Alliance Youth and Community Engagement Policy DATE: November 16, 2016 TO: Alliance Board of Directors FROM: Rebecca Gilgen, Executive Director Policy Name: Alliance Youth and Community Engagement Policy Policy Intent and Summary The intent of this policy is to outline a structure and set of procedures that allow for intentional engagement of youth and community at multiple levels of the work of the Alliance. We seek to engage youth and community to help us achieve our mission of coordinating a system of high-quality, accessible and fully resourced opportunities that lead to an increase in high school graduation, pathways to college or career and reductions in young people s experience of violence. We are stronger when we include and engage a variety of experience, perspeictves and skills and when we utilize practices that foster creativity and equity. This document captures the Brooklyn Bridge Alliance for Youth s organizational approach for engaging the community and youth. Over the last 2 years we have seen the need for: An approach for ongoing engagement of Alliance members, community and youth, That this approach is rooted in our organizational values, and that Staff have a protocol to ensure authentic youth and community participation. This policy outlines considerations for determining which level and in what way engagement needs to occur in a given project, and provides a set of protocols to ensure that the engagement is thoughtful, well-planned and effective. This policy will inform all Alliance organizational practices and projects. Summary of action requested Staff consultation (April 22, 2015) Input from cultural communities conversations (Summer 2015) Alliance work group consultation (April, May, June) Strategy, BYC team approved 5/2015 ELT consent agenda 6/2015 AOC review 8/12/15 Review with Board Chair and Co-Chair (Nov 1, 2016) Request for Board approval (November 16, 2016) Approved November 16 th, 2016 1
Objectives We need authentic participation of community and youth in the development of programs, projects and initiatives to ensure that: 1. The services provided by the Alliance and Alliance members are responsive and effective, 2. That those most impacted are included in decision making processes, 3. The needs, problems, solutions and actions are identified through inclusive participation allowing for the emergence of unique and creative solutions, and 4. Partnerships are explicit and will be prioritized based on our mutual interests. Engagement Shaped by our Core Values The Alliance s core values guide and shape how all work is done. When we engage community and youth in our work, we are committed to acting in accordance with those core values. Our core values are: Courageous leadership and action Positive development for all youth in all places Authentic, timely and respectful communication Youth engagement, voice and leadership Individual and Collective Learning, Growing, Assessing and Celebrating Inclusive processes to maximize our resources Engagement Protocol In addition to acting in accordance with our core values, we will ensure that the following protocols are taken into consideration when planning for and implementing community or youth engagement strategies: Scaled We will be mindful of the level of impact that the given project, decision or initiative will have, when determining the level of community and/or youth engagement: The greater the impact - the greater our level of engagement will be. We will also take into consideration our own organizational capacity to engage in a high quality way and utilize strategies that match need and capacity. Intentional We will only seek feedback and input from community and youth when we intend to allow that feedback to shape the actions that we take and the decisions that are made. 2
Strategic We will involve diverse stakeholders, specifically those that are involved in or impacted by the initiative, project or decision. The engagement strategies will have a defined objective that will be measured and results from engagement efforts will be used as data for decision-making. Transparent We will ensure that we are transparent with those we engage about the level of engagement we are seeking (degree of participation), and will circle back to those we have engaged as the project progresses where appropriate and promised. We will share information and look for intersections. We will communicate our capacity so that stakeholders are aware of our limitations. We will say no if needed and support one another in managing the political issues that may arise from not meeting the immediate needs of a stakeholder. We understand that when we have conversations with community members, we are making a promise to them that their time is valuable and will be utilized in our work. Designed and Facilitated We will plan intentional meetings that include diverse perspectives and utilized participatory facilitation methods so that we can understand the problem in new ways and develop innovative solutions together. Accessible We will take into consideration barriers to participation when developing the plan to involve community and youth. Where possible, we will reduce barriers to those we want to be included in the conversation (e.g. transportation, language, ability, time of meeting). Builds New and Utilizes Existing Networks We will build new networks and utilize the existing networks of the Alliance and Alliance partner organizations when seeking to engage community and youth. We recognize the importance of building on already existing networks in the community in order to: Be connected to a broad set of communities, including specific cultural communities Build on, and be an asset to our partners Save time and effort Not duplicate efforts Engagement Procedures The Alliance is committed to developing thoughtful and intentional opportunities to engage young people and community. The engagement strategies chosen are determined by the project scope and impact. And may involve a single engagement opportunity or may involve many throughout the project s life cycle. Each project that the Alliance undertakes will use the following steps in order to determine and craft engagement strategies: 3
1. Draft Project Plan: Develop a project plan for the given project or idea to outline the intent of the project, and identify all action areas and steps that need to be done in order for the project to be successful in the short and long term. (See Alliance project plan template) 2. Outline Project Needs, Benefits and Risks: Identify opportunities to engage community and youth throughout the project that would enrich, inform and increase the success of the end product or initiative. Articulate the potential of engagement strategy, including all the possible positive and negative outcomes that could result from engaging. a. What is the scope of the problem? b. Whom does the problem impact? What are the needs? c. What are the risks and benefits of the engagement process? d. Is the impact of the project such that relationships with community and youth would be jeopardized if they are not involved in the development of the project? 3. Determine Level of Shared Decision-making: This is determined by weighing the needs and the amount of impact that the project will have on the community. The deeper the level of impact on the community and youth, the more deeply community and youth need to be in the development of the project. (See appendix 1 for shared decision-making matrix) 4. Plan Engagement Strategies: Develop a detailed plan for engagement that takes into consideration all of the contingencies and possible outcomes of engagement. These should be integral with the project plan, not an addendum. Utilize the engagement strategy that matches the determined level of shared decision. Ensure that the plan takes into consideration possible access barriers, time constraints for the project and budget constraints for the group and adheres to the protocols outlined in this policy. 5. Implement Project: Implement the project and use the results, where decided, to make strategic and financial decisions regarding our collective impact work. 4
Appendix 1: Levels of Shared Decision-making Based on the above protocols, each Alliance project will determine the level of shared decision-making that is needed in order for the project to be successful. Level Purpose Promise Inform A one-way communication intended to provide information about: Decisions that have already been made Addressing concerns in the community To follow up on previous outreach efforts To celebrate success We will provide you with the information you need to know. We will utilize multiple methods to communicate messages important to community and youth. Consult Collaborate Empower To seek feedback from community and youth regarding specific projects, topics or strategies of the Alliance: If we already have parameters around what we can/can t do for the project If the project or initiative has a smaller impact on the community To co-create projects and initiatives with community and youth who have a stake in or will be impacted by the outcome. Engagement happens throughout the development, planning and implementation processes. Engagement will direct and guide the project s process and end result This is a two-way dialogue Community and youth will be given opportunities and space to create their own projects when the Alliance has a need for solutions that they don t have the capacity or expertise to develop. We will take your input into consideration when making our final decision or building the design. We may choose not to act on some specific recommendations. We will circle back with you to let you know the final results of the project or initiative. We will allow the feedback and recommendations from community and youth to change our plans and the shape of the projects. We will work alongside community and youth, share power and develop projects collaboratively and equitably. The Alliance will only use this strategy if it is our intent to work alongside these groups to ensure that what s developed can be implemented. 5