ABILITIES OF NORTHWEST JERSEY, INC.
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Orig. 6/07
Rev. 9/08, 12/09, 6/13
Table of Contents
|Content |Page | |Content |Page |
|Introduction |2 | |Procedures for Grievance |21 |
|Mission Statement |3 | |Internal Reports / Meetings |24 |
|Statement of Purpose |3 | |Forms Policy |24 |
|Confidentiality |3 | |In-Service Training |25 |
|Corporate Compliance & Ethical Principles |4 | |General Production Quality Control Procedures |25 |
|Overview of Programs |5 | |Production / Pay Information |26 |
|Fee Sponsorship Policy |7 | |Training Activity Policy |26 |
|Admissions Review |7 | |Day Program Services Information | |
|Respite Procedures |7 | |Intake |27 |
|Information on Additional Services |8 | |Admissions |28 |
|Release of Information |8 | |Departures |28 |
|Consent |8 | |Vacations & Absences |29 |
|Privacy |8 | |Abbreviated Day |29 |
|Access Policy for Individual Records |8 | |Suspension Guidelines |30 |
|Individual & Stakeholder Satisfaction |9 | | | |
|Individual Service Plans / Facility Plans |9 | |Community Rehabilitation Program | |
| | | |& AHP Information | |
|Late Arrival / Early Pick Up |10 | |Eligibility Criteria |31 |
|Early Dismissal / Late Pick Up |10 | |Intake Procedures / Admissions |32 |
|Walk-Away Procedures |10 | |Requirements for Continued Employment |33 |
|Smoking / Tobacco Policy |12 | |Transfer |33 |
|Drug / Alcohol, Weapons policy |12 | |Re-Entry Policy/Procedures |34 |
|Telephone-Cell Phone Usage Policy |12 | |Criteria for Termination |35 |
|Non-Harassment Policy |13 | |Transportation Fare Policy and Reporting |36 |
|Accident/Incident Reporting Policy |14 | |Attendance Policy |37 |
|Investigation of Abuse and Neglect Policy |15 | |Extended Employee Benefits |38 |
|Danielle’s Law - Policy & Procedure |16 | |Disciplinary Policy |39 |
|Procedures For Responding to Emergency Medical Situation |17 | |Case Records Review |40 |
|Investigating Complaints of Significant Health Problems |18 | |Ineligible Review |40 |
|Communicable And Infectious Disease Policy |19 | | | |
|Handling Non-Emergency Incidents of Body Fluids |20 | | | |
Introduction
This Programs Manual provides programming guidelines to staff, so they may better serve the individuals receiving services. This manual is not a stand-alone document. It should be utilized along with the rest of the agencies manuals listed below.
Agency manuals, in addition to this one, may be accessed through specific departments. For example, the Health & Medical Policy and Procedures Manual encompasses all medical policies, and has been distributed to various departments.
Other policy/procedure manuals and the office where they are maintained are listed below.
|Manual: |Located in office of |
|Administrative Operations |Chief Executive Officer |
|Behavior Supports & Crisis Management |Agency Behaviorist |
|Employee Handbook (staff)* |Human Resources Manager |
|Employment Services Manual* |Employment Pathways Supervisor |
|Evaluation / WAT Manual |Vocational Evaluator |
|Finance Operations |Chief Financial Officer |
|Health & Medical Policy & Procedures Manual |Agency RN |
|Individual & Caregiver Handbook* |Quality Improvement Specialist |
|Outcomes Management Manual* |Quality Improvement Specialist |
|Quality Improvement Manual* |Quality Improvement Specialist |
|Work Place Safety program |Agency RN |
|Supported Employment and Day Program Manual (DDD) |Director of Day Program Services |
|Transportation / Van Manual |Chief Executive Officer |
*Also available to staff through Abilities website
Copies of all manuals are available through the main server at
the main office in the Manuals section.
Copies of all forms are available to staff through the Agency’s website.
ABILITIES OF NORTHWEST JERSEY, INC.
MISSION STATEMENT
Abilities of Northwest Jersey, Inc. is a private, non-profit agency dedicated to improving the employability and quality of life of people with disabilities by providing training and individualized services.
STATEMENT OF PURPOSE
Abilities of Northwest Jersey, Inc. is a community rehabilitation program. Abilities' catchment area includes Warren, Hunterdon, and Morris Counties. The agency assists individuals with disabilities in becoming productive members of the community through supervised work experiences and vocational rehabilitation services.
The services of Abilities are available to all individuals with disabilities 16 years of age or older who are in need of vocational rehabilitation. Individuals are afforded an opportunity to learn skills and develop good work habits in a structured supportive work setting.
Individuals may be referred by the New Jersey Division of Vocational Rehabilitation, New Jersey Division of Developmental Disabilities or local school systems, etc., for a prevocational assessment. A training and habilitation plan is developed jointly by trainee and program staff. Goals are established and may include Supported Community Employment Services or Extended Employment (Work Services) in the Community Rehabilitation Program (CRP).
Abilities also has Day Habilitation Centers in locations through out Warren county. Individuals who may require more supports can be referred to one of Abilities’ Centers. The level of support, special requirements and where the individual resides will be part of the deciding factors in determining where they are referred.
Abilities' focus is to prepare individuals with disabilities for productive and independent roles in society, ultimately enabling them to enter community activities or work environments.
CONFIDENTIALITY
Abilities of Northwest Jersey, Inc. protects the information it gathers concerning individuals for both legal and ethical reasons.
As human service providers, personnel have access to personal and service related information concerning individuals and families. Discretion and legal consideration will be exercised if information sharing is necessary.
Abilities will not share confidential information with others unless we have permission from the individual or legal guardian or we are required or allowed by law to disclose it. We request that our service partners limit their use of the information and keep it confidential. Staff will not discuss individuals or information regarding individuals with non-Abilities employees unless at an interdisciplinary meeting and the information is related to individual program.
All sharing of information will be done following the rules and regulations set by HIPAA and the DDD circulars # 53, 53A, 53B. For more information refer to the Division Circulars.
CORPORATE COMPLIANCE AND ETHICAL PRINCIPLES
The policy of Abilities of Northwest Jersey, Inc. is to deliver programs and services in an environment characterized by strict conformance with the highest standards of accountability and ethical conduct for administration, business services, marketing, financial management and program services. Business is conducted in a manner which is ethical, positive and promotes the mission, values and purposes of Abilities of Northwest Jersey, Inc. All members of the Board of Directors and staff are expected to behave and communicate consistent with the Ethical Conduct Agreement of Abilities of Northwest Jersey, Inc. It is the policy of Abilities of Northwest Jersey, Inc. to investigate all allegations of violations of the Code of Ethical Conduct, and to take appropriate action in accordance with the law, By-Laws, personnel and investigation policies and practices currently in force.
Principles
1. Persons served are entitled to confidentiality. Members of the Board of Directors and staff will not discuss any aspect of a person’s program or status with any party not directly involved in the delivery of service without prior written authorization or unless required by law. Information may be provided to insurance carriers or other third parties responsible for payment for services.
2. All individuals are entitled to respect. It is expected that all communication and behavior will demonstrate respect to the individuals served by Abilities of Northwest Jersey, Inc., their families, fellow coworkers, as well as, persons and organizations having business relationships with Abilities of Northwest Jersey, Inc.
3. All printed materials and external communication will fairly and accurately represent Abilities of Northwest Jersey, Inc. and the individuals it serves.
4. The members of the Board of Directors and staff will accurately represent Abilities of Northwest Jersey, Inc. with no intent of dishonesty, deceit or misrepresentation.
5. All fees paid to Abilities of Northwest Jersey, Inc. will be commensurate with the services rendered. Under no circumstances will any member of the Board of Directors or staff accept any gifts, money, or other benefits from or as a result of making referrals to other agencies. All charges for services will be for services rendered in accordance with contractual agreements.
