Youth justice supervision standards · Compliance with the VPS code of conduct ... Live supervision...

Youth justice supervision standards

A balanced approach

Youth justice supervision standards

Published by the Victorian Government Department of Human Services Melbourne, Victoria

© Copyright State of Victoria 2007

This publication is copyright, no part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968.

This document may also be downloaded from the Department of Human Services web site at: http://intranet_2.csv.au/ccd/youthjustice/index.htm

Authorised by the State Government of Victoria, 50 Lonsdale Street, Melbourne. Printed on sustainable paper by C&R Printing, 18-22 Hosken Street, Springvale South, 3172.

Contents

Youth justice supervision standards 1

Introduction ................................................................................................................. 3Purpose of this document .................................................................................................3

Departmental context ............................................................................................. 5Departmental values .........................................................................................................5 Compliance with the VPS code of conduct ......................................................................5

Objectives of supervision ...................................................................................... 6What is effective supervision? ..........................................................................................6 What is supervision in youth justice? ...............................................................................6 What are the types of supervision in youth justice? ........................................................ 7 Who provides supervision? ...............................................................................................8

Supervision agreement ........................................................................................... 9

Supervision record..................................................................................................10Frequency and amount of supervision ...........................................................................10 Occupational health and safety .................................................................................10

Supervision of youth justice community workers .................................... 11Supervision scheduling ................................................................................................... 11 Supervision monitoring ................................................................................................... 12 Minimum amount and frequency of supervision ...........................................................13

Supervision of youth justice custodial workers ........................................14Supervision scheduling ................................................................................................... 14 Supervision monitoring ...................................................................................................15 Minimum amount and frequency of supervision ...........................................................15

Attachments .............................................................................................................. 17Attachment 1: Youth justice supervision agreement for community workers ..............18 Attachment 1A: Youth justice supervision agreement for custodial workers ............... 19 Attachment 2: Supervision record for youth justice community workers ................... 20 Attachment 2A: Supervision record for youth justice custodial workers ...................... 21 Attachment 3: Supervision record for case management and case work ...................22

2 Youth justice supervision standards

Youth justice supervision standards �

Purpose of this documentThe purpose of this document is to provide youth justice workers with information about the role of supervision in youth justice practice.

This document:

• outlines minimum standards relating to the duration and frequency of supervision in both community and custodial settings, and

• provides a guide to the department’s expectations for both supervisors and supervisees in the workplace.

All youth justice workers have the right to supervision that aims to maximise their work performance and contribute to their professional development and wellbeing.

Whilst it is the responsibility of supervisors to provide supervision, it is essential that all workers participate actively in the process to maximise benefit and achieve positive outcomes.

Individual roles and activities in the youth justice program can vary considerably. The standards outlined in this document are to be used as a basis to establish and maintain supervision arrangements that best meet the needs of individual workers and the work setting.

While designed specifically for youth justice workers, these standards may be adapted to meet the needs of other staff involved in the youth justice system.

These standards are available electronically on the department’s KnowledgeNet at http://intranet_2.csv.au/ccd/youthjustice/index.htm (see KnowledgeNet Home > Divisions > Children, Youth & Families > Youth Justice).

Additional information on the department’s policies on managing performance and learning and development can be found at http://knowledgeNet/HRB (see KnowledgeNet Home > Divisions > Human Resources Branch).

Introduction

� Youth justice supervision standards


Departmental context

Departmental values In the Department of Human Services, five key values are identified as essential to creating the positive working environment we need to deliver the department’s goals.

These values are:

• client focus – we work towards improving the health and wellbeing of our clients and community

• professional integrity – we treat all people with dignity and respect

• quality – we always strive to do our best and improve the things we do

• collaborative relationships – we work together to achieve better results

• responsibility – we commit to the actions we take to achieve the best possible outcomes for our clients and community.

Departmental values provide a solid basis for supervision standards and a framework for service delivery.

