Sandwell Parents Voices United
We are the Special Needs and Disability Parent Carer Forum for Sandwell.
We aim to improve services and outcomes for all children and young people with SEND in Sandwell.
We will not only hear your voice, but share that voice to ensure all services hear it to shape services that support our children.
Shaping Services Together
Consultations - Listening
We will often speak with parent/ carers to listen to what is working and what is working not so well. We hold forums, surveys, questionnaires to gather this information. Your feedback is then fed to the services they are intended.
Representation
We represent parent/ carers within all local services in Education, Health, and Social Care. We ensure your voices are heard by the decision makers and more importantly, that they are listened to. Our forum members play a key part in strategic groups.
Collaborative Working
We work closely with all areas of the local authorities,health and social and educational services. By hearing your voice, and sharing your lived experience we aim to change the narrative, and work together to best support our children and young people with SEND.
Policies and Procedures
What you Need to Know!
Policies for management of steering group. 23/03/2021
Sandwell Parents Voices United
Sandwell Parents Voices United.
Policies for management of steering group. 23/03/2021
I confirm I have received ( by email) , read and understood the following policies and operational guidance for Sandwell Parents Voices United, and agree to abide by them.
· Equality & diversity policy
· Asset management policy
· Communications policy
· Complaints, comments and compliments policy
· Constitution
· General Data Protection Regulations policy
· Steering group requirements
· Terms of reference
· Visions and values of Sandwell Parents Voices United.
· Wanted ! Parent representatives
Policies will be added as required by the steering Group, and this agreement will be updated as deemed necessary by the Steering Group.
In the absence of face to face meetings, your consent can be shown by provision of an email agreeing to the provisions of the policies.
Name
Date
Sandwell Parents Voices United
Complaints and comments policy 2021 – 2022
This policy was agreed upon by SPVU steering group on: 23rd March 2021
Policy review date: June 30th 2021
Complaints Policy
SPVU welcomes complaints, compliments and feedback equally in order to improve the way the organisation works. Internal and external complaints are dealt with in the same way. SPVU Complaints Policy and Procedure has the following goals:-
To deal with complaints fairly, efficiently and effectively;
To ensure that all complaints are handled in a consistent manner throughout
To use complaints constructively in the planning and improvement of all services.
SPVU will deal with any complaint as soon as possible. SPVU will record every complaint in the minutes of the Steering group minutes whether it has been resolved formally or informally. In all cases, a complaint will be given full and fair consideration. If a criminal offence is alleged, then the police will be informed.
Complaints Procedure
Stage 1: Informal
Many complaints can be resolved informally. In the first instance the Complainant is invited to meet with a member of the steering group and Secretary of the steering group and is offered support by an admin member of the steering group, to make their complaint confidently and clearly in person. If the complaint directly relates to one of the admin members the Complainant will be supported to speak to them directly. Otherwise the other admin members will hear their complaint. The admin members will lead a review the Code of Conduct at the next meeting in order to improve the SPVU experience. The results of the review will be recorded and reported back to the Complainant. (see Failure to Follow Code of Conduct)
Stage 2: Formal
If the Complainant is not satisfied that SPVU steering group has improved as a result of Stage 1, they may pursue a formal complaint. A formal complaint must be made in writing and SPVU will offer the support of an Independent facilitator to the Complainant to put their complaint into writing.
The Complainant will receive acknowledgement of their written complaint within 10 working days. Written Complaints will be considered at the next Steering group Meeting and SPVU will initiate an investigation. The admin members may meet with the Complainant again to clarify the issues. The Complainant will be kept informed of the progress of the investigation and offered the support of an Independent facilitator. If an individual being complained about is on the Steering group and is alleged to have breached the Code of Conduct, they will be asked to temporarily stand down until the investigation is completed (see Failure to Follow Code of Conduct, )
The steering group will actively seek advice from outside agencies, or ask for the support of an independent facilitator or mediator where this may aid the investigation.
The Steering group will formally respond to the Complainant in writing with the results of the investigation within 8 weeks of receiving the original written complaint.