6. All members of the Board of Directors and staff are prohibited from providing gifts, money or other benefits to any person or agency as a reward for favorable consideration for a favorable placement or receipt of a referral.
7. Abilities of Northwest Jersey, Inc. will not discriminate in the delivery of services or conduct employment practices on the basis of race, color, disability, religion, creed, gender, ancestry, genetic testing, sexual orientation or affectation, age, veteran or military status, marital status, national origin, atypical heredity cellular or blood trait or any other protected classification as established by applicable laws.
8. Abilities of Northwest Jersey, Inc. will not accept persons for services or continue services, for the purposes of financial gain, when there is no expected benefit to the individual served.
OVERVIEW OF PROGRAMS
Individuals may participate in one or more of the following program services depending upon their needs, long range goals and funding sources (i.e. Division of Vocational Rehabilitation Services (DVRS), Division of Developmental Disabilities (DDD), School system).
School to Work Transition Services
Transition services are available to students who are 16 years old or older, and referred by their school district. Abilities serves students with the potential for Supported Community Employment through Transitional Employment Services. Abilities also provides transitional opportunities for placement in Day Program activities. Students capable of community employment may be eligible for continued Supported Community Employment Services following graduation, through funding from DVRS or a DDD funded program.
Supported Community Employment Services
Supported Community Employment Services are provided by Employment Pathways, a Division of Abilities. Program services include job development, job training, and intense long-term follow-along services. These services are for individuals who need on-going support to perform and maintain competitive employment.
Individuals may be referred for Supported Employment Services from any program area to one or more of the following program services depending upon the individual’s needs: Job Club, Job Seeking Skills, Job Development, Job Sampling, Job Coaching, and Follow-Along.
Vocational Evaluation
Abilities provides vocational assessments ranging up to 25 days. The purpose of this short term service is to assist in identifying work preferences, capabilities, and aptitudes in order to provide useful information in developing vocational plans. Standardized testing and assessment inventories are used to determine performance levels, relative strengths, functional limitations, interests, and vocational potential. Referrals to this program are made through the Division of Vocational Rehabilitation.
Employee Development Services (formally WAT)
A trainee may enter this program after a traditional evaluation or following a supported employment assessment. Results of previous assessments are used in developing a plan. Services are directed toward achieving vocational goals, and generally from 45 to 90 days. This Center-based service provides work experience in a structured supervised setting in order to develop appropriate work habits, behaviors, interpersonal skills, stamina, adjustment to work routine, and improve general work performance. Referrals to this program are made through the Division of Vocational Rehabilitation.
Organizational Employment Services
~Community Rehabilitation Program~
Our Community Rehabilitation Program offers Center-Based Employment Services (also known as Extended Employment or Work Services). These services assist the individual in developing employment goals by providing work experience in a structured setting. The individual will develop work habits and behaviors, personal interaction skills, stamina, work performance and adjustment to the work routine. Individuals engage in contract work involving packaging, assembly, collating, etc. Legal guidelines for work measurement and wage payment are followed. Individuals must be able to work in a staff to individual ratio of 1-20.
~Adult Habilitation Program~
The Adult Habilitation Program (AHP) is an intermediate program located within the Community Rehabilitation Program and may serve up to 28 DDD eligible individuals. The staff to individual ratio is 1 to 14. AHP is designed for individuals who are independent with self-help skills and have demonstrated an understanding of work routines. Various production contracts are performed with the support of staff in the program. Individuals who demonstrate progress may advance to the Community Rehabilitation Program and/or Supported Community Employment Services.
Day Program Services
Abilities Day Programs serve individuals who are both DDD and Medicaid eligible. The general staff to individual ratio is 1 to 6 in these programs. Some special needs components have ratios of 1 to 3 and 1 to 1, depending on the individuals needs.
~ Hackettstown Center
~ Mary Apgar Center
~ Phillipsburg Center
These centers provide opportunities for individuals with disabilities who benefit from staff support, environmental modification and/or a program that addresses their individual needs. Emphasis is placed on providing a positive atmosphere in addition to offering experiences including: on site building maintenance, mobile work crew, horticulture programs, day habilitation, community integration, and pre-vocational activities. There are also special needs components in each of these programs.
~ Medical Special Needs ~
Individuals attending the Medical Special Needs program may require nursing intervention. This program includes a wide range of leisure activities as well as day habilitation, community integration, and pre-vocational activities. They receive therapeutic and nursing services as prescribed or required. MSN does not have any 1 to 6 programming; all programming is 1 to 3 or 1 to 1.
~ Individual Specialized Program ~
The Individual Specialized Program has a vocational and therapeutic orientation in regards to behavioral services. Individuals requiring long-term specialized programming, short-term programming, and/or experiencing periodic behavioral crisis are eligible. Programs are highly tailored to each individual due to the amount of behavioral supports required. ISP does not have any 1 to 6 programming; all programming is 1 to 3 or 1 to 1.
~ Washington Center ~
The Washington Center’s focus is on learning appropriate social skills for the work environment. There is an extensive hand-crafted decoration component as well as on site building maintenance, horticulture program, day habilitation, community integration, and pre-vocational activities. The Washington Center program also runs and maintains “The Coffee Shop” at agency headquarters; along with raising butterflies a few times each year and keeping a butterfly garden.
All programs include an individual habilitation plan, support and connections to other resources and services. Pre-vocational objectives help in reaching employment goals based on individual likes and dislikes, strengths, abilities and needs. Each individual’s potential for community employment is assessed on a regular basis. All individuals have access to Supported Community Employment Services that meet their interests, capabilities and work goals.
FEE SPONSORSHIP POLICY
Referring agencies or school districts provide funding through fee sponsorships to Abilities to pay for the services provided. DDD sponsored consumers must also be Medicaid eligible in order for Abilities to bill Medicaid for services provided.
Abilities’ policy is to secure the fee sponsorship from the referring agency. When the fee sponsorship is in jeopardy, due to the individual not meeting current sponsorship criteria, state budget cuts or other unforeseen circumstances, Abilities will attempt to secure appropriate funding if possible.
Individuals whose Medicaid eligibility or funding has been interrupted will be temporarily put on hold until their sponsorship is reinstated or they are closed out.
Abilities receives limited funding from the County of Warren and the United Way of Warren County for individuals in the Community Rehabilitation Program that, for one reason or another, fall outside the state funding parameters.
ADMISSIONS REVIEW
The individual’s designated program’s intake coordinator presents requests for review for admission. A review may consist of admissions for Evaluation, Work Adjustment Training, Supported Employment, Community Rehabilitation Program (Extended Employment), Day Habilitation programs, closed cases seeking readmission, cases ineligible for admission or continuation and requests for termination. Designated staff will be part of the Admissions Review.
Written guidelines for criteria for admission, continuation criteria, re-entry policy/procedures, criteria for termination, and procedures for termination will be followed.
Additional referral data or pertinent case history information may be requested. Questions or concerns related to an individual's ability to benefit from program services and rationale for program admission, continuation, re-entry and/or termination may be reviewed. Recommendations for alternative services for individuals that are deemed ineligible for program services may be examined. Follow up information may be requested, and/or provided by the designated program's intake coordinator. Lists of individuals awaiting service and potential movement of individuals within programs may be periodically reviewed.
An Admissions Review, consisting of designated staff, may meet as needed to review requests for internal transfers prior to a meeting with the Interdisciplinary Team members who are involved in providing the day programming and residential services.
RESPITE PROCEDURES
(Temporary Day Placement)
DDD and Abilities shall coordinate respite requests when the need arises. The request for respite from DDD for an individual not currently attending an Abilities program will require a complete package. A complete package consists of a copy of the following: the current IHP, current medical with the name and phone number of physician, emergency card, Adaptive Behavior Summary, Transportation Sign-Off, Permission to Treat, completed I-9 and W-4 forms. DDD is responsible for sending the package to Abilities Director of Day Program Services at least 24 hours prior to the start date. Abilities will inform DDD as to the status of the request. Abilities will provide a package for individuals currently attending one Abilities program that will be participating in respite at another Abilities site.
