Practice advice #2
Developing a short list for supported accommodation vacancies – considerations for compatibility
Link to guidelines / Section 10.2 – Supported accommodation vacancy profileSection 10.4 – Service reconfiguration for supported accommodation
Section 14 – Priority for access to supported accommodation
For attention of / Disability Support Register Vacancy Management teams and Departmental Disability Intake workers
Date of issue / October 2015
Issue number: / 1
Number of pages: / 6
Introduction
A primary consideration of vacancy management is the impact of placement decisions on the well-being and quality of life of the existing residents in the house and the person considered for the vacancy. One of the key factors contributing to positive outcomes for residents is compatibility. When considering supported accommodation, there are two aspects to compatibility:
•resident support needs
•the supported accommodation service model.
This practice guide has been developed to:
•assist departmental workers to more consistently and effectively consider the issues associated with resident compatibility at the point of developing a short list for a vacancy in supported accommodation
•assist allocation panels to more consistently and effectively consider the issues associated with resident compatibility at the point of making recommendations for the allocation of a vacancyin supported accommodation
•assist staff completing a supported accommodation reconfiguration request form to provide sufficient information where that request is based on addressing issues arising from resident compatibility.
Each allocation decision must be based on the current context; this includes balancing the needs of existing residents with those of the priority applicant and with the need for efficient resource management. By using this practice advice and applying rigour to the gathering of information to support the decision-making process, a consistent process is applied across the department.
Requirements
Notification of a vacancy and the vacancy profile
As outlined in Section 10.2 of the Disability Support Register (DSR) guidelines, a completed Supported accommodation vacancy profile form must be submitted within five business days of the vacancy occurring.
The vacancy profile establishes the core characteristics of the placement from an individual and environmental perspective. It takes into consideration the age, personality, gender, behavioural characteristics, protective skills, past experiences and disability support needs of each current resident, as well as the living environment and type of support and staffing profile provided to existing residents.
A component of the vacancy profile is information about each current resident in order to establish the resident profile. Staff completing this form should clearly note the source of the information used to complete this section of the form for each resident. Both the source and date of the information should be noted. Where it is solely based on staff observation and experience then this should be noted. Where relevant documents are available to support the information, this should be noted on the form as copies may be requested by the DSR Vacancy Management Team. Examples of relevant documents include, but are not limited to, assessment of adaptive behaviour, behaviour assessments and/or support plans, recent health plans, communication assessments and/or plans.
Staff from the DSR Vacancy Management Team should review the profile and seek additional information when and if required. On some occasions, members of the team may seek to visit the supported accommodation in order to gain a comprehensive overview of the vacancy and ensure all relevant information is available to support the vacancy matching process.
Developing a short list
Once the details of the vacancy have been confirmed, the DSR is used to identify all people whose requests match the support requirements. Compatibility considerations form part of the development of the short list. Consideration of compatibility includes the potential benefit to the person and the capacity of the supported accommodation to meet their requirements within available resources. Outlined below are factors to consider when establishing compatibility.
Where the short list comprises more than one person, a panel is convened. The panel must also consider compatibility when making recommendations about allocation. The officer responsible for convening the panel must complete a Supported accommodation short-listing tool to assist the panel members with their deliberations.
Recommendations made by the panel should be documented using the Panel recommendation form as outlined in Section 15.4 of the DSR guidelines. Panel members may use the Supported accommodation allocation panel member notes tool to assist them with their deliberations.
Factors to take into account when considering compatibility
As noted in Section 14 of the DSR guidelines, understanding the factors that may impact compatibility between residents allows for the planning and implementation of strategies to address any foreseeable issues, thereby increasing the likelihood of a positive experience for all residents.
When considering a person for a vacancy in an existing household, consideration should be given to whether strategies could be implemented to address any potential problems. Strategies that could be developed as part of transition planning may include may include staff training and seeking support from specialists and other professionals such as behaviour support and health practitioners. Further guidance on transition planning can be found in the Residential Services Practice Manual. Advice and support may be obtained from the local disability client services and/or the behaviour support service.
