UBU Your Place Your Space Amber Status Review Process July 2021

Purpose of session: Overview of the role of the ETB Coordination Group in the Amber Status Review Process for July 2021. Details on the process, policy, operating rules, and templates involved in the review process. Instructions and deadlines for submission of templates to the DCEDIY. Criteria for organizations seeking funding under the UBU Your Place Your Space scheme and the implications of meeting or not meeting the scheme criteria. Key aspects of planning and progress review meetings within the scheme governance.

• ETB
• Amber Status
• Review Process
• UBU
• Funding

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1. UBU Your Place Your Space Amber Status Review Process July 2021

2. Purpose of Session: Purpose of Session: To give an overview of the ETB Coordination Group role in the Amber Status Review Process 2021

3. Session SessionOutline Role of the ETB Coordination Group Overview of the process UBU Policy & Operating Rules POEF & PPRM ETB Recommending Green ETB Recommending Red ETB Recommending Remain Amber Templates Overview Outline

4. ETB Role 1. ETB Coordination Group review all Amber Status FO Please Note: The Department, due to time constraints, issued a number of amber RAG status determinations in 2020. Where ETBs immediately resolved such an amber status item as notified by the Department, for example in relation to the training costs, and issued a green status notification to the Funded Organisation, this process need not be undertaken. 2. Submit Template to the DCEDIY by Friday 23rd July 2021

5. Amber Status Review Process Amber Status Review Process Overview Overview

6. UBU UBU Policy Policy & & Operating Operating Rules Rules: : Any organisation seeking funding which has developed an action plan(s) and is designated Amber is required to meet the criteria of the scheme within 12 months of entry into the UBU Your Place Your Space scheme (by July 2021). Compliance with the full set of scheme rules rather than the completion of agreed action plan(s) is the primary objective and further funding decisions will be made on that basis. If it appears that an action plan is not working as intended, then the ETB should work with the organisation to amend it as early as possible. The planning and progress review meetings are an opportunity for the FO and the ETB to discuss any foreseeable changes and to address these where necessary. In July 2021 the ETB will confirm to the DCEDIY if the FO meets the criteria of the UBU scheme. If a FO meets the UBU Your Place Your Space scheme criteria completely their funding will be renewed; however, if the FO is deemed red it will exit the scheme over the following six-month period to the end of 2021.

7. POEF POEF Section Section 4 4: : Planning The Planning & progress review meetings are key to the overall governance of the UBU Your Place Your Space scheme FO role to submit to the ETB the notification template attaching updated documentation 5 working days prior to the PPRM. This will include an update on outstanding RAG action plans. ETB role to use the PPRM Record Template to record items discussed and decisions made during the meeting & to ensure that this record is signed by both parties. Agenda Item: Review of the RAG Action Plan this agenda item allows for discussion of progress or delays to any RAG actions relevant to the period covered by the PPRM. Where RAG action plans are delayed an explanation as to why should be recorded as well as a planned timeframe for completion. RAG actions to be completed for the next PPRM should be outlined. The PPRM is an opportunity to discuss in a supportive way the progress or issues experienced by the FO Planning & & Progress Progress Review Review Meeting Meeting

8. PPRM Notification Template Notification Template gathers the following information below regarding the Amber Action Plan & is submitted to the ETB prior to the PPRM. In addition, the following question requires and answer: Are there any issues arising that may prevent the FO achieving the Action Plan within the timeframe YES/NO. If yes give a short description and outline the next steps. A box is provided for the FO to firstly describe the issues & outline the next steps. This is submitted to the ETB and discussed at the PPRM where the ETB is responsible for recording.

9. Amber To Green Green = Amber Action Plan agreed for entry to the UBU scheme has been successfully completed & the ETB has signed off on the agreed action plan. ETB Action: Ensure that the action plan has been signed off as completed by the ETB on the application form for the ETB file. Note supporting documentation provided by the FO during the PPRM and/or other engagements for the ETB file. Recommend Green status to the DCEDIY by the 23rd July using the Amber Status Review template.

10. Amber To Red Red = Amber Action agreed for entry to the UBU scheme has not been successfully completed by the FO by the expiry date of July 2021. The delay and/or lack of progress on completing the agreed amber action plan cannot be attributed to the ongoing public health restrictions and or the impact of the Covid-19 ongoing pandemic. ETB Action: Note supporting documentation/evidence & discussions regarding lack of progress provided by the FO during the PPRM and/or other engagements for the ETB file. Recommend Red status to the DCEDIY by the 23rd July using the Amber Status Review template.

11. Amber To Red If a RED Status is confirmed by the DCEDIY the FO is preparing to exit the scheme Where a red RAG status decision is issued, Funded Organisations have the right of appeal Process any appeals in line Section 9.10 of the ETB User Guide and make a recommendation to DCEDIY

12. Amber To Remain Amber Remain Amber = Amber Action Plan agreed for entry to the UBU scheme has not been successfully completed by the FO by the expiry date of July 2021. The delay and/or lack of progress on completing the agreed amber action plan can be attributed to the ongoing public health restrictions resulting from the Covid 19 pandemic. To make a remainamber recommendation the ETB must provide the DCEDIY with a business case which correlates the non-completion of the agreed amber action plan with the Covid-19 pandemic. ETB Action: Note supporting documentation/evidence & discussions regarding lack of progress provided by the FO during the PPRM and/or other engagements for the ETB file. Complete both Amber Status Review & Remain Amber Templates and submit to the DCEDIY by 23rd July

13. Remain Amber Template

14. Remain Amber The remain amber recommendation should be logical and clear links between the action plan item(s) and Covid-19 must be made. The Amber Status Review and Remain Amber templates will be assessed by the Department who will issue a final decision. Where the extension of the amber period has been approved, there are two options for the Funded Organisation to consider: 1. They may seek to have their amber RAG status assessed by the ETB prior to the UBU application renewal process, or 2. They may await and have their amber RAG status assessed by the ETB as part of the UBU application renewal process It should be noted that both approaches carry risks in relation to the Funded Organisation s ongoing participation in the UBU Your Place Your Space scheme.

15. Amber Status Review Template

16. More Information on UBU Your Place Your Space More Information on UBU Your Place Your Space Scheme : Scheme : Links to UBU website www.ubu.gov.ie Resources For Amber Status Review Process 2021 Resources For Amber Status Review Process 2021 Slide decks for this presentation Amber Status Review Guidance Amber Status Review Template Remain Amber Template ETBI YSS Quick Guide For ETBs

17. Thank you foryour time and attention