Transportation will be coordinated by Abilities. If Abilities is able to accommodate the request for respite, the name, dates, program, and residence will be put on the respite log. The respite log will be updated and sent to all Abilities program sites as the respite request is completed. A Disabled for Work Performed Sheet will be completed by Abilities staff and placed in the respite’s file.
INFORMATION ON ADDITIONAL SERVICES
Annually, all caregivers (or the individual if they live alone) receive a Resource List attached to the annual information packet sent out in January; furthermore the need for additional services is also discussed at the annual Individual Service Plan Meeting. The Program Supervisor or Facility Case Manager will provide the information requested or advise the individual how the information may be accessed. Depending on the needs of the individual, outside referral services may be incorporated into the Individual Service Plan.
RELEASE OF INFORMATION
Individuals or their legal guardians shall be asked to provide specific written consent prior to certain services, professional consultations, and marketing promotions. Abilities Program Supervisors or Facility Case Management will be responsible for conferring with the individual or legal guardian to explain the proposed services and/or reason for requesting release of information. All signed release of information forms will be placed in individual’s records and will be updated based on need or special event. All releases will be specific and time limited.
CONSENT
Abilities Consent Form provides information outlining what is required of an individual in order for Abilities to provide the most appropriate services. This form is known as “Application for Services and Statement of Understanding”.
The conditions set forth in this form states that the individual / legal guardian understands the requirements necessary to obtain services and agrees to follow them. The individual / legal guardian recognizes that failure to comply with set forth requirements may result in denial or termination of services.
General requirements to obtain services include providing proof of DDD & Medicaid Eligibility, a complete medical, timely executed authorizations (as necessary), and a copy of certified Court Appointed Legal Guardianship.
Abilities in return will provide the individual/legal guardian with a complete copy of the Program Policies and Procedures. Additionally, Abilities retains the right to change any aspect of services provided, if it is deemed in the best interest of the individual. Refusal to agree to or abide by these changes may result in interruption or termination of services. The consent process will be reviewed as needed.
PRIVACY
An individual’s right to privacy will be maintained through the use of Abilities Confidentiality policies and as requested by the individual and / or their guardians.
ACCESS POLICY for INDIVIDUAL RECORDS
All records are kept private. Information is only used for providing services and making suggestions. Abilities can not release information to other agencies unless the individual or their guardian gives permission. An Authorization for Release of Information form is required.
Records will be maintained on all individuals served by Abilities. These records will be stored in designated file cabinets within the assigned Program Supervisor’s or Facility Case Manager’s office. The offices will be locked at closing. Recently discharged and closed cases will be maintained in a locked storage area for up to 5 years. After 10 years the file will be destroyed.
Program Supervisors, Facility Case Managers, Administrators, and Employment Service personnel will have access to case records. Staff persons who are granted access to records are responsible for signing the Access Sheet when a case record is removed from the designated office. All staff will observe and maintain individual record confidentiality. Volunteers, temporary staff, aides, interns and any other non-paid staff, are NOT permitted access to individual records unless expressed permission has been granted by the Program Supervisor, Facility Case Manager or any other member of the Management Team in a written notice. An Authorization for Release of Information form must be completed in order to copy any information to other agencies or services outside of Abilities.
The assigned Program Supervisor or Facility Case Manager will act as controller. Any files that are out but have not been signed for will be considered missing and must be accounted for. Access sheets will be saved as a reference for verifying and maintaining access control of records until the case file is returned to the designated area.
Individuals may access their own records by verbally requesting a review with their Program Supervisor or Facility Case Manager. This procedure is limited to the information contained in reports actually produced by Abilities, such as vocational reports, job sampling reports, etc. Individuals will not have access to case notes, correspondence, incident reports, etc., and reports that were not produced by Abilities, such as psychological reports, DDD social reports, etc. The Facility Case Manager or Program Supervisor may assist the individual in contacting the source of documentation or reports generated from outside the organization. Program participants may NOT access other program participant’s files.
The Program Supervisor or Facility Case Manager will oversee the file and will explain the contents to the individual. The individual will NOT be given the file. The file may not be removed from the premises. The Program Supervisor or Facility Case Manager will assist the individual with certain information contained in the file by reading or interpreting information or progress reports.
INDIVIDUAL and STAKEHOLDER SATISFACTION
Abilities is committed to determining our individuals’, personnel and stakeholders’ level of satisfaction with program services. In addition to assessing current services, satisfaction surveys are valuable in identifying services in need of improvement and/or expansion in order to meet the changing needs of individuals.
Satisfaction information is gathered on a regular basis. The information gathered is compiled by the Quality Improvement Specialist and reported to the Quality Improvement Team and Outcomes Management Group. The level of individual / stakeholder satisfaction and/or dissatisfaction with current services and recommendations are then reported to the Chief Executive Officer. This information is also shared with the individuals, stakeholders and Abilities’ staff via the agency newsletters and annual reports which are on the agency’s website.
INDIVIDUAL SERVICE AND FACILITY PLANS
All plans will be updated annually or more frequently as needed. The individual will be asked for input regarding his or her program goals as well as the legal guardian, residential provider, parent(s), DDD case manager and/or Supports Coordinator and other interested parties as invited by the individual or guardian.
All ISP’s and Facility Plans include the following elements:
• Long range goal in terms of Community Employment.
• Short range goals that specify targeted work behaviors or skills.
• The work assignment or environment in which the plan will be carried out.
• Sub-minimum wage certificate explanation.
• Any accommodations being made for the individual.
• The treatment techniques, methods and measures to be used.
• Time frames for reviewing the impact and outcome of the plan.
• Names of staff members involved in carrying out the plan.
• Health and safety factors, barriers to the plan, exceptions to the plan and recommendations for future planning are discussed and documented on the ISP form.
• The signatures of the individual, Program Supervisor and/or Facility Case Manager, Guardian, DDD case manager and/or Supports Coordinator and others participating in the plan development.
LATE ARRIVAL / EARLY PICKUP OF INDIVIDUALS
A sign in/out log will be maintained in each program noting the individual’s name, the individual dropping them off / picking them up, the date & time of arrival/pickup.
EARLY DISMISSAL OF INDIVIDUALS
In order to assure safety of individual(s) being dismissed or picked-up early from program, the following procedures for early dismissal are in effect:
Abilities will provide advanced notice when program has an early dismissal scheduled due to in-service training or other planned events.
In the event of unplanned early dismissals, due to inclement weather or unexpected conditions/circumstances, Abilities will make every effort to contact the individual’s home and /or provider. Secondary and emergency numbers will be contacted as needed.
Family, guardian, or residential providers may make arrangements for early pick-up by phone or note prior to dismissal time.
When a program participant is leaving early, the person transporting the individual, (or if the participant is his/her own guardian) must sign the individual out.
A sign out log will be maintained noting the program participant’s name, individual making request, date and time.
LATE PICK-UP OF THE INDIVIDUAL
• Individuals are not to be held past their regular dismissal times unless prior arrangements have been made with the guardian or residential provider.
• Arrangements for alternative pickups must be made prior to dismissal, or individual(s) will be sent home on their usual van run.
• This requirement is to assure that individuals are provided with transportation to their homes at all times.
• Early pickups for appointments, etc., will continue to be allowed with sign out procedure as described above under Early Dismissal.