Compliance with the VPS code of conductAll workers are required to adhere to the Code of conduct for the Victorian public sector. This code requires that supervisors do the following.1

• Provide a safe, encouraging and supportive environment that recognises and values staff diversity, abilities and contributions. Give staff a clear sense of direction and purpose and model the behaviours you expect of them.

• Set realistic goals, timelines and workloads, and provide adequate resources to complete work. Trust staff to manage their work autonomously but also provide them with support when needed. Address any performance issues directly and confidentially with the staff member concerned.

• Treat staff fairly and consistently when making selection decisions, allocating meaningful work, assessing performance and providing development opportunities. Consult genuinely with them on any proposed changes to the workplace that affect them and adhere to industrial and legal obligations.

• Understand and respond to staff’s legitimate needs and concerns. Encourage work arrangements that enable them to achieve a work–life balance.

While the Code of conduct for the Victorian public sector places significant responsibility for the conduct of supervision on the supervisor, it is acknowledged that supervision is a shared responsibility in order to maximise benefits from the process.

1. Commissioner for Public Employment (2003) Code of conduct for the Victorian public sector, Office of Public Employment, Victoria, paragraphs 14-17.


Objectives of supervisionThe Department of Human Services places significant emphasis on supervision as a mechanism to improve outcomes for clients and to support and develop workers.

Supervision is one mechanism that assists to ensure that:

• the youth justice program meets its statutory responsibilities

• the best possible service is provided to youth justice clients

• youth justice workers receive the support, development and performance management they require to fulfil their roles

• there is a safe work environment achieved through a proactive approach to occupational health and safety.

What is effective supervision? Effective supervision is where:

• The supervisor and supervisee work together actively to improve the quality and outcomes of case management and service delivery.

• The experience is positive in developing case practice skills, working through problems and discussing approaches to working with clients.

• The supervisor and supervisee develop the supervision agreement in an open and collaborative process.

• Feedback is provided and supervisees are encouraged to review their own practice to identify strengths and weaknesses.

• Learning and development opportunities are encouraged and the supervisee is afforded the opportunity for practice improvement.

Performance management

Effective supervision provides an opportunity for the supervisor and supervisee to discuss learning and performance requirements and agree on strategies to incorporate into the supervisee’s performance management plan.

More information on managing performance can be found at http://knowledgeNet/HRB (see KnowledgeNet Home > Divisions > Human Resources Branch).

Definitions

What is supervision in youth justice?Supervision is a process where supervisors and supervisees work together to improve client outcomes, meet departmental objectives, enhance learning and monitor the workplace environment.

The key functions of supervision in youth justice are administrative (or managerial), developmental and supportive.


Administrative

• To ensure competent, professional, accountable case practice, including compliance with the requirements of case recording.

• To ensure adherence to legislation and compliance with departmental policies and procedures in youth justice work.

Developmental

• To identify, facilitate access to and/or provide professional development opportunities.

• To develop and support an experienced and resilient workforce.

• To ensure all workers receive regular and timely feedback on their practice and conduct.

Supportive

• To assist in developing and maintaining a safe and supportive workplace.

• To support workers in pursuing their own development.

What are the types of supervision in youth justice?Staff supervision can be categorised into four main types: scheduled, unscheduled, group and live supervision. These standards focus on scheduled supervision.

Scheduled supervision

Scheduled supervision is planned, one to one, held in a private setting and preferably uninterrupted. Scheduled supervision should occur regularly, in accordance with the standards contained in this document. Other forms of supervision cannot replace scheduled supervision.

Unscheduled supervision

Unscheduled supervision is discussion of issues that require immediate attention. Unscheduled supervision can be instigated by the supervisee or supervisor and does not replace the requirement for scheduled supervision.

Group supervision

Group supervision is a structured session with more than one worker to address one or more practice issues, team development or aspects of service delivery that will enhance quality outcomes. Team meetings may be used as group supervision if adequately planned and with the agreement of team members.

