Practical
Practical considerations when involving young people
Consider these practical matters when you, as a New Zealand local government body, decide to involve young people in your planning and decision-making.
Ethical considerations when a council consults young people
Make sure that you consider the ethical issues involved in all contact with children and young people. There are a range of issues to consider. You must ensure that they understand:
- the purpose and nature of the participation process
- their participation is voluntary
- their participation will be confidential and anonymous, and if not, whether there are any possible implications and risks.
Other ethical considerations include:
- making sure that participation will not cause any harm to a participant, and that they are not placed at risk through their contact with the facilitators or the other participants
- having good reasons for why you have excluded any participants
- making sure that the facilitators are experienced and trusted by the participants
- providing caregivers and guardians with information about the exercise, and the young person's participation
- giving the participants choices on how they participate and with whom
- letting the participants know how they can access the information they provide, any feedback, and the results of the exercise - such as details about any changes in the organisation that have resulted from their ideas and suggestions
- acknowledging the participant's contribution of time and expertise
- meeting transport or other expenses.
Other ethical issues you must address include: confidentiality and consent. You must address these issues well before the participation exercise takes place, and usually while you are recruiting participants.
The adults working with children and young people must behave ethically:
- let the young people know how the information they contribute will be used
- facilitators must be experienced and trusted
- facilitators must know what to do if they see or hear something that raises concerns about a child or young person's safety
- you must have procedures for when problems arise; for example, let children and young people know of at least two people they can go to for help and advice.
Confidentiality and consent
Plan how you will deal with confidentiality and consent every time you involve children or young people in decision-making. Guidelines for New Zealand local government authorities follow.
Agree on confidentiality
Before children and young people participate, tell them:
- how the information they contribute will be used
- whether their individual contribution will be confidential, published, or shown to others
- whether their names or other identifying information will be revealed (and if so, get their agreement)
- whether the media are likely to be present (and if so, clarify what can be reported on with them and the media).
Children and young people must give informed consent
It is important that children and young people actively consent to participate. You may also need to seek consent from parents or guardians of children under 12 years, after discussing confidentiality issues with them.
Informed consent means the child or young person knows and understands:
- the purpose and extent of their participation
- the names of the people or organisation involved
- their right not to participate or to stop participating at any time
- how the information they give will be used
- the potential hazards and benefits of participating.
Asking young people for consent shows you are taking their participation seriously. Don't take the parents' consent as permission: the child or young person may not want to participate.
You will also need consent from children and young people to publish their names, quote their words, or show their photos.
You may like to discuss accountability with the parents or guardians of children under 12. For example:
- who is responsible for getting the child to the event and home again?
- how can the parents or guardians be contacted in an emergency?
- in what sorts of activities may the child take part?
- how have you vetted the adults who will be working with the children?
Venue, food and timing for child and youth participation exercises
These are very important considerations when planning an event where children or young people will participate in decision-making with a New Zealand council.
Considerations when choosing a venue:
- will the young people feel comfortable there?
- is it safe?
- how will they get there? (by bus, taxi, bike, walking, with parents – will you need to reimburse them?)
- are the facilities suitable?
- if there's a problem, do you have an alternative venue?
Your venue could be relevant to the topic. For example, if you are consulting about recreation facilities you could consult children and young people at a pool.
Provide food whenever you consult children and young people
Food is very important! Provide appropriate food and drinks. Do they need lunch or dinner?
Always check dietary requirements of any group - and their preferences. Food can be your way of thanking them for their time.
Arrange meeting times that suit the young people
- make sure that the timing and frequency suits their busy lives
- give them clear information well in advance of the meeting, in an appropriate format
- state the timeframe clearly, and stick to it: start and finish when you say you will
- be flexible with how the time is used, and allow plenty of time.
Budget
Your budget will have a significant impact on planning for the participation exercise. For example, it can affect the type of method you can use, and your timeframe. Establish the size of your budget early on.
A limited budget may mean that you need to allow more time to prepare, and more careful planning. For example you may not be able to pay for additional staff.
