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Intervac guidelines for out of school hours care

Intervac funding is provided by the department to approved out of school hours care (OSHC) services to support the inclusion of children with disabilities and additional needs. The funding subsidises the employment of an additional educator and is calculated on an hourly rate.

Additional educators employed through the Intervac program must not be counted in the OSHC service’s minimum ratio. Services must continue to meet the minimum educator-to-child ratio requirement of the Education and Care Services National Regulations.

Services are encouraged to use the additional educator to support the inclusion of all children and maximise the potential of the funding.

Australian Government – inclusion support

The main source of funding to help children with disabilities access an OSHC service is the Australian Government – Inclusion Support Programme (ISP). To access the ISP, contact the Gowrie SA Inclusion Support Program.

OSHC services that are eligible to access ISP funding may access the department's Intervac funding in the short term, while applying for ISP funding. When a child becomes eligible to access ISP funding, the service is no longer eligible for Intervac funding.

ISP inclusion professionals can discuss strategies with service educators to coordinate inclusion support for the children attending the service, even if the OSHC service is not eligible for ISP funding.

Who can apply for Intervac funding

An OSHC service can apply for Intervac funding if:

  • there is a child or children with a disability or additional needs needing support to access the service
  • the service is in the process of applying for ISP funding
  • the service doesn't receive ISP funding.

Applying for Intervac funding

These forms are part of the Intervac funding application and payment process:

Intervac referral

To apply for Intervac funding for the inclusion of a child at the OSHC service, a completed Intervac referral form (Word 173KB) signed by both the parent or guardian and OSHC director should be emailed to education.oshc [at] sa.gov.au. The referral form for the individual child provides the opportunity for the OSHC director to discuss with the parent or guardian the support and resources needed for the successful inclusion of the child in the service.

The term of the individual child’s referral is 12 months. Before the expiry of the referral, a renewal referral must be made. Intervac funding will not be paid when the individual referral form has expired.

The service is required to advise the department when a child receiving Intervac leaves the service, no longer requires Intervac, or is eligible for ISP funding.

After receiving the individual child’s referral form, a determination will be made by the department.

Subject to approval of the individual child’s referral, services will receive an approval letter for the child that is valid for 12 months.

If it is determined the individual child’s referral doesn't meet the eligibility requirements for Intervac, the service will be notified via email or telephone.

Standard grants agreement 

The Standard grants agreement – Intervac funding is between the department and the legal entity (approved provider) operating 1 or more OSHC services.

The department will forward the legal entity (approved provider) the Standard grants agreement – Intervac funding once the approval of the child’s referral for Intervac funding has been determined.

In order to receive Intervac funding, the following documents from the Standard grants agreement – Intervac funding must be signed, scanned and returned within 5 working days:

  • the acknowledgement and acceptance of offer for Intervac funding
  • the grant details 
  • the recipient-created tax invoice agreement to the department, Early Childhood Services: Education.OSHC [at] sa.gov.au, before any funding can be approved and paid.

The term of the standard grants agreement – Intervac funding will be for a period of 12 months.

Vendor code

A vendor creation form provides the information for EFT payment details. This form can be accessed from the department's intranet or emailed to a service as required. Completed forms should be emailed to education.oshc [at] sa.gov.au.

Planning tool

Services receiving Intervac funding must complete a planning tool (PDF 155KB) 2 weeks before each care period or when a new child starts during a care period. A care
period is either after school care that takes place during the school term, or vacation care.

Completion of the planning tool allows time for the service to arrange additional educators, resources and programs for the children. Once complete, the planning tool should be emailed to education.oshc [at] sa.gov.au.

An additional educator can be employed for up to a maximum of 10 hours a week during school term and 40 hours per week during vacation care. Services are encouraged to use

the additional educator to support the inclusion of all children to maximise funding.

The department’s assessment for the allocation of hours is based on the information provided on the referral form and planning tool. The department may contact the service
to negotiate the allocation of hours, in particular if a service already has existing high staffing ratios.

The Intervac funding subsidy rate is $15.61 per hour for the number of hours that each additional educator is employed.

Services must notify the department of any requests for changes to hours and any additional hours that may be required. Any additional hours must be negotiated and
approved by the department before implementing increased staffing.

Approval and claim

Following confirmation of the allocation of subsidised hours, the department will email the service with an approval and claim form.

Once care has occurred, the approval and claim form should be completed and returned to education.oshc [at] sa.gov.au by the date shown on the approval and claim form. Forms
received after the designated date may not be paid.

The Intervac payment is processed into the service’s nominated account. Intervac payments will only be paid for the approved allocated hours. Claim forms showing additional hours over and above those allocated will not be paid.

Services are responsible for reviewing Intervac arrangements in OSHC and vacation care at the end of each care period, or as required.

Acquittal and evaluation

Within 3 weeks from receiving each payment, as outlined in the Grant Details item 12, the recipient must submit the acquittal and evaluation form

This form must be completed and submitted no later than 3 weeks after the Intervac funding payment is paid. Failure to provide the acquittal and evaluation form within the time frame may result in non-payment of future funding claims.

All following Intervac payments will require the acquittal and evaluation form to be completed, scanned and emailed to Education.OSHC [at] sa.gov.au within 3 weeks of receiving the grant payment outlined in item 12. Failure to provide the
acquittal and evaluation form within the time frame may result in non-payment of future funding claims.

Health care

The department's health care plans page includes a range of resources to help educators plan, support, monitor and review a child’s health support needs in partnership with families.

Where a child’s health care needs are complex and invasive, contact the Women's and Children's Health Network for support and advice.

More information

Women’s and Children’s Health Network
Phone: 08 8161 6003

Gowrie SA Inclusion Agency
Phone:1800 129 606
Email: inclusion [at] gowriesa.org.au

 

 

Contact

Out of school hours care unit

Phone: 8226 6427
EmailEducation.oshc [at] sa.gov.au