Live supervision

Live supervision is the direct supervision of practice through observing the worker. Live supervision can also be a method by which the supervisor models the skills and practice required by youth justice workers.

Note: This document focuses primarily on scheduled supervision; however, it is expected that unscheduled, group and live supervision will also occur as required.


Who provides supervision?In the regional community units, a worker’s line manager provides supervision.

In custodial settings, to accommodate specific centre and roster requirements, the line manager or a designated senior worker provides supervision.

Supervisors

Supervisors at all levels are responsible for ensuring supervision is provided to their workers. Supervisors are responsible for undertaking relevant training in order to supervise workers adequately.

Supervisors are responsible for:

• monitoring progress towards reaching case-plan goals

• assisting workers in decision-making

• ensuring compliance with policies and procedures

• reviewing case notes, assessments and electronic case files and providing the worker with constructive feedback

• providing an environment that promotes active discussion and problem-solving opportunities

• ensuring that scheduled supervision sessions are recorded, copies are provided to the worker and the original is kept confidentially

• supporting workers in their professional development through identifying their learning needs and providing regular feedback on their practice and conduct

• ensuring that supervision agreements and performance plans adequately reflect relevant issues discussed in supervision

• ensuring that the worker is aware that documentation from the supervision session can be used to address performance issues should the need arise

• ensuring that the learning and development needs of a worker are considered as part of the handover process when the worker changes location or position.

Youth justice workers

Youth justice workers, as supervisees, are responsible for:

• ensuring they have prepared adequately for supervision

• ensuring client records, including case notes and reports are accurate and up to date

• following-up tasks agreed in previous supervision session/s

• considering items or topics for supervision and, where possible, communicating these to the supervisor before the session

• actively pursuing identified learning or development options

• actively participating in developing and discussing issues relevant to the performance-management system.


Supervision agreementA documented supervision agreement is negotiated between the supervisor and supervisee. This agreement should include:

• the frequency and duration of supervision

• a commitment to achieving the objectives of supervision

• details regarding records of supervision sessions, including who will make a record, who will sign it and where it will be stored.

The supervision agreement should also:

• support the worker’s performance plan and provide a framework for supporting achievements, progress on work targets and professional development

• be reviewed annually, or when circumstances require, to ensure it is meeting both the organisational requirements and the worker’s needs.

Proformas for supervision agreements for community-based and custodial staff are provided as attachments 1 and 1A.


Supervision recordA supervision record documents the issues addressed in supervision such as client case management, developmental needs of the worker and organisational matters.

For example, a supervision record may:

• document client-related discussions and tasks

• identify professional development needs and training opportunities

• provide a record of occupational health and safety issues.

The supervision record document provides a flexible framework. Supervisor and supervisee may choose to focus the supervision session on any area outlined in the document, depending on their priorities at the time.

At the end of each scheduled supervision session, the supervisor and supervisee will complete and sign the supervision record.

The supervision record should be kept by the supervisor on a confidential file and a copy given to the supervisee.

Both parties need to be aware that the record of supervision may be used to highlight or discuss performance issues.

Proformas of a supervision record for community-based and custodial staff are provided as attachments 2 and 2A.

Frequency and amount of supervisionAll workers in youth justice require regular scheduled supervision delivered in accordance with the minimum standards outlined in this document.

Ideally, the frequency of supervision should be matched to the individual needs of the worker. For example, new workers, or management of particularly complex cases, will generally require supervision sessions in addition to the minimum standards.

The supervision requirements of youth justice workers in custodial and community settings may also vary due to the nature of the work they undertake.

While these supervision standards have been designed to meet the needs of community and custodial youth justice staff, they may be used as guidelines for supervision of other workers in youth justice settings.

Occupational health and safety Occupational health and safety issues are likely to be raised in supervision. All workers should be familiar with the requirements of the Occupational Health and Safety Act 2004, as it pertains to them.

