Norfolk SEND Youth Forum Terms of Reference

1. Introduction
2. Aims & objectives
3. Code of conduct (ground-rules)
4. Terms of reference 
5. Membership
6. Roles and responsibilities
7. Meetings
8. Pin-board
9. Professional consultations 

1. Introduction 

2.  Aims and Objectives of the SEND Youth Forum 

• To represent the views of CYP with SEND in Norfolk 

• To provide opportunities for CYP with SEND to have a voice 

• To discuss the issues which affect CYP with SEND 

• To enable CYP with SEND to engage with decision makers in the Local Authority 

• To contribute to improving and developing services for CYP with SEND 

• To work towards creating meaningful changes in services to improve the lives of CYP with SEND in Norfolk. 

3.  Code of Conduct (ground rules

• Listen to each other 

• Do not interrupt 

• No bad words (swearing) 

• Use good manners (be polite) 

• Be supportive of each other’s ideas 

• Agree to disagree 

• Respect one another  

• Avoid conflict/arguments 

• Be kind 

• Go on mute when not talking in a virtual meeting. 

• Use the hand symbol when in a Microsoft Teams meetingas this shows who put their hand up first so everyone knows whose turn it is to talk to next. 

• Do not put people on the spot 

• Take our points of view seriously. 

5.  Membership 

• Value every member 

• Accessibility 

• Respect 

• Working together 

• Confidentiality  

• These have been virtual since the group started in September 2020 due to Covid 19 restrictions. This is continually reviewed so face to face sessions can take place when restrictions allow. 

• Once a new member has completed the on-line registration form, they will be sent an invitation to join the virtual meeting. Invitations and an agenda for the meeting will be sent one week before the meeting is to take place, via email and text. Meetings take place on Microsoft Teams. 

• Meetings are held monthly on a Wednesday. They are no longer than one hour when they are held virtually (on-line). 

• Parent/carer supporters are most welcome, but we politely request that they remember that it is the views of the young people and their experiences which are central to all discussions. 

• All members are invited and encouraged to propose items for discussion at meetings or between meetings (by email or text). Members can also make suggestions using the pin-board. 

• The meeting agenda is compiled and distributed by the facilitators a week before the meeting date. 

• There are opportunities built into the programme for members to get to know one another and to have some light-hearted fun! 

• Minutes of the meeting and an Action Log (things to be done, when and by whom) are agreed by the group and emailed to all members within 14 days following the meeting. These are available to view on the Norfolk SENDIASS website. 

• These are presented for amendment (changes) and approval at the next meeting. 

• Reasonable adjustments are made according to the needs of the individuals participating, to ensure that meetings are accessible and enable as many young people as possible to access and participate in the SEND Youth Forum. 

• Attend regular on-line (virtual) meetings  

• Share ideas, thoughts and feelings on the pinboard 

9.  Professional Consultations  

• Everyone is considered equal 

• No one person or group is more important than any other person or group 

• Everyone has the same opportunity to take part in an activity fully in a way that suits them best 

• This includes physical access but also clear, accessible information free from jargon 

• Reasonable adjustments can be made to make sure that meetings are accessible to all  

• Where there is disagreement, all members will challenge other people’s 

• Members will first seek to understand through listening to what another member is expressing and then confirm that understanding 

• Members will not only hear the words but fully embrace the meaning and value what is being said  

• Members will respect different points of view and agree to disagree whilst trying to reach a consensus 

• All members will come together at the earliest opportunity to find shared solutions to problems 

• Realistic frameworks for goals and working together will be set from the start to the end of a project  

• From time to time there may be issues around confidentiality and information sharing 

• Members should not share information discussed in meetings without prior permission 

•  protecting children and young people from maltreatment  

•  preventing impairment of children and young people’s health or development 

• ensuring that children and young people grow up in circumstances consistent with the provision of safe and effective care, and 

•  taking action to enable all children and young people to have the best outcomes. (Source: Working Together to Safeguard Children - 2015) Safeguarding Adults duties apply when an adult (person aged 18 or over); 

• has needs for care and support (whether or not the local authority is meeting any of those needs AND • is experiencing, or at risk of, abuse or neglect AND 

•  as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect. (Source: Care Act - 2014)  

• Please ensure your parent/carer have agreed for you to take part and ask them to be present whenever possible. 

• If you are below 13 years, your parent/carer will need to authorise you access to their account. 

• Understand that video calls are not as secure in the same way a face-to-face conversation would be. 

• Use a private device – avoid public computers e.g. library. 

• Use private accounts and make sure passwords are strong. 

• Make sure you log out of devices and accounts once you have finished using them.  

• Tell a parent/carer or trusted adult if you encounter a problem. 

• We will always have a minimum of two facilitators in each virtual environment, depending on the number of young people involved. 

• Only the “host” and “facilitators “may let people into a meeting and “break out rooms” will be made available if required. 

• The facilitators will always be available to talk to, after a meeting, if required.