Sandwell Parents Voices United Asset Management Policy 2021-2022
Introduction
For grant reporting and Insurance purposes, the SPVU keeps a record of equipment purchased and disposed of by the Steering committee. We have a responsibility to manage and report on all assets as part of effective financial control. All assets remain the property of SPVU.
Purpose.
The asset management policy provides the overall framework for the management of equipment from procurement to disposal, it defines roles and responsibilities that relate to the implementation of this policy.
Scope
The policy applies to all members of SPVU who hold equipment purchased by the group. Equipment may be defined by:
Desktop/laptop PC
All monitors and printers, scanners
All landline phones/mobile phones, smartphones
All tablets ( ipads or android)
All other items costing over £50 or more.
Policy statement
The SPVU is committed to managing all equipment to meet financial and safeguarding guidelines.It expects all members to adhere to this policy. This policy shall be reviewed and updated as necessary to ensure that it remains appropriate and fit for purpose.
Roles and responsibilities
The administration team has overall responsibility for the implementation of this policy, and the recording and monitoring of assets.
They will be responsible for:
· Entering information on the asset register
· Updating and maintaining the accuracy of the asset register
· Ensuring equipment is signed for by equipment holders
· Checking equipment is returned in the same configuration as expected.
· Care of equipment held in stock for issuing and awaiting transfer for disposal
· Note equipment disposed of within the asset management system
· Marking equipment as lost or stolen ( with WMP number) in asset register
· Equipment is disposed of in an appropriate manner and where necessary to WEEE guidelines.
SPVU members issued with equipment have the following responsibility for the equipment in their care
· Loss of theft of equipment must be reported immediately to admin team
· All equipment must be returned to admin team upon replacement, redundancy or the holder leaves the SPVU.
· Equipment holders will retain responsibility for equipment issued to them until returned for redeployment or disposal.
· Equipment holders are not permitted to transfer their responsibilities to another member of the SPVU without consent of the admin team
· Equipment holders must present mobile/computer assets for auditing within 2 weeks of request
· Equipment may be presented for audit at any time, but all equipment must be accounted for at least yearly.
· Return equipment immediately that is not operating normally to the admin team
Disposal of assets
· Any item which is deemed to be obsolete or damaged beyond repair, and is not appropriate for resale may be written off by the admin team and will be recorded in the asset file
· Any item surplus to requirements which has a resale value may be sold in the most appropriate manner, to gain premium income
· All income received from proceeds osf any sale must be banked and recorded in accounts and asset logs
· The admin team has sole responsibility for disposal of all such items.
· In the event of the SPVU ceasing to exist all assets will be disposed of within the constitution. ( Please refer to SPVU Constitution)
Sandwell Parents Voices United
Equality & diversity policy 2021 – 2022
This policy was agreed upon by SPVU steering group on: 23 March 2021
Policy Review date: 30th June 2021
Equality, Diversity and Inclusion Policy
SPVU is committed to celebrating diversity, positively promoting equality, fostering equal opportunities and tackling discrimination in all it does. Through all its policies and actions SPVU seek to: -
· be an inclusive organisation
· integrate the principles of equal treatment
· promote diversity into all aspects of our activity
· ensure that all individuals who come into contact with the SPVU, in any capacity, are treated with dignity and respect
· provide a safe, supportive and welcoming environment for all.
This policy should be read and adhered to in conjunction with all our other policies.
SPVU is aware that some people in our communities are more likely to experience discrimination than others and we recognise the Protected Characteristics enshrined in UK law which protect against the discrimination of people on the basis of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, pregnancy and maternity, marriage and civil partnership.
We believe that all individuals and groups should be treated with respect and valued equally and that no-one, whatever their needs, should be disadvantaged in their contact with SPVU.
SPVU recognise that there are particular inequalities and discrimination that our members may experience due to their life experiences as parent carers of Special educational need & disabled children and young people, and there are some members who will face dual discrimination. The Steering group may need to work in a range of different or more flexible ways, in order to ensure genuine equality of access or opportunity for groups and individuals who come from a position of persistent and longstanding disadvantage.
We encourage the reporting of any incidents whereby someone is discriminated against as a result of SPVU work.
We will regularly review all our policies and procedures to ensure that they comply with legislation and good equalities practice.
