Re-engagement Programs

Policy

This policy sets out the requirements for schools in relation to re-engagement programs.

Summary

• Re-engagement programs offer tailored support for students who are disengaged, or who are at risk of disengaging, from mainstream school.
• Re-engagement programs operate outside the mainstream school setting. This Policy applies to a broad range of re-engagement programs, including flexible learning settings that are hosted or administered by registered Victorian government schools (Flexible Learning Options) and programs for school-age students that are facilitated by a non-school senior secondary education providers (such as TAFEs or community organisations).
• Primary school re-engagement programs must be delivered in a registered specialist or specific purpose primary school.
• Secondary school re-engagement programs may be delivered by a registered secondary school setting or accredited training program.
• Senior secondary re-engagement programs may be delivered by a registered secondary school alone, or in partnership with external agencies (a satellite program), or by a VRQA registered non-school senior secondary education provider contracted by a school to deliver 100% of the qualification (a community program).
• Schools must refer to the Re-engagement Program Guidelines (in the Guidance tab) for guidance and procedures regarding referrals, contract arrangements and the requirements.

Details

Children and young people must be enrolled in a school in order to access a re-engagement program.

Schools still have a duty of care for their enrolled students even when they are attending a re-engagement program. Schools have a duty of care for their enrolled students regardless of the level of day-to-day oversight the school has over the re-engagement program. The providers of the re-engagement program will also have a duty of care.

However, where the program is run by another school or provider and the enrolling school cannot oversee the day to day running of the program, the enrolling school may use a written agreement between the school and the provider, which explains the responsibilities of each party.

Refer to the Re-engagement Program Guidelines in the Guidance tab for further details regarding contract arrangements and service agreements.

Quality re-engagement programs are tailored to best meet the age and stage of learning of an individual student (or group).

Any re-engagement program delivered to primary school-aged children must be delivered in a VRQA registered specialist school, or specific purpose primary school, with the aim of re-engaging children back into a mainstream school.

Types of re-engagement programs

Primary level

Primary level re-engagement programs must be delivered by a school registered with the VRQA. The school may establish partnerships with appropriate community agencies to deliver aspects of the program; however, the ‘provider’ must be a school which is registered to deliver education to the year levels for which the program caters.

Secondary level

There are two types of re-engagement programs that may be established for secondary students in Years 7 to 10:

• a school-delivered program where the provider must be a school, which is registered by the VRQA to deliver education to the year levels for which the program caters
• an accredited vocational education and training program, which must have in place a contract between the enrolling school and the registered training organisation for delivery of the accredited program

Senior secondary re-engagement programs cater to young people aged 15 to 20 years inclusive, who may or may not have completed Year 10. Programs at this level should deliver a senior secondary qualification (Victorian Certificate of Education (VCE) or Victorian Certificate of Applied Learning (VCAL).

The provider of a senior secondary re-engagement program must be registered by the VRQA as a senior secondary provider and authorised by the Victorian Curriculum and Assessment Authority to deliver VCE and/or VCAL and contracts must be in place between enrolling schools and providers.

For further detail on the types of re-engagement programs for primary and secondary students, refer to the Re-engagement Program Guidelines.

Contracts can be located under the Resources tab.

Referrals

In making a referral, schools must:

• obtain the consent of the child/young person and their parent/carer
• ensure that any placement of a student supported by the Program for Students with Disabilities in a re-engagement program is approved by their student support group, and included as a strategy in their individual education plan. The decision about placement for a student with a disability must include consideration of any necessary adjustments for their access, participation and achievement
• consider funding and contract arrangements

Re-engagement programs must:

• keep an attendance roll at least half daily of attendance and absence, in line with requirements for all schools
• promptly report any absences and the reason for absence to the enrolling school.

For detailed guidance on the referral process, refer to the Re-engagement Program Guidelines.

Enrolment

Enrolling government schools must:

• record students attending a re-engagement program on CASES21 using absence code 613 Re-engagement program
• if advised of a student absence from re-engagement program on a day of scheduled attendance, record the absence on CASES21 using the appropriate code

Schools and programs should maintain regular contact regarding attendance issues at the program and strategies to address non-attendance.

