disability support including vacancies in residential services. Vacancy co-ordination is based on a person’s needs, compatibility and priority. Entry to a residential service is guided by the Disability Support Register (DSR) guidelines.
How a vacancy
is managed / The DSR guidelines outline the vacancy management process and the roles and responsibilities of those involved.
Disability Accommodation Services (DAS) management is responsible for notifying the divisional vacancy management team within one business day of a vacancy becoming available, even if a service reconfiguration is being considered.
Service reconfiguration is a key component of the vacancy coordination process and can include residents moving to alternate group homes within DAS to address resident compatibility and accommodation and fabric issues and the appropriateness of the level of support. After notifying of an accommodation vacancy the opportunity can then be taken to consider a service reconfiguration. Clear timelines and authorisation processes are outlined in the DSR guidelines and must be adhered to as any reconfiguration will delay the availability of a vacancy.
When a vacancy occurs in a group home, management are responsible for assessing the needs and preferences of existing residents and ensuring these are considered in decision making. Within five business days of the vacancy being identified, the operations manager must provide a Vacancy Profile for Supported Accommodation to the divisional vacancy management team.
When must anEntry, exit and relocation checklist be completed? / The Entry, exit and relocation checklist must be completed before a person enters any residential or respite service, relocates from one residential or respite service site to another for any reason or moves out of a residential service. This includes an urgent entry, exit or relocation where there is limited planning time available.
The Health and Safety Representative (HSR) is to be consulted and given opportunity to review the following occupational health and safety (OHS) assessments for:
  • physical support needs
  • occupational violence risk
  • fire risk.
The new or alternative location must have the capacity to support the needs of the particular person and meet any health and safety requirements, so far as is reasonably practicable.
If a resident has been absent from the residential service for three months or more, and regular contact has not been maintained their:
  • needs must be re-assessed; and
  • Entry, exit and relocation checklist must be completed again and any changes required are identified, actioned and appropriate strategies developed and implemented prior to the person returning.

What does the Entry, exit and relocation checklist cover / The Entry, exit and relocation checklist is comprised of the following parts:
  • general information that must be available to enable support to occur
  • OHS requirements that include:
fire risk assessment – an assessment of the person’s capacity to be safe with items that present fire risk such as cooking and the presence of any fire risk behaviour.
Occupational Violence Risk Assessment Management Tool (OVRAMT) – is an electronic tool that assists to identify behaviours of concern that may present an occupational violence risk and the management of identified risks.
Physical Support Assessment tool (PSA) - an electronic tool that identifies the support and management strategies to enable safe physical support.
  • A visual check of accommodation – the physical environment where the person is to be accommodated must be checked to ensure that support can be provided safely and according to any current management strategies. This means both the identified physical support and behaviour support strategies must be able to be implemented, for example, the use of aids and equipment, safe work area for staff, absence of any potential hazards or weapons, clear exits, lockable storage or any other management requirements.
  • A list of actions that must be taken to enable support to be provided at the location either prior to or after the entry or relocation occurs.
  • A section for the operations manager and DAS manager to sign as confirmation they are satisfied the required steps have been implemented or other identified reasonably practicable actions have been taken and a section for the HSR to confirm they have been consulted.

