Training Manual V0.3 19th Oct 2018 - Carer KaFE€¦ · postcards or flyers of events coming up in the local area, to some sessions. the Carer KaFÉ logo should be displayed clearly

T R A I N I N GM A N U A L

2 0 1 9

C O N T E N T S

PAGE 1

What is Carer Kafe?

What this Manual Will Help You With

Scheduling

Venue Hire & Catering

Marketing

Branding

Keeping on Track

Confirmation and Cancellation

Training Resources

Training Expenses

Carer Expenses

On the Day of Training

Administration & Invoicing

Responsibilities Summary

... 2

... 3

... 4

... 5

... 6

... 7

... 8

... 9

... 10

... 11

... 12

... 13

... 15

... 16

W H A T I SC A R E RK A F E ? Launched on 21 April 2017, Carer KaFÉ

provides learning and development

opportunities for carers throughout

Victoria. To care for Victoria’s children

and young adults in foster and kinship

placements, carers themselves need

training and support.

Carer KaFÉ is hosted by the Foster Care

Association of Victoria and supported

by a governing reference group.

Organisations represented on the

Governing Reference Group are the:

E N G A G E& S U P P O R T

As Carer KaFÉ manages the program

we work to coordinate and manage the

host agencies and training providers to

deliver the state wide learning and

development strategy for kinship and

foster carers across Victoria.

Training providers are selected based

on their specialist knowledge on topic

area and their proposed training

package and agencies are chosen for

the expertise in the case management

and support of kinship and foster carers

and their learning and development

needs.

PAGE 2

Department of Health and Human

Services (DHHS)

Foster Care Association of Victoria

(FCAV)

Kinship Carers Victoria (KCV)

Centre for Excellence in Child and

Family Welfare

Victorian Aboriginal Child Care

Agency (VACCA)

Victorian Aboriginal Children and

Young People’s Alliance

W H A T T H I S M A N U A LW I L L H E L P Y O U W I T HThe purpose of the Carer KaFÉ Training Manual is to outline the Training Provider,

Host Agency and Carer KaFÉ's responsibilities throughout the training process.

The manual will be broken down into three sections; Pre Delivery, Delivery and

Post Delivery of Training.

Each section will explain the exact steps and guidelines for both the Training

Provider and Host Agency. The guidelines have been developed to ensure an

efficient and supportive process for all three parties.

H O W T OC O N T A C TC A R E R K A F É

03 9416 4292

[email protected]

To book your carer into

training:

www.carerkafe.org.au

@carerkafe

PAGE 3

P R E - D E L I V E R Y

After the Expressions of Interest process, Carer KaFÉ will work with the Host

Agency who will select training needs based on their carers. Carer KaFÉ will then

match them with the Training Provider.

The Host Agency responsibilities are:

S C H E D U L I N G

Carer KaFÉ will create the Event Registration page on their website which will

include the date, time, location, training description and registration form.

Carer KaFÉ will email the link to the Event Registration page to both Host

Agency and Training Provider, as all Carers must register through the website.

The events will be advertised on Facebook, and Host Agencies and Training

Providers will be tagged to share.

The Host Agency will then contact Carer KaFÉ including in the Training Provider

with the negotiated date, time and location of training for approval and Carer KaFÉ

will balance delivery locations and scheduling whilst ensuring adherence to the

Training Framework.

Carer KaFÉ will approve or decline the training session dependent on conflicts in

the Training Calendar. Both the Host Agency and Training Provider will receive the

approval via email when confirmed, or will be asked to negotiate a different date if

there is a conflict in the Training Calendar.

PAGE 4

contact the Training Provider and co-ordinate a proposed date and

location of training

The Training Provider responsibilities are:

liaise and negotiate a date and time of training

Let Host Agency know about their IT needs


During the Scheduling Process the Host Agency's responsibilities are to:

V E N U E H I R E & C A T E R I N G

The Host Agency is then to invoice Carer KaFÉ with the Venue Hire and Catering

reimbursement on one itemized invoice one week after training delivery.