All students attending an approved senior secondary re-engagement program must be enrolled on the Victorian Assessment Software System (VASS) by the school as participating in a satellite or community VCAL certificate.

Establishing a re-engagement program

Work on establishing a new re-engagement program needs to commence well in advance of the planned operation date.

The main phases in establishing a new re-engagement program are:

• Identifying need
• Planning the program
• Obtaining the necessary approvals
• Policy and procedure requirements

Where the planned program involves delivery by a school at a site external to existing school campus/es, the following additional steps must also be undertaken prior to the program commencing:

• seek approval of a school reorganisation by the Minister for Education
• seek amendment of the school’s VRQA registration to add an additional campus

For detailed guidance on how to establish a re-engagement program, refer to the Re-engagement Program Guidelines.

Definitions

Re-engagement program
A program that offers tailored support for students who are disengaged, or are at risk of disengaging, from mainstream school. These include flexible learning settings that are hosted or administered by registered Victorian government schools (Flexible Learning Options) and programs for school-age students that are facilitated by a non-school senior secondary education provider (such as TAFEs or community organisations).

Related policies

• Duty of Care
• Flexible Learning Options
• Late Enrolment and Senior Secondary Re-engagement Funding
• Navigator Program

Re-engagement Program Guidelines

Re-engagement programs operate outside the mainstream school setting. This Guidance applies to a broad range of re-engagement programs, including flexible learning settings that are hosted or administered by registered Victorian government schools (Flexible Learning Options) and programs for school-age students that are facilitated by a non-school senior secondary education provider (such as TAFEs or community organisations).

Referring a student to a re-engagement program

Re-engagement programs offer tailored support for students who are disengaged, or who are at risk of disengaging, from mainstream school.

Re-engagement program providers may use their own referral forms that referring schools can complete. These should include the information outlined below as a minimum.

Referrals to re-engagement programs should be clearly documented and be done in consultation with the child or young person and their parent/carer.

Referring a child or young person who is enrolled in school

A referral to a re-engagement program is only appropriate where a school:

• has identified a student at risk of disengaging and
• has put in place a range of strategies to support the student to improve engagement in the school setting and
• these strategies have not been successful

If these conditions have been met, the enrolling school may refer a child or young person to a re-engagement program following these steps:

1. Discuss the option of a re-engagement program, including what it will involve, with the child or young person, their parent/carer and obtain their consent to make a referral.
2. Liaise with the re-engagement program provider regarding the potential referral, to discuss suitability for the individual child or young person, likely length of placement, the program’s capacity to accept a new referral, and any specific referral information required.
3. Complete a written referral, which should be done collaboratively with the child or young person and their parent/carer. The following information must be included in the referral:
   • the child or young person’s risks, needs, goals, and strengths (should include both the school and young person’s perspectives)
   • the child or young person’s educational history
   • the specific learning, social and/or behavioural outcomes sought from the placement in a re-engagement program
   • the range of strategies, which the school and other services has implemented to maintain engagement in a school setting
   • any school-based and/or external agencies currently supporting the child or young person and relevant information regarding these support relationships
   • the name and role of contact person at enrolling school who will liaise with the re-engagement program regarding the student’s participation, attendance, progress and outcomes
   • written consent from the child or young person and their parent/carer for the referral, including the disclosure of any personal information
4. Seek written approval of referral from school principal.
5. Supply referral information to the provider, along with relevant additional documentation such as existing needs assessments or individual learning plans.
6. Ensure the school keeps a copy of the referral. In making a referral, schools:
   • should allocate an appropriate person to lead the referral process — it may be an assistant principal, wellbeing staff member such as a student welfare coordinator or primary welfare officer, or student support services officer
   • must obtain the consent of the child/young person and their parent/carer
   • must ensure that any placement of a student supported by the Program for Students with Disabilities in a re-engagement program is approved by their student support group, and included as a strategy in their individual education plan. The decision about placement for a student with a disability must include consideration of any necessary adjustments for their access, participation and achievement
   • must consider funding and contract arrangements

Referring a child or young person who is not enrolled in school

The child's parent/carer or a support worker should first discuss options for enrolment and engagement back into school with:

• the child or young person’s previous school or
• the local neighbourhood government school (where the previous school is not identified, interstate or not within reasonable distance of the child or young person’s current residence)

If the enrolment is accepted and it is determined that a re-engagement program is the best option, the same referral process should be followed as for other enrolled students.

