1.4 If You are Funded by the Ministry of Education and Training (MET)

If MET’s LBS funding forms the bulk of your financial resources, then you will want to pay close attention to their stated expectations. The list of policies and procedures contained in the Literacy and Basic Skills Program (LBS) Guidelines outlines MET’s expectations for literacy agencies. These include, but are not limited to the following:

• a human resource process for recruiting, hiring, training and evaluating skilled staff
• a process for recruiting, screening, training, supporting and managing volunteers
• a process that ensures staff understand MET and LBS Program objectives, guidelines, policies and procedures
• a system for ensuring that agency funds are managed effectively and efficiently
• a method for determining priorities for learner access to service, and a referral strategy
• a community outreach and marketing strategy
• a process that allows the literacy agency to provide services that are planned, coordinated, and evaluated with local stakeholders and other service providers
• a process to ensure agency participation in the evaluation of the effectiveness of the local planning and co-ordination process
• a case management process, including a documented process for the movement of learners between services and agencies
• a system for assessing and contributing to the safety of learners, staff, volunteers and others involved in the LBS Program while at program sites.

These areas can be understood as MET’s priorities for the development of policies and procedures, although clearly each community-based agency will be unique. MET is more specific about the need for policies on Management and Disclosure of Information. However, MET’s priorities are not prescriptive, offering leeway and scope for community-based agencies to evolve and change over time. It is recognized that,

Effective stewardship by a board cannot be legislated. Nor is there a model of effective stewardship that can be applied as uniform procedures and practices in every organization, in part, because every organization is unique. The way in which guidelines are applied and adopted will depend on an organization’s specific situation, history, needs and resources. (from Helping Canadians Help Canadians: Improving Governance and Accountability in the Voluntary Sector, p.16)

Deadlines for adopting policy are not specific although the Guidelines come into effect on April 1, 1999. The important thing at this early stage of development is to demonstrate that you have a plan to work on policy development. Try to demonstrate that you know what to do and how to do it.

Even if you do not depend predominantly on MET for funding dollars, the development of policies and procedures is as valuable for the process as it is for the end results. The strategic planning and awareness of your agency helps build a solid, professional and accountable organization that inspires pride.