Scottish Government

• An indicator is a characteristic about which evidence can be collected in order to assess performance.
• The indicators for the standards set out characteristics that will demonstrate high quality community engagement.
• They can be used to plan, monitor and evaluate community engagement as a whole or particular stages and aspects of it.
• The indicators are for all participants to use to ensure best practice and hold one another to account.
• Evidence relating to the indicators can be collected in straightforward ways.
• Regular assessment of performance against the indicators enables all participants to be involved in achieving continuous improvement.

We will identify and involve the people and organisations who have an interest in the focus of the engagement

1. All groups of people whose interests are affected by the issues that the engagement will address are represented

2. Agencies and community groups actively promote the involvement of people who experience barriers to participation

3. Agencies and community groups actively promote the involvement of people from groups that are affected but not yet organised to participate

4. The people who are involved, whether from agencies or community groups:

• want to be involved
• have knowledge of the issues
• have skills, or a commitment to developing skills, to play their role
• show commitment to taking part in discussions, decisions and actions
• attend consistently
• have the authority of those they represent to take decisions and actions
• have legitimacy in the eyes of those they represent
• maintain a continuing dialogue with those that they represent

We will identify and overcome any barriers to involvement

1. The participants identify what support each representative needs in order to participate

2. There are no practical barriers to participants in community engagement. Where needed, they have:

• suitable transport
• care of dependants
• general assistance
• personal assistants
• access to premises
• communication aids (such as loop systems, interpreting, advocacy)
• meetings organised at appropriate times
• co-operation of employers

3. There are no financial barriers to participants in community engagement, including:

• out of pocket expenses
• loss of earnings
• suitable transport
• care of dependants
• personal assistants
• communication aids (such as loop systems, interpreting, advocates)
• timing of meetings

4. Community and agency representatives have access to the equipment they need (for example, computers, a telephone, photocopying)

5. Impartial professional community development support is available for groups involved in community engagement

6. Specialist professional advice is available to groups involved in community engagement

We will gather evidence of the needs and available resources and use this evidence to agree the purpose, scope and timescale of the engagement and the actions to be taken

1. All participants are involved from the start in:

• identifying and defining the issues that the engagement should address, and the options for how to tackle them
• choosing the methods of engagement that will be used (see Methods Standard)

2. Participants express views openly and honestly

3. Participants agree on the amount of time to be allocated to the process of agreeing the purpose(s) of the engagement

4. The purpose of the engagement is identified and stated, there is evidence that it is needed, and the purpose is agreed by all participants and communicated to the wider community and agencies that may be affected

5. Public policies that affect the engagement are explained to the satisfaction of participants and the wider community

6. Participants identify existing and potential resources which are available to the engagement process and which may help achieve its purpose(s) (for example, money, people, equipment)

7. Intended results, that are specific, measurable and realistic, are agreed and recorded

8. The participants assess the constraints, challenges and opportunities that will be involved in implementing the plan

9. The participants agree the timescales for the achievement of the purpose(s)

10. The participants agree and clarify their respective roles and responsibilities in achieving the purpose(s)

11. Plans are reviewed and adjusted in the light of evaluation of performance (see Monitoring and Evaluation Standard)

We will agree and use methods of engagement that are fit for purpose

1. The range of methods used is:

• acceptable to the participants
• suitable for all their needs and their circumstances
• appropriate for the purposes of the engagement

2. Methods used identify, involve and support excluded groups

3. Methods are chosen to enable diverse views to be expressed, and to help resolve any conflicts of interest

4. Methods are fully explained and applied with the understanding and agreement of all participants

5. Methods are evaluated and adapted in response to feedback

We will agree and use clear procedures that enable the participants to work with one another effectively and efficiently

The participants:

1. Behave openly and honestly - there are no hidden agendas, but participants also respect confidentiality

2. Behave towards one another in a positive, respectful and non-discriminatory manner

3. Recognise participants' time is valuable and that they may have other commitments

4. Recognise existing agency and community obligations, including statutory requirements

5. Encourage openness and the ability for everyone to take part by:

• communicating with one another using plain language
• ensuring that all participants are given equal opportunity to engage and have their knowledge and views taken into account when taking decisions
• seeking, listening to and reflecting on the views of different individuals
• and organisations, taking account of minority views
• removing barriers to participation