You may need to consider the following costs:
- facilitator fee
- venue hire
- catering
- administration support (eg. inviting participants to join in, arranging the venue, organising the food, and sending out information)
- training (staff will need any training before the exercise)?
- equipment (eg. overhead projectors, screens, whiteboards, pens, and flipcharts)
- printing and photocopying
- promotional materials/ advertising
- transport
- payment to participants (eg a book voucher)
- costs associated with feedback to participants.
Koha
Recognise children and young people's contribution in an appropriate way:
- payment for their time and expertise (particularly for members of advisory groups, youth councils etc)
- articles in the local paper
- a certificate (particularly for younger children)
- koha/gift (e.g. book or music voucher).
Young people's travel and other expenses may need to be reimbursed. Think about this before the consultation, and have expense claim forms ready for them (or their parents) to complete.
Giving and receiving feedback with children and young people
Children and young people need to give and receive feedback every time you get them involved in council decision-making.
Tips for giving feedback to children and young people
At the end of each meeting, tell them what will be done with their ideas.
Later, keep them informed:
- tell them what happened as a result of their involvement
- how it influenced the council's decision-making processes
- explain any delays in the decision-making process.
Methods for providing feedback:
- hold follow-up meetings
- use a website and e-mail
- send letters
- post information and copies of reports
- for wider coverage: radio, magazines, newsletters
Tips for getting feedback from children and young people
When you request feedback:
- you reinforce the value of their involvement
- you build on your relationship with them
- you get tips for planning future youth involvement
- you monitor the effectiveness of the exercise just completed.
You could ask them:
what they liked about the process
what they learned
what they didn't like
suggestions for future exercises with young people
whether they are interested in further involvement.
Involving different groups of children and young people
Before you involve children and young people in council decision-making, think about which groups will be affected by the policy or service you are planning.
The opportunity to participate in local government decisions should be available to all children and young people in New Zealand. This is their right, regardless of their abilities, age, ethnic, religious background, socio-economic status, personal circumstances or behaviour.
Where possible, try to invite a wide range of children and young people to participate.
Remember that there will be a diverse range of needs and opinions within groups.
And for all groups, you need to consider ethics, confidentiality, consent, venue, food and feedback.
Involving young people of different age groups
Consulting Maori children and young people
Consulting Pacific children and young people
Consulting children and young people in other ethnic groups
Consulting children and young people with disabilities
Consulting marginalised and vulnerable children and young people
Involving young people of different age groups
Consider which age group is most affected by your council's policy or plan. Speaking generally, each age group has different things to offer, and responds to different approach.
With all age groups, topics covered must be relevant and meaningful. Seek contributions only when you hope it will make a difference.
Young people and adults 19 – 25
Young people 12 – 18 years
Children under 11 years
Young people and adults 19 – 25
Young people aged between 19 and 25 will generally be moving into employment, education or training, are generally more mobile than their younger peers. They can vote, could be young parents, and are likely to be renting accommodation.
You can access this age group through education and training institutions, workplaces, sports clubs, culture groups, youth networks, community organisations and organisations that support young adults with special needs. You can also reach them through radio, television, newspapers, magazines, and websites.
Examples:
Alternative education for young parents
Café-cards linked to websites
Young people aged between 12 and 18 years will generally be at secondary school, and living at home. They are likely to use public transport, and have fewer resources.
You can access this group through mainstream and alternative schools. You can also reach them through sports clubs, culture groups, youth networks, community organisations and organisations that support young adults with special needs. Radio, television, and newspapers will reach them too. Various youth publications – newsletters, newspapers, youth websites – specifically target this group.
Examples:
Future Path Canterbury Project
Redevelopment Plan for Caroline Bay
Civics Education in Colleges
BOP Regional Council's EnviroAction Conference
Youth web-page
Christchurch Mental Health Forum
Rotorua Youth Input Forum 03
Obtaining the views of children requires special training and care. You need to consider additional ethical and practical issues when designing a consultation process involving them.