What is relocation within the service? / Relocation is the movement within the service of one or all residents of a home as a result of:
  • individual choice
  • changes in support needs that cannot be met at the current location
  • the current building is no longer suitable and is replaced.
Relocation may be short or long term to any location where the department continues to have responsibility for support provided to the resident.
An Entry, exit and relocation checklist must be completed for every relocation.
Disability Act 2006 requirements for temporary relocation and termination of residency / A resident of a residential service may be temporarily relocated, or have their residency terminated in circumstances as specified under sections 74 and 75 of the Disability Act 2006. The specific requirements for providing notification to a resident are set out in the Strengthening rights in residential services policy. These requirements protect the rights of residents.
Temporary relocation includes a short-term move to allow renovations to be completed. An Entry, exit and relocation checklist must be completed for every relocation.
What is an urgent relocation? / An urgent relocation is when the relocation and transition process occurs within a very short time and minimal planning can be undertaken. Urgent relocation should only occur when there is an immediate health and safety risk to any person due to issues such as:
  • Property damage that makes the building unsafe or unusable, for example, major plumbing breakdown, structural damage or contamination.
  • Unexpected and sudden behaviours of concern that create a health and safety risk that is significant enough to warrant relocation of one or more residents.
The alternate location must meet the needs of the resident and support the implementation of all safety and support requirements of the resident including physical and behaviour support.
For urgent relocation, all of page two of the Entry, exit and relocation checklist must be completed and as much of page one as reasonably possible to ensure the risks to health and safety of residents or staff are minimised or effectively managed in the alternative location. The remaining parts of page one of the Entry, exit and relocation checklist must be commenced immediately and completed within seven days.
Note: Emergency evacuation and relocation due to a natural disaster such as earthquake, fire or flood, are managed under the department’s emergency management response provisions and are not part of this instruction.
Relocation planning for building replacement / Where a relocation opportunity arises due to a building replacement, the manager will inform the residents and their support network as soon as the division is formally advised that a replacement option can be considered. Staff should then ensure residents support needs are thoroughly re-assessed through the support planning process, see RSPM 4.3.
Staff should use this opportunity to assist residents to identify:
  • aspirations and preferences
  • who they would like to live with
  • the type of accommodation they would most prefer
  • the type of accommodation that would meet their support needs
This should involve a review of the resident’s support plan in consultation with other people the resident deems significant to them, and the offer of engaging an advocate to ensure every resident is supported and their best interests are considered.
The development of any relocation options and their implementation should actively promote residents’:
  • participation in household and community activities
  • relationship building with other people
  • informed choice in all aspects of decision making that affects them
  • dignity and respect in all aspects of their lives
  • skill development and the achievement of goals
A working group will be established to assist with proposed relocation and the house supervisor will participate in this group. The supervisor is to provide input into the communication process that will occur for residents, the families and advocates, staff and other relevant stakeholders.
The regular house staff meeting and residents meetings should include the relocation as an agenda item until this is complete. Each division will have a designated staff member who can be invited to these meetings to discuss the building relocation.
Staff are responsible for effectively communicating information about the relocation at all stages, to residents and their families, in order to provide reassurance and minimise any concerns they may have. Where residents raise concerns with staff, staff should support residents to communicate concerns to local management or through the departments’ complaints process.
House relocation may also impact on staff. Staffing matters and concerns should not be raised with residents or residents’ families. Staff may also seek support through the Employee Assistance Program (EAP) or seek information relevant to their concern in RSPM Part 2.
What is transition planning? / A transition plan outlines how the person will be supported in their move into, out of or to relocate within long term supported accommodation. The plan is developed in conjunction with the resident, their family or advocates and the residential service. Transition planning must be person centred and build on existing aspirations and choices expressed in the residents support plan. Transition planning should include strategies to inform and support:
  • the new or relocating resident and their families or advocates, including a communication strategy
  • current residents and their families or advocates, including a communication strategy
  • an orientation to the new supported accommodation
  • an orientation to the local area, and the facilities that are important to the individual
  • a plan for how the new residents existing networks and links to services will be maintained, or new networks and links developed
  • arrangements for moving, including movement of furniture and personal belongings
  • any actions required to implement specific support requirements or strategies
  • how the current support plan is to be updated.

Who is responsible
for transition planning? / For people moving into supported accommodation via the vacancy coordination process, the case manager usually develops the transition plan in consultation with:
  • the resident
  • the residential service
  • relevant others, such as, family members, carers, advocates, guardians, staff and other service providers.
Where there is not an appointed case manager, the residential service will lead the transition planning process for new residents. Where appropriate, transition planning tasks should be undertaken by the resident, and relevant others in consultation with the residential service.
When an individual is relocating within the service between sites, the transition planning should be shared between the current and new site. Where residents will be relocating due to a new building, relocation planning is to be implemented. Relocation for any purpose requires the Entry exit, relocation checklist to be used to ensure support and safety requirements are met.
What is a residential statement? / The Disability Act 2006requires a residential statement is provided to people who enter residential services. A residential statement is not required for people accessing respite services.
The residential statement clarifies the conditions which apply when they commence living in the residential service such as:
  • the cost of accommodation and support
  • a statement of their rights and duties
  • service provision conditions such as:
  • the hours of staffing support
  • specific conditions of support for the resident or for others that may impact the individual, for example, people with Prader-Willi syndrome may require restrictions to accessing food.
The Residential Statement is created on an electronic template in frontline applications. The completed statement must be signed by the DAS manager.
When is the residential statement provided? / The Residential Statement must be provided before, or on the day a person enters the residential service. A copy is given to:
  • the resident, who must also receive it in an easy read format
  • their guardian
  • their administrator
A copy that includes a note of who received a copy and the date this occurred is to be placed on the resident’s file.
The Residential Statements need to be explained to a resident in a format or language they understand.
The Residential Statement is reviewed annually and formally renewed every three years.The statement may need to be reviewed if significant changes occur that alter the conditions outlined by the Statement except where formal communication occurs within the provisions of the Disability Act 2006, such as notification of fee increases.
Children and young people entering residential services / Children and young people voluntarily placed in a residential service for out of home care must have a Child Care Agreement in addition to other entry requirements. The Child Care Agreement must be attached to their Residential Statement as part of the information provided to their representative, see RSPM 1.1.1.
Exit requirements / Where a resident is moving out to live independently or is relocating to an external service provider or to any other living arrangement where the department no longer has primary responsibility for ongoing support, the move is an exit. The Entry, exit and relocation checklist must be used to ensure all relevant information is provided to implement appropriate support and safety strategies in the new location.
Role of supervisors / Supervisors are to support the entry, exit and relocation process by:
  • supporting residents to adapt to the new environment
  • checking safe work and support systems are actioned and in place if residents are to be supported at an alternative location
  • providing support and information in the implementation of the transition plan to all residents involved
  • assisting as required with any relocation to ensure residents are appropriately supported throughout the process
  • referring any concerns or issues relating to the resident to the operations manager.