6. Take decisions on the basis of agreed procedures and shared knowledge

7. Identify and discuss opportunities and strategies for achieving change, ensuring that:

• key points are summarised, agreed and progressed
• conflicts are recognised and addressed

8. Manage change effectively by:

• focusing on agreed purpose
• clarifying roles and who is responsible for agreed actions
• delegating actions to those best equipped to carry them out
• ensuring participants are clear about the decisions that need to be made
• ensuring that, where necessary, all parties have time to consult with those they represent
• co-ordinating skills
• enhancing skills where necessary
• agreeing schedules
• assessing risks
• addressing conflicts
• monitoring and evaluating progress
• learning from one another
• seeking continuous improvement in how things are done

9. Use resources efficiently, effectively and fairly

10. Support the process with administrative arrangements that enable it to work

We will ensure that necessary information is communicated between the participants

1. Information relevant to the engagement is shared between all participants

2. Information is accessible, clear, understandable and relevant, with key points summarised

3. Information is made available in appropriate formats for participants

4. Information is made available in time to enable people to fully take part and consult others

5. All participants identify and explain when they are bound by confidentiality and why access to such information is restricted

6. Within the limits of confidentiality, all participants have equal access to all information that is relevant to the engagement

We will work effectively with others with an interest in the engagement

The participants in the engagement:

1. Identify other structures, organisations and activities that are relevant to their work

2. Establish and maintain effective links with such other structures, activities and organisations

3. Learn about these structures, activities and organisations, to avoid duplication of their work and complement it wherever possible

4. Learn from others and seek improvement in practice

5. Encourage effective community engagement as normal practice

We will develop actively the skills, knowledge and confidence of all the participants

1. All those involved in the engagement process are committed to making the most of the understanding and competence of both community and agency participants

2. All participants have access to support and to opportunities for training or reflection on their experiences, to enable them and others to take part in an effective, fair and inclusive way

3. Each party identifies its own learning and development needs and together the participants regularly review their capacity to play their roles

4. Where needs are identified, the potential of participants is developed and promoted

5. The competence and understanding of the engagement system as a whole is regularly evaluated by the participants as it develops

6. Resources, including independent professional support, are available to make the most of the competence and understanding of individual participants and the engagement system as a whole

7. There is adequate time for competence and understanding to be developed

8. Methods used to improve competence and understanding reflect diverse needs and are fit for purpose

9. Participants share their skills, experience and knowledge with community and agency colleagues

We will feed back the results of the engagement to the wider community and agencies affected

1. Organisers of community engagement regularly feed back, to all those affected, the options that have been considered and the decisions and actions that have been agreed. This is done within an agreed time, to an agreed format and from an identified source

2. Feedback on the outcomes and impact of these decisions and actions is provided regularly to communities and organisations within an agreed time, to an agreed format and from an identified source

3. Explanations about why decisions and actions have been taken are shared along with details of any future activity

4. The characteristics of the audience are identified to ensure that:

• relevant information is provided in understandable languages
• relevant information is provided in appropriate languages
• a suitable range of media and communication channels is used constructively

5. Information includes details about opportunities for involvement in community engagement and encourages positive contributions from groups and individuals in the community

6. Information promotes positive images of all population groups in the community and avoids stereotypes

We will monitor and evaluate whether the engagement achieves its purposes and meets the national standards for community engagement

1. The engagement process and its effects are continually evaluated to measure progress, develop skills and refine practices

2. Progress is evaluated against the intended results and other changes identified by the participants (see Planning Standard Indicator 7)

3. The participants agree what information needs to be collected, how, when and by whom, to understand the situation both at the start of the engagement and as it progresses

4. Appropriate participants collect and record this information

5. The information is presented accurately and in a way that is easy to use

6. The participants agree on the lessons to be drawn from the evidence of the results and the changes that occurred

7. The participants act on the lessons learned

8. Progress is celebrated

9. The results of the evaluation are fed back to the participants and the wider community

10. Evidence of good practice is recorded and shared with other agencies and communities