Legal Responsibilities and Challenges in Providing Holiday Activities for Children with Special Educational Needs

SEND Short Break and Holiday Activity Programme for children and young people with special educational needs Parent/Carer Meeting 1stMay 2024

Agenda item 2 the legal duty

Legal responsibility The Breaks for Carers of Disabled Children Regulations 2011 Reg 3: The LA must have regard to the needs of carers who would be unable to continue caring unless they had support and have regard to the need for breaks for carers to assist them with : (i) undertake education, training or any regular leisure activity, (ii) meet the needs of other children in the family more effectively, or (iii)carry out day to day tasks which they must perform in order to run their household. Reg 4: The LA must provide so far as is reasonably practicable a range of services sufficient to assist carers to continue to provide care or do so more effectively including day-time, overnight, leisure care, weekends, evenings, school holidays.

Legal responsibility Childcare Act 2006 This provides general duties for Local Authorities to provide childcare services. The Act is based on the foundation that services must improve the well-being of young people in their area and reduce inequalities between children. There is a duty under s6 for the LA to secure so far as is reasonably practicable that the provision of childcare in their area is sufficient to allow parents who want to work or take up educational opportunities are able to do so.

Providers availability and willingness to work within Brighton & Hove. Range of providers to meet the specific needs of the children Current Current challenges challenges Availability of local venues to enable providers Equity of offer across a range of needs

Agenda item 3 Extratime

Ros Cook, chair of the Extratime trustees, said: Sadly the trustees of Extratime have taken the very difficult decision that the charity services are no longer financially viable. Extratime Agreed Press Release This decision is due to a combination of factors including not being able to return to our pre- pandemic levels of service, the impact of rising costs and the national recruitment crisis in care and education. Although the council has continued to support us at a consistent level, other sources of income have reduced.

Agenda item 4 Easter and feedback

Assess market interest Provider engagement event Expression of interest survey Understand data available Analyse dataset for families registered on the Compass Card across five categories of need Alignment: HAF Working with HAF Team to understand HAF process and systems for awarding grants Information sharing with HAF to target providers who could benefit each other's programme Cross directorate working Working with Culture, Tourism and Sport to maximise links with Freedom Leisure, to ensure SEND programme enhances their current SEND half-term offer. Benchmarking and seeking feedback Speaking to other LAs (ESCC, WSCC, Hackney) about their Short Breaks funding/procurement systems and seeking feedback from providers and parent/carer groups on their experiences of applying for funding within these systems. Approach

Start of Commissioning Process (July 2023) July 2023 - Provider Event held at King Alfred Leisure Centre attended by 12 providers and parents/carers were also invited to attend. Review data of needs (by age) LEARNING DIFFICULTY OR DISABILITY BY AGE RANGE Moderate Severe Profound 164 134 133 109 91 86 76 69 17 10 6 4 4 TO 7 YEARS 8 TO 10 YEARS 11 TO 13 YEARS 14 TO 18 YEARS 10

Next Stage of Process (August 2023 September 2023) September 2023 - Expression of Interest sent out to 72 providers 26 providers submitted an Expression of Interest 48% 70% Universal Services - Everyday community services or activities which can be accessed by everyone, but with a focus on widening this offer to include children and young people with SEND. Targeted Services - Specific short break activities for children and young people who cannot access universal services without requiring additional support. Cohorts for this group would include: an award of middle or higher rate Disability Living Allowance (DLA) a Personal Care Plan Payment (under 16) or Personal Independence Payment (16+) an Education, Health, and Care Plan (EHCP) attendance at a Special School or Special Facility Placement 92% Universal Offer 70% (19 Providers) Specialist Services - Designed to meet the needs of individual children and young people and their carers, following a social care assessment. Specialist short breaks are highly specialised or bespoke services for children and young people who have: Severe and enduring cognitive delay and learning disability Low functional abilities Physical disabilities Targeted Offer 92% (25 Providers) Specialist Offer 48% (13 Providers) 11