Carer KaFÉ does not pay directly to third party suppliers.

PAGE 5

Source a venue to host the training

Secure a venue and any equipment needed ie AV setup for the training

Organise and secure catering for the training

The guidelines for sourcing a venue and catering are as follows:

The host agency may use their own office if they have a meeting room

large enough to accommodate at least 12 people

The venue must be easily accessible for carers, with disability access

preferential

The venue hire price be of good value

The catering price can be to a maximum of $25.00 per person per day

The catering must accommodate the dietary requirements of the

attendees, trainer and agency host representative (dietary requirements

will be supplied to Host agency one week prior to training)

Co-ordinate any onsite babysitting or travel vouchers as per Care KaFÉ

policy. Please make Care KaFÉ aware of these requirements before

booking.


Kinship and Foster carers represent a diverse group, and getting information out to

them can be challenging. Carer KaFÉ, Host Agencies and Training Providers should

work together to promote upcoming learning and development opportunities as

widely as possible.

It is the Host Agency's responsibility to promote upcoming sessions that they are

hosting, as you have direct access to your carers and the training was based on

their needs. Suggestions for marketing as follows:

M A R K E T I N G

PAGE 6

Carer KaFÉ website

Carer KaFÉ Facebook page (Host Agencies and Training Providers will be tagged)

Quarterly newsletter, including a training calendar

Monthly e-news with a summary of all upcoming training

Printed materials, such as posters and postcards, used in locations such as agency

and provider reception areas provided upon request.

Updates in the Kinship Carers Victoria and Foster Care Association of Victoria

newsletter and social media

As a secondary form of marketing Carer KaFÉ currently uses the following

communication channels:

Distribute flyers to agencies, Child Protection, kindergartens, schools and

community centres, medical centres etc

Agencies to contact their carers directly

Features in your own organisation's publications, website and social media

Local newspaper advertisements


Promotional materials should be easily recognised as being associated with Carer

KaFÉ.

Carer KaFÉ will produce promotional material for each session. Training Providers and

Host Agencies may also develop their own advertising material. If so we will require:

B R A N D I N G

PAGE 7

During training sessions if you are using presentation materials, such as PowerPoint,

please use the standard Carer KaFÉ slides at the beginning which will be provided to

you.

Online advertising should also feature the Carer KaFÉ logo as well as a link to the

Carer KaFÉ website. We may ask providers to bring Carer KaFÉ materials, such as

postcards or flyers of events coming up in the local area, to some sessions.

the Carer KaFÉ logo should be displayed clearly on the first page of the flyer

and take up at least one eighth of the page

strong imagery to attract the attention of carers

succinct text (not more than half a page)

clear contact details as well as registration instructions - either directing

carers to visit the Carer KaFÉ website: www.carerkafe.org.au or call Carer

KaFÉ project team on (03) 9416 4292


Carer KaFÉ makes it a priority to keep both the Host Agency and Training Provider

informed on a weekly basis how their session is tracking.

Every Monday, Carer KaFÉ will email both the Host Agency and Training Provider

with the current number of registrations for their upcoming sessions.

For training to go ahead we must meet the following requirements:

K E E P I N G O N T R A C K

PAGE 8

For the Metro and Regional areas there must be a minimum of 12 core attendees

registered

For Rural areas there must be a minimum of 7 core attendees registered

The number of secondary attendees registered for the training must be less then

half the amount of carers attending. This is to create a positive and safe space for

carers.

C O R E A T T E N D E E S & S E C O N D A R Y A T T E N D E E S

CORE ATTENDEES SECONDARY ATTENDEES

Accredited foster carers

Statutory kinship carers

Carers currently receiving

targeted care packages

Non-statutory kinship carers

Permanent Carers

Other members of the

carer's household or family

Agency and child protection

staff


All training sessions will be confirmed by Carer KaFÉ once the relevant minimum

numbers have been met. The purpose of the weekly emails is for the host agency to

ensure they meet the minimum numbers in a timely manner and carers can organise

their attendance.

