Approval 2nd Progress Report: Astangu Vocational Rehabilitation Centre - Ref no: EE2019-001

EQUASS Progress Report 1 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e Introductory Notes: 1. The two Progress Report must be sent by the Certified Service Provider, one 12 months after receiving Certification and the EQUASS Audit Report, and the second Progress Report, 24 months after the EQUASS Certification by EQUASS 2. The Progress Reports must address issues, documented by the EQUASS Auditor in the EQUASS Audit Report implemented by the Certified Service Provider. 3. The EQUASS Progress Reports may have max 6 pages in total (including information provided by the EQUASS Certified Organisation and the feedback of the Auditor). 4. The Social Service Provider completes the Section 1, in national language, with a brief description of Actions / Activities that have been carried out by the Service Provider in the last 12 months to improve the performance on the EQUASS Principles and Criteria. (Max 4 A4 - font size 10 Pt interspaced (1.0)) 5. The Progress Reports should be sent to the local EQUASS LLH / ENR, or the EQUASS Secretariat in Brussels in case there is no local LLH / ENR operating in the country. 6. The EQUASS Auditor completes the Section 2, in national and English language, with a brief feedback, comment and/or recommendations regarding the improved Actions /results. (Max 2 A4 - font size 10 Pt interspaced (1.0)) The numbering of the format for the Auditor, corresponds with the numbering of the format for the EQUASS Certified Organisation in Section 1. 7. Please read the “Guidelines for Writing the Progress Reports” document to a better knowledge of the progress reports process and how to be filling in. 2 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e Section 1 Name of the Organisation: Astangu Vocational Rehabilitation Centre Date: 15.12.2021 Have the outcomes of the To which Is this addressed in Has the issue been What have you done, in the last year, to improve your performance Criterion / the Audit Report? assessed internally? Internal Assessment been documented? Criteria is it against the EQUASS Principles and Criteria? linked? YES NO YES NO YES NO 1 Astangu VRC’s strategy ended with 2020 and for the new period of 2021– 1, 3, 4, √ √ √ 2024 Astangu VRC decided to align its planning with governments 10, 42, planning process. Thus, Astangu VRC has a new vision for 2035 and a 43, 48 new strategy for the period of 2021–2024 and a work plan for each and every year. For each new four year period, Astangu VRC will decide what objectives and key results to set to move closer to the vision for 2035, which makes the four year strategy more of a compass than a map, and can be flexible adapted according to changing external or internal conditions. Astangu VRC also uses the OKR method throughout its planning process and hopes to improve OKR’s use also from throughout the organisation (not just for work plan, but for weekly planning etc.). Part of the new strategy is an analysis of the target group for Astangu VRC, how the target group has changed over the years, where the people are that can benefit from Astangu VRC’s vocational rehabilitation service, but also analysis of Astangu VRC’s challenges in the changing external and internal environment and what are our needs to be able to respond better to those challenges. Astangu VRC also has a new approach to annual work plan by identifying focus themes (for 2022 altogether 13 focus themes were identified). Focus themes will help in better establishing teams for reaching goals in those focus themes. Also, focus themes will help employees in better understanding their role. Input to the focus themes’ goals come also from 3 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e  different regular satisfaction surveys that Astangu VRC carries out, which is the core of the cyclic manner for improvements carried out at Astangu VRC. With the creation of Development Unit under the Administrative and Development Department, there is also a single owner for the process. 2 COVID-19 has been the main issue that needs constant attention and 8, 15, 16, √ √ √ flexibility from the organisation and staff alike. Astangu VRC has set 31, 32 specific guidelines and rules regarding COVID-19 in the beginning of the school year, and has been reviewing them constantly in order to comply with either state regulation or with the changing environment at the centre (e.g. spread of the virus, contact tracing, organising distance learning in cases of self-isolation etc.). Since distance learning and digital skills has been put in the forefront in the pandemic, Astangu VRC has realised that more attention needs to be given to understanding better digitals skills of students and teachers (also an objective way to measure those skills, since mostly the level of digital skills is measured through subjective answers, but self-assessment is very reliant on the complexity of the digital environment in any given country etc.), how to better digitalise teaching materials, what environment is best suited to each group of students, and how to match students with teaching environment and topic at hand. Astangu VRC has managed to find funding and hire an educational technologist (as of April 2021) to further digital skills among staff and students of Astangu VRC. The aim is to facilitate distance learning methods and find suitable digital environments and methods to use with students with special needs. 