We take all steps in our power to make our activities accessible to everyone and we actively seek to remove any barriers in SPVU work that may prevent someone from taking part.
Sandwell Parents Voices United
Communications policy 2021 – 2022
This policy was agreed on by SPVU Steering group on : 23rd March 2021
Review of policy date: 30th June 2021
Introduction
An essential part of the work of Sandwell Parents Voices United is the ability to communicate effectively and efficiently with other steering group members, parents and carers, partner organisations and professionals. Communications may be carried out verbally, email, text and social media.
How we communicate not only reflects upon us as individuals but also reflects upon the reputation of the entire parent carer forum
General Principles
Sandwell Parents Voices United information technology and communications facilities must be used professionally, sensibly and lawfully. All information relating to our members and our business operations is confidential, and care must be taken to respect this confidentiality in line with the General Data Protection Regulations, 2018. It is also important that what is said or written is professional, appropriate and unlikely to be misconstrued. The advantages of e mail and the internet include ease of use, rapidity and informal ways of accessing and disseminating information, but ill-considered statements must be avoided. Please refer to our data protection policy
Many aspects of communication are protected by intellectual property rights which are infringed by copying. Downloading, uploading, posting, possessing, processing and distributing material from the internet may be an infringement of copyright or of other intellectual property rights.
PERSONAL BLOGS AND WEBSITES
If you post any content to the internet, written, vocal or visual, which identifies, or could identify, you as a member of the Sandwell Parents Voices United and/or you discuss your work or anything related to the SPVU or its business, members or staff, the SPVU expects you, at all times, to conduct yourself professionally and respect the confidentiality of data provided by the SPVU at all times.
If you already have a personal blog or website, or you intend to create one which indicates in any way that you are a member of the SPVU you should report this to the Steering group If a blog posting clearly identifies that you are a member of the SPVU and you express any idea or opinion then you should add a disclaimer such as ‘these are my own personal views and not those of the SPVU
If you think that something on a blog or a website could give rise to a conflict of interest and in particular concerns issues of impartiality or confidentiality required by your role then this must be discussed with a Steering group member.
If someone from the media or press contacts you about your online publications that relate to the SPVU you should talk to a steering group member before responding.
It is important not to:
Reveal confidential information about the SPVU in a personal online posting. This might include revealing information relating to the SPVU members, organisation plans, policies, staff, financial information or internal discussions. Consult Steering group member if you are unclear about what might be confidential and at all times consider the regulations of the Data Protection Regulations, 2018.
Criticise or embarrass the SPVU, its members or its steering group in a public forum (including any website). You should respect the organisation, the reputation of the SPVU and the privacy and feelings of others at all times. If you have a genuine complaint to make about a colleague or workplace matter the correct procedure is to raise a grievance using the SPVU grievance procedure.
Please note that the procedures outlined in this policy and in any related policy, may be reviewed or changed at any time. You will be alerted to important changes.
Sandwell Parents Voices United
Constitution 2021 – 2022
This policy was agreed upon by SPVU steering group on: 23rd March 2021
Policy review date: June 30th 2021
The Constitution
Sandwell Parents Voices United (SPVU) and its money will be administered and managed in accordance with the provisions in this constitution. Adoption of this constitution as of the date it is signed. This constitution sets out the rules by which the SPVU will be governed. These are legally binding on the members.
The Name
The name of the group is Sandwell Parents Voices United.
The Aims and Objectives
• To be the strategic consultative body within Sandwell Metropolitan Borough Council representing families of children and young people with special and additional needs, providing a liaison point between those families and Statutory and Voluntary Agencies within the borough.
• To consult with and inform the membership to promote the best possible outcomes for all children and young people in Sandwell MBC with special and additional needs.
Powers
In furtherance of the aims and objectives the group may:
• Employ and remunerate staff.
• Raise funds by any lawful means except permanent trading.
• Apply for grants and other forms of funding from external sources.
• Accept gifts and donations for the group.
• Do anything else within the law which is necessary for the group to carry out their aims and objectives.