If this approach is not successful, the child or young person, their parent/carer or support worker should contact the closest regional office.

Contract arrangements

When a student attends a re-engagement program, the enrolling school retains duty of care for the student. However, where the program is run by another school or provider, the enrolling school may have no or little capacity to oversee the day-to-day running of the program.

The enrolling school must use a written agreement between the school and provider detailing the responsibilities of each party, and the funding arrangements that are in place.

Enrolling primary schools, lower secondary schools, and senior secondary schools can find standard contracts and agreements and fees for re-engagement programs and non-school senior secondary education providers under the Resources tab.

Independent or Catholic schools seeking to access a re-engagement program for their enrolled students must negotiate contract arrangements directly with the provider.

For information on purchasing senior secondary courses and vocational education and training from external providers, refer to the Department's policy: Purchasing Secondary Courses and Vocational Training from External Providers.

Managing students in re-engagement program

Providers of re-engagement programs must record and report attendance and contract arrangements.

Recording and reporting attendance

Re-engagement programs must:

• keep an attendance roll at least half daily of attendance and absence, in line with requirements for all schools
• promptly report any absences and the reason for absence to the enrolling school

Enrolling schools must:

• record students attending a re-engagement program on CASES21 using absence code 613 ‘Re-engagement program'
• if advised of a student absence from re-engagement program on a day of scheduled attendance, record the absence on CASES21 using the appropriate code

Schools and programs should maintain regular contact regarding attendance issues at the program and strategies to address non-attendance.

Recording enrolments on the Victorian Assessment Software System (VASS)

The enrolling school must enrol all students attending an approved senior secondary re-engagement program on the VASS and:

• indicate enrolment as participating in a satellite or community Victorian Certificate of Applied Learning (VCAL) certificate
• identify the provider details and the location where the VCAL provision occurs

Identifying students in senior secondary re-engagement programs on VASS helps:

• schools monitor the progress and achievement of these students
• the Department to identify additional enrolments following February census that are eligible for allocation of pro-rata Student Resource Package (SRP)

Schools should contact the VASS administrative support unit by:

• telephone on 1800 827 721
• email at vass.support@education.vic.gov.au for technical support with using VASS

Only schools with approved programs can select community or satellite VCAL certificates on VASS.

Types of re-engagement programs

Establishing a re-engagement program

Work on establishing a new program needs to commence well in advance of the planned operation date. The main phases in establishing a new re-engagement program are:

• identifying need
• planning the program
• obtaining the necessary approvals
• policy and procedure requirements.

Identifying need

Schools should work with relevant stakeholders to collect evidence on the need for a new re-engagement program.

Key stakeholders include:

• other schools and education and training providers
• community services such as Youth Connections and School Focused Youth Service providers, and other youth-focused agencies
• networks including Student Support Services networks, Local Learning and Employment Networks, Youth Partnerships governance groups (if applicable), and other education and youth service networks
• students and families.

Useful sources of data may include:

• school level data regarding attendance, behaviour and retention (the Student Mapping Tool is useful in collating this data)
• attitudes to school survey data
• adolescent community profiles
• environmental scans conducted by Local Learning and Employment Networks
• data collected by community services.

The types of questions to consider in this phase include:

• how many children and young people are disengaged or at risk of disengaging from our school/in our network or community?
• what are the characteristics of this group in terms of age, educational level, presenting issues?
• are there existing education options that could meet the needs of this group?

Planning a program

Once need for a program is established, planning should focus on broadly planning the program itself. Questions to consider include:

• what will the re-engagement program deliver?
• who will deliver it?
• where will it be located?
• who will be the target group?
• how many children or young people will it cater to?
• how will the program be governed?
• what links and partnerships with community agencies and/or businesses could be established to support the program?
• what funding sources will it draw on?