Children between 5 and 11 years will generally be at primary school, living at home and most likely to rely on adults for transport. They may walk, bike or bus to school, will be high users of public spaces such as parks and sport and recreation facilities.
You can access this age group through existing networks such as schools, sports clubs and cultural groups. Hold meetings during the day in a neutral place that is easy to get to (eg. in a local hall, or school), and provide transport if necessary.
It is best to involve this group in concrete or practical matters rather than abstract or high level policies or issues. For example you can consult them about places, issues or things in their local area. Use fun and imaginative methods for engaging children including brainstorming, art, models, site visits, discussion and drama.
Examples:
Redesigning a walkway
LTCCP Box City Event
Involving Primary School Children in Planning
Consulting Maori children and young people (rangatahi)
Maori see young people as an integral part of the whanau and wider community. You should engage Maori children and young people in your planning and decision making processes because they have their own valuable perspective to contribute.
You are also required by legislation to involve Maori in your planning and decision making processes. For example, the Local Government Act 2002 (parts 2 and 6) requires local authorities to provide opportunities for Maori to contribute to decision-making processes. The Act states that local authorities should:
- establish and maintain processes to provide opportunities for Maori to contribute to decision-making processes
- consider ways in which they can foster the development of Maori capacity to contribute to the decision-making processes
- provide relevant information to Maori for these purposes.
The best place to start is by working through your existing relationships with Maori. Your contacts may help you access the right children and young people, and to find an appropriate venue (eg. Kapa Haka group,
Kura Kaupapa school http://www.ero.govt.nz/Publications/eers1995/95no10hl.htm, Kohanga Reo school http://www.kohanga.ac.nz, marae, community centre).
If you don't already have these relationships, work with people who do. Start by checking what help is available within your own council. For extra assistance, you can also ask Te Puni Kokiri (the Ministry of Maori Development). Take the opportunity to start building active relationships with Maori individuals and organisations before specific issues arise. Your networks could include:
- your council advisors
- iwi organisations
- social service and educational organisations
- community groups, youth networks and cultural groups.
When you engage Maori children and young people in planning and decision making processes, you still need to think about the general considerations of ethics, confidentiality, consent, venue, food, timing, budget and feedback that are relevant to all groups of children and young people.
You need to bring an awareness of, and respect for, kawa (protocols) and tikanga (customs) when engaging with Maori. This is a prerequisite for developing relationships of mutual goodwill and co-operation.
Use facilitators who have the trust and confidence of Maori participants, their whanau, and their wider community. You and your facilitators should be aware of, and respect local kawa (protocols), tikanga (customs) and be skilled in te reo (language) where appropriate.
Some general tips for working with Maori children and young people:
- choose an appropriate venue for your consultation, where the young people will feel comfortable
- explain clearly the purpose of the consultation
- explain clearly how you will use their input
- start and finish meetings appropriately; customs such as powhiri and karakia differ between areas and groups
- give a koha (contribution) in recognition of their input
- don't forget to report back to the community being consulted to explain or show how their input was utilised
- choose appropriate and experienced facilitators who are acceptable to the rangatahi, and skilled in te reo if necessary.
Visit the site Maori.org.nz for information on kawa and tikanga, or check out some of the comprehensive resources listed on the Office of the Community and Voluntary Sector website 'Good Practice Participate' - http://www.goodpracticeparticipate.govt.nz/engaging-maori
Visit the Ministry of Maori Development website Te Puni Kokiri (www.tpk.govt.nz).
Example:
Te Roopu Puawai o Waitakere - Maori youth forum
Consulting Pacific children and young people
People of Pacific ethnicity make up about 6.5 percent of New Zealand's population. The Pacific population is very youthful. It is also a very diverse population made up of people from many different ethnic groups and social and economic positions.
When you as a council are planning to consult Pacific children and young people, think about who is introducing you. Make sure the person has credible links to that specific Pacific community.
Be aware that in some situations, Pacific children and young people may not feel comfortable to speak freely about issues that affect them in the presence of adults.
