NDIS-funded Therapy in Schools

Step 4: Make arrangements for approved therapy at school

Arrangements must be in place before NDIS-funded therapy can start. Principals must:

• consider whether an optional meeting is required between the NDIS-funded provider and parent/carer
• finalise the agreement between the NDIS-funded provider and school council
• ensure the arrangement meets child safe standards.

1. Consider an optional meeting with the NDIS provider and parent/carer

Schools can hold a meeting with the parent/carer and NDIS-funded provider. This can help the school and provider have a shared support approach for the student. The meeting can confirm plans for the therapy, including:

• therapy goals for the student. This can help the school and provider have a shared support approach
• schedules and location of therapy
• supervision arrangements
• communication processes. For example, if the provider changes an appointment or if the student is away, the provider and parent/carer must let the school and each other know
• expected standards of behaviour set out in the Child Safe Standards and the Child Safety Code of Conduct(opens in a new window)
• if the family wants the NDIS-funded provider at Student Support Group meetings
• the agreement for the NDIS provider to use school premises including any fees payable by the provider, as documented in the license agreement
• the information sharing deed, as documented in the license agreement.

If a meeting happens, the school must take minutes of the meeting outcomes and keep a record securely on the student’s school file.

2. Put an agreement in place

Agreement between provider and school council to use school premises

Before therapy at school can start, the provider must sign the license agreement.

The license agreement:

• is between the school council and the provider
• includes an Information Sharing Deed
• sets out the conditions of access to school premises
• explains the rights and responsibilities of everyone involved
• must be stored securely with access restricted to authorised staff. For example, stored electronically or as a hardcopy in a locked filing cabinet. Go to Records Management for more details.

Schools can find a license agreement template and a guide to help them complete it on the Resources tab.

The agreement contains important provisions, including:

• the provider must have public liability insurance
• the provider must follow all reasonable instructions and requests from the principal
• allowing the principal to set up appropriate supervision plans. This includes appointing a staff member to supervise therapy sessions if needed
• payments from the provider to cover costs for having the therapy on site.

If a provider delivers therapy to more than one student:

• only one agreement is required
• each student must have a parent/carer consent form completed
• each student must have a therapy request and consent form completed.

If a student has multiple providers:

• one agreement can cover multiple providers if they are employed by the same company or incorporated association
• if providers are from different companies, each provider requires their own license agreement, parent/carer consent form and therapy request form.

If one provider is replaced by another from the same company or incorporated association:

• parent/carers are required to complete a new consent form relating to the new provider.

For more advice, contact the Legal Division at legal.services@education.vic.gov.au.

Charging providers a fee to cover costs

Schools can charge the NDIS-funded provider a reasonable fee to use school rooms or equipment. The fee may be charged on a per year, per term, per day or per session basis (for example, one hour).

The NDIS-funded provider must pay this fee directly to the school. The cost must not be passed onto families. Families should not be charged extra fees, including gap fees, because a provider is being charged to deliver therapy at the school.

Determining a fee

Schools are responsible for calculating a reasonable amount to charge providers.

Schools can decide the cost of allowing providers to use school facilities. The specific circumstances of each school may vary.

Fees charged may cover (but are not limited to):

• administration costs including time spent managing Agreements, undertaking paperwork, invoicing providers for license fees, scheduling appointments and managing the timetable of NDIS providers delivering support at school
• staff supervision and oversight costs during sessions to support student safety
• maintenance costs, for example, regular expenses incurred for the upkeep and repair of facilities to manage school assets
• cleaning costs, such as the costs of school cleaning of spaces used for therapy.

The fee must be approved through school council.

Any fee should:

• be modest and reasonable
• reflect actual costs incurred by the school and not be revenue raising
• consider whether the provider delivers therapy to more than one student at the school. Any fee could be capped at an annual cost for access to the school for multiple students
• be communicated to families and providers.

Information sharing deed

The information sharing deed makes sure the school gets the information it needs. This helps the school support and educate students, while also meeting its legal duties. Parents/carers give consent for NDIS providers to share information in the parent/carer consent form in the request form.

The information sharing deed is in Annexure A of the agreement.

The information sharing deed explains:

• what information the NDIS provider must share with the school
• how the NDIS provider will share information
• when the NDIS provider will share information.

Principals or their delegate must:

• make changes to the information sharing deed so it states:
  • how often the NDIS provider will share information
  • how the NDIS provider will share information
• discuss the requirements of the agreement with the NDIS provider.

When NDIS providers share information with the school, schools must:

• keep the information confidential, as with student health records
• follow their privacy and record keeping obligations.

For advice on completing the agreement or the Information Sharing Deed, principals can contact the Legal Division at legal.services@education.vic.gov.au.

3. Ensure the arrangement meets Child Safe Standards

If approving a request, schools must:

• provide NDIS-funded providers with:
  • a child safety induction covering the school’s child safety policies
  • the school's Visitors policy
  • details on the supervision arrangements
• make sure NDIS-funded providers understand and agree to follow the school’s Child Safety Code of Conduct and all child safety requirements
• make sure students receiving therapy and their parents/carers know about the Complaint Resolution policy. This includes ensuring students know how to talk to a trusted adult if they feel unsafe or have concerns
• inform parents/carers if they have concerns about their child’s welfare or safety
• be watchful for changes in student behaviour that may indicate abuse
• follow the Four Critical Actions(opens in a new window) if there’s an incident, disclosure or suspicion of child abuse
• respond appropriately and promptly to any incidents or concerns about the NDIS provider’s conduct with children
• terminate arrangements with NDIS providers if their conduct is serious or continues. For advice, contact Legal Division at legal.services@education.vic.gov.au.

Record keeping

Summary of who is responsible for completing each document

Request form

NDIS-funded provider with support from parent/carer

Parent consent form

Parent(s), carer(s), informal carer(s), an adult student or mature minor

Agreement to use the school premises

School council and NDIS-funded provider (including their company or incorporated association, if applicable)

Information sharing deed

NDIS-funded provider and school principal (or delegate)