In addition, supervisors should ensure workers are familiar with, and have complied with, relevant Department of Human Services policies and procedures.

Community youth justice workers should also refer to guidelines on ‘Staff safety in the workplace’ available online at: http://intranet_2.csv.au/ccd/youthjustice/index.htm (see KnowledgeNet Home > Divisions > Children, Youth & Families > Youth Justice > Publications) to ensure they are complying with departmental requirements.

Custodial staff should ensure they are familiar with relevant sections of the Juvenile justice centre operations manual.


Supervision of youth justice community workersAs indicated previously, this document details the minimum standards for scheduled supervision.

Supervision schedulingAs workers generally have regular contact with their supervisor, they can expect to also engage in unscheduled, group and possibly live supervision in addition to scheduled supervision. These other forms of supervision do not replace the need for scheduled supervision.

If a planned scheduled supervision session must be re-scheduled, this should occur before the next scheduled supervision session. It should not be added to or incorporated into the next scheduled supervision session.

New workers

In line with the department’s probationary guidelines policy, new workers will require more scheduled supervision sessions during the initial three months of their employment. New workers should receive at least one hour per fortnight and consideration given to weekly scheduled supervision for the initial three-month period. It is also expected that new workers will have access to live and unscheduled supervision.

This standard assumes the new worker has minimal previous experience and may vary dependent on individual circumstances. Further information regarding the probation guidelines for new staff can be found on KnowledgeNet at:

http://intranet_2.csv.au/HRB/probation/index.htm (see KnowledgeNet Home KnowledgeNet home > Divisions > Human Resources Branch > Managing performance > Probation guidelines - VPS and Nurses Agreements).

Part-time workers

The frequency of supervision for part-time workers is the same as for full-time workers; however, the duration is determined on a pro rata basis. For example, workers in a half-time position should receive the minimum of half an hour of scheduled supervision per fortnight.

Judgement should be exercised as to how best to undertake supervision for part-time workers. For example, it may be agreed that supervision occur for a longer period once per month, or more frequently should the need arise.

Youth justice CPW 1 and sessional workers

In regions where CPW 1 and sessional workers are employed for specific activities, scheduled supervision should occur for a minimum of one hour every three weeks. This is less than the requirements of other community youth justice workers as it recognises that the role undertaken is generally task-specific and monitored closely by senior practitioners.


Youth justice workers CPW 2–3

Regional youth justice workers at CPW 2–3 levels will receive a minimum of one hour scheduled supervision per fortnight.

In addition to scheduled supervision, it is expected that workers will also receive unscheduled, group and live supervision.

Youth justice workers CPW 4

As a minimum, CPW 4 workers will receive one hour of scheduled supervision per fortnight.

On some occasions, particularly in rural regions, this supervision may be undertaken by telephone or video link.

Supervision of youth justice managers CPW 5–6

As a minimum, CPW 5 and 6 level workers will receive one hour of scheduled supervision per month.

It is recognised that the nature of the manager’s role necessitates frequent contact with their supervisor that includes unscheduled supervision.

Supervision of Central After Hours Assessment and Bail Placement Service (CAHABPS) workers

As a minimum, CAHABPS workers will receive six hours of supervision per roster cycle (six weeks). These six hours must include a minimum of one hour of scheduled supervision.

The balance of supervision may be comprised of the other types of supervision.

Note: Youth justice custodial workers are employed under the JJW classification, and community based workers under the CPW classification.

Supervision monitoringYouth justice managers are responsible for ensuring supervision is scheduled and provided to all workers in accordance with these standards.

Youth justice supervision standards 1�

Minimum amount and frequency of supervisionThe following table outlines the minimum amount of scheduled supervision that workers are to receive. This may be increased according to local and individual needs.