WALK AWAY PROCEDURES
In the event of an individual leaving the premises/program area without permission or notification of supervisory staff, the following procedures will be implemented:
1. The staff person noticing that the individual may be missing will immediately advise their supervisor.
2. Staff and supervisor will conduct a search of the immediate area (i.e., restroom, break area, office area, etc.).
3. The sign out sheet will be checked in order to determine if the individual was picked up for a scheduled appointment or the individual signed out and left the program on public transportation. Additional staff may be questioned or asked to assist in contacting public transportation or recreational pick-ups, caregivers, etc. if the individual was not signed out.
4. The Program Supervisor or Facility Case Manager will conduct a more thorough search of the facility, which will include the outside areas such as the perimeter of the building, behind the dumpsters, the parking lot areas, etc.
5. The Program Supervisor or Facility Case Manager will notify the caregiver and will try to confirm what the individual was wearing.
6. If the individual has not been located or accounted for within 5 minutes of the initiation of the search then elopement will be assumed and 911 will be called. The Chief Executive Officer will be informed of the situation. The search will continue until either the individual is located and accounted for or the police have arrived to take over.
7. The police will be provided with a physical description of the individual, a photograph if available, and information regarding when and where the individual was last seen, and any other pertinent information.
8. Additional agencies will be notified if deemed appropriate, such as caregivers, residential programs, transportation, etc.
9. If applicable, DDD case manager/ Supports Coordinator will be notified and a DDD incident report (form # rep-002) filed as per DDD Circular #14-Unusual Incident Reports.
WALK AWAY PROCEDURES - COMMUNITY
When individuals are taken into the community all pertinent emergency information should be in the staff’s possession at all times. In the event an individual elopes or becomes missing in the community; the following procedures will be implemented:
1. If an individual becomes missing, one staff will remain with the group while one or more staff does a search of the area.
2. If a paging system is available the staff will request that the individual be paged.
3. If security persons are available, their assistance will also be sought.
4. If the individual is not found within 5 minutes of the noted absence, then 911 will be called.
5. A detailed description of the individual will be provided to the police.
6. Staff will call Abilities main office and notify the Chief Executive Officer or appropriate program staff if the Chief Executive Officer is not available.
7. One staff will remain at the site until the individual is located, or until told differently by the Chief Executive Officer or police.
8. Additional agencies will be notified if deemed appropriate, such as caregivers, residential programs, transportation, etc.
9. If applicable, DDD case manager/ Supports Coordinator will be notified and a DDD incident report (form # rep-002) filed as per DDD Circular #14-Unusual Incident Reports.
SMOKING POLICY / TOBACCO PRODUCTS
Abilities maintains smoke free buildings at every program site.
The following policy pertains to individuals and visitors of Abilities. Staff should refer to their Employee handbook for staff smoking procedures, as pertain to their assigned work site.
1. Smoking or use of tobacco products is never permitted inside the building, in any work area, dining area, office area, or rest room.
2. The use of smoking or tobacco products is limited to designated areas outside of each building
3. Use of tobacco products for program participants is limited to the following times: before program begins; during break and lunch and after program ends.
4. Staff is not allowed to smoke during program hours or as long as consumers are present.
5. Staff and individuals are not allowed to share, purchase or provide tobacco products for others.
6. Cigarette/cigar butts must be put in the receptacles provided, not on the ground, use appropriate receptacles for other tobacco products. All designated areas/receptacles must be kept clean by the staff that smokes.
7. Use of any tobacco products is NOT permitted during fire drills.
8. When refusal to cooperate with the smoking policy results in a fire or safety issue, further action will be taken.
DRUG AND ALCOHOL POLICY
When illegal drugs and / or alcohol are found on or being used by an individual receiving services on Abilities property, the individual will be immediately suspended from program until an IDT meeting will be held to discuss further action.
WEAPONS POLICY
Any one found to be in possession of a weapon will be immediately suspended from program until an IDT meeting can be held. Anyone utilizing other items as a weapon will also be suspended immediately until a meeting can be held.
TELEPHONE USAGE
Personal calls may be made or received during designated break times. Otherwise personal calls cannot be made or received during the work day, except in times of emergency.
← Personal cell phones, PDA’s (Personal Digital Assistants) & Blackberry’s
~for individuals receiving services~ cell phones are to be turned off or set to vibrate during work hours and may only be used during break, lunch and before or after work hours or for an urgent or emergency situation. Bluetooth head sets are NOT to be worn during program hours.
~ for staff ~Personal phone calls are allowed only as necessary or in an emergency. Staff should not be making or receiving calls that can occur after work hours. This applies to cell phone usage including text messaging. Personal calls are limited to scheduled breaks and lunches. Emergency phone calls will not be limited to these times.
← Facility telephones - may be used by program participants with permission.
NON-HARASSMENT POLICY
Abilities strives to provide a workplace free of harassment and we seek to insure the highest standards of health and safety for our individuals, staff, customers, vendors, contractors, and the general public. No individual or staff person will be allowed to harass any other individuals, staff, customers, vendors, contractors, or the general public by engaging in behavior including but not limited to the following:
Verbal Harassment: Threats towards persons or property, profane language towards others, damaging or offensive comments or insults, offensive sexual flirtations or suggestions, verbal bullying, exaggerated criticism or name calling, comments based on another person’s age, race, gender, background, color, disability, sexual preference or any other protected classification will not be tolerated.
Physical Harassment: Physical contact, assault, touching, hitting, pushing, kicking, holding, impeding or blocking the movement of another person, or any other perceived physical threat will not be tolerated.
Visual Harassment: Any images, objects, posters, photographs, publication, drawings or gestures that are perceived as insulting, hateful, obscene, rude or offensive will not be tolerated.
Sexual Harassment: any suggestive behavior, staring or leering, sexual or smutty jokes, sexual comments, insults or teasing, sexual or physical contact (touching, slapping, kissing, pinching), sexual propositions (asking for sexual favors or dates), inappropriate phone calls, letters or emails, or any of the actions listed above.
No person will threaten or suggest, either directly or subtly, that a person’s refusal to submit to sexual advances will negatively affect the person’s employment, evaluation, wages, advancement, assigned duties, work environment or any other condition of employment or career development. Any one of the above actions may be considered harassment and is subject to Abilities disciplinary policies.
Any employee who believes that they have been the subject of harassment should report the alleged act immediately to any supervisory staff or directly to the Human Resources Manager for investigation. All actions taken to resolve complaints of harassment through internal investigation will be conducted in private. Privacy will be maintained as much as possible. However, privacy of an investigation can not be guaranteed but will be legally protected as much as possible. After appropriate investigation, any individual or staff person who has engaged in harassment will be subject to disciplinary action.
Retaliation or retribution for reporting any incident of harassment of any kind will not be tolerated
and will result in disciplinary action.
ACCIDENT/INCIDENT REPORTING POLICY
All incidents involving accidents, injury, safety issues, contraband, assault, abuse, neglect, medication errors, restraint use, elopement and significant behavioral incidents must be documented on an Accident/Incident Report Form.
Abilities' staff is responsible for completing the DDD Unusual Incident Report when the incident falls under Appendix A: DDD Classification of Incident Categories as described in Division Circular #14
If the incident meets the criteria for DDD classification of incidents, then the Program Supervisor / Facility Case Manager or staff that witnessed the incident will complete the DDD Unusual Incident Report. Only one DDD report should be completed no matter how many individuals were directly involved or injured.
Minor accidents/incidents that do not meet the criteria for DDD classification of incidents will be documented on Abilities’ Accident/Incident Report. This form is also used to report staff accidents/incidents. Staff witnessing or otherwise involved in the accident/incident must complete the Accident/Incident Report Form within 24 hours of the event.
The Program Supervisor / Facility Case Manager or designees are responsible for filing and distributing copies to applicable individuals or agencies. All incident reports generated by Abilities staff are to be forwarded to the Agency Incident Report Coordinator. Copies should be forwarded to the following individuals as required or requested: Director of Day Program Services, Agency Nurse, Agency Behaviorist, Abilities’ Safety Committee, DDD.
