education.vic.gov.au

NDIS Navigators

Policy last updated

7 June 2024

Scope

  • Schools

Date:
August 2023

On this page:

Policy

The NDIS Navigators in Victorian specialist schools are funded through the 2023/24 Victorian Budget. The recommendation in the NDIS Independent Review to introduce a navigator function is separate from the NDIS Navigator initiative rolling out in Victorian specialist schools. For more information on the NDIS Independent Review, refer to: Working together to deliver the NDISExternal Link .

Policy

The purpose of this policy is to provide an overview of the National Disability Insurance Scheme (NDIS) Navigators initiative in Victorian government specialist schools. The NDIS Navigator supports parents and carers to understand, navigate and access the supports available to them under the NDIS.

Summary

  • Under the NDIS Navigators initiative, Victorian government specialist schools will be provided with funding and guidance to employ an NDIS Navigator.
  • NDIS Navigators will support parents and carers to understand, navigate and access the supports available to their children under the NDIS.
  • NDIS Navigators will be based in schools, reporting directly to the principal (or a member of the principal class).
  • A position description can be found on the Resources tab.

Details

The NDIS provides Australians under the age of 65 who have a permanent and significant disability with the reasonable and necessary supports to participate in the community and achieve their goals.

Funding is allocated to the person (with their family, carer or advocate) who can choose who they will purchase services from and when, where and how they receive services. Eligibility is focused on lifelong, functional impairment.

The National Disability Insurance Agency (NDIA) administers the NDIS. For more information about the NDIS, visit the National Disability Insurance Scheme websiteExternal Link .

NDIS Navigators initiative

The role of NDIS Navigators

NDIS Navigators will be employed in specialist schools where they will:

  • provide support and advice for parents and carers to build their capacity to understand, advocate for and access appropriate NDIS funded support services available to their children
  • develop and maintain relationships with parents, carers, school staff and local services to enable productive working relationships between schools, parents and carers and the NDIS
  • support collaborative practices between NDIS funded services and the school, including by providing appropriate information, documentation and logistical support for onsite visits by approved NDIS funded therapists – refer to NDIS Funded Therapy in Schools
  • support parents and carers to resolve issues experienced with the NDIS through appropriate channels.

NDIS Navigators will not:

  • provide individual student case management or crisis management
  • contact the NDIA or NDIS funded providers on behalf of parents or carers except in limited circumstances, following consultation with the principal
  • attempt to resolve issues experienced with the NDIS or NDIA, but will support parents and carers to resolve issues through appropriate channels
  • make decisions on requests for delivery of NDIS funded therapy services on school grounds or requests for NDIS funded therapists to observe students, or advocate for a particular outcome in relation to these requests – this will remain the responsibility of the principal in accordance with the department’s NDIS Funded Therapy in Schools policy
  • implement or perform supports and adjustments in schools
  • act as an advocate for parents and carers in matters that are the responsibility of the school.

In some circumstances the NDIS Navigator may need to consult with the principal to prioritise families that have more complex needs that require additional support.

Further information, including a position description, is provided on the Resources tab.

Operating model

NDIS Navigators will be school based, reporting to the principal (or other member of principal class). Schools will be provided with funding to employ an NDIS Navigator.

Schools will receive support and program implementation guidance from the Inclusive Education Division on the scope of the role, recruitment and financial processes. The central team will also support the NDIS Navigators to perform their role including through induction and facilitation of professional learning and guidance.

Implementation – rollout and FTE allocation

The NDIS Navigators initiative is funded from 2023 to 2024 for 4 years.

The NDIS Navigators initiative will be rolled out to specialist schools from Term 3, 2023. Refer to NDIS Navigators – schools (DOCX)External Link for a list of schools who have received funding and engaged NDIS Navigators. By the end of 2025 all specialist schools will have NDIS Navigator funding.

Schools will be provided with implementation and induction guidance as the initiative is rolled out to them.

The FTE allocated to schools will be determined using an allocation model based primarily on the school’s enrolment numbers.

The department will provide schools with a draft position description describing functions equivalent to an Education Support (ES) Level 1, Range 4 classification as outlined in the Victorian Government Schools Agreement 2022 dimensions of work. Schools will be provided with an FTE allocation of funding equivalent to the midpoint of an ES Level 1, Range 4 classification.

For further information about eligibility and funding allocation, refer to Student Resource Package – Targeted Initiatives: NDIS Navigators.