Some general tips for working with Pacific groups, regardless of age:
- explain clearly the purpose of the consultation
- explain clearly how you will use their input
- observe cultural and spiritual protocols such as prayers (NB: catering is an important aspect of Pacific gatherings, ensure that you have taken this into account when planning your budget)
- recognise church leaders and community leaders
- give a contribution in recognition of their input
- don't forget to report back to the community being consulted to explain or show how their input was utilised.
Resources for working with Pacific communities
The Ministry of Pacific Island Affairs website has advice on how to work with Pacific communities. The Ministry also has local Pacific community advisors in Auckland, Wellington and Christchurch.
(www.minpac.govt.nz)
Consulting children and young people of other ethnic groups
People of different ethnicities contribute to New Zealand society in every way - economically, socially and culturally. It is important that local government talks to people, listens to their needs, and incorporates ethnic perspectives into policy and services.
Children and young people are a vital point of contact for councils. In many cases the children of new settlers are their parents' link to mainstream ideas and information. Young people may have better language skills than adults.
When planning your consultation exercise, allow plenty of time to find the right contacts and find out the best way to work. Don't rush the process.
Prepare yourself by finding out about the history, customs and protocols of the ethnic community before you engage with them.
General tips for working with ethnic communities, regardless of age:
- use facilitators with the skills to communicate across cultures
- you may need interpreters and to have documents translated
- be flexible about venue – ask the community about their preference.
The Office of Ethnic Affairs can advise on the most appropriate way to consult with ethnic communities, and have developed some guidelines.
(www.ethnicaffairs.govt.nz)
Consulting children and young people with disabilities
It is important for New Zealand local government to consider the disability community when involving young people in decision-making.
This includes individuals with disabilities, their families and whanau, organisations that work for and with people with disabilities, and providers of services.
Particular issues for young people with disabilities may include how they are treated, the services they receive, their education, health and leisure.
When you plan a consultation exercises, consider the different needs of children and young people with disabilities:
- wheelchair access
- user-friendly furniture and lighting
- special parking or transport requirements
- a hearing loop
- an interpreter
- any special dietary requirements.
It is likely that children and young people with disabilities may want to bring along a support person. A local school, polytechnic or university may have experienced staff or disability coordinators who could help.
Use facilitators who are experienced in working with children and young people with disabilities, who are sensitive to their circumstances, and acceptable to participants. Ideally they may be relatively young and have a disability themselves.
Example:
Children and young people with disabilities input to town planning
Organisations that could help you plan your consultation with children and young people with disabilities
Citizen's Advice Bureau(www.cab.org.nz)
NZCCS (www.ccs.org.nz)
Enable New Zealand (www.enable.co.nz)
The Deaf Association of New Zealand (www.deaf.co.nz)
Office for Disability Issues (www.odi.govt.nz)
IHC New Zealand IHC can give good advice on how to adapt material to suit people with disabilities. (http://www.ihc.org.nz/)
Consulting marginalised or vulnerable children and young people
New Zealand local councils may need to consult children and young people who are:
- outside mainstream education and training
- unemployed
- in isolated rural areas
- in care or in the youth justice system
- gay, lesbian, bisexual, transsexual or transgender people.
For children and young people who are in care or in the youth justice system, you need to negotiate through the adult or agency responsible for their care. The adult or agency must give their permission first, before you seek consent from the child or young person.
Use facilitators who are experienced in working with children and young people from the different groups, who are sensitive to their backgrounds and circumstances, and who are credible to participants. This may require facilitators of particular age, gender, sexual orientation, or ethnicity.
Take special care over participants' need for privacy and confidence in the process.
Children and young people who have had difficult life experiences are less likely to have the confidence, self esteem, trust or motivation to participate. You will need to give them space, time and resources, in the hope that they will become sufficiently confident and interested to participate.
The Ministry of Social Development has developed a web based resource for care and protection providers to help them consult with vulnerable children, young people and their families. Have a look at this resource for ideas on how to engage vulnerable and marginalised children in participation processes - (www.msd.govt.nz)
Last updated: August 2008
