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Team Programme
Paperwork Guidance
This is a guide to forms required by The Prince’s Trust during Team and includes:
1. Forms Required
A table listing the forms required and what should be done with them.
2. Flowchart – Week 1 Paperwork on Team
To illustrate the system for the paperwork in week 1.
3. Guidelines for the Completion of Participant Profile Forms
To help Team Leaders guide Team members when completing their Profile form.
4. Example Forms
- Participant Profile Form
- Next of Kin Form
- Residential Sheet
- Team Start Sheet
- Team Complete Sheet
- End of Programme Evaluation Form
- Team 3 month Survey Forms
These examples are provided for information only. Original versions will be provided
for your use – as detailed on the ‘forms required’ table.
Local Arrangements
It is possible systems may vary slightly in some regions/countries (hence you will see on the
table that sometimes it says you will receive forms from Admin. Centre or local office, as
this depends on your local arrangements), therefore, each Delivery Partner should discuss
with local Prince’s Trust staff to establish their local procedures or updates.
Registered Delivery
Where it is specified that forms should be returned by registered delivery, this is a data
protection requirement. This can be either recorded or special delivery.
Helpline
A helpline is available to Delivery Partners/Team Leaders to offer assistance if anyone is
unsure about how to complete any of these forms. If you have any questions please call a
member of staff from the Manchester Admin team on: 0161 874 7520.
Alternatively, contact your local PT regional office.
July 2009
Forms Required – Team Programme - Guide for Team Leaders/DPs (ex Northern Ireland*)
For full details of each form and its purpose – please see the Team Toolkit ‘Resources & Literature’ section.
Prog Deadline And Postage
Week Form Where Do I Get Who Completes It? Where Do I Send It? Requirements Notes
It?
1 Participant Your local PT Each Team member To the Manchester Send with TSS end week 1 or first Follow Participant Profile
Profile office will send (not Development Admin. Centre two days of week 2. Form guidance
prior to Team Coaches). By registered post.
start. Requires Team
Leader’s guidance –
see Notes.
1 Next of As above Each Team member To PT regional/ Must be received by time of This does NOT replace
Kin and Development country office departure for residential. (Send existing Delivery Partner
Coach with Resi. Info. Sheet) Medical or Next of Kin
Suggest post Thursday week 1. Consent forms.
By registered post.
1 Residential As above Team Leader To PT regional/ Before residential – as above (with
Informatio country office Next of Kin forms)
n By registered post
Sheet
2 Team As above Team Leader 1. To Manchester 1. As Participant Profile There are 3 versions of this
Start Admin. Centre with form for England/Scotland,
Sheet You will receive 3 Profile forms. 2. Eiither by fax on departure OR Wales & NI.
(TSS) copies 2. To posted with Res.Info. Sheet – in
regional/country this case TL MUST call to confirm
office. whether there are any changes on
3. Keep a copy for day 1 of week 2.
quick reference.
12 Team PT’s local office or Team Leader Local PT No later than the
Complete Admin. Centre will office/Admin. Monday after the Team has
Sheet send the TCS to Centre (as agreed) finished.
(TCS) the TL in week 10
of the Team –
usually by e-mail.
12 End of See notes Each Team member Copy to local Trust N/A DPs may prefer their own
Programm and Development staff (as agreed with form. A form you can use
e Coach (at week 12 them) is shown in this pack (and
Evaluation Team review) can be found on the DP
webpage with Toolkit docs.)
-- Team 3 You will receive 10 All Team members DPM returns to PT’s DPs normally responsible
month weeks after Team including employed local office or for sending out and chasing
Survey end from local PT Admin. centre (as these. Sometimes PT do
office or Admin. agreed) them directly. Speak to
Centre your local office.
*Northern Ireland enter their own data on Trust on Track and therefore do not use the Manchester Admin. Centre.