Guidance

Guidance

This guidance contains the following chapters:

  • Recruitment
  • Roles and responsibilities
  • Induction and communication
  • Department policies and guidelines

Recruitment

Recruitment

Schools are responsible for employing an NDIS Navigator. Schools must follow merit-based processes and the Recruitment in Schools policy when hiring an NDIS Navigator.

Principals decide the length of the NDIS Navigator position that best suits their local context. Funding for the initiative is provided until 30 June 2027, so principals must consider this when recruiting for positions longer than 12 months. Ongoing employees appointed to positions longer than 12 months in duration will result in permanent transfers to that school.

A sample position description is available on the Resources page. The position description describes duties at Dimensions of Work for the Education Support (ES) Level 1 Range 4 (ES 1–4) classification under the Victorian Government Schools Agreement.

Schools will be provided with funding that is equivalent to the mid-point of the ES 1–4 level. Schools can employ an NDIS Navigator at a higher classification but will only be provided with funding equivalent to an ES 1–4 classification. Schools must ensure that the remuneration or salary package for their NDIS Navigator is consistent with the Remuneration – Teaching Service Guide.

Appointing an existing staff member

A principal may temporarily assign the duties of the NDIS Navigator to an existing employee not performing these functions for up to 3 months without a merit-based process, or up to 12 months following an internal merit-based process. This cannot extend their employment if they are fixed term. For further information see Higher Duties – Teaching Service.

Schools with a current ongoing employee already performing the NDIS Navigator function in their substantive duties may continue with this arrangement and no further recruitment action is required.

A range review may be considered if an existing employee is performing a role that aligns with the NDIS Navigator position at a range lower than the ES 1–4 classification. A range review is appropriate when the existing employee’s current role is related to the NDIS Navigator role (for example, Student Health and Wellbeing Coordinator). If the existing employee’s current role is at a lower range and is not related to the NDIS Navigator role (for example, administration assistant), a range review would not be appropriate. Further information for range reviews can be found in the Remuneration Guide.

Schools may use NDIS Navigator funding to top up an existing position. For example, if your school has a staff member who is already performing NDIS Navigator functions, your school can use the funding to extend their hours, if the employee agrees. Schools that choose this option will only be provided with funding equivalent to the ES 1–4 position.

Recruitment strategies

When recruiting an NDIS Navigator, schools can consider:

  • promoting the job advertisement on other channels in addition to Recruitment Online to ensure that the advertisement is seen by a wide range of people. For example:
    • Seek or other external recruitment websites
    • social media (for example, LinkedIn, Facebook)
    • local newspapers or noticeboards
    • school communication channels or networks
    • emailing their school staff to promote among their networks
    • the school website
  • making the job advertisement open for a period of 2 or more weeks (at least 10 business days)
  • enabling job-sharing arrangements within the school or with another local school. This arrangement will be subject to the department’s Staffing Cooperation policy (PDF)External Link
  • recruiting the NDIS Navigator as a dual role with a staff member (for example, Mental Health Practitioner) already employed in the school.

Recruitment support

Schools may contact the following areas for recruitment advice:

For further advice refer to: Recruitment in Schools: Policy and Guidelines.

If your school has advertised for an NDIS Navigator but has not been successful in recruiting, please contact the NDIS and Strategic Projects Unit at ndisnavigators@education.vic.gov.au for further guidance and support.

Notifying the department once recruitment is finalised

Please advise the NDIS and Strategic Projects Unit at ndisnavigators@education.vic.gov.au once you have recruited to the role and provide them with the NDIS Navigator’s contact details. The team will contact the NDIS Navigator about induction and professional learning. Please alert the team if the person in the NDIS Navigator role changes over time.

Informing your school community about the NDIS Navigator

As NDIS Navigators provide support to parents and carers, it is important that the school community is aware of the initiative. It is recommended that the school advises parents and carers about the NDIS Navigator through newsletters and other communication channels.

Refer to: NDIS Navigators sample school newsletter content (DOCX)External Link .