If physical restraint was used during a crisis intervention situation, then in addition to the Abilities in-house Incident Form, the Agency’s Physical Restraint Reporting Form must also be completed and copied to the Agency’s Behaviorist.
~ If the incident was an injury or potential injury, the incident report will be forwarded via email to Abilities Chief Executive Officer, Human Resources Manager and the Chief Financial Officer. This must be done immediately following the completion of the incident report. If it is not possible to email the report, phone contact must be made to one of them with the report to follow if requested. ~
All accident/incident reports are reviewed by the Incident Review Committee. The IRC is made up of the Agency Incident Review Coordinator, Agency RN, Human Resources Manager and the Quality Improvement Specialist/ Behavior Support Committee Chair. The Agency Incident Review Coordinator will review these reports to ensure that they have been properly and completely filled out. This Committee will look at the reports to establish causes, trends, and actions for improvements, training needs, prevention and internal and external reporting process. An annual report is competed and presented to Abilities’ CEO for review.
INVESTIGATIONS OF ABUSE/NEGLECT POLICY
Any allegations of abuse/neglect or accidents or injuries of a serious nature must be documented on the appropriate incident report form.
• Allegations or suspicions of abuse or neglect require reporting on the Division of Developmental Disabilities’ Unusual Incident Report (UIR) in accordance with Division Circular #14, i.e. categories A+, A, B incidents all require documentation on the UIR.
• Accidents or injuries involving individuals and categorized as A+, A, B incidents require reporting on the Division of Developmental Unusual Incident Report form.
• Accidents or injuries involving staff require reporting on the Worker’s Compensation incident reporting form.
• The Agency Incident Report Coordinator will receive a copy of ALL incident reports
• The Agency Nurse will receive copies of any incident relating to an injury or illness.
A fact-finding investigation will be initiated by Abilities for all incidents involving possible abuse or neglect or accidents of a serious nature. The assigned investigator (Abilities personnel) will document information gathered and forward to the appropriate agency as determined by type of incident, i.e. Division of Developmental Disabilities-Special Response Unit, Abilities Workers Compensation, Liability Insurance, or Automobile Insurance Company.
REPORTING
Any allegations or suspicions of abuse or neglect or unusual accidents or injuries must be immediately reported to the Program Supervisor or Assistant Supervisor. They will forward the information to the Agency Incident Report Coordinator. The Corporate Compliance Officer will be notified of any situation involving Abilities’ employees.
~ If the incident was an injury or potential injury, the incident report will be forwarded via email to Abilities Chief Executive Officer, Human Resource Manager and the Finance Manager. This must be done immediately following the completion of the incident report. If it is not possible to email the report, phone contact must be made to one of them with the report to follow if requested. ~
• The legal guardian or individual’s family will be notified of all individual specific category A+, A, B incidents by the applicable program staff.
• The DDD Case Manager must be notified immediately by telephone for A+ and A incidents. If the DDD Case Manager is unavailable, then the unusual incident shall be reported to the DDD staff at the Regional office responsible for UIR coverage. Should either one of these individuals not be available, then contact the Area Supervisor of Case Management or County Administrator.
• Written reports for A+ and A incidents must be forwarded the same working day within the normal business hours unless incident occurred after business hours. Written reports for B incidents shall be forwarded by the next business day.
• Unusual incident reports involving individuals must be faxed to DDD UIR Coordinator at:
Northern Region: 609-341-2341
*Notify the above Division personnel by phone prior to faxing the incident report.
Incidents of a criminal nature will warrant notification to the appropriate law enforcement agency as directed by the Program Supervisor or Department Director.
Allegations of Abuse and Neglect of individuals over the age of 18, residing in their own home shall be reported to the County Adult Protective Service agency immediately by the appropriate designee, i.e. agency, case management, family.
Any allegations of Abuse and Neglect of any individual 60 years and older living in alternative residences shall be reported immediately to the NJ office of the Ombudsman by the appropriate designee, i.e. agency, case management, family.
All other incidents shall be documented on Abilities incident report form and reported to the Abilities’ Incident Report Coordinator.
RECORDS:
• A copy of the unusual incident report shall be included in a folder separate from the individual record.
• A follow up report for Category A+, A, and B incidents shall be completed and submitted by the Abilities personnel when additional information becomes available; the investigation is completed; following a review of the incident by a “review committee”; the incident is closed.
DANIELLE’S LAW – POLICY & PROCEDURE
Purpose:
In accordance with Danielle's Law N.J. A.C. 10:42A, all staff who work with individuals with developmental disabilities or traumatic brain injury are required to call 911 in the event of a life threatening emergency. This policy will set forth guidelines in the event of such a situation.
Life Threatening Emergency:
As stated in Danielle's Law, a life threatening emergency is defined as "a situation in which a prudent person could reasonably believe that immediate intervention is necessary to protect the life of a person receiving services…or to protect the lives of other individuals from immediate threat or actual occurrence of a potentially fatal injury, impairment to bodily functions or dysfunction of a bodily organ or part."
Staff Responsibility:
Staff who work with persons with developmental disabilities or traumatic brain injury-
1. Are required to call 911 in the event of a life threatening emergency; if a staff person is unsure whether the condition/situation is life threatening they shall call 911; if that staff person is the only staff person present, that staff will call 911 then provide assistance if trained to do so (first aid/ CPR).
2. Do not need to call 911 if they are certain that another staff has already called 911 regarding the life threatening emergency.
3. Are NOT relieved of the responsibility of calling 911 if the individual in the life threatening emergency has a Do Not Resuscitate (DNR) Order in effect; staff are to call 911 then provide a copy of the DNR order to emergency personnel responding to the 911 call.
The 911 Call:
The 911 call shall include the following-
1. Your name and telephone number of phone being used.
2. Address and location of the life threatening emergency - include any landmarks that will aid in the rescue.
3. Description of what occurred and what aid is being provided.
4. DO NOT hang up until you are told to do so. Allow the 911 dispatcher to end the conversation.
Reporting Requirements:
Every time a 911 call is made, staff shall -
1. Notify the caregiver, DDD case manager, legal guardian, DDD UIR Coordinator (speak to a person; DO NOT leave a voice mail message). Shamita Dasgupta 973-927-2654 or Charity Okoye 973-927-2658
2. File a DDD Unusual Incident Report (UIR) in accordance with regulations set forth in DDD Circular #14 - Unusual Incident Reports. 609-341-2341
3. Document in the individual's incident file.
4. Additionally, every delayed call or failure to call in a life threatening emergency will also be reported in a DDD UIR.
Violations and Penalties:
Any staff person found in violation of Danielle's Law will-
1. Be subject to a civil penalty of $5,000 for the 1st offense, $10,000 for the 2nd offense, and $25,000 for the 3rd and each subsequent offense
2. Be subject to revocation of their professional license or other authorization to practice as a health care professional.
~*~The individual staff person is held liable for the fine, not the employing agency. ~*~
Training:
All staff at Abilities will-
1. Receive a copy of Danielle's Law with a required sign off sheet (this is part of new hire packet). - a list of staff trained in Danielle's Law will be maintained at Abilities main office.
2. Receive annual refresher training on Danielle's Law.
PROCEDURE FOR RESPONDING TO EMERGENCY MEDICAL SITUATION
(Also refer to Danielle’s Law Policy & Procedures)
In the event of an emergency medical situation requiring emergency medical care, 9-1-1 call, emergency transport or hospitalization, the following procedures will be employed:
1. 9-1-1 will be called and directions from dispatcher will be followed.
2. The Program Supervisor, Facility Case Manager or designee will immediately notify the caregiver/residential provider and, if applicable, the DDD case manager and agency nurse.