Application of the income
1. The SPVU funds shall be applied solely towards the promotion of the Aims and Objectives.
2. Any member may be given reasonable and proper remuneration for any goods and/or services bought on behalf of or for the SPVU
3. Travel costs, material costs and venue hire, may all be claimed from the funds, when they are for the SPVU
4. Members must give receipts or invoices to the treasurer, for re-imbursement.
5. A bank account will be opened and run by the treasurer. Payments must be approved by any two authorised signatories.
6. Accurate accounts of all income and expenditure must be kept for presentation at the Annual General Meeting (AGM).
7. If SPVU is dissolved and there are funds in the bank, these will be passed on along with any remaining assets to a charitable body. The Steering Group members at the time will vote for the relevant charity whose beneficiaries will be children or young people with special and/or additional needs and/or their families.
Membership
1. Membership is free and is open to family members and carers of any child or young person with special and/or additional needs, up to the age of 25 years, and who live in or receive services from Sandwell MBC
2. Membership is automatically on-going for any parent carers of a child or young person with special and/or additional needs up to the age of 25.
3. Bereaved members may choose to be members for up to 3 years.
4. Membership is not transferable.
5. The Steering Group must keep a register of members, either in a written form or held on computer in compliance with The General Data Protection Regulations 2018 ( Please refer to GDPR policy
6. Each member is entitled to one vote.
7. Any member may request in writing to be removed from the register of members at any time and would no longer receive any communication.
8. All members are expected to abide by the Code of Conduct. If the Steering Group considers that any member’s conduct is in any way harmful to the Aims and Objectives of the SPVU, the Steering Group will reserve the right to terminate their membership, in line with the Code of Conduct. ( Please refer to the Code of Conduct )
Management/Steering Group Meetings
1. SPVU will be managed by a Steering Group. This will comprise of a minimum of 8 and a maximum of 15 members. This will include the following officers, a Chair, Vice-Chair, Treasurer, and Secretary. Other roles within the Steering Group will be appointed as and when required.
2. The inaugural Steering Group members shall be those elected at the initial AGM. The Steering Group members will be elected annually from the full membership of the SPVU at the AGM.
3. Any Steering Group member wishing to be elected as an officer will need to seek nomination by at least two members of the Steering Group at the first Steering Group meeting following each AGM.
Elections to the posts will be by a majority of those present at a quorate meeting.
4. The Steering Group may appoint sub-committees to carry out specific tasks and delegate specific powers as necessary. Sub-committees must report back to the Steering Group for ratification of any decisions.
The Steering Group may have no more than two co-opted members who will not be entitled to vote.
5. A quorum is a minimum of four members of the Steering Group who will be needed to hold a meeting.
6. Each member of the Steering Group is entitled to one vote.
7. The Steering Group must meet at least four times a year. Meetings of the Steering Group are governed by the Terms of Reference.
8. A General Meeting can be called by at least 4 members of the Steering Group when some special or urgent business has to be considered. Such meetings must be called in writing 21 days in advance stating the business to be considered. A quorum for such meetings shall consist of a minimum of 8 Members or 5% of the membership. The same rules shall apply to Annual General Meetings.
9. A member can resign from the Steering Group by giving written notice to the chair.
Amendment to the Constitution
This document may only be amended by a resolution passed at a General Meeting.
Sandwell Parents Voices United
Financial policy
& renumeration of expenses
Approved by Steering group on 25th May 2021
Review date 30th June 2021
Financial processes
Sandwell Parents Voices United are supported in the management of our Contact Grant by Action for Children, Greets Green Children’s Centre Off Claypit Lane West Bromwich B70 9EZ
The recognised contact for Action for Children is Sinead Scanlon, the treasurer role for SPVU is held by Daniel McKenzie
Action for Children are the grant holders and Sandwell Parents Voices United do not have direct access to funds or methods to access the funds.
Requisition of resources.
When a member of the SPVU steering group identify items for purchase, a purchase order will be completed and sent to Action for Children – Sinead Scanlon for action. Sinead will arrange for this item to be purchased in line with the grant spending guidelines.
Items requested should follow, where possible, the “preferred supplier” provision, or the selling agent should register with Action for children. Where possible, cash is not used to purchase items, unless in an emergency.
Both Sinead Scanlon and Daniel McKenzie will manage the purchase of items, and receipts will be obtained. Invoices are sent direct to Action for Children and settlement follows their procedures.