It is primarily the Host Agencies responsibility to register carers for their training

sessions and ensure they meet minimum numbers. Training Providers are expected

to advertise Carer KaFÉ training in their core marketing ie website, social media,

etc

Once minimum numbers have been met, Carer KaFÉ will send a confirmation email to

both the Host Agency and Training Provider. Your training session is not confirmed

until the minimum numbers have been met.

If one week prior* to the training you have not reached minimum numbers, the Host

Agency and Training Provider will be contacted by Carer KaFÉ to register the final

numbers within 48 hours to meet the minimum numbers required.

After 48 hours if there are not enough core carers the training will be cancelled. The

Host Agency, Training Provider and registered attendees will receive a Cancellation

email from Carer KaFÉ to confirm.

If your training session has been cancelled it is the Host Agency's responsibilities

to make sure the venue and catering has been cancelled.

PAGE 9

C O N F I R M A T I O N A N D C A N C E L L A T I O N

*You may be contacted earlier if your agency is located in the Rural and Regional areas due to most

Training Providers needing to book accommodation and travel in advance.


For all confirmed training sessions, the Training Provider and Host Agency will

receive via email from Carer KaFÉ the Training Resources two days prior to the

session.

It is the Training Provider's responsibility to print outor prepare the following

documents:

PAGE 10

T R A I N I N G R E S O U R C E S

Evaluation Forms (one for every attendee)

Carer Kafe Introduction Powerpoint Presentation

The Training Provider will receive a link to the electronic version of the Attendance

Sheet. Please ensure that your trainers' have access to the internet so they may

update the Attendance Sheet online. Host Agencies are in attendance at the start of

training and in the breaks to support the Training Provider to capture all attendees.

The Host Agency is to update the catering or room hire dependent on the final

numbers of attendees.

All attendees will receive a reminder email from Carer KaFÉ two days prior to the

training.


For all confirmed training sessions the Training Provider must arrange their Trainer's

expenses such as travel, accommodation and meals.

It is the Training Provider's responsibility to book or organize the following:

PAGE 11

T R A I N I N G E X P E N S E S

Travel to location

Accommodation

Flights (where agreed and session matching)

Meals

Materials

These expenses must be clearly itemized on your invoice. Hotel costs are set as a

standard and agreed at the EOI stage. Meals are as per the ATO standard of $15.00 for

breakfast, $30.00 for dinner, with lunch to be included by the Host Agency's catering.

Petrol reimbursement as per ATO standard for distances greater then INSERT

DISTANCE HERE.


PAGE 12

C A R E R E X P E N S E SA key aim of Carer KaFÉ is to make learning accessible and inviting to kinship and

foster carers throughout Victoria. Feedback from agencies and carers has indicated

that travel and child care costs and arrangements are sometimes barriers to carers

attending training sessions.

In recognition of their commitment to learning and the logistics involved, Carer KaFÉ

can provide a contribution to travel and on site child care costs for carers in the

following way:

For registered core attendees they are eligible for the following:

$20 for travel over 1 hour one way

$40 for travel over 2 hour one way

$500 for travel over 3 hours one way, which includes accommodation

For all core attendees that are linked to an agency they must provide their receipts to

their agency for reimbursement. If babysitting is required it should be on site, with our

preferred supplier (INSERT NAME HERE) used. If this is not appropriate, agencies are

expected to put a short business case to Carer KaFÉ for approval.

The Host Agency is to invoice Carer KaFÉ for the amount of the reimbursement

with their invoice for catering and room hire.

T R A V E L

D E L I V E R Y

PAGE 13

O N T H E D A Y O F T R A I N I N GOn the day of training it's paramount that the Training Provider and Host Agency work

together to ensure a smooth day.

Please make sure that the Trainer and a representative from the Host Agency arrives

a minimum one hour before training to set up and welcome attendees.