Planning should occur well in advance of the proposed commencement of a program, to ensure sufficient time to identify and address issues, refine the plan, and seek necessary approvals for program operation.

This planning may be led by a particular school; however, there should be close consultation with other schools and relevant agencies and the department regional office.

Engagement with the relevant regional office is important as it plays a key role in obtaining the necessary approvals for program delivery.

Obtaining the necessary approvals

If the planned program involves delivery by a school at a site external to existing school campus/es, the following steps must be undertaken prior to the program commencing:

• seek approval of a school reorganisation by the Minister for Education
• seek amendment of the school’s VRQA registration to add an additional campus

Preparation for seeking these approvals should start as early as possible during the planning phase to ensure that any issues are identified early and strategies are developed to address these.

Approval of school reorganisation

Establishment of a re-engagement program by a school on a site external to existing campus/es constitutes a school reorganisation, which requires approval by the Minister for Education.

Approval must be sought via a school reorganisation briefing prepared by the relevant regional office.

A consultation checklist is appended to the briefing template, which requires regions to consult across the relevant business areas of the department. The consultation process requires regions to document consultation and approval outcomes, including confirmation of proposed location, infrastructure requirements, operational funding sources and program funding.

The site for the program must be inspected to ensure facilities comply with departmental standards. You should seek advice on this process from your regional office. For contact details, please visit the department’s contact page.

Amendment of school registration

Schools must obtain approval by the VRQA to amending their registration to add an additional campus. This can only be done following approval of a school reorganisation by the Minister for Education.

Requirements for senior secondary programs

Senior secondary re-engagement programs must be delivered by a school or provider that is:

• registered by the Victorian Registration and Qualifications Authority (VRQA) and authorised by VCAA for delivery of the VCAL and/or VCE or
• registered by the VRQA and authorised by VCAA for the delivery of Community VCAL or
• registered with the VRQA for their scope of delivery when delivering a VET qualification.

Non-school providers should contact VRQA directly on 03 9637 2806.

Authorisation by VCAA to deliver VCAL/VCE will only be granted following registration as a senior secondary provider by the VRQA. For further information on the authorisation process, contact VCAA on 03 9032 1727.

Senior secondary re-engagement programs also must be approved for operation by the relevant department regional office. For more information, refer to: SRP Guidance (Reference 53).

Policy and procedure requirements

Re-engagement programs should have a range of policies and procedures in place to document the operations of the programs and other requirements such as duty of care and occupational health and safety obligations.

Programs delivered by a school or registered training organisation (RTO) will be covered by existing policies that are required under legislation or as a condition of registration with the VRQA. However, it may be appropriate that specific policies are developed to reflect the re-engagement program environment.

Relevant policies and procedures include:

• Information privacy – outlining processes for maintaining confidentiality of private information of program participants, in line with privacy legislation. Please refer to the department’s Privacy and Information Sharing Policy.
• Child protection and mandatory reporting – outlining staff obligations and responsibilities for identifying and responding to child abuse and/or neglect, including allegations of sexual abuse. Please refer to: Protecting Children – Reporting and Other Legal Obligations.
• Child Safe Standards – minimum standards for all Victorian early childhood services and schools, to ensure they are well prepared to protect children from abuse and neglect. Please refer to: information and guidance on Child Safe Standards.
• Parent complaints policy – outlining procedures for addressing student, family, staff or other stakeholder concerns and complaints effectively. Please refer to: Complaints – Parents.
• Attendance recording and processes for reporting this regularly to the enrolling school. Please refer to the department’s Attendance Policy.

Resources

Senior secondary re-engagement programs

• The standard community Victorian Certificate of Applied Learning (VCAL) contract (Word) (staff login required) should be used for all senior secondary programs where the enrolling school engages an external provider to deliver 100 per cent of the senior secondary qualification.
• We have developed and updated a range of new standard contracts and agreements that schools must use when purchasing secondary courses and vocational training from external providers.

Primary and lower secondary programs

• We have developed a standard re-engagement program (P-10) contract to be used by schools for re-engagement programs. The contract has been updated to be suitable for application across different types of re-engagement programs and delivery methods.

Reengagement Program Placement Fees