3. If the caregiver/residential provider cannot be reached, the alternate emergency contacts will be called.
4. In the event the caregiver/residential provider or emergency contacts cannot be reached, the Program Supervisor or Facility Case Manager will immediately advise the DDD case manager, or on-call person, if one is assigned.
5. Copies of the Emergency Information and Permission for Emergency Treatment forms will be sent with the individual to the hospital to aid emergency medical personnel. If applicable a DNR order will also be sent.
6. Abilities’ staff will accompany the individual to the hospital and will remain with the individual until the caregiver/residential provider, guardian, or if applicable, the DDD case manager arrives. If the individual has no guardian or family and lives independently or in a nursing facility/boarding home; the necessity of staff accompaniment shall be decided/reviewed at the annual ISP meeting and documented in the file.
7. It is the responsibility of the caregiver/residential provider to oversee medical care and to provide hospital personnel with additional medical information. It is imperative that their arrival be timely, within one (1) to two (2) hours of the individual’s arrival at the hospital.
8. DDD case manager will be notified and a DDD incident report filed as per DDD Circular #14 for those individuals under the services of DDD.
INVESTIGATING COMPLAINTS OF SIGNIFICANT HEALTH PROBLEMS
(Also refer to Danielle’s Law Policy & Procedures)
The following guidelines should be used for procedures related to individual complaints of an injury or illness:
1. If an injury or health complaint warrants immediate medical attention, or presents as a Danielle’s Law event, 9-1-1 will be called (refer to Danielle’s Law Policy & Procedures) and the caregiver or residence will be notified. Agency Nurse shall always be notified.
2. Program Supervisor, Facility Case Manager and/or Agency Nurse will contact the residential provider to request pick up and examination by a Physician when an injury or health situation requires evaluation or medical treatment by a medical professional, but does not present as a Danielle’s Law event (refer to Danielle’s Law Policy & Procedures).
3. If complaint or situation does not appear to warrant immediate emergency or medical attention, then the Agency Nurse may be consulted as to whether the individual should be sent home.
4. All accidents and/or incidents involving medical treatment shall require the completion of an accident/incident report. DDD incident report will be filed when applicable (See Accident/Incident Report Policy)
5. If an individual chronically complains of the same ailment or injury, the problem will be documented and reported to the caregiver or residential provider, DDD Case Manager, and the Agency Nurse.
6. Individuals having a history of complaining of injuries and/or medical ailments should not be overlooked for the possibility of having a serious problem. However, at the minimum seek consultation from the Agency Nurse, and pursue medical documentation to ascertain if it is an unusual condition, chronic condition or in need of further medical evaluation.
COMMUNICABLE AND INFECTIOUS DISEASE POLICY
To protect staff, individuals, volunteers, and others from the transmission of communicable diseases, Abilities of Northwest Jersey, Inc. has developed the following work restriction policy.
Any staff, individual, volunteer, or other person involved in Abilities’ programs who, according to his/her physician, has a temporary, non-disabling infection, or has been exposed to one, may be required to remain home from work or from involvement in Abilities for a specified period of time to prevent possible disease transmission.
Any staff, individual, volunteer or other person involved in Abilities programs who, according to his/her physician, has a long term or permanent non-disabling infection, or has been exposed to one, may work at Abilities only in a position where the risk of transmission of the disease to others is minimized. The individual must be medically fit, able to perform the job duties and able and willing to follow instructions to refrain from activities that would put others at risk. Reasonable accommodations and job modifications will be made when appropriate. Each case will be reviewed on an individual basis by the Chief Executive Officer, Human Resources Manager and Abilities' nursing staff. Confidentiality of medical information will be maintained.
In order to facilitate Abilities of Northwest Jersey, Inc. in protecting the safety of those involved, persons who fall under this policy are expected to notify the Chief Executive Officer and the Human Resources Manager so that reasonable accommodations may be made. In the event that the individual is unable to work, personnel practices regarding sick leave will apply.
There are written attendance restrictions for the following medical conditions and they may warrant absence and/or removal from program:
|Bronchitis |Herpes (cold sores) |Scabies |
|Chicken Pox |Impetigo |Shigella |
|Cold / excessive nasal drainage |Infection |Shingles |
|Conjunctivitis (pink eye) |Influenza |Strep Throat |
|Continuous &/or productive cough |Intestinal worms/parasites |Sore Throat & Swollen Glands |
|Diarrhea |Lice |Tonsillitis |
|Eye Discharge |Measles |Tuberculosis |
|Fever |Mononucleosis |Undiagnosed skin/body rash |
|Gastroenteritis |Mumps |Unresolved pain |
|Giardia Iamblia |Nausea & Vomiting |Unusual blisterings, or swellings |
|Haemophilus |Pneumonia |Unusual Fatigue |
|Hand, Foot, and Mouth Disease |Ringworm |Whooping Cough |
|Hepatitis |Rubella (German Measles) |Yellowish skin or eyes |
~ Other conditions, not listed, may also warrant removal and or absence from program ~
Absence means that the individual/staff should remain at home until signs/symptoms subside and/or a physician’s written authorization permits return to program. In the event that a individual/staff reports to program with signs/symptoms, the Agency Nurse will be consulted, and if communicability is deemed an issue, the individual/staff will be sent home.
*~* NOTE: Anyone who is vomiting, nauseous, or has diarrhea must be picked up by a caregiver – the individual will NOT be sent home on the van.*~*
A Physician’s written authorization releasing the individual/staff from communicability and providing a date to return to program is required when a communicable condition exists (excluding minor cold symptoms), when absence due to illness lasts for five consecutive days, when hospitalization has occurred, and/or at the discretion of the Agency Nurse.
HANDLING NON-EMERGENCY INCIDENTS OF BODY FLUIDS
Procedure is the same for both vomiting and other bodily fluid incidents, and generally the same for all locations, lunch room, restrooms, production areas, conference rooms, other program areas and other communal areas within the building. Each program has a designated area for cleaning supplies.
All staff members are required to work cooperatively in handling these incidents.
~Universal Precautions should always be used~
Procedures for handling incidents of vomiting and/or body fluids:
1. Immediately care for individual - Staff will work cooperatively in providing immediate care to the individual. Do not leave individual unattended. Always use latex gloves. Make the individual as comfortable as possible.
2. Request assistance from other staff to care for the individual and inform Program Supervisor or Case Management staff of situation. Program Supervisor or Case Management Staff will provide additional assistance, contact the nursing staff or call the home if needed.
1. Move others from the area and keep others from making contact with the substance.
2. Block off area and prevent others from entering area.
1. Immediately cover the substance with paper towels, napkins, etc. Cat litter and additional supplies are located in designated areas in each program.
2. All staff are required to work cooperatively in providing assistance with clean up of a substance using universal precautions and procedure outlined below.
• Area must remain closed off while disinfectant clean up is in progress.
• Two or more staff may be required to physically assist individual and complete initial clean up of area.
• All staff are required to place gloves on both hands, double glove if needed. Care should be taken to avoid directly touching substance if possible. Soiled clothing should be double bagged.
• Fluids and/or solid matter should be removed using paper towels or other appropriate materials.
• Soiled materials should be disposed of in plastic bags and should be double bagged.
• After initial clean-up of fluids/solids spray sanitizer must be sprayed on the contaminated area thoroughly and allowed to sit for at least 10 minutes. After 10 minutes the area should be carefully wiped down.
• Used gloves are to be disposed of in a plastic bag and hands need to be thoroughly washed with soap and warm water.
• If necessary, continue to block off the area until additional or final clean up is completed.
• All staff have been trained in handling this type of incident.
~*~ Cleaning Crews are not responsible for final cleanup. ~*~
PROCEDURES FOR INDIVIDUAL GRIEVANCE
What is a Grievance?
A grievance is a complaint or a disagreement usually arising from the interpretation or application of a policy or a decision. It can frequently be decided whether a complaint is valid by asking these questions:
1. Did the policy/decision directly or indirectly get in the way of the individual’s program or participation in the program?