The Training Provider is responsible for:

Welcoming attendees

Marking off the online digital attendance sheet

Printing off and preparing all paperwork

Ensuring all attendees fill in the evaluation forms, collect all the forms, enter data

to online report and scan back to Carer Kafe within one working week of delivery

The Host Agency is responsible for:

Welcoming attendees

Making sure the room is clean and comfortable and AV is ready for the Training

Provider

Clear signage outside the room and venue to indicate where training is held

including a contact number

Organizing catering including water, tea and coffee

A point of contact if attendees are running late or get lost

D E L I V E R Y

PAGE 14

O N T H E D A Y O F T R A I N I N G

Acknowledgement to country is given

the importance of self-care is highlighted, including recognition that caring can be

both rewarding and challenging

Carers can step out if needed

there are opportunities for carers to have conversations with each other and to get

to know other carers rather than feeling they are in a classroom setting

there is a warm, comfortable and welcoming environment with breaks, hot and

cold drinks, meals and snacks appropriate to the time of day, season of the year

and length of session, and responsive to any specific carer dietary requirements

communicated by Carer KaFÉ

carers are made aware of local services and support opportunities, particularly if

they have follow up concerns and questions after the sessions

Carers can leave a session with new tools and resources to help them deliver the

best care possible

We want carers to have a safe, comfortable and enjoyable experience when

attending training.

In order to ensure a positive experience we ask that:

P O S T - D E L I V E R Y

PAGE 15

A D M I N I S T R A T I O N

Enter the evaluation data online through the Carer KaFÉ form

Scan and email the evaluation forms to [email protected]

After the training is successfully delivered all paperwork and invoicing is handed in a

timely manner within one working week.

The Training Provider's responsibility is to:

I N V O I C I N GWe ask that both the Training Provider and Host Agency email us the invoice within

one week of the training completion. Please state on your invoice the name of the

training session, the location and the date of training.

We require a complete itemized single invoice with a breakdown of the following:

Training Providers

Delivery of training (as agreed upon in the EOI process)

Administration fee

Materials fee

Travel fee (only for regional and rural training)

Accommodation fee (only for regional and rural training)

Meal reimbursement (only for regional and rural overnight training)

Host Agency

Catering

Room Hire

Childcare reimbursement

Carer travel reimbursement

R E S P O N S I B I L I T I E S S U M M A R Y

T R A I N I N G P R O V I D E R

Liaise and negotiate a date and time of training

Print and prepare the Evaluation Forms (one for every attendee)

Include the Carer Kafe Introduction Powerpoint Presentation into

training delivery

Booking travel to location, accommodation (only for Rural and

Regional sessions), flights (only for Rural sessions), meals (only for

Rural and Regional sessions)

PAGE 16

Welcoming attendees

Ticking off the online digital attendance sheet

Printing off and preparing all paperwork

Ensuring all attendees fill in the evaluation forms, collect all the

forms and scan back to Carer KaFÉ by end of COB

Enter the evaluation data online through the Carer KaFÉ form

Scan and email the evaluation forms to [email protected]

Invoice Carer KaFÉ within one week of completion


D E L I V E R Y


R E S P O N S I B I L I T I E S S U M M A R Y

PAGE 17

H O S T A G E N C Y


contact the Training Provider regarding a proposed date and

location of training

Source & secure a venue to host the training

Organise and secure catering for the training

Marketing the training session

Register carers for the training and keep track of current numbers

Update catering dietary requirements

Cancel catering and venue hire if training is cancelled

Organise on site childcare or reimburse carers for childcare and

travel expenses (Host agency then to invoice Carer Kafe for the

total amounts)

D E L I V E R Y

Welcoming attendees

Making sure the room is clean and comfortable

Clear signage outside the room and venue to indicate where

training is held

Organizing catering

A point of contact if attendees are running late or get lost


Invoice Carer KaFÉ within one week of completion

Training Manual V0.3 19th Oct 2018 - Carer KaFE€¦ · postcards or flyers of events coming up in the local area, to some sessions. the Carer KaFÉ logo should be displayed clearly

Documents