It is incumbent upon Sandwell Parents Voices United to ensure all suppliers should be on the approved supplier list, and 3 quotations sought, in line with best practices.
This arrangement is in place, and financial controls are managed by both Sandwell Parents Voices United and Action for Children. SPVU request a financial update every month, to ensure SPVU spending is recorded by forum, and reported to steering group.
This process is reviewed by both Sinead Scanlon and Daniel McKenzie to assess effective process and suitability for both parties.
Reimbursement of expenses
SPVU values its volunteers and seeks to reduce or remove any barriers to volunteer involvement. SPVU encourages all of its volunteers to claim expenses as part of the forum`s commitment to offering equal opportunities to all.
SPVU will reimburse any reasonable out-of-pocket expenses incurred as part of any voluntary work carried out for SPVU, such as:
· Attendance at meetings organised by SPVU, e.g. meetings of the management committee and its subcommittees, parent reference groups, focus groups, etc
· Attendance at meetings as a SPVU representative, e.g. strategic/operational groups within the local authority and the CCG regional meetings of parent carer forums, etc.
· Helping with the organisation and running of SPVU events Carrying out outreach activities, e.g. roadshows
· Providing training ( where agreed by SPVU steering group)
· General office work, e.g. filing, data entry, preparing mailshots
What can be claimed for?
· Travel to and from the place of volunteering, and while volunteering. This includes:
· Travel by private car (reimbursed at HMRC approved mileage rates)
· Car parking charges (parking fines and any other fines will not be covered). Please note: For excessive charges or a time stay we may only pay for a reasonable proportion of the time.
· Bus/tram fares
· Rail fares (standard class only)
· Taxi fares (taxi fares may be reclaimed by those unable to use public transport due to a disability, and those whose caring responsibilities preclude them from getting to events/meetings on time by public transport)
· Postage, phone calls, and printing costs. Printing costs will be reimbursed at £0.08 per A4 page.
Care of dependants while volunteering. Childcare/carer expenses will be paid to enable volunteers to attend meetings/events, if they would otherwise be unable to do so because of their caring responsibilities. For expenses over £10 per hour, prior agreement must be sought from the Treasurer of SPVU in consultation with our grant holder.
Accommodation.
The cost of bed and breakfast/hotel accommodation can be reclaimed when an overnight stay is unavoidable. Prior agreement must be sought from The treasurer and in consultation with our grant holder 3 quotations for accommodation should be sought.
Meals and subsistence.
The cost of meals and subsistence can only be reclaimed when an overnight stay is unavoidable. Prior agreement must besought from the treasurer and in consultation with our grant holder. SPVU will authorise a maximum of £10 per meal, upon receipt being supplied. Alcohol MUST NOT be purchased on SPVU account.
Expenses will be reimbursed upon production of a completed expenses claim form (see Appendix A). All expenses must be supported by valid receipts/tickets when submitting a claim.
Contractual arrangements
Where individuals are engaged by SPVU to work as freelance consultants on specific projects (e.g. consultation support, development of information material, etc.), a contract stipulating fees, timescales, outcomes and completion criteria will be agreed. No tasks must be undertaken without written contract of task, and end date in place.
No reimbursement
No reimbursement will be made for expenses incurred by members of the public whilst attending open events/meetings organised by SPVU for the benefit of parent carers, such as:
· Public consultation events
· Fun Days
· Information events
· Training sessions for parents
However, SPVU volunteers involved in the organisation and running of such events will be able to claim expenses.
Payment of trustees
SPVU may decide to pay trustees or connected persons (broadly, family members or businesses connected with a trustee) for additional services they provide to the organisation over and above normal trustee duties. The decision to do this must be made by those trustees who will not benefit. They must decide that the service is required by SPVU and agree it is in the organisation’s best interests to remunerate a trustee for this service. They must also comply with the following conditions:
· there is a written agreement between SPCF and the trustee or connected person who is to be paid, detailing the service to be provided, the exact or maximum amount to be paid and sanctions for breach of the agreement;
· the trustee concerned may not take part in decisions made by the management committee about the making of the agreement, or about the acceptability of the service provided;
· the payment is reasonable in relation to the service to be provided; the management committee follows the "duty of care" set out in the 2000 Charities Act, and has regard to guidance on the subject
published by the Charity Commission;
· the total number of trustees who are either receiving payment or who are connected to someone receiving payment are always in a minority the payments are declared and explained in SPCF’s annual accounts .