2. Has the individual’s health or safety been put in danger?
3. Has the individual been treated unfairly by other individuals, Abilities staff or policies?
4. Was the action different from previous actions in a similar situation?
Types of Grievances
When it has been decided that a grievance does exist, the first job is to decide what kind of complaint it is. A staff person will be assigned to perform a fact-finding investigation. Grievances generally fall under one of the following categories:
1. Discipline – warnings, suspensions, discharge
2. Program Participation - policy/decision that stops the individual from participating in program or terminates the individual from program
3. Administration Policy- policy or decision that directly affects or interferes with the individual’s ISP goals
4. Working Conditions - safety hazards, improper working conditions, health risks
5. Holiday or Vacation Pay – Extended Employees only- eligibility, use of time, etc.
What the Grievance Procedure Does
The grievance procedure gives the individual support, and outlines the process and provides representation within the facility.
All grievances should be discussed at a meeting and all individuals involved should be made aware of how the outcome will affect them.
Assisting the individual through the grievance procedure:
1) Completion of the Grievance Report,
a. Discuss the facts with the individual and/or the guardian. When completing the Grievance Report be specific with dates, times, etc., and how this affected the individual. Attach supporting statements and other applicable information if warranted. Review the completed report with the individual and/or guardian and have them sign off.
b. This report is to be filed with the Director of Day Program Services, Human Recourses Manager and Chief Executive Officer within 10 days of the date the individual reported the grievance.
c. Assure the individual that no retaliation will be taken as a result of submitting a grievance
2) Determining if a grievance exists.
a. Check guidelines under What is a Grievance and Types of Grievances.
b. Explain policies and regulations that may determine if a grievance exists.
c. Check facts, work areas and/or other factors that may help determine previous actions in similar situations if applicable.
d. Consult with your supervisor and/or Chief Executive Officer.
3) Establishing a plan of action or resolution.
a. A plan of action for resolving the grievance will be reviewed with the individual and/or guardian, Chief Executive Officer and other involved parties depending on the nature and scope of the grievance.
b. If it is determined that a grievance does not exist, then a thorough explanation of why it has been judged so will be provided to the individual and/or guardian.
4) Right of appeal.
a. If the individual and/or guardian are not satisfied with the plan of action or with the determination that a grievance does not exist, they have an additional 5 days in which they may request to meet with the Chief Executive Officer.
b. The individual may request continued assistance in presenting the grievance to the Chief Executive Officer.
c. The Chief Executive Officer will then review the grievance further with the individual and/or guardian and designated staff (i.e., Program Supervisor).
d. The Chief Executive Officer will recommend a final resolution.
e. The individual and/or guardian, if still not satisfied, has an additional 5 days to request presentation to an impartial arbitrator.
5) What is arbitration?
a. Arbitration is considered the last resort to resolve the matter.
b. Impartial arbitrator(s) may be selected by mutual agreement.
c. One or more designated impartial arbitrators will meet with the Chief Executive Officer, individual and/or guardian and designated staff (i.e., Program Supervisor).
d. Arbitration will involve questions and discussions with the impartial arbitrator(s).
e. At the close of arbitration, the agency will notify the individual and/or guardian in writing of the final decision or action on the matter.
ABILITIES OF NORTHWEST JERSEY, INC.
GRIEVANCE REPORT RECORD
Name of Grievant: Date:
Status/Work Location:
Nature of Grievance:
|Supervisor’s Report |(Be specific. Must include: WHO, WHAT, WHEN, WHERE, and WHY. |
| |The written grievance should have a complete statement of the facts.) |
Grievant’s Signature:
Supervisor’s Signature:
********************************************************************************************************************************
Reported To : _______________________________________________________________
Date:__________________________
Response Date:
(Attach written statement of findings.)
Disciplinary Action:
|Has Employee/Individual |Form of |When Warned and By Whom |
|Been Warned Previously? |Warning |1st Warning |2nd Warning |3rd Warning |
|_____ Yes _____ No |Verbal | | | |
| |Written | | | |
| | | |
| | |Continue on separate sheet if necessary |
rep #200
INTERNAL REPORTS & MEETINGS
Accident/Incident Reports
Staff members present at the time of an accident/incident will complete an in-house incident form. The original will be filed within a general incident file and/or the individual’s incident file. A brief summary of the incident will be documented on the Accident / Incident Summary Form, which is then reviewed at the quarterly Incident Review Committee Meeting. Additionally, these reports will be reviewed by the following committees as needed: Safety Committee (reports involving possible safety issues), Behavior Support Committee (reports involving behavior issues, individual restraint). Reports involving possible human rights violations will be reported directly to DDD or the individual’s guardian if possible. DDD’s Human Rights committee may be utilized if needed. DDD incident reports will be submitted to DDD’s UIR Coordinator and case managers/support coordinators as mandated.
Anyone who does not have access to an incident report form should use a “Witness Statement” form and give it to the staff person responsible for completing the incident report form. The Witness Statement will then be attached to the incident report when placed in the incident file. Physical Restraint Reports and Medication Error Reports will be submitted as needed by the staff present at the time of incident. In addition, the Agency RN will review Medication Error reports and seizure reports on a monthly basis.
Staff Meetings
Management Meetings - The Chief Executive Officer holds a monthly meeting for all department managers. Topics discussed may include, but are not limited to: DDD & DVR regulations, CARF standards, human resource issues, strategic plan, budget, marketing, fundraising, etc.
Supervisor's Meetings - The Director of Day Program Services holds a monthly meeting for all Program Supervisors. Topics discussed may include, but are not limited to: individual services, staffing issues, agency information (budgets, policies, fundraisers, etc.), DDD regulations, documentation procedures, etc.
Program Staff Meetings - Program Supervisors (including CRP Staff) hold routinely scheduled meetings to discuss individual issues or concerns, program issues, staff scheduling, trainings, etc. Staff meetings are documented and retained in a general file.
Case Review Meetings - Case reviews will occur with Case Management, Production Staff, Quality Improvement Team, IHP Coordinator, Luminaries staff, etc. as needed and documentation will be maintained in meeting notes and/or case notes.
Committee/Team Meetings - Regularly scheduled meetings will occur for Abilities’ committees and or teams. Topics may include but are not limited to individual behavior, human rights, incident reports, quality improvement, outcomes management, safety, corporate compliance. Each meeting will be documented and meeting notes will be maintained by the appointed chair of each committee / team.
FORMS POLICY
The Quality Improvement Specialist will review forms annually or as needed. Any new forms or changes to existing forms must be submitted to the Quality Improvement Team (QIT). All new forms are required to have the date they were adopted, and will be reviewed by the QIT. The most recent four revisions or reviews will be dated on the forms. Forms will be given a numerical code for identification and filing. Forms are maintained and accessed through the agency’s web site. Staff has access to the forms with a user name and password. The forms will not be accessible to the general public.
IN-SERVICE TRAINING
In-service Training for all employees of Abilities of Northwest Jersey, Inc. is coordinated by the Director of Day Program Services, Human Resources Manager, and/or Agency Nurse. Training topics are relevant to programming, service needs, staff development and needs of the population.
1. In-service training sessions are developed by Abilities to meet certain needs of staff (and state regulations) on an ongoing basis and may include but are not limited to the following:
□ Corporate Compliance
□ Crisis Management
□ Danielle’s Law
□ First Aid and CPR/AED
□ Harassment
□ Hepatitis & Infectious Diseases
□ Medication
□ Right to Know
□ Universal Precautions
2. External training program offerings are available through attendance at seminars and lectures. These are scheduled as they relate to promoting individual expertise in the specific area of employment with Abilities’ personnel (i.e., Supported Employment, Rehabilitation Seminars, knowledge of disabilities, etc.).