3 Due to COVID-19 and the impact pandemic has been reported to have on 8 √ √ √ mental health, Astangu VRC has elaborated a tool to measure the well- being of mental health of its employees. The methodology is based on COPSOQ and Astangu VRC has conducted the measurement twice in 2021. For 2022 mental health is one of focus themes in the work plan and Astangu VRC has a specific action plan how to better the mental health of its employees. For students mental health modules have been introduced into curriculum and Astangu VRC has been training other vocational schools on the importance of mental health among students. Additionally, Astangu VRC put together a risk analysis of biological risk factors to submit to the Labour Inspectorate. 4 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e  4 Students enrolled in Astangu VRC’s own training courses (not vocational 34, 37 √ √ √ education curriculum) don’t have the same rights in respect of receiving benefits and grants compared to those students that are enrolled in vocational education curriculum. Also, Astangu VRC’s teachers and support staff are not considered to be the same as teaching and support staff at schools (whatever the level), which leaves them without certain grants etc. And Astangu VRC, not being an educational institution, is left out of many grant possibilities of European Union structural funds and other funding opportunities, which also has an impact of Astangu VRC’s staff. Astangu VRC has been cooperating with the Ministry of Social Affairs and Ministry of Education and Science to solve these issues. Thus far Astangu VRC work has resulted in the Amendments of the Social Welfare Act and other respective acts, which enlarged the possibilities of Astangu VRC’s students to apply for different family benefits (went into effect 01.04.2021). 5 In the context of drawing up a new strategy, we’ve defined the vocational 31, 42, 43 √ √ √ rehabilitation service and its components that students receive at our centre. We’ve set a vision for 2035 that 10x more students in vocation education receive vocational rehabilitation service (that is approximately 1000 students in vocational schools across Estonia). In order for that vision to become reality, we’ve applied for EU funding (from the Ministry of Social Affairs) and received the funds to design a vocational rehabilitation service for Estonia on the example of the service at Astangu VRC. Astangu VRC has hired a project manager and through the process of public procurement have found a partner in service design. Currently analysis has been conducted on the support services available and used in vocational schools in Estonia. Then the design of the service will start. The pilot of actually providing students with special needs in selected schools (schools that were interested in participating in the project) according to their needs with vocational rehabilitation services will start for the school year of 2022/2023. The results of the project and suggestions for the improvement of the service will be available in the second half of 2023. 6 Astangu VRC is also trying to expand the target group of people with 31, 42, 43 √ √ √ special needs that can receive vocational rehabilitation service. For that, Astangu VRC has applied for EU funding (from the Ministry of Social 5 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e  Affairs) and received necessary funds to develop a suitable curriculum (content and language integrated learning) for Russian speaking people with special needs. Astangu VRC has hired a project manager who has conducted an analysis of the target group, established through interviews contacts with basic schools that have Russian speaking students with special needs. Through the project Astangu VRC can hire additional personnel to support the group that will start studying at Astangu VRC. The piloting of the curriculum will start for the school year of 2022/2023. The results of the project and suggestions for the improvement of the curriculum will be available in the second half of 2023. 7 Since its strategy for 2018–2020 Astangu VRC has been more set on 24 √ √ √ nudging vocational schools through counselling (process or case based), training (on the basis of mapping the needs of the school) and organising network events where all support specialists and teachers (including Astangu VRC’s) from vocational schools can exchange their best practices and listen to others to take back and look at what they can change within their school. This is all done in order to reduce the number of students with special needs in vocational schools that drop out of studies. To further our understanding how our activities impact the schools, we’re devising an index to measure the impact of our interventions. 