Specialist Services - Designed to meet the needs of individual children and young people and their carers, following a social care assessment. Specialist short breaks are highly specialised or bespoke services for children and young people who have: Severe and enduring cognitive delay and learning disability Low functional abilities Physical disabilities Specialist Offer 48% (13 Providers) Kangaroos Defiant Sports Dongnaba (African Drums) Amaze Aspens Lodge Hill AudioActive Down Syndrome Development Trust Summer Adventure Camps Valour Youth Barnardos Head2Head Theatre Chestnut Tree House 12

Information Source for Commissioning - PaCC Report for Short Breaks Survey Sept 2023 Activities parents/carers wanted to see provided % of responses No of responses Sport and multi-sports, football, martial arts, boxing, kayaking, tennis, cricket, gymnastics, climbing Art and performing arts, including drama, music, dance etc. Youth specific clubs, including young people up to the age of 25 Sensory play and therapeutic sessions including music Swimming including supported sessions or drop-in Sessions for young women, LGBTQIA+, BAME, Black and Brown unity groups Outdoor activities, including forest school Arts and Crafts Any other activities: 57% 60 61% 58% 54% 65% 14% 64% 41% 21% 64 61 57 69 15 68 44 23 Cooking Down Syndrome specific sessions Gym Horseriding Supported access to discos and nights out Opportunity to work with animals Paddleboarding Surfing Gaming 13

Process undertaken (September 2023 January 2024 In November 2023, a paper was presented to the Children, Families and Schools Committee, setting out the need to expand the short breaks offer for a broader range of children and young people. In September 2023, the Council agreed to re-commission the after-school club element through Hill Park and Downs View special schools. 13 providers submitted applications, and the Council awarded grants to 8 providers for the SEND Short Break 2024/2025 programme. The Council approached 72 providers to develop the offer, but many were unable to expand due to various challenges.

Ways PaCC have been involved to co-produce the Short Breaks activities programme Monthly co-production workshops, scheduled from February 2023 until programme launch in March 2024 PaCC Activities Survey - gap analysis Strategic input into Providers' Programme Information Pack to accompany application process; setting clear expectations to hold organisations to account. Design of Eequ booking platform, to ensure activity listings clearly demonstrate suitability of activities for child/young person s categories of need, as well as asking SEND specific questions to ensure relevant information is captured to inform booking and planning decisions.

Enhanced DBS Range of Policies (including Safeguarding, Child Protection, Data Protection, Equalities, Diversity and Inclusion, Complaints, Health & Safety, First Aid) Public and Employer Liability Insurance to cover 10M To cater for a complete age range and to have age-appropriate activities Provision for secondary and youth to look different to primary For a combination of hours: a minimum of 2hrs, 2-4hrs, 4hrs, 8hrs What we asked our Providers for:

Q1: How do you develop, deliver, monitor and improve the quality within the SEND Short Break and School Activity programme and what opportunities do you provide for families, children and young people to contribute to this? How we scored the applications our scored questions Q2:What experience do you have of working with children and young people with SEND in the categories that you are applying to provide and what measures do you have in place to identify and reduce any barriers to access?

Q3: What training do you provide for your staff to ensure a culture and ethos of inclusivity, where children, young people and their families from diverse backgrounds feel welcome? How we scored the applications our scored questions Q4: Outline the child/young person s days/session within your programme and how does this enrich their experience?