Role of the manager when a vacancy occurs / Managers must ensure the following has occurred for vacancies within a group home:
  • The divisional vacancy management team is notified of a vacancy occurring within one business day even if a service reconfiguration is being considered.
  • The completed Vacancy Profile for Supported Accommodation is provided to the divisional vacancy management team within five business days.
  • The Disability Support Register (DSR) guidelines have been followed.

Role of the manager when a resident moves / When a resident moves the manager must ensure:
  • the DAS manager or equivalent has checked all required processes have been actioned and the Entry, exit, relocation checklist has been signed
  • the HSR has been provided with an opportunity to review OHS assessments
  • identified specific health or safety needs of a resident that requires staff to be trained, has been actioned
  • all other identified support needs can be met in the ongoing location and required actions have been taken, for example, aids and equipment in place
  • staff have all required support and safety information
  • there is a current support plan
  • a transition plan has been developed and implemented
  • change at a workplace is managed by the appropriate consultation process
  • the DAS manager has signed the Residential Statement and the resident has been provided with this statement as required
  • Child Care Agreements for people under 18 are completed, see RSPM 1.1.1
  • notices to relocate or vacate have been issues if required.
Additional requirements for planned relocation to a new ongoing group home site, the manager ensures:
  • residents and their support network are informed as soon as a building replacement is formally advised by central office
  • residents of group homes to be relocated have support plans reviewed and accommodation and support needs re-assessed
  • vacancy and relocation opportunities are used to consider the most appropriate accommodation option for each resident, for example, consideration of moving into more independent housing in the community via allocation of an Individual Support Package
  • effective communication to staff occurs regarding the opportunities this presents
  • staff concerns related to a relocation of worksite are addressed and separated from resident relocation support matters.

Managers role for urgent entry, exit and relocation / For urgent entry, exit and relocation where limited planning time is available:
  • All of page two of the Entry, exit and relocation checklist must be completed and as much of page one as reasonably possible to ensure the risks to health and safety of residents or staff are minimised or effectively managed in the alternative location.
  • The remaining parts of page one of the Entry, exit and relocation checklist must be commenced immediately and completed within seven days.
  • All current safety requirements for staff, residents and the community are supported at the location
  • Staffing support considerations at the relocation site includes:
use of staff who know the resident well
staff are trained to manage the specific support needs
consideration of appropriate staffing levels
Resources /
  • Disability Support Register guidelines – outlines the process for allocation of individual and group supports through the DSR. Available on the Department of Human Services website.
  • Administering Child Care Agreements in voluntary out-of-home care. Handbook and resources. Available on the Department of Human Services website.
  • Disability Act 2006 – provides a legislative framework to strengthen the rights and responsibilities of people with a disability. Available on the Victorian Legislation and Parliamentary Documents website.
  • Entry, exit and relocation process chart – a flow chart to assist in meeting requirements for resident movement including communication to staff. Available on the DAS Hub.
  • Entry, exit and relocation checklist – a form outlining OHS and information provision requirements which must be met before a person enters, or transfers between any residential or respite services. Available on the DAS Hub.
  • Occupational Violence Risk Assessment and Management tool (OVRAMT) – a tool for assessment and prevention of occupational violence.
  • Physical Support Assessment (PSA) – an electronic assessment tool for identifying and assessing risks associated with providing physical assistance to residents. Available on frontline applications. Where the resident has not yet been added to frontline applications an abbreviated paper based version can be completed in the interim. Available on the DAS hub.
  • Residential Statement – information about the service and service provision which must be provided. Available on frontline applications
  • Strengthening rights in residential services: Policy, forms and procedures in relation to residential rights. This includes the Statement of Rights and Duties in Residential Services and notification forms for vacating or relocating. Available on the Department of Human Services website.
  • Vacancy profile for Supported Accommodation – A profile document that forms part of the Vacancy Management process. Available on the DHS hub.
  • eBSP toolkit and description - The RIDS-eBehaviour Support Planning toolkit supports staff who work in the disability sector to provide high-quality support to clients at risk of restraint and seclusion. Available on the Department of Human Services website.

Access the Disability Accommodation Services Hub to ensure the most up to date information is used