8 Thus far Astangu VRC has used EQUAL to measure a person’s quality of 16, 24, 32 √ √ √ life and how the interventions by specialists at Astangu VRC have improved person’s quality of life. This is a very important part of our services – to improve people’s quality of life and only the person can assess if the interventions have done that. As an organisation that is always looking for ways to improve our services and grow though that, we want to be able to better understand also the objective impact of our interventions on a person. In order to have that data that we can use to improve effectiveness of our interventions, but also to compare that data throughout years, we are currently trying to develop blocks of key abilities and how to measure them in the beginning, middle (coincides with the review of students’ individual action plans for the year), and end of the school year. Once the tool has been developed, it can be shared also to other vocational schools, and together with the vocational rehabilitation service that is being also currently developed, can make a real impact in 6 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e  aiding students with special needs in vocational schools to finish their studies and enter employment market, and decrease their dropout rate. 9 In last year’s progress report we reported that for the Annual Work Plan of 42 √ √ √ 2020 Astangu VRC set specific max drop-out rates for its own courses, which hadn’t been done before. Building on top of that we’ve also foreseen in the strategy a development of a dropout reduction strategy, which would aid in better contextualization and more targeted way of reducing the dropout rate at Astangu VRC. Also, that way we can also share our best practices and learning curves with vocational schools who are obligated to have such strategies in place, but either don’t or have them only on paper. 10 Astangu VRC has long used and disseminated in Estonia the Jobpics 34 √ √ √ methodology. Now that Astangu VRC has secured a license agreement for developing further the methodology for the Estonian market, we’ve received funding to update the occupation cards and develop digital tool for use. Astangu VRC is doing this in cooperation with the Estonian Unemployment Fund through whom we’ve secured the funding for this project. Currently a contract has been signed for the project management service as a result of public procurement process. 11 Study regulations have proven to be not adequate compared with student 13, 14 √ √ √ behaviour, so as of September 2021 Astangu VRC has updated the study regulation, setting clear behavioural expectations to students and listed different methods for sanctioning behaviour that is against the rules. The rules have been introduced to students at the beginning of the school year, not just passively, but also via active participation of students themselves in ranking rights and obligations by their importance. Since the same rules are linked also with bullying behaviour, the student council went over establishing, via an active participation exercise in December, what that actually is. 12 Astangu VRC is finalizing the renewal of the directive for processing of 23 √ √ √ personal data. The renewal of the directive has taken longer time than expected, since additional avenues have been added where Astangu VRC processes different kinds of personal data. Assessment showed that since the main principles were adequate and people’s rights whose personal data is processed at Astangu VRC were secured. 13 Astangu VRC is looking into signing a contract (expected beginning of 7, 10 √ √ √ 7 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e  2022) for auditing the organisational structure and whether it supports best quality of services provided by Astangu VRC and reaching goals established by the strategy and long-term vision. Open field / Observations 8 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e Section 2 Name of the EQUASS Auditor: Siret Kegel Date: 29.12.2021 Is the issue relevant for improving the performance on Additional comments and recommendations from the EQUASS Auditor EQUASS Criteria? YES NO √ The adopted approach of aligning Astangu VRC’s vision and strategy with Strategy 2035 of Estonian Republic will be beneficial in various aspects. It will help in communication with the Ministry of Social Affairs and with other providers of rehabilitation and social services. The approach, as described, will enable flexibility and agile response to changes in external environment. Understanding the target group and changes of their needs is vital on this path. Auditor encourages Astangu VRC to carry out the target group analysis on regular basis. That will be welcomed by service users and other stakeholders. Auditor applauds the approach of identifying the focus themes for development. That will unite the team and ensure the cyclic improvement of services. Also, a note of caution – keep the number of simultaneous improvement projects on manageable level, avoiding unnecessary stress in the organization. 