This newsletter provides updates on the Department of Human Services Standards (the
Standards), as well as registration under the Disability Act 2006 and the Children, Youth and
Families Act 2005 and their related requirements.
The Standards and Regulation Unit helpdesk has been established to assist with enquiries related to the Standards, registration under the Children, Youth and Families and/or Disability Acts and associated processes. The helpdesk can be contacted by email at: dhsstandards@dhs.vic.gov.au
or by phone on (03) 9096 2745.
Information regarding the Standards and associated processes is also available from the
Department of Human Services Standards webpage, which is accessible via the Funded Agency
Channel at: www.dhs.vic.gov.au/funded-agency-channel , under Spotlight .
There are regular changes to information about the Standards and registration. Please check the website regularly for up-to-date information, templates and guides. Recent updates include an updated client audit tool and staff/volunteer/carer file audit tool .
The 2012-2015 Service Agreement with the Department of Human Services (the department) requires organisations delivering direct client services to achieve and maintain accreditation
/certification against the standards. The following key facts should be noted:
 all organisations funded for in-scope activities and delivering direct client services are required to be independently reviewed unless they have been exempted by the department;
 exemptions from independent review will be considered where the organisation does not deliver direct client services or where the organisation receives less than the current funding threshold. Further information and fact sheets regarding the scope of independent review and
Standards is available from the Department of Human Services Standards webpage;
 accreditation/certification must be awarded by a department-endorsed independent review body;
 organisations previously reviewed against former program specific standards are not required to maintain their accreditation/certification against these standards. Rather, the requirement is to be independently reviewed against the Standards within three years of their last on-site review. This may be a full accreditation/certification review or a mid-cycle/surveillance audit.
The review must have been completed on-site and the organisation must provide the report to

the Standards and Regulation Unit. Further information and fact sheets regarding transition to the standards are available from the Department of Human Services Standards webpage;
 all organisations, including organisations new in scope of independent review, are required to have achieved accreditation/certification by 30 June 2015. See below.
When preparing for an independent review, the different stages of the process should be considered to ensure the organisation has allowed sufficient time to achieve accreditation, in this instance by 30 June 2015.
In order to demonstrate the timeframe to achieve accreditation by 30 June 2015, please see the diagram below, which considers the estimated period of time to engage an independent review body (IRB), ensure required systems and processes are in place, conduct self-assessment/prereview activities and allow a three-day on-site review and a six month period to rectify any nonconformances identified during the on-site review. As shown in the diagram, it is suggested this process may take 18 months.
Diagram: Timeline for independent review
1/01/2014
1/12/2013
1/04/2014
26/12/2013
Engage IRB;
Introduction to Service/
Standards; participate in training; pay fees
26/03/2014
Commence minimum
6 months systems development
1/07/2014 1/10/2014 1/01/2015
29/12/2014
6 month
‘Period of Grace’ commences 26/09/2014
Pre Review preparation
26/12/2014
3 day
onsite Independent
Review
commences
1/04/2015
30/06/2015
28/06/2015
Accreditation/
Certification achieved
Stakeholder consultation is a key component of independent reviews as it helps to triangulate evidence and verify an organisation's compliance with the Standards.
Client stakeholder consultation may be undertaken individually or in a group, either face to face or by telephone, video conference or a written survey. Clients can choose not to participate in the stakeholder consultation process.
Organisations may use their discretion as to which of their clients, from the random sample, are better placed to participate in stakeholder consultation. They may also wish to advise an independent review body as to the best method for consultation to meet their clients’ needs.
Prior to engaging an independent review body, organisations may wish to clarify the proposed approach to stakeholder consultation, including an understanding of the sensitivity required when speaking with clients.
The Policy, procedures and forms for the registration of disability service providers and community services (Registration policy) sets out the registration requirements for disability service providers and community service organisations. The Registration policy has recently been updated and the new version is available from the Department of Human Services Standards website. The key changes to the Registration policy are:
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 the requirement to apply for renewal of registration within 60 days of written confirmation that the organisation complies with the Standards no longer applies. Organisations can now apply for renewal of registration not less than 60 days prior to the expiry of their registration. The application must include confirmation of current accreditation/certification against the
Standards;
 where an organisation submits a self-assessment for registration purposes, the Standards and
Regulation Unit may refuse registration on the grounds that it does not demonstrate: a. for initial registration, capacity to comply with the Standards; or b. for renewal of registration, compliance with the Standards.
Where this is the case, the organisation will be issued with a Notice of refusal to register explaining: a. the refusal to register based on insufficient evidence to show capacity to comply/compliance with the Standards; b. a summary of information required to demonstrate compliance with the Standards; c. the requirement for this information to be provided within 14 days of the date of the letter.
The launch of DisabilityCare Australia ( DisabilityCare), Australia’s national disability insurance scheme, has seen an agreement between the Commonwealth of Australia and Victorian
Government for the existing Quality Assurance and Safeguards of the State of Victoria to remain in place during the launch, until a nationally consistent risk-based quality assurance approach is developed.
This means that DisabilityCare service providers registered with the department will be required to operate in accordance with the Disability Act 2006 , including compliance with the gazetted
Department of Human Services Standards and reporting to the Disability Services Commissioner,
Community Visitors, Office of the Public Advocate and the Senior Practitioner, even when there is no service agreement with the department.
In addition, organisations registered with the department to operate under DisabilityCare will have conditions imposed on their registration, which cover compliance with a range of the department’s operational policies.
Further information and fact sheets regarding registration for DisabilityCare service providers will soon be available from the Department of Human Services Standards webpage.
An updated list of the department-endorsed independent review bodies, and the governance and management standards that each is certified to review, is available to download from the
Department of Human Services Standards webpage.
Reminder : the Independent Review Body Expo will be held on Tuesday 23 July 2013 from
9.30am - 4.00pm. Contact the Standards and Regulation Unit for more information.
The Standards and Regulation Unit is establishing a quality reference group to consult on the operation of the Department of Human Services Standards and related independent reviews. The reference group will comprise members from funded organisations and the department. The group will be chaired by the Manager, Standards and Regulation Unit.
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Sector peak bodies nominated a number of organisations and the Standards and Regulation Unit has selected members ensuring a range of funded organisations are represented, including: metro and rural/regional organisations, small single service organisations and large multi-regional organisations, mainstream and Aboriginal Community Controlled Organisations and organisations representing culturally and linguistically diverse communities.
The quality reference group will complement the independent review body moderation forums. All independent review bodies attend the moderation forums to exchange information, improve the consistency of reviews and to learn about departmental policies.
Further information is available from the Department of Human Services Standards webpage which is accessible via the Funded Agency Channel at www.dhs.vic.gov.au/funded-agencychannel , and looking under Spotlight .
Alternatively, contact the Standards and Regulation Unit helpdesk on (03) 9096 2745 or via email at dhsstandards@dhs.vic.gov.au
.
You may also contact your Department of Human Services divisional Quality Enhancement
Officer.
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