Guidelines for the completion of Participant
Profile Forms
Updated version 10/2008
These guidelines have been written to inform those who are helping young people to fill in The
Prince’s Trust Participant Profile form. This version has been updated following legal changes to the
form in autumn 2008 to meet data protection requirements. For each section of the form, details
are given on the definitions of terms used for each question, and why each question is being asked.
The purpose of Participant Profile Form is to collect profile information on every young person becoming
involved in any of The Prince’s Trust programmes. Collecting key information in a consistent format
across the UK enables The Trust to understand who we are helping.
This section should be completed by the programme leader.
Programme: Programme title e.g. Team
Region/Country: Where the programme is being run e.g. South East; Wales.
Sub Region: The area within the region/country that the programme is being run e.g. Birmingham; Co.
Down.
Start Date: This is the date when the programme starts.
Trustontrack Reference Number: This number is automatically generated (for new clients).
The young person’s name, address and email are needed in order to be able to contact young people
during and after the programme has finished, including for the post-programme evaluation form.
Address details are also used to assess where our young people come from – for example we analyse
how many young people we help who live in deprived areas. The first line of the address and postcode
are important pieces of information to collect. The postcode is particularly important as it enables us to
identify the local authority the young person lives in, which is increasingly important for fundraising.
The young person should tick this box if they do not want to receive information from The Prince’s Trust
about other products, services and activities we provide. This wording is required because under data
protection legislation an individual has the right to prevent or stop their data being used for direct
marketing. Direct marketing does not just refer to offering products or services to individuals; it includes
the information about the activities of The Prince’s Trust as well.
This is a change from the previous version of the form and enables an individual to opt-out of receiving
marketing materials (by ticking a box). This is a simple approach which will make it easier to record
individual objections to all marketing activities regardless of the medium (e.g. post, email, or phone). This
means that if an individual ticks the box on the Participant Profile Application Form, The Prince’s Trust
should not send the applicant any marketing information by any medium whatsoever.
Please note: if a young person does tick this box it does not affect any contact made by The Trust
that relates to the programme that the young person has joined, including follow-up support and
evaluations (including outcome forms) that relate to that programme.
Telephone numbers are needed in order to be able to contact young people during and after the
programme has finished, including for the post-programme evaluation form. It is important to get as
many telephone numbers as possible from the young people.
Gender and Date of Birth are used to monitor whether a diverse and appropriate split of age groups and
gender is represented on our programmes.
Ethnicity information is used to monitor ethnic diversity on the programme. It is a measure of which
category young people feel best describes their ethnic origin. If a young person does not wish to answer
the question, ‘I prefer not to say’ is an option provided.
The broad categories are based on the 2001 Census – however we have extended these to add in
Traveller/ gypsy, and there are more options for ‘White’ background. Some young people may identify
themselves more readily as ‘English’ / ’Scottish’ etc than ‘British’ so they now have the option to select a
specific nationality if they prefer to. ‘Other White’ category will enable us to monitor the number of
non-British and non-Irish White young people – for example any impact resulting from recent changes in
European immigration to the UK.
This question only applies to young people on the Business programme. For all other programmes,
please leave this blank.
The category which best represents a young person’s occupational status should be filled out here. One
category should be ticked by young people, unless they are following occupations part-time.
Unemployed: Young people who are not in paid employment. This definition does not include those in
full time education or training. Please state time in months unemployed.
Working: Young people who are in paid employment. Full or part time, as defined by the employer.
Young people can specify their job title.
Voluntary work: Young people who are undertaking unpaid work. Part time or full time, as defined by
the young person.
Education/training: Undertaking a recognised course through a school, college or university, including
home courses. Part time or full time, as considered by the educational institution.
In custody: Being held in custody – e.g. Young Offender’s Institution, prison.
Unable to work: Young people who unable to work due to mental or physical illness or similar reasons.
These reasons can be stated if the young person wishes to do so.
Not entitled to work: Young people who are not legally entitled to work in the UK – namely due to
their status as an asylum seeker / other immigrant that cannot work. Reasons for this can be stated if the
young person wishes to do so.
