Introduction
This document outlines the requirements and processes associated with moderation and monitoring and is applicable to:
- Local and Regional Voluntary Youth Organisations in receipt of EA Youth Service Funding, excluding Generic/Non-Targeted Funding.
- Controlled Youth Service units.
Moderation and monitoring are compulsory processes which need to be accommodated. Organisations who do not accommodate these processes may have their funding withheld or withdrawn which may include recovery of funds.
The moderation and monitoring processes implemented across Education Authority Youth Service provision have been revised, based on feedback from and consultation with the sector, to ensure that these processes are improved and fulfil their functions more effectively.
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Function of Moderation:
The function of Moderation is to ensure that:
- Expected quality standards are achieved.
- Examples of effective practice are identified and shared.
- The need for support is identified and actioned appropriately. The youth work sector continues to develop.
- Quality outcomes for children and young people are achieved.
Function of Monitoring:
The function of Monitoring is to ensure that:
- Outputs in an agreed plan are delivered and targets are achieved.
- Reporting to Education Authority and the Department is accurate and supported by evidence.
- Risks to delivery are identified and appropriate measures are put in place to assist.
- Assurances are provided to Education Authority in relation to governance and safeguarding.
Frequency of Visits
Moderation and monitoring visits are carried out through separate visits. The frequency of visits for voluntary youth organisations is dependent on the number of unique funding awards held under Local Area, Local Project, Regional Project, Regional Development and Regional Strategic funding.
All voluntary youth organisations awarded through these funding streams will receive 1 moderation visit and 1 monitoring visit. There will be an additional moderation visit scheduled for each additional funding award made, where applicable.
The schedule of visits for controlled provision is aligned to curriculum delivery agreements.
All visits are scheduled on an annual basis and the table below illustrates the schedule. Voluntary youth organisations in receipt of funding exceeding £30,000 per annum will receive a financial verification visit and all controlled units will receive a financial monitoring visit.
| Awards Held | Moderation Visit | Monitoring Visit |
|---|---|---|
1 Local Area Award | 1 | 1 |
1 Regional Development Award and 1 Local Project Award | 2 | 1 |
1 Local Area and 2 Local Project Awards | 3 | 1 |
6 Local Project Awards | 6 | 1 |
Controlled Unit aligned with a Curriculum Delivery Agreement | 1 | 1 |
Moderation is per funding opportunity and not per organisation, as each opportunity has a different focus on practice delivery. Organisations are required to maintain a minimum level of ‘Standards Met’ for all moderation and monitoring visits. The Education Authority will facilitate support if required to address issues raised.
The Framework
The revised Moderation Framework includes two areas for review; Direct Delivery and Capacity Building. These areas will have a clear focus, relevant to the work funded, and an assessment will be made in relation to the expected standards outlined within the framework.
Direct Delivery moderations are applicable to all Education Authority funded services which involve the delivery of Youth Work directly with children and young people. This includes Local Area, Local Project, Regional Project, and Controlled units who deliver Youth Work directly with Children and Young people. This moderation may also be applicable to organisations in receipt of Regional Development funding if it involves delivery of Youth Work (for example, pilot programmes).
Capacity Building moderations are applicable to all Education Authority funded services which exist to develop the capacity of the Youth Work Sector. This includes Regional Strategic and Regional Development funding as well as Controlled Regional teams who exist to develop the capacity of Local Services and enhance the provision.
The framework acknowledges that support provided to the sector through EA Youth Service Funding is wide ranging and the expected standards are to be applied to the relevant context.
Each focus area noted above has three unique assessment areas which are assessed during the moderation visit. All Moderation visits will focus on a single funding award and assessments will be made within the context of the award.
Monitoring
Monitoring visits are essential for all Controlled Units and organisations in receipt of Local Area, Local Project, Regional Project, Regional Development and/ or Regional Strategic Funding. These visits will be planned and facilitated on an annual basis. Each visit will include the following:
- KPI check against delivery requirements associated with the Funding Opportunity or Controlled Delivery Agreement
- Sample evidence which informed reporting to Education Authority
- Governance
- Budget Monitoring
- Safeguarding (In line with the latest ETI Safeguarding Proforma)
- Support received from Regional Organisations (Only applies to Local groups)
Moderation Outcome
Each of the three assessment areas associated with the theme and focus of moderation are assessed in line with the “Expected Standards” as outlined in the Framework. The moderator will be required to clearly articulate and justify their assessment across the following grades:
- Standards Met
- Standards Exceeded
- Recommendations Made
All units/organisations are expected to maintain “Standards Met” across all areas. Where recommendations are made, an action plan to address any issues will be developed with the organisation/unit. This support will be provided by the nominated Regional Voluntary Youth Organisation. If there is no Regional Voluntary Youth Organisation nominated, the assigned Funding Officer will fulfill this role. In the Statutory Sector, the line manager will lead this process.
Where standards are exceeded, examples will be highlighted for sharing with the wider Youth Work Sector through appropriate mechanisms, for example SHARED Events.
Moderation and Monitoring Process
Moderation and Monitoring is not planned randomly or without notice, it is important that all organisations know what to expect during their moderation and monitoring visit by an Education Authority Officer. For that reason, the visiting officer will contact the organisation prior to issuing a notification which will outline the theme and focus area of moderation at least two weeks before it takes place. Visits will also be planned out across the quarters of each financial year.
Organisations should facilitate the date provided when notified, however if there is an issue with the date the details of the assigned moderator will be on the notification to rearrange a more suitable time. Organisations cannot refuse moderation visits as it is a condition of accepting their formal offer of funding, and to do so may impact your next funding payment.
Outlined below is the workflow for each moderation and monitoring visit.
Process Overview
Improving Services
Should there be a requirement to implement “recommendations made” from a moderation visit or address issues raised during a monitoring visit, the following process will apply.
Support and Information
For support or more information on moderation and monitoring, please contact your nominated Regional Voluntary Youth Organisation or speak to your EA Youth Service Funding Support and Assurance Officer.