Incentives
SPVU may offer parent carers incentives for taking part in one-off, time-limited pieces of work, for example by offering high street vouchers for participation in focus groups or interviews, or by organising “prize draws” for the return of questionnaires.
Incentives of this kind are provided at the discretion of SPCF and do not constitute an entitlement. SPCF reserves the right to restrict numbers and/or select participants based on research requirements.
How to claim
Claim forms will be issued on request You can also request copies from the SPVU finance team (email finance@spvu.org or telephone 07306 364 106) or download them from the SPVU website: www.spvu.org/policies
Claims should be made within two months of the date of expenditure.
Please ensure that you use the correct form for your claim, as this helps us keep track of our spending. Please note that you will have to fill in two forms per event/meeting if you are claiming reimbursement of out-of-pocket expenses and reimbursement for time.
Completed claim forms should be sent with receipts to the following address
Sandwell Parents Voices United
C/O Action for Children
Greets Green Childrens Centre
Off Claypit Lane
West Bromwich B70 9EZ
Payment will usually be made by cash, bank transfer or cheque within two weeks of receipt. Please inform SPVU staff if payment is needed urgently, so that they can prioritise your claim.
Reimbursement for Time
Although volunteers are not normally paid for the time they contribute, there are certain circumstances where SPVU can consider reimbursing individuals for their time. These include:
· Attendance at meetings of strategic or operational groups within the local authority or the PCT as a parent carer representative for a specific subject area
· Attendance at outreach events, e.g. schools roadshows Delivery of training/briefing sessions
However, it must be noted that reimbursement in these circumstances depends on several conditions:
· That there is sufficient budget available.
· That there is full and prior agreement of a named member of the SPVU Steering group
· That the recipient is genuinely self-employed and provides evidence of self-employment status.
· That the recipient takes sole responsibility for their own tax liability and/or the potential impact on their state benefits.
We will provide reimbursement for time for a maximum of two volunteers per meeting, outreach event or training/briefing session.
Reimbursement for time is provided at the discretion of SPVU and is not intended to create an employment relationship or a legally binding contract between SPVU and its volunteers, either now or at any time in the future. SPVU provides no guarantee that the activities described below will be offered on a regular basis.
For the financial year 2021-2022, the following rates apply:
Attendance at strategic/operational
£30 for a half day 3 hours
meetings as a parent carer
£60 for a full day 6 hours
representative (does not include travel time)
Attendance at outreach events
£10 per hour (includes time for setting up and clearing away, but not travel time)
Delivery of training/briefing sessions
£15 per hour (does not include travel time)
Please note that reimbursement of expenses over and above out-of-pocket expenditure, or any form of payment such as regular honoraria or gifts, voucher or other forms of benefit may result in volunteers incurring a tax
liability and may affect their entitlement to certain state benefits, as it may be deemed employment income. This is not our intention. It is the responsibility of anyone claiming payment under this policy to notify HMRC and any other relevant agencies from whom they are claiming benefits of any payments received whilst volunteering.
Sandwell Parents Voices United
General Data Protection Regulations policy 2021 – 2022
This policy was agreed upon by SPVU steering Group on: 23rd March 2021
Policy review date: 30th June 2021
Sandwell Parents Voices United is committed to protecting and respecting your personal information. We will registered with Information Commissioner`s office if required and act as a data controller ( GDPR Regulations 2018) This privacy notice should be read in conjunction with the full Data Protection policy.
Personal information that we collect
We may collect, store and use the following information:
• About you Name, address, telephone number, email address, ethnicity, access requirements, meetings/events attended
• About your child Date of birth, special educational need/disability, type of educational setting attended.
How will we collect information?
• Information that you provide by filling in information requests this may be hard copy or online
• If you make an enquiry by email, telephone, Facebook, Twitter, we may keep a record of that correspondence
• We may ask you to complete surveys/consultations that we use to gather evidence and research, details of transactions we have with you.