All of this section is used to assess unemployment status, which is one of our target groups. It also
provides useful information to assess whether employment status is a barrier to success. Incomplete
responses to this section can increase the number of ‘not in target group’ participants.
Please note that a young person is counted as unemployed if they select any of the following:
unemployed; in custody; doing full-time voluntary work with no paid employment/no education or
training; is doing part time voluntary work with no employment/training or education; is on New Deal or
receives Job Seekers Allowance; is unable to work.
Information about benefits is useful for understanding some of the financial challenges faced by young
people. Job Seekers’ allowance is one of several indicators used to count unemployed young people. The
New Deal status is used for funding purposes and also to count unemployed young people.
Educational Underachiever: These questions are used to determine if the young person is in The
Prince’s Trust target group of ‘Educational Underachiever’. If the young person has a qualification, they
should state their highest qualification achieved at the time of application. These include school and
higher qualifications. Please ensure the grade is stated.
If GCSE is their highest qualification, the young person needs to specify if they have attained 5 or more
GCSE’s in any subjects. In Scotland, if SCE is their highest qualification, the young person needs to
specify if they have Standard Grade 1-3 in any subjects
Young people need to state the highest qualification they have received in English/Welsh/Gaelic and
Maths (e.g. NVQ, GCSE, A-level, degree, and equivalents) and the highest grade for this qualification (e.g.
A-G). Both pieces of information should be written on the line provided – e.g. GSCE, B. This additional
detail is useful for looking at issues of educational achievement, and for providing information to
funders.
These questions relates to The Prince’s Trust target group of ‘In and Leaving Care’.
In care: A young person is in care if they are currently being ‘looked after’ by the relevant local authority
or health and social services board, aged 14-21 (as defined by legislation). Those in care can be living in
all types of accommodation such as children in foster care, residential homes or special schools – either
run by social services, charities or private companies.
Leaving Care: A young person preparing to leave formal care (as defined previously) or who left formal
care at 16 and over and remains 21 or under. Those who have left care should indicate if this was within
the last year.
These questions relate to The Prince’s Trust target group of ‘offender/ex-offender’.
Offender: Young people should answer yes to the first of these questions if they are either currently in
custody, or living in the community under informal or formal supervision of a criminal justice agency or
team such as the Probation Service or Youth Justice Teams or under the supervision/sentence of a
Probation or Youth Offending Team officer or Court/Children’s Panel or have been referred to a Young
Offenders or Youth Justice Team.
Ex-Offender: Young people should answer yes to the second of these questions if they have recently (in
the last 12 months) been in custody or under the supervision of a Probation or Youth Offending Team
officer following a court appearance. Includes those who have admitted an offence under a pre-court
disposal such as reprimand or final warnings.
These questions are used to monitor whether young people supported by our programmes are in The
Prince’s Trust’s sub-target groups.
Disability: Young people have a disability if they feel they have a physical or mental impairment which
has a substantial and long-term adverse effect on their ability to carry out normal day-to-day activities. It
includes 'hidden' disabilities such as severe asthma, dyslexia, epilepsy and mental health issues. Young
people should self define their impairment (by law no one should make assumptions of someone else’s
disability). This is not obligatory, they do not have to disclose a disability if they do not want to. If they
are willing to, it is very helpful for young people to also provide the name or short description of the
disability, e.g. asthma, dyslexia, epilepsy etc. This additional information enables more detailed analysis
into the types of disabilities that young people supported by our programmes have. Monitoring the
different types of impairments that young people disclose on their profile form will help us to identify
and remove barriers to our programmes.
Lone Parents: A young person who is the sole carer of a dependent child or children aged ‘under 16’ or
‘under 19 and in full-time education’. Sole carer means without the support of a partner sharing the
parental responsibility. This category does not include young people who have children if they have
support in caring for the child from a partner with parental responsibility for the child. This question can
also be misinterpreted by some young people as coming from a lone parent family.