Eequ/Local Authority Guidance for Providers on what to include in their listing SEND Short Breaks | Eequ Help Center

Specialist Offer and numbers attended over Easter Provider Places Available across Easter Number of places attended Number of CYPs attended Number of CYPs attending Specialist School or Provision 3 Activ8 (Ages 4-12 yrs) Dependent on needs identified 84 6 4 Amaze (Ages 14-25 yrs) Down Syndrome Development Trust (Ages 4-25 yrs) Summer Adventure Camps 1:1 (Both offers Ages 6-16 yrs) Summer Adventure Camps 1:4 57 26 19 30 12 6 4 5 4 2 2 20 8 5 1

Universal and Targeted Offer and numbers attended over Easter Provider Places Available across Easter Number of places attended Number of CYPs attended Number of CYPs attending Specialist School or Provision 2 Activ8 (Ages 4-12 yrs) 64 32 6 BHAFC Foundation (Ages 5-25 yrs) Parable Dance (Ages 12-25 yrs) 100 29 12 4 45 24 8 6 Treasure Boxing (Ages 6-17 yrs) 160 41 15 6

Easter - Review Number of children and young people accessing a specialist school or placement that attended one activity provider during Easter = 42 Number Number of children and young people accessing a specialist school or placement that attended more than one activity provider during Easter = 5 Number Number of children and young people who were unable to access a space as their needs could not be met = 7 Number Number of children and young people who were not eligible (WSCC and ESCC applications) = 6 Number

XXX has come home every day looking taller and more grown up. Excited to get up in the morning and come. I have been blown away by seeing the performance. I'm just so proud seeing all the dancers and to see my daughter lead and dance a long routine so well. Just amazing. Feedback from parents/carers and young people who attended activities at Easter He loves coming and the exercise and concentration is so helpful thank you. Think 10-3 worked well, not too long. Nice in the different space. Swapping the player cards at lunchtime was so good, I also liked learning new things I enjoyed having more time to develop a dance. I am tired but in a good way! Happy and epic. Making new friends. It feels like we're a team. I want to do more! Being together is so nice.

Generally, all short break providers in East and West Sussex offer two sessions (Mornings and Afternoons which are around 3 hours per session) Current Offer comparing with our neighbouring Local Authorities Some youth clubs remain open in School holidays (between 6pm 8pm) but some are term-time only West Sussex: - Lodge Hill Centre. Families can stay the night here if they wish. Activities are available between 10am 3:30pm, lunch is not included. - Ashdown Club. Offers 6 hours of respite but hours aren t clarified - PACSO. Play and social opportunities to children and young people aged 0-25 with any kind of additional need/disability. 10am 3:30pm. One day allowed in each school holiday, 5 days allowed in Summer Holidays. Parent / Carer is required to stay. East Sussex: - Little Gate Young Rangers. 10am 3pm. 28 per day, transport / 1:1 support are an extra cost - SEN Respite Sessions. Half days only, 9am 12pm, or 12:30 4:30pm.

Many parents have been happy with the short break offer but we recognise for some parents there have been the following concerns: Difficulties in finding appropriate childcare, especially for children with complex needs. Frustrations in securing suitable places during the holidays. Concerns about the booking process and the need for more detailed information about each provider. Parent Concerns Questions about the use of direct payments and personal assistants for additional support. Requests for more advanced notice of arrangements to plan work and family commitments.

Conducting thorough quality assurance visits to assess the effectiveness of the programme. Working with providers to refine offers, cater to various disabilities, and provide more detailed SEND information. Addressing Concerns Sourcing additional training for providers in areas such as medical needs, personal care, and communication. Exploring the use of Drove Road, Tudor House, and special schools to provide a more comprehensive offer. Considering options for using direct payments to fund personal assistants or top-up support.

Gaps More work is needed to ensure the high support needs of families with children with complex needs are met. There is a lack of provision for children with complex needs, younger children, and those who prefer non-physical activities. Some parents have expressed concerns about the providers' level of SEND expertise. The lack of longer day offerings has made it difficult for working parents to plan their schedules.