Roles and responsibilities

Roles and responsibilities

NDIS Navigator

The NDIS Navigator role is flexible to meet the needs of each school community. Day-to-day roles and responsibilities may include:

  • information dissemination and awareness-raising activities (for example, facilitating presentations by the National Disability Insurance Agency (NDIA) and local area coordinators (LACs) on topics of interest)
  • providing information and advice on the NDIS and available supports, including guidance on where to look for services and supports. NDIS Navigators will not recommend specific providers but may provide guidance for parents and carers on how to make the best selection for their child
  • providing guidance to families on how to apply for the NDIS and what they need to consider, including any documented evidence to support the application
  • promoting the review processes available to parents and carers if their child’s NDIS plan is not meeting their needs
  • providing guidance for parents, carers and students at transition points (for example, school leavers)
  • developing collaborative working relationships between LACs to facilitate parents and carers access to advice and support
  • undertaking administrative work associated with approved NDIS funded therapist onsite visits
  • in limited circumstances, making representations directly to the NDIA or other agencies on behalf of families in complex cases (following consultation with the principal).

Principal

The principal is fundamental to the success of the NDIS Navigator within each school. The principal oversees the integration of the NDIS Navigator into the school community and will:

  • support the aims and objectives of the initiative by ensuring that the NDIS Navigator has the capacity to implement their practices
  • ensure parents and carers have access to the NDIS Navigator’s services
  • support agreed activities undertaken by the NDIS Navigator in their school
  • support the NDIS Navigator to ensure that services to parents and carers occur with maximum efficiency and effectiveness
  • ensure that school staff are aware of and support the initiative
  • ensure that the NDIS Navigator receives a supportive and thorough induction to the school, its protocols, policies, processes and management structures
  • provide an appropriate and safe office space for private consultation and assessment with parents and carers.

Induction and communication

Induction and communication

Induction

The school principal (or a delegate) must induct the NDIS Navigator into the school environment as soon as practicable. Schools will have their own induction process but can use this sample checklist as a general guide: NDIS Navigators induction activities checklist (DOCX)External Link .

The department will provide annual induction workshops for each tranche of new NDIS Navigators. For further information about the induction workshops, contact the NDIS and Strategic Projects Unit at ndisnavigators@education.vic.gov.au

NDIS Navigators digital hub

The NDIS Navigators digital hub is the official collaboration site for NDIS Navigators. It operates on the department’s Canvas platformExternal Link and requires users to log in. It is only accessible to NDIS Navigators and the central team. It includes access to professional learning and allows NDIS Navigators to collaborate.

If you require access or are having any issues with access, please contact the NDIS and Strategic Projects Unit at ndisnavigators@education.vic.gov.au

Required training

Like all school staff, NDIS Navigators must:

  • participate in induction and annual child safety training provided by the school
  • complete the Protecting Children – Mandatory Reporting and Other Obligations eLearning module (available on the Online learning for schoolsExternal Link page) every year.

Department policies and guidelines

Department policies and guidelines

The following section provides an overview of department policies and guidelines that NDIS Navigators must be familiar with related to privacy, information sharing and records management.

Records management

NDIS Navigators must abide by the Schools’ privacy policyExternal Link and comply with the department’s Records Management policy.

NDIS Navigators may need to collect and record personal and health information in the course of their work (for example, names and contact details of families who wish to use their services). They will also need to document their work in case notes.

Any information about families participating in the NDIS Navigators initiative must be securely stored with appropriate access controls in place, ensuring that only those who need to view this information can do so.

Further guidance on this can be found in the Records Management policy.

Information sharing

In limited circumstances, the NDIS Navigator role may involve collecting personal and/or health information and sharing it with others, provided parent or carer consent is obtained first. For example, they may need to share this information with NDIS funded organisations or therapists to find appropriate solutions to problems or challenges that parents and carers are experiencing in accessing the most appropriate supports for their child.

Information collected as part of the NDIS Navigators initiative can also be provided to other health professionals at the request of the relevant parent or carer.

More information can be found in the Requests for Information about Students policy.

A copy of the NDIS Navigators Information Collection and Sharing consent form is available under the Resources tab. If the NDIS Navigator believes there is a serious risk to the child’s safety or the safety of others, they may disclose this information without consent to lessen or prevent the risk. Other disclosures may occur if required by law, such as sharing confidential information to promote the wellbeing or safety of a child or to assess or manage family violence risk.

More information can be found on the following PAL pages:

Resources

Resources

The following resources have been developed to assist schools, NDIS Navigators and school communities with the implementation of the NDIS Navigators initiative:

Download NDIS Navigators parents and carers factsheet

The ‘NDIS Navigators parents and carers factsheet’ document is available to download in different languages:

Reviewed 05 September 2023