Session 17 - RS Requirements, Criminal Background Checks ...



Coordinator Training Session #17 – Regional Program Requirements Criminal Background Checks and Needed ResourcesRevised 5/31/16Office HoursRegional Coordinating Agencies must establish regular program office hours and share them with volunteers, clients, program partners, and DHS.Office Space and ParkingRegional Coordinating Agencies are responsible for providing sufficient office space for program operations. Parking is needed for volunteers and program staff. Office Equipment and SuppliesRegional Coordinating Agencies are responsible for providing office equipment and supplies needed for OMMP operations. At a minimum, regional sponsors must provide:At least one PC connected to the internet and a printerLocking file cabinets to house client and volunteer filesA phone and voicemail dedicated for OMMP useA copy machine and supplies Postage and mailing suppliesA secure mailing addressKnowledge of Federal Benefit ProgramsRegional Coordinators must have a basic knowledge of SSA programs along with an understanding of the rules for being an organizational payee. federal benefit programs include the VA, the Railroad Retirement, and Federal pension plans. Each has a set of rules and regulations must be understood to perform payee services. Coordinating Agency File Retention and StorageThe OMMP requires that client and volunteer files are retained for three years following their date of withdrawal from the program. Be sure to learn about retention requirements, storage options, and document destruction policies for your agency. The OMMP requires that all program files be secure and protected until their destruction date.Language and Communication ToolsRegional sponsors must have the ability to communicate with program volunteers. To facilitate communication, regional sponsors may want to establish access to and training on use of the following tools:The Language Line provides several interpreter services including a three-way conference call with an interpreter. Telecommunication Relay Service can be used to communicate over phone lines with people that have hearing or speech disabilities. Translate can be used to interpret email or written communications Referral SourcesDeveloping client referral sources is critical to success. The most efficient method for generating client referrals is by developing partnerships with community service providers and conducting outreach to agencies and organizations where low-income and elderly individuals congregate or receive services.Senior CentersCare FacilitiesArea Agency on AgingLocal DHS/APDSocial Service AgenciesChurchesFood PantriesCongregate Meal SitesCommunity Housing ProgramsVolunteer Recruitment SourcesVolunteers can be used to provide direct service to program clients. There are several effective methods to recruit volunteers described in coordinator training session #20.Criminal Background ChecksRegional sponsors are required to conduct criminal background checks through the DHS Background Check Unit (BCU) as part of the certification process for both clients and program staff members. Following initial background checks, annual BCU checks are required.Many Regional Sponsors already conduct background checks through DHS and should continue to do so. Regional Sponsors that do not have ties to the DHS/BCU may have their background checks done through DHS by contacting their OMMP DHS contact. To initiate a background check through the DHS/BCU volunteers must complete and sign the Background Check Request (form 301QED). If your agency conducts your background checks, the form will be supplied to you by your agency. If you do not have a direct contact your DHS OMMP contact will assist you. The 301 QED form should be in your new volunteer packet along with the volunteer agreement and any other forms that your agency may require. If the volunteer has lived outside of Oregon for 60 days or more in the past five years or discloses charge, arrest or conviction information, fingerprinting will be required to complete a background check. If fingerprints are required, you will receive an email with information on how to obtain fingerprints.Fingerprinting requires a fee that either your agency or the volunteer must pay. The fee is usually $10 to $15. The DHS/BCU requires that fingerprinting be through oregon.. When fingerprinting is required, ask your volunteer to visit the oregon. website where they will be invited to establish an account. On the website, volunteers will select a fingerprinting vendor in their area and make an appointment to have their fingerprints scanned.Volunteers must take two forms of identification to their fingerprint appointment. At least one of the IDs must be a valid government-issued photo ID. When volunteers make their appointment on-line, they will receive an appointment number to take with them to the fingerprint vendor. Frequently asked questions about fingerprinting and a list of acceptable IDs can be found on the oregon. website. Question: If a volunteer has had a recent background check through the DHS/BCU because they volunteer for another program or project, does this volunteer have to have a new background check to be an OMMP volunteer.Answer: Yes. The volunteer must sign a new 301 form and have a background check redone. That includes the fingerprint process for volunteers that have lived out of state for 60 or more days within the past five years.Question: When it’s time to renew the OMMP Volunteer’s background check after one year of service, do we have to go through the same process and have the volunteer sign the 301 form? Answer: Yes. Each year a background check is conducted, using the same process used for brand new volunteers. Regional Program CoordinatorRegional Sponsors must designate an individual to be the Program Coordinator for their region. The minimum requirements to qualify for this position are:High school graduateMinimum one-year experience supervising paid or volunteer staffDemonstrated organizational skillsBasic computer skillsGood written and verbal communication skillsMinimum, one-year experience training othersProfessional in appearance and actionsPass a criminal background checkThe preferred qualifications for a Program Coordinator Include:College DegreeTwo years professional experience working with seniors and people with disabilitiesTwo years professional experience providing guidance and training regarding personal financesOMMP Partners and Satellite OfficesDeveloping Satellite Offices is an efficient method of generating volunteers and client referrals. A Satellite Office is a community service agency that provides service to or has connections to potential program clients.Under a Satellite Office Agreement, Regional Sponsors manage program paperwork, client and volunteer files, and volunteer training. Satellite offices provide client referrals, recruits volunteers and provide office space, equipment, and supplies for volunteer use. Satellite Offices can be developed in urban, rural or remote communities.Satellite Offices are particularly useful in bringing program services to people with various cultural backgrounds who are most comfortable receiving help from people that share their culture.Volunteer In-service MeetingsRegional Sponsors should ensure that all volunteers have an opportunity to attend at least two in-service meetings per year. The purpose of in-service meetings is to offer volunteers on-going training opportunities and to discuss program issues with their peers and program staff. Guest presenters are great additions to volunteer meetings. Possible topics:Differences between Assisted Living, Adult Foster Homes, Rehab, etc.Medicaid eligibilityOmbudsman ProgramGate Keeper ProgramEnergy AssistanceSNAPFood Bank/PantriesMeals on WheelsSDS Case Manager/Eligibility Differences between SSA, SSI, and SSDAPD staffTax AidSHIEBA StaffBankerADRC Staff211 StaffLegal AideCase ManagerEligibility SpecialistSenior Center Staff MemberAdult Protective ServicesMandatory ReportersBecause regions can be geographically large, it may be necessary to offer in-service meetings in multiple geographic locations. In-service meetings are held by regional program staff or team leaders. Provide a meeting to volunteers along with their invitation to attend. A sign-in sheet should be made for each meeting to record the names of volunteers that attended. Copies of meeting agendas and sign-in sheets are reviewed by the State Director for regional program reviews. ................
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