More information
More information on transition and entry planning may be found in the Residential services practice manual which is available on the Department of Human Services website at <www.dhs.vic.gov.au/about-the-department/documents-and-resources/reports-publications/residential-services-practice-manual
More information is also available on the behaviour support services page of this site <www.dhs.vic.gov.au/for-individuals/disability/specialist-disability-services/behaviour-support-services>
Considering individual characteristics and needs
Gaining an understanding of each person’s fundamental characteristics and support needs is vital to making judgements about compatibility. This of course includes the current residents as well as the prospective applicant.
In order to assist with decision making, the following information must be available for each resident and short listed applicant:
•Age
•Gender
•Cultural background
•Support needs – including: personal support (e.g. physical assistance or prompting and supervision with eating, toileting, dressing, showering); self-management (e.g self-control, interactions with others, personality, use of leisure time); activities of daily living (e.g. using money, basic arithmetic, telling time, cleaning, cooking); and mobility (e.g. utilising transport and public facilities)
•Communication skills - expressive and receptive
•Personal interests – (e.g. recreation pursuits, including solitary and group activities; includes at home and community-based)
•For the applicant - urgency of need and any immediate threats to health or well-being.
Considering the mix of residents
In considering the mix of residents it should be noted that there is no evidence to indicate that there are benefits from the placement of people together in the same residence purely on the basis of having particular disabilities, behaviours of concern or support needs.In fact, evidence suggests that the deliberate placement of people with a disability with behaviours of concern together in the same residence overwhelms staff ability to provide individualised care.
The support needs, characteristics and residential experiences of the applicant in relation to the profile of the existing residents and the support model to be delivered must be considered as a whole.
Age
Age-related compatibility should consider each individual’s personal, developmental and support needs rather than a sole focus on chronological age. People of the same age and stage in life are more likely to share the same interests. This is discussed further below in the section below on interests.
Age-related life changes occur for all people, including people with a disability. The capacity of the service model to adapt to changing needs should also be considered.
Children
It is in the best interests of children to live in a family environment. As stated in the DSR guidelines, supported accommodation should only be considered as a temporary measure for children with a disability where all alternative options, including home based care options, have been explored and found to be unsuitable or unavailable. Placement decisions involving children must consider the capacity to provide the level of support required while maintaining the safety of the young person.
A decision to place a child aged 12 years and under in supported accommodation and any child aged 17 years and under with adults in supported accommodation requires exceptional circumstances to be present. The basis for the decision must be documented and include the following: evidence of best interests planning; evidence of exploration of home based care options other accommodation options and the basis on which each was deemed unsuitable; how long the current placement is anticipated to be for; the review and monitoring mechanisms that are in place to ensure the child’s safety and appropriateness of the placement; endorsement of the decision by the Deputy Secretary of the relevant operational division.
Planning for children requiring disability services out of home care must be based on the best interests of the child. The placement of children, including voluntary placements, must be in accordance with all relevant policies, procedures and guidelines. Providers of supported accommodation for children and young people, even those providing support on a temporary or short term basis, must meet all the requirements of the Looking after Children framework for children and young people living in out-of-home care arrangements, Administering Child Care Agreements in Voluntary Out-of-Home Careand the Residential Services Practice Manual (Section 1.1.1).
More information
More information about providing services for children with a disability living in out of home care is available on the Department of Human Services website:
<www.dhs.vic.gov.au/about-the-department/documents-and-resources/policies,-guidelines-and-legislation/looking-after-children-framework-for-disability-service-providers>
<www.dhs.vic.gov.au/for-individuals/children,-families-and-young-people/kinship-foster-and-other-care/voluntary-out-of-home-care>
Gender
The gender mix of the household should be considered when assessing compatibility of a prospective applicant. This consideration also applies to the gender mix or profile of the staff. Examples include the introduction of a female resident to an all-male household, the presence or otherwise of female staff would be an additional consideration for compatibility.
Factors that should be considered include: staff capacity to provide support to all residents and to ensure the safety and well-being of everyone in the household; acknowledgement and understanding of any cultural differences or issues that may impact on gender issues; factors in a resident’s personal history or background that may impact on feelings of safety and well-being.