Minimum requirement of supervision for regional youth justice workers (CPW)

Position Minimumscheduledsupervision

Part-time workers 1 hour per fortnight pro rata

CPW 1/sessional workers 1 hour per three-week period

CPW 2 1 hour per fortnight



Managers CPW5–6 1 hour per month

See attached proformas:Attachment 1: Supervision agreement for community workers Attachment 2: Supervision record for community workers Attachment 3: Supervision record for case management and casework

1� Youth justice supervision standards

Supervision of youth justice custodial workersCustodial youth justice workers should receive a minimum of one hour of scheduled supervision over a four-week period.

Supervision schedulingThis document details the minimum standards for scheduled supervision. As workers generally have regular contact with their supervisor, they can expect to receive unscheduled, group and live supervision in addition to scheduled supervision. These other forms of supervision do not replace the need for scheduled supervision.

If a planned scheduled supervision session must be re-scheduled, this should occur prior to the next scheduled supervision session. It should not be added to or incorporated into the next scheduled supervision session.

New workers

In line with the department’s probationary guidelines policy new workers will require more scheduled supervision sessions during the initial three months of their employment. New workers should receive at least one hour per fortnight and consideration given to weekly scheduled supervision for the initial three-month period. It is also expected that new workers will have access to live and unscheduled supervision.

This standard assumes that the new worker has minimal previous experience and may vary dependent on individual circumstances. Further information regarding the probation guidelines for new staff can be found on KnowledgeNet at:

http://intranet_2.csv.au/HRB/probation/index.htm (see KnowledgeNet Home KnowledgeNet home > Divisions > Human Resources Branch > Managing performance > Probation guidelines - VPS and Nurses Agreements).

Supervision of youth justice workers JJW 1–5

The minimum requirement for scheduled supervision is one hour per four-week period.

In addition to scheduled supervision, it is expected that custodial workers will also engage in other types of supervision, such as unscheduled, group and/or live supervision.

Note: Youth justice custodial workers are employed under the JJW classification, and community based workers under the CPW classification.

Supervision of CEOs of custodial centres

As a minimum, CEOs will receive at least one hour of scheduled supervision every four weeks.

It is recognised that the nature of the CEOs role necessitates frequent contact with the director of Youth Justice Custodial Services that includes unscheduled supervision.

Part-time custodial workers

The frequency of supervision for part-time workers is the same as for full-time workers, but the duration is determined on a pro rata basis. For example, workers in a half-time position should receive the minimum of half an hour of scheduled supervision every four weeks.


Judgement should be exercised as to how best to undertake supervision for part-time workers. For example, it may be agreed that supervision occur for a longer period once per month or more frequently should the need arise.

Night workers

Night workers will receive one hour of scheduled supervision every four-week period.

Casual workers

Each CEO is responsible for ensuring casual workers receive appropriate supervision. This must include some form of supervision every four weeks, appropriate to the number of shifts the casual is working. Casuals who are working regular shifts at the centre (at least one a week) must have one hour of scheduled supervision every four weeks.

The CEO, in consultation with the director of Youth Justice Custodial Services, is responsible for determining systems for the supervision of casual workers.

Supervision monitoringCEOs are responsible for ensuring that processes are in place to ensure that supervision is provided to all workers in accordance with these standards.

Minimum amount and frequency of supervisionThe following table outlines the minimum amount of supervision that workers are to receive. This may be increased according to local and individual needs.

Minimum requirement of supervision of custodial youth justice workers (JJW)

Position Minimumscheduledsupervision

Part-time workers 1 hour per four weeks pro rata

Night workers 1 hour per four-week period

Casual workers (regular shifts) 1 hour per four-week period

JJW 1 1 hour per four-week period





CEOs 1 hour per four-week period

Note: these standards apply to all workers on all shifts.