1 Astangu KRK visiooni ja strateegia joondamine Eesti 2035 strateegiaga on kasulik mitmes mõttes. See aitab kaasa paremale teabevahetusele sotsiaalministeeriumiga, aga ka suhetes teiste rehabilitatsiooni- ja sotsiaalteenuste osutajatega. Kirjeldatud lähenemisviis võimaldab paidlikkust ja kiiret reageerimisvõimekust välistele muutujatele. Sihtrühma ja selle vajaduste muutumise mõistmine on valitud teel ülioluline. Audiitor innustab Astangu KRK-d sellist analüüsi regulaarselt läbi viima. Seda hindavad kõrgelt teenuse kasutajad ja teised huvipooled. Audiitor kiidab fookusteemade määratlemist. See ühendab meeskonda ja tagab teenuste pideva parendamise. Siinkohal ka väike märkus – hoidke samaaegselt läbiviidavate parendusprojektide arv kooskõlas meeskonna võimekusega neid juhtida ja ellu viia, vältides liigset stressi. √ Astangu VRC has always been very client focused. Auditor is pleased to see that this continued in the COVID era. Providing the necessary support depends on understanding the starting position. Standardized approach will create a good platform for that. Digital learning environments and methods might serve also for wider target group in the future. 2 Astangu KRK on alati olnud väga kliendikeskne. Audiitor on rahul, et see on jätkunud ka COVID-i ajastul. Vajalike teenuste osutamine sõltub algpositsiooni õigest hindamisest. Standardiseeritud lähenemine loob siinkohal hea aluse. Digitaalsed õpikeskkonnad ja -meetodid võivad tulevikus kasvatada ka teenuste sihtrühma. 3 √ COVID era has been very trying. Mental health has been topic for all social groups. Astangu VRC has long experience in addressing mental health topic among students with special needs. It is good to see that Astangu VRC has addressed the topic both in the context of its staff and students, and shares the experience with other vocational schools. 9 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e  COVID ajastu on pannud meid asju ümber hindama. Vaimne tervis on kõneks kõikide sotsiaalsete rühmade puhul. Astangu KRK-l on pikaaegne kogemus vaimse tervise käsitlemise vallas. Hea meel on näha, et Astangu KRK on seda teemat käsitlenud nii töötajate kui ka õppijate kontekstis ning jaga boma kogemusi ka teiste ametikoolidega. √ The topic of social guarantees equal to other vocational education centres and steps toward it were discussed during the audit. Auditor is pleased that the steps taken were successful. 4 Sotsiaalsete garantiide teema ja vajalikud tegevused teiste ametikoolidega võrdususe saavutamiseks oli jutuks auditi käigus. Audiitor on rõõmus, et need tegevused kandsid vilja. √ Service design is an excellent method for defining a matching service based on understanding the current situation and actual needs of clients. Good implementation requires teamwork with clients, as already started by Astangu VRC. Auditor applauds the approach and looks forward to the results. 5 Teenusdisain of suurepärane viis asjakohase teenuse kavandamiseks, mis võtab arvesse tegeliku olukorra ja klientide vajadused. Meetodi edukaks rakendamiseks on vajalik koostöö klientidega, nagu Astangu KRK on ka juba alustanud. Audiitor kiidab valitud lähenemise eest ja ootab põnevusega tulemusi. √ Russian speaking people with special needs are not addressed sufficiently in Estonian vocational education system. It is good to see that Astangu VRC has started a project to address it. 6 Venekeelseid erivajadustega õppureid ei käsitleta piisavalt Eesti kutseharidussüsteemis. Hea meel on näha, et Astangu KRK on see teema üles noppinud. √ The counselling services were so far evaluated based on satisfaction survey results. Satisfaction survey results are essentially respondent dependent, and thus subjective. An evaluation method that better considers the impact of intervention is highly welcome. It will serve as guidance for better decisions in counselling area. 7 Nõustamisteenuseid hinnati senini rahulolu-uuringute tulemuste põhjal. Rahulolu-uuringute tulemused sõltuvad olemuslikult vastajatest ja on seega subjektiivsed. Sekkumise mõju paremini hindav mõõdik on seetõttu vägagi teretulnud. See võimaldab edaspidi paremaid otsuseid nõustamise valdkonnas. √ Auditor applauds the initiative of creating more clarity in the key measurement system of Astangu VRC. The objective of any measurement system is to make better decisions based on results. 8 Audiitor tunnustab Astangu KRK-d algatuse eest luua suuremat selgust peamise mõõtmissüsteemi sees. Mistahes mõõtmissüsteemi eesmärgiks on võimaldada langetada paremaid otsuseid. 