Cultural background
A person’s cultural background and beliefs may mean that adaptations may be required to the layout of a residence or to routines and procedures. Similarities and differences between the current and potential resident should be noted enabling these factors to be considered as part of considerations about compatibility and transition planning.
Support needs
As noted above, placement of people together simply on the basis of type of disability or support needs is not necessarily advantageous to the individual. However, where people have a need for specialist types of support and the vacancy provides this already, then an assessment of compatibility between the person’s support needs and the vacancy would be made.
On occasion, it may be that the other residents may be more independent but may have support needs resulting from behaviours of concern. In this instance the panel should determine where the likely issues of incompatibility and potential risk of harm are and recommend the development of a safety plan as part of the transition plan for the new resident. A safety plan includes a summary of the behavioural history, any current legal orders, the risks to self or others, relevant stable and acute risk indicators, protective factors and strategies for low, moderate and severe escalation. Assistance may be obtained from the local behaviour intervention support service.
Communication skills
Considerations of people communication skills are similar to support needs. The opportunity for people to communicate with each other and not just staff is important to supporting people’s independence and opportunities for development.
Behaviours of concern are most often associated with the inability to communicate. Ensuring that all strategies are in place to support people to maximise their own communication skills, ensure everyone in the house is able to communicate with each other using preferred methods of communication and staff are well versed in people’s preferred methods of communication is critical. Developing and implementing support strategies that provide opportunities for people to develop skills for meaningful interaction and participation, will prevent or significantly reduce the risk of behaviours of concern.
Interests
Consideration should be given to compatibility on the basis of shared interests. This may include people’s life stages, for example, people of the same age and stage in life are more likely to share the same interests as may people who are working or studying. When considering the accommodation support needs of people with an intellectual disability, interests are usually affiliated with age and ability however it should be remembered that for many people chronological age is not representative of developmental ability. This may be indicated by personal interests or activities that are more commonly associated with people of a younger chronological age. As such, there may be a situation where two people share a common interest and are developmentally similar but may be of significant difference in age.
Urgency of need
In developing the short list for a supported accommodation vacancy and arriving at the final recommendation for allocation, the panel must at all times be aware of the applicants’ urgency of need. Of primary concern is the safety and well-being of existing residents but also of the applicants. Urgency of need must always be balanced with the above considerations for compatibility.
Considering aspects of the vacancy
Other factors to consider are specific to the vacancy itself. These include:
•Distance to family, friends, work, other supports – proximity to family, friends, work, important supports is a key factor that will assist the applicant to maintain their social networks, family relationships and community connections; maintaining the individual’s access to meaningful daytime activities is also a consideration.
•Staffing profile – the skills, ability and culture of the staffing mix need to be understood in order to understand and make recommendations for any additional training or changes to process and routines that may be needed to support the potential new resident.
•Fabric – understanding access, room layout, quiet spaces, outdoor spaces and overall physical environment in order to make a preliminary assessment of how these match with the needs of the potential new resident and what, if any, considerations or changes may be needed to the fabric.
Transition
Information about supporting people to transition and the required processes can be found in Section 18 of the DSR guidelines and the department’s Residential Services Practice Manual. Importantly, it should be recognised that moving to a new home and moving in with new people is both exciting and daunting. For many people, they are often moving from a situation that was transitory and uncertain, creating its own set of challenges and stressors. It is inevitable that issues may arise during this time for both the new and existing residents. Similarly, staff will need time to either acquire new skills that may be needed to ensure they are able to support the new resident, or to embed new routines and procedures.
More information
More information is available in the Residential services practice manual on the Department of Human Services website <www.dhs.vic.gov.au/about-the-department/documents-and-resources/reports-publications/residential-services-practice-manual
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© State of Victoria, Department of Health and Human Services, October, 2015
Available at www.dhs.vic.gov.au
Practice advice #2 – Developing a short list for supported accommodation vacancies – considerations for compatibility
Disability support register guidelines1