See attached proformas:Attachment 1A: Supervision agreement for custodial workers Attachment 2A: Supervision record for custodial workers Attachment 3: Supervision record for case management and casework



AttachmentsAttachment 1: Supervision agreement for community workers Attachment 1A: Supervision agreement for custodial workers Attachment 2: Supervision record for community workers Attachment 2A: Supervision record custodial workers Attachment 3: Supervision record of client management


Attachment 1: Youth justice supervision agreement for community workers

Name of supervisee: __________________________________________________________________________

Position/classification: __________________________________________________________________________

Name of supervisor: __________________________________________________________________________


Supervision frequency and duration

Supervision standards require the worker to receive one-to-one scheduled supervision for a minimum of one hour every: fortnight three weeks month

Session content

Supervisor and supervisee document areas to be covered in supervision:

• client issues

• other responsibilities

• staff performance

• professional development

• occupational health and safety.

Areas in the progression performance and development plan to focus on during supervision

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

Supervisor’s expectations

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

Supervisee’s expectations

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

Date of agreement: ________ /________ /________

Review: We will formally review the supervision agreement on: ________ /________ /________

Supervisor signature: _____________________________________________

Supervisee signature: _____________________________________________


Attachment 1A: Youth justice supervision agreement for custodial workers

Name of supervisee: __________________________________________________________________________


Name of supervisor: __________________________________________________________________________


Supervision frequency and duration

Supervision standards require the worker to receive one-to-one scheduled supervision for a minimum of one hour every four weeks.

Session content

Supervisor and supervisee document areas to be covered in supervision:

• wellbeing

• follow up from previous supervision

• client issues

• unit issues

• occupational health and safety

• professional development

• other responsibilities.

Areas in the progression performance and development plan to focus on during supervision

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

Supervisor’s expectations

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

Supervisee’s expectations

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

Date of agreement: ________ /________ /________

Review: We will formally review the supervision agreement on: ________ /________ /________




Name of supervisee: ______________________________________________

Name of supervisor: ______________________________________________

Leave/TIL balance: ____________ Leave request: ____________

Table for recording supervision details

Sessioncontent Comments/actions

Outstanding tasks/issues from the previous supervision session

Supervisee to supply written list of agenda items they wish to discuss. Supervisor to provide regular feedback about performance.

Client issues, case management/case work

A table is provided (as attachment 3) to assist workers to focus discussion and notes on clients’ case management.

Staff performance feedback

Supervisor and supervisee document positive performance as well as highlighting specific areas with identified learning needs. Agreed strategies are noted.

Professional development

Identify training or learning opportunities and determine who should organise and when.

Occupational health and safety

Identify issues that may be causing concern, influencing performance or general wellbeing. Supervisees are to complete checklists required to comply with OH&S legislation where occupational violence risks are identified.

Other responsibilities or duties requiring discussion

Portfolio responsibilities or program management.



Date: ________ /________ /________

Attachment 2: Supervision record for youth justice community workers


Attachment 2A: Supervision record for youth justice custodial workers

To be completed for every supervision session



Other types of supervision since last scheduled: unscheduled live group

Timeguide

Please use time guide as an indication only

Topic Discussion Action Timelines

Wellbeing and recognition ‘How are you’, recognise good work, discuss wellbeing

Follow up and review previous supervision notes Provide feedback

Client issues Behaviour and case management strategies, procedures, plans and case notes

Unit issues Teamwork, ideas, meetings, other workers, security, procedures

OH&S Discuss safe working practices, concerns, issues, ideas, support, or follow up

Professional development Constructive performance feedback, PPD progress, skill development, training

Other issues Leave, CISM, issues impacting on work



Date: ________ /________ /________

Supervisee comments: _______________________________________________________________________________________

____________________________________________________________________________________________________________


Attachment 3: Supervision record for case management and case work



Date: ________ /________ /________

Client case management/case work

This table is designed to assist workers to make suitable notes on clients discussed. It is anticipated that over two supervision sessions all clients will be reviewed.

In the event that supervision records are requested for other purposes, this section containing client details should be removed in accordance with the requirements of the Information Privacy Act 2000.

Table for recording client issues and related tasks

Clientinitials Issues Tasks/riskmanagementplan Action



Date: ________ /________ /________

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