Data showing current needs Chart Title 6,000 5,218 5,000 4,000 3,000 2,658 2,000 1,000 2,395 places available on current short break offer 235 148 48 0 CYPS with EHCPs CYPS receiving SEN CYPS with EHCP (ASD, HI, MLD, MSI, PM, PMLD, SLCN, SLD) CYPS with Direct Payments CYPS with EHCP (ASD, HI, MLD, MSI, PM, PMLD, SLCN, SLD) and receiving Direct Payments Support

Agreed provision for Specialist Category Provider Easter 2024 May-Half Term 2024 Summer 2024 October Half- Term February Half- Term Activ8 (Ages 4-12 yrs) They do have the capability to offer 1:1 for those children who can integrate with the others in attendance with the 1:1 support. It is very much a case of evaluating each child's needs individually. Amaze (Ages 14-25 yrs) 84 42 168 - - Down Syndrome Development Trust (Ages 4-25 yrs) 30 10 84 12 12 Summer Adventure Camp 1:1 (Ages 6 16 yrs) 5 - 20 - - Summer Adventure Camp 1:4 (Ages 6-16 yrs) 20 - 96 - -

Agreed Provision for Targeted and Universal Categories Provider Easter May Half-Term Summer October Half- Term February Half- Term Activ8 (Ages 4-12 yrs) 64 32 92 32 32 Angling4Education (Ages 4 25 yrs) - 20 120 20 20 BHAFC Foundation (Ages 5-25 yrs) 100 25 225 50 50 Parable Dance (Ages 12-25 yrs) 45 - 120 45 - Treasure Boxing (Ages 6-17 yrs) 160 80 320 80 80

Eequ Link to current Short Break offer Brighton & Hove SEND Short Breaks/Activities Eequ

Agenda item 5 Summer and beyond

Next steps May 2024 July 2024 Booking for the summer sessions will open Monday 3rd June. Review feedback from today's session and understand themes over and above our current understanding Review feedback from half-term activities Work with PaCC to implement feedback ensuring best fit for families. Establish an offer for the Summer holidays with Drove Road and Tudor House. Work with special schools to explore a summer holiday offer Work with Chailey Heritage to explore a short breaks offer

Next steps continued........ May 2024 July 2024 Revisit the market based on themes identified from parent/carer feedback Develop additional training for Providers Establish an effective way of communicating with families On-going development of after school clubs at Hill Park and Downs View On-going research with Local Authorities nationally on a full day offer Explore peripatetic offer utilising city premises and libraries

We have been speaking to both staff teams One staff member has come forward to co- ordinate the day provision at Tudor House and we are meeting with Drove Road to progress as well Offer trialled at Drove Road during Easter we will be building on this Any offer needs to be mindful of the wellbeing of the current children using the facilities We will be looking to recruit additional staff Short break offer from Drove Road and Tudor House

Direct payments You can use DPs to pay for Amaze s short break offer already We are talking to other providers to set up the same 1:1 through Happiest at Home - we are paying for the individual support so that the providers are getting the right training and support modelling by experience. If you have any problems using your PA or your Direct Payments for the activities then please contact Jacqui Parfitt / Katie Rowe and they will support you.

Budget information The overall budget for short breaks stands at over 3 million Short Break Holiday Provision Drove Road PA register development Tudor House After school clubs Amaze and PaCC contracts Cherish

Agenda item 6 Workforce development

Workforce development Expression of interest to teaching assistants in special and mainstream schools for summer holiday support. Staff at Drove Road and Tudor House have expressed an interest in expanding the offer. Workforce training offer in development Implementation of apprenticeship programme for care staff. Working with providers to develop a complex support model PA register programme development

We are confident that all providers have the skill set to support children of all needs, however to re-inforce this we have: Provided additional support through Happiest at Home Recognised the complexity of support through funding arrangements with some providers Provider skill set - building confidence To develop the workforce and support parental and provider confidence we are developing a training programme including some of the following: Medicines management Gastro and PEG feeding Autism training Positive Behavioural Support training Communicating with non-verbal children and young people

Agenda item 7 Drove Road and Tudor House update

Meeting will be held with parents on May 23rd venue to be confirmed Outcome of report Report has been received and we are preparing an executive summary to be shared to improve accessibility. Full report will be available on the BHCC website before May 23rd