• Usage data on website, email, Facebook and Twitter account
How we may use your personal data
• To administer our membership database
• To inform you of news and events, activities and resources
• To deliver services – workshops and events
• To promote the interests of SPVU
What is the legal basis for processing your personal data?
• Your data is processed because it is necessary for our legitimate activities. We will always take your interests into account, rights and freedoms
• We may also ask the consent of the data subject ( members and
• others) so we can keep you informed about news, activities, gatherings
Sharing personal data
We will not share your personal information on to any third party except where legally obliged to do so (safeguarding matters or under direction of a court order) we will always notify you if we ever are required to do this.
How long do we keep your personal data?
We keep membership information until your child/young person with SEND is 25
All other personal information and enquiries correspondence and transactions will be kept for no more than 6 years
In the event of a death we would always remove information as soon as we are informed
Your rights and your personal data
You can request to see, change and delete information held about you.
Change personal preferences for receiving communications from us
Further processing
If we wish to use your personal data for another reason, not covered by this notice, will contact you to seek your prior consent to the new processing
Data security
We take reasonable technical and organizational precautions to prevent loss of your personal data, its misuse or alterations without approval. We take same precautions to store, process and transport information in a secure manner
Changes to privacy notice
We reserve the right to update this privacy notice at any time We may update this policy by posting a new version on social media at any time, to reflect changes to statutory requirements.
Registration with Information Commissioner`s Office.
In line with General Data Protection Regulations 2018, should we have more than 249 members, we will register with I.C.O & appoint a Data Protection Officer. The role of D.P.O. will be defined to meet the operations of SPVU, as required.
Sandwell Parents Voices United
Visions and Values 2021 – 2022
This policy was agreed upon by SPVU steering group on: 23rd March 2021
Policy review date: 30th June 2021
Vision and values
Vision
Sandwell Parents Voices United aspire to empower parents and carers by influencing positive change in health, education and social care policies and practices for families, children, young people with SEND, enabling them to fufil their full potential.
Our behaviours and values
The steering group of Sandwell Parents Voices United have collectively developed and agreed a series of values and behaviours that each member will adhere to.
Core values/Behaviours
Member focused
· We actively listen to our members and involve them in all aspects of our forum development
· We always keep members informed and champion their views
· We ensure our services are developed to meet the needs of our members
One collective of parents and carers
· We gladly share our time and skills for the benefit of the whole forum
· We look after others and appreciate the support they give
· We promote a positive experience for all our members, regardless of situation
Flexible and adaptable to change
· We work flexibly to meet the demands of the entire forum
· We constantly implement new ideas and ways of working for benefit of the forum
· We embrace change and support others to look to the future of the forum
Motivated
· We value and recognise ourselves and each other
· We empower each other to innovate and change
· We listen to others and strive to turn negatives into positives
Quality driven
· We strive to do our very best for the forum
· We embrace learning and development
· We strive to offer an outstanding support service
Sandwell Parents Voices United
Terms of Reference 2021 – 2022
This policy was agreed upon by SPVU Steering group on: 23rd March 2021
Policy review date: 30th June 2021
Purpose of the SPVU
The SPVU is the principal consultative body to inform Sandwell MBC and service providers of the needs of disabled children and young people and of their families.
It facilitates communication between parent carers, Sandwell MBC and service providers used by disabled children, young people and their families in the borough. The SPVU works to:
· provide feedback on services
· offer constructive challenge to Sandwell MBC and current service providers
· Input into decision making and planning for future service provision.
The SPVU believes that by working co-operatively with Sandwell MBC and local service providers, parents/carers can contribute to improvements in the services delivered for disabled children and young people.
· Through regular communication with parent/carers
· Ensuring a diverse forum membership and representation of diverse views from disabled children and young people and parent/carers from all backgrounds and sectors of the community
· Promoting a reputation and image of the parent forum which reflects its aims and objectives
Sandwell Parents Voices United terms of reference
Membership
SPVU’s membership will be made up of residents of Sandwell MBC who are parents/carers of a child or young person with a disability, aged 0 to 25.
Meetings
SPVU meetings will be held at least annually.
Any member can request an item for the agenda by contacting the secretary of the steering group at email/phone/website at least 14 days before the meeting.
