Children and Young People's Participation Request
Step By Step Guide
Step 1: Submit a Participation Request
Organisations identify a project, policy, service review, consultation or decision that would benefit from the views of children and young people.
A request is submitted outlining:
- The purpose of the engagement
- Target audience
- Timescales
- Expected outcomes
- How feedback will be used
Which form should I use?
Young people’s participation in local decision making can occur at different levels, both individually and in groups. Please select the form that is most relevant to your youth engagement request.
- Request for Youth Representation – when requesting individual young people to participate on decision making boards, panel discussions, meetings, interviews or other participation opportunities. This can be either on a regular or ad-hoc basis.
- Request to Engage a Youth Forum or Participation Group – when requesting to attend an existing youth forum group(s) in Sandwell to involve young people in your work.
- Register an Existing Participation Activity – To provide details on an ongoing youth participation activity that you are involved with.
The SHAPE Team are recording all youth participation activity across Sandwell Council to identify support needs, learning and good practice.
Completing the Forms
Provide details of the aims and objectives of the activity, the full scope of the young person’s involvement, the desired outcomes you hope to achieve and how you will feedback on the impact of their contribution. Please note the completed form will be shared with young people, so you must use age appropriate, jargon free and inclusive language.
Step 2: Participation Planning
The Participation Team reviews the request and works with the organisation to determine:
- Whether consultation, participation or co-production is most appropriate
- Which groups of young people should be involved
- Suitable engagement methods
- Any safeguarding, accessibility or inclusion requirements
Step 3: Accessing Young People
The Participation Team then connects organisations with existing participation networks, which may include:
- SHAPE groups
- SEND participation groups
- School councils
- Youth forums
- Care Experienced young people
- Youth Justice representatives
- Health and wellbeing groups
- Community and voluntary sector youth groups
This coordinated approach avoids duplication and ensures young people are not repeatedly consulted on the same issues.
Step 4: Engagement Activity
The activity is delivered with support from the Participation Team where required.
This may include:
- Workshops
- Focus groups
- Surveys
- Discussion sessions
- Interviews
- Youth-led research
- Co-design activities
Step 5: Feedback and Influence
Following engagement, feedback is analysed and shared with decision-makers.
Organisations are expected to demonstrate:
- What children and young people said
- What actions were taken
- What changes have resulted
This "You Said, We Did" approach helps build trust and demonstrates that participation leads to real outcomes.
Accessing Participation Opportunities
The Participation Team acts as the gateway for organisations seeking to engage with children and young people across Sandwell.
Timings
Please ensure you provide adequate notice for your request. Forum groups are often booked well in advance, so there may be a longer waiting period before you can engage with your preferred group. Additionally, you must be flexible when engaging with young people. Any consultation should be based off their timetable rather than yours. Be mindful they may be constrained by school and other commitments including work and caring responsibilities.
Consent
Parental/Guardian consent may be required for activities involving children and young people. Activities during school hours may require school approval. If photographs or recordings are taken, appropriate image consent must be obtained. You should always make sure to comply with GDPR and your organisation’s data protection protocols.
Sandwell Youth Forum Networker’s Group
The Sandwell Youth Forum Networkers Group is made up of forum leads and youth voice champions from across the borough. The request process has been developed and approved by the network.
Contact
If you have any further questions, please email shape_events@sandwell.gov.uk and a member of the SHAPE Team will get back you.
By using the SHAPE Programme and Participation Framework, organisations can access established youth participation networks and receive support to design high-quality engagement and co-production activities that deliver meaningful results for young people and services alike.
Download the Elevating Our Voice: Sandwell Children and Young Person's Participation Framework