Refugees: A refugee is someone who, according to international law (The 1951 Convention), cannot
return to their country of origin, for fear of persecution or harm on specific grounds. A young person is
defined as a refugee when this status has been confirmed by the Home Office.
Asylum Seekers: A young person who is going through the legal process of seeking asylum including
those undergoing Appeals.
The question on religion can be used for monitoring religious diversity on programmes. The form
separates out Christians into three categories- ‘Catholic’, ‘Protestant’ or ‘Other Christian’.
Accommodation status provides useful information to better understand the lives of young people on
our programmes. Young people should select the closest description of their current living situation.
Some homeless young people use the term ‘NFA’ (No fixed abode) – please find out which of the
homeless options best fits their situation: hostel/temporarily living with friends/sleeping rough. If none of
these, apply please write the detail in ‘Other (please specify)’.
This question explores some of the more general barriers faced by young people who participate on our
programmes. Young people should tick as many as apply.
This life satisfaction question is to find out about the wellbeing of young people when they start the
programme. We also ask about life satisfaction on our post-programme evaluation forms and it is
therefore possible to analyse any distance travelled from when young people join and finish
programmes.
This question is used to monitor the intentions of young people once they have finished the programme.
If young people state that they would like to get a job/be self-employed, then there is space for them to
specify the type of work they would like to go into.
The young person is asked to sign this consent statement a requirement of the Data Protection Act 1998
Why would we share information as part of “current or future legal proceedings” or for “legal or
regulatory purposes”?
Whilst it may be a legal requirement for The Prince’s Trust to share information under data
protection laws, we consider that it is important to explain to young people that this may happen
at the outset.
The Prince’s Trust may share data in connection with legal proceedings (e.g. if a claim is
brought against The Prince’s Trust by a young person).
The Prince’s Trust may, occasionally, be asked to release information in order to prevent or
detect crime. These requests are rare, however, such requests may still be made.
The police are those who are most likely to ask The Prince’s Trust to release personal
information for these purposes but we may also get requests from other organisations that have a
crime prevention or law enforcement function, for example, the Department for Work and
Pensions or the Benefit Fraud Section. The Prince’s Trust may only release information if the
appropriate request is made.
What is The Prince’s Trust’s Privacy Statement?
The Prince’s Trust must process personal information fairly, which means that we must
make sure that individuals know and understand how their personal data will be used by The
Prince’s Trust.
We provide this information as part of a privacy statement. The Prince’s Trust Privacy
Statement describes what The Prince’s Trust does and doesn’t do with personal information, as
well as telling individuals about their rights and how to exercise them.
The Privacy Statement needs to be readily available and so we make sure that it is
available on The Prince’s Trust website and hard copies are also available from the Legal Adviser.
The Prince’s Trust also gives a basic description of its use of individual’s information
wherever personal information is collected (e.g. on the application forms).
This content statement also explains that the information provided will be used by The Trust and other
organisations we work with to run, fund and evaluate our programmes.
Finally, the consent statement explains to young people that they can request to see all the information
we hold about them.
While all data is given on a voluntary basis it is very important that young people sign and date the
form.
Example Forms
Example Forms
Residential Information Sheet Team Programme
Before starting the Residential Week, please send this sheet together with
Next of Kin details for Team Members and Development Coaches to your Regional Office.
Head Office Emergency Contact 020 7543 1237
Regional Office Emergency Contact
Delivery Partner Name and
Manager’s Name
Team Location and
Telephone Number
Residential Provider and
Start Date
Residential Centre and
Address
Residential Telephone Number
Residential Centre Manager Name
Residential Centre Manager Number
Residential Senior Instructor Name
Senior Instructor Contact Number
Transport Registration Number(s)
Team Leader Name Team Start Sheet Team Programme
1) Please send this form with Profile Forms (for all week 1 starters) to the Admin Centre.
Team Leader Tel. Number
2) Please send (fax) a copy of this form to your Regional Office with confirmed attendees of
Deputy Team Leader Name residential week as the Team departs or phone to confirm attendees (see Guidance Notes, p4)
To be completed by Team Leader and sent to:
Assistant Team Leader Name The Prince’s Trust, 7th Floor, Paragon House, Seymour Grove, Old Trafford, Manchester, M16 0LN.