Service providers will be invited to attend SPVU meetings as appropriate.
Information will be provided in a range of formats to support the engagement of a wide number of members.
Words and terminology used in documents that are circulated at meetings, presentations and discussions will be free of jargon and abbreviations so that no one feels excluded from participating.
Members may be requested to represent the SPVU at working groups set up by Sandwell MBC and service providers. Members sitting on such working groups will feedback information to the Steering Group. All members will abide by the Code of Conduct. No information of a confidential nature, or which potentially places anyone at risk of harm will be disclosed. The Steering group will decide what information from working groups will be openly shared.
The SPVU will maintain a register of working groups and their SPVU representatives on its website.
Steering Group terms of reference
The business of the SPVU will be managed by the Steering Group.
Membership
Ideally the members shall number no more than 15 and no less than 8.
Members will stand for election annually at the AGM.
A chair, vice chair, secretary and treasurer will be elected from the SPVU steering group’s membership at the first meeting after the AGM.
A member can resign from the SPVU steering group at any time, by putting this in writing to the chair.
A member who has not attended three meetings consecutively without giving apologies may be asked to stand down.
All members of the SPVU steering group must agree to these Terms of Reference.
Meetings and feedback
The SPVU steering group will meet on a regular basis – at least four times a year. Meetings will be arranged to meet the operational needs of the SPVU.
Venues and meeting times will be arranged for the convenience of members of the Steering Group. The SPVU Steering group will endeavour to meet all reasonable needs, however the Steering group accept it will not always meet the needs of all members.
There should be a quorum of no less than 4 members present for a decision to be made
The steering group recognises that there will be differences of opinion and priority between members. Decisions will be made by consensus where possible, or where not possible, by majority.
Members will be entitled to claim reasonable expenses for travel and costs incurred to attend particular meetings.
Information to be presented at the meeting must be circulated in good time prior to the meeting in order that members have timely access to information.
The Steering Group will provide feedback to its membership through regular communication, including social media and reports. This will include outcomes from consultations and participation work undertaken, and in particular the effect on future service provision.
Sandwell Parents Voices United
Wanted !
Parent Carer Representatives & ambassadors
2021 – 2022
This document was agreed upon by SPVU Steering group on: 23rd March 2021
Document review date: 30th June 2021
Sandwell Parents Voices United
Members, steering group members and parent ambassadors
Sandwell Parents Voices United is a collective of parents, who have children or young people aged up to 25 with special educational needs or disabilities (SEND) from all communities within Sandwell who want to make a difference. We would love you to join us as a member. Training is available for all members
Why should I get involved?
To achieve our collective aims, we need to hear the views of parents and carers experiences and are looking to grow our membership. To that end, we need parent carer representatives to join our team and help us expand our reach into all areas and communities of Sandwell. You will play a vital part in the strategic direction of the services provided for SEND children, young people and their families in Sandwell. Your support will help to make a real and enduring difference.
We are composed of group members, steering group members and parent ambassadors
What does it mean to be a wider group member?
· You will have the opportunity to be kept up to date on activities and other work of the Parent/carer forum
· You will be invited to have a say in shaping the wider services by way of surveys and consultation
· You will have the opportunity to speak to other parent/carers where you can share experiences about services in Sandwell. We do this at meetings, joining our Facebook page or by completing a membership form
What is the role of a parent carer steering group member?
• To help raise the profile of SPVU and engage parent carers in your local community
• To capture feedback from parent carers on their experiences of services provided
• To help grow forum membership by encouraging parents and carers to join us
• To participate in Local Authority initiatives
• To help plan and organise events
• To assist in building a database of voluntary support groups and SEND services in Sandwell
• To support the steering group in further exciting development of the priorities of SPVU
Parent ambassadors
You will promote the work of the Sandwell Parents Voices United and reach out to other parent/carers in your local community and any groups you might attend
How much time do I need to commit for parent carer steering group / ambassadors??
We all are volunteers, with families, so the roles are very flexible, though it does require a level of commitment. We want you to shape the role to suit however much or little time you can dedicate.
Any time offered is great time for our children, young people and their families. We pay expenses where applicable. Please refer to our Financial policy