9 √ It is good to see that one improvement has led to another. Auditor considers this next step as of great value both for students of Astangu VRC and for the vocational schools Astangu VRC counsels. 10 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e  Väga hea meel on näha kuidas üks parendus viis teiseni. Audiitor loeb seda järgmist sammu väga väärtuslikuks nii Astangu KRK õppuritele kui ka ametikoolidele, mida Astangu KRK nõustab. √ Auditor sees it of great value developing the Jobpics methodology more to match the context of Estonian market. That creates clarity and helps to promote the tool. 10 Audiitor loeb Jobpics metoodika Eesti turule sobivamaks arendamist väga oluliseks parenduseks. See loob selgust ja aitab töövahendit turundada. √ It is good approach that the study regulations were composed involving the students, and that clarity was sought in describing the behaviors. The discussions held can be used for explaining the common rules in next years. 11 Õppurite kaasamine ühiste reeglite sõnastamisesse on väga hea lähenemine. Samuti ka käitumise kirjeldamises selguse loomine. Läbiviidud arutelusid saab jägnevatel aastatel kasutada ühiste reeglite lahtiselgitamisel. √ 2019 Audit Report stated that it was unclear whether the internal regulations about processing the personal data were up to date; though it was evident that the data systems were meeting the GDPR regulations. It is good to see that wider approach was taken in order to ensure all relevant aspects are properly covered. 12 2019. a auditi aruanne tõi välja ebaselguse isikuandmete töötlemise sisemiste regulatsioonide ajakohasuse osas, kuigi auditi käigus leidis tõendamist, et infosüsteemid ise tagavad isikuandmete töötlemise nõuetele vastavalt. Hea meel on näha, et Astangu KRK võttis teema laiemalt ette tagamaks kõikide asjakohaste aspektide kaetuse. √ Astangu VRC showed strong implementation of good approaches in the 2019 EQUASS audit. The next level can be achieved by evaluating the implementation via internal audits and recording the analysis results. Therefore, auditor sees it of great value to the organization that Astangu VRC has planned an internal audit at the beginning of 2022. 13 2019. a EQUASS audit näitas, et Astangu KRK-s on rakendatud head lähenemisviisid. Järgmise taseme saavutamiseks tuleb hinnata lähenemisviiside rakendamist siseauditi abil ning kirja panna analüüside tulemused. Seega loeb auditor Astangu KRK plaani korraldada 2022. aasta algul siseauditi väga oluliseks kogu organisatsioonile. General Comment: Based on this Progress Report it is evident that Astangu VRC honors EQUASS principles and develops its systems accordingly. It is evident that they see big value of the EQUASS principles to their quality management system and to their service development. The chosen improvements have been carried out excellently. Auditor hereby appreciates all the work done regarding improvements, organizational developments, and Astangu’s overall commitment with EQUASS system. Käesoleva aruande põhjal on selge, et Astangu KRK austab EQUASS põhimõtteid ja arendab oma süsteeme sellele vastavalt. Aruanne tõendab, et EQUASS põhimõtetes nähakse olulist väärtust organisatsiooni kvaliteedijuhtimissüsteemile ja teenuste arendamisele. Valitud parendused on edukalt ellu viidud. Audiitor siinjuures hindab kõrgelt tööd, mida on tehtud parendamiseks ja organisatsiooni arendamiseks ning ka Astangu üldist pühendumist EQUASS süsteemile. 11 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e 12 A v e n u e d e s A r t s 8 , 1 2 1 0 B r u s s e l s , B e l g i u m - e q u a s s @ e q u a s s . b e – w w w. e q u a s s . b e Saatja: Benedetta Pesce <[email protected]> Saadetud: 14.01.2022 13:16 Adressaat: Astangu Kutserehabilitatsiooni Keskus <[email protected]>; Veronika Kaska <[email protected]> Teema: Approval 2nd Progress Report: Astangu Vocational Rehabilitation Centre - Ref no: EE2019-001 Manused: PR II EE2019-001 AstanguVRC_SiretKegel.pdf Tähelepanu! Tegemist on väljastpoolt asutust saabunud kirjaga. Tundmatu saatja korral palume linke ja faile mitte avada. Dear Kert Valdaru, Dear Veronika Kaska, The second progress report of your organisation has been reviewed and approved. The content of the report shows that you have made improvements, that were addressed in the audit report, in the last year. The auditor has validated these improvements, confirming you have followed the recommendations of the audit report and the first progress report, thereby evidencing that you are committed to continuously develop and improve with EQUASS. Please find the second report in attachment with feedback and recommendations. Congratulations for having grown and kept up the EQUASS standard successfully over the past 24 months. We hope you will continue your journey with EQUASS through a recertification next year. We wish you all the best and a wonderful New Year! Kind regards, -- Benedetta Pesce Project and Events Officer EQUASS Officer [email protected] ~ [email protected] European Platform for Rehabilitation - EQUASS www.epr.eu Avenue des Arts 8, 1210 Brussels