All Starters Delivery Partner: Region/Country:
Funding Funding
Name Wk2 Name Wk2
status Status Team Location:
1 12
2 13
Start Date: Finish Date:
3 14
4 15
Team Sponsor: Football Club:
5 16
6 17
7 18 Team Leader:________________________________ Seconded From: ___________________________
8 19
Name: Assistant Team Leader:_______________________ Seconded From: ___________________________
9 20 ET
Employer Name:
Name: Deputy Team Leader:_________________________ Seconded From: ___________________________
10 21 ET
Employer Name:
Name: ET Development Coach:__________________________ Employer: _________________________________
11 22
Employer Name:
Development Coach Name
Any Other Staff Attending Residential
Number of Team Members
Given Health & Safety Briefing including Yes No
Video? (Tick as appropriate) If not, when
Other information regarding movement of Team during week
Example Forms
Sponsors & Funding Sources
Organisation/Project Name Sponsor Type
Football
Funding Source Amount (₤)
Football Initiative 0
Clients
Funding Status Codes
First Surname Start Date End Date Reason for Role Reference
Employed Other Other
Employed Team
Name Leaving Number
ET European Social Fund ESF
Member xxxxx xxxxx 02/06/2008 22/08/2008 Employed - BA5510
Further Education FEFC
GRF team member
New Deal Get Ready for Work Funding Council xxxxx xxxxx 02/06/2008 30/07/2008 Lack of Non-employed BA5512
W
motivation team member
VSO NDV E2E E2E
xxxxx xxxxx 02/06/2008 30/07/2008 Personal Non-employed BA5514
ETF NDE ELWa ELW team member
Gateway NDG Other O
xxxxx xxxxx 02/06/2008 22/08/2008 Non-employed BA5515
Learning & Skills Council NLSC team member
Prison Stream (i.e. (NLSC) xxxxx xxxxx 02/06/2008 22/08/2008 Non-employed BA5518
team straddles NDP Nil NIL team member
release) xxxxx xxxxx 02/06/2008 22/08/2008 Non-employed BA5522
team member
xxxxx xxxxx 02/06/2008 22/08/2008 Non-employed BA5525
team member
xxxxx xxxxx 02/06/2008 22/08/2008 Non-employed BA5527
team member
xxxxx xxxxx 02/06/2008 22/08/2008 Non-employed BA5530
team member
xxxxx xxxxx 02/06/2008 18/07/2008 Moved Non-employed BA5536
Away team member
Supporters / Volunteers
Date: First Surname Start Date End Date Role Reference
Team Complete Sheet Name Number
xxxxx xxxxx 02/06/2008 22/08/2008 Team Leader AE9765
Session xxxxx
xxxxx
xxxxx
xxxxx
02/06/2008
02/06/2008
22/08/2008
22/08/2008
Assistant Team Leader
Employed - development
AY4085
BA2310
Session Group: Core: Team Region/Country: coach
Session Type: Team Sub Region:
Session Name: 02/06/08 Status: Active Example Forms
Start Date: 02/06/2008 End Date: 22/08/2008
Delivery Partner: Year Age Group:
End of Programme Evaluation
1
Location: Profile Returned:
Leaver Questionnaire
Overall, did you feel that, for you, Team was: (please tick only one box)
□ Very Useful □ Useful □ Not Very Useful
Please give 3 reasons for your answer:
1. _____
2. _____
3. _____
Would you recommend the Team Programme to others?
□Yes □ No If No, why not? _______________________
Please rate how useful the following parts of the programme were for you?
Very Useful Useful Not Very Useful
Introductory Week □ □ □
Residential Week □ □ □
Team Community Project □ □ □
Workshops □ □ □
Individual Placement □ □ □
Team Challenge □ □ □
Example Forms
3 Month Survey
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