3. Training information is available to all staff, through monthly schedules distributed by the Division of Developmental Disabilities, the Division of Vocational Rehabilitation, the Rehabilitation Continuing Education Program, and other sources that provide a variety of trainings.
4. Trainings and seminars are scheduled based on need and budget allowance.
GENERAL PRODUCTION QUALITY CONTROL PROCEDURES
It is the policy of this agency to provide products and services of a quality that meets the needs of our customers. The procedures outlined below are general guidelines. Specific quality control needs are determined and set by the Production Manager based on customer Quality Control standards.
1. Forms received from customers, such as dockets or instructions, will be followed according to customer specifications.
2. All new jobs require 100% inspection.
3. The Production Manager, Assistant Production Manager and/or Contract Coordinator will inform the staff as to the specific quality control procedure required for each particular contract job.
4. If required or requested each staff person will be assigned an identification code which they will record on the container of contract that they have quality controlled.
5. When a lot or unit is rejected, it must be segregated until corrective action is taken. Also, it will be clearly marked, for example, with the word “REJECT”, visible on the outer packing.
PRODUCTION / PAY INFORMATION
Individuals are paid for the work they do on a “piece rate” scale, based on a time study for that specific contract. FICA (Social security & Medicare) taxes are taken out of each pay check as is the law. Individuals are encouraged to check current tax laws at the end of the year to see if they need to file federal or state tax returns.
U.S. Department of Labor
Fair Labor Standards Act (FLSA)
Section 14(c), Part 525
Employment of Workers with Disabilities under Special Certificates
Summary sheet
Section 14(c) of the FLSA authorizes employers, after receiving a certificate from the Wage and Hour Division, to pay special minimum wages – wages less than the Federal minimum wage – to workers who have disabilities for the work being performed.
A worker who has disabilities for the job being performed is one whose earning or productive capacity is impaired by a physical or mental disability, including those relating to age or injury.
Each individual will be paid a commensurate wage. This is a special minimum wage paid to a worker with a disability that is based on his or her individual productivity in proportion to the productivity of experienced workers who do not have disabilities performing essentially the same type, quality and quantity of work in the vicinity where the worker with a disability is employed.
Abilities of Northwest Jersey, Inc takes the following steps to assure compliance with this Wage and Hour law:
• Apply for and obtain the 14(c) certificate on a bi-annual basis. The certificate is currently posted in each of our locations.
• Complete a prevailing wage survey by contacting at least three companies in the vicinity for each job – contract and cleaning. This is an annual process to determine the prevailing wage paid to their experienced workers who do not have disabilities.
• Determine the piece rate for the specific task by performing a time study with three non-disabled individuals and utilizing the appropriate prevailing wage.
• Determine the standard time for hourly rated tasks by performing a time study with three non-disabled individuals and utilizing the appropriate prevailing wage. Measure the individual with the disability against the standard time to arrive at their individual hourly rate.
• Explain all job steps and rates paid to the individual.
TRAINING ACTIVITY POLICY
Although the agency’s goal is to provide continuous work activity, there may be periods of time when production is slow due to production deadlines, scheduling delays, unexpected interruptions of work flow, change over of work materials, etc. During periods of work slow downs, staff will work together in providing alternative activities. Some of the activities may include role-playing, games, group interactions and problem solving discussions. Please see form pro#002 for the complete listing.
The following information applies ONLY to the Day Habilitation Centers.
The Day Habilitation Centers include the following programs:
|Hackettstown Center |
|Individual Specialized Program |
|Mary Apgar Center |
|Medical Special Needs Program |
|Phillipsburg Center |
|Washington Center |
INTAKE PROCEDURES
The referral for admission to a day program can be made by the Division of Developmental Disabilities.
The referral package will be screened by the Director of Day Program Services.
The referral package should include the following information:
1. Documentation of developmental disability (i.e. psychological evaluation, medical evaluation)
2. Social History
3. Adaptive Behavior Summary/Behavior checklist
4. Medical evaluation (within one year) on DDD Medical Form for adults
5. Individual Habilitation Plan (current year) and/or Individual Education Plan
6. Guardianship documentation
7. Other pertinent information as deemed appropriate
8. DDD referral letter
9. CCW approval
10. Verification of Medicaid coverage
The Program Supervisor of the designated program (that individual will be attending) will schedule a pre-admission interview.
The following information will be reviewed / distributed at the pre-admission interview:
1. Application for Services and Statement of Understanding
2. Individual & Caregiver Handbook & Holiday Schedule
3. Danielle’s Law Information
4. DDD Medical Form & Immunization Record
5. Emergency Information Form
6. Emergency Treatment Consent
7. Hepatitis Information Packet
8. Information Release Consent Form
9. OTC Medication Orders/Diet Orders/Adaptive Equipment Orders
10. Photo / Video Consent
11. Program Information Sheet
12. Response to Emergency Situations
13. Transportation - DDD Transportation Sign-Off
14. I-9 Form
Admissions/Departures
The DDD Regional Coordinator reviews the package for completeness and approves the individual for current or future services. Based on the needs of the individual and the geographical location of the residence, it is determined if immediate placement is possible. The DDD Coordinator is responsible to contact Abilities and to forward the admissions package and to approve discharges.
Admissions
The DDD Adult Services Coordinator will approve all admissions to day program services.
1. Prior to the individual's admissions to program services, Abilities will schedule and hold the pre-admission interview. The individual, family members, caregiver, DDD case manager, legal guardian and other interested individuals shall be invited to attend. The DDD case manager and caregiver shall attend when possible. The goal of this interview is to provide information about services, and to discuss questions and/or concerns of all parties. The Program Information Sheet and Individual / Caregiver Handbook shall be reviewed, signed and dated by Abilities staff, the individual, and the caregiver. The sign-off section of the Program Information Sheet and Individual / Caregiver Handbook shall be placed in the individual's program file.
2. Abilities is the primary source for transportation, however, special circumstances may arise which would require a coordinated effort with residential providers or private carriers to provide transportation.
3. Abilities staff will schedule the admission date no later than ten working days after the requirements for admission are met and the referral packet has been completed. The packet includes the following forms: Emergency Information Form, DDD Transportation Sign-Off, Permission for Emergency Treatment and Medical Form for Adults. Copies of prescriptions and required tests must be submitted to Abilities.
4. At the time of entry a Department of Homeland Security Form I-9 Employment Eligibility Verification form must be completed and placed in the individuals file. A W-4 form must also be completed and given to the Human Resources Manager.
5. Completion and distribution of the Notification of Movement Form will be submitted to the DDD Adult Services Coordinator within 24 hours or the next business day. A copy shall be placed in the individual's program file.
6. A Department of Labor “Disabled for Work Performed Summary Sheet” must be completed prior to the end of the first week of employment and placed in the individuals file.
Departures
The DDD AT/SE Regional Coordinator will approve all transfers.
The Interdisciplinary Team (IDT) may request a transfer if there is a change in the individual's needs or if there is a change in the individual's residence.
1. The individual's DDD case manager shall submit the request for transfer to the DDD Adult Services Coordinator.
2. The individual file will be forwarded by Abilities if the individual is transferred to another Abilities program. DDD Adult Services Coordinator shall be responsible for forwarding the appropriate information if the individual is transferred to a program other than Abilities.
7. Completion and distribution of the Notification of Movement Form will be submitted to the DDD Adult Services Coordinator within 24 hours or the next business day. A copy shall be placed in the individual's program file.
VACATIONS AND ABSENCES
In the case of vacation or absence, the caregiver should notify the center in advance. If it is not possible to give advance notice, then the absence should be reported to the individual’s program as soon as possible.
Non-Attendance
The DDD SE & Day Program Manual defines non-attendance as a prolonged period of absence or chronic poor attendance which interferes with the implementation of the Individual Habilitation Plan.
The non-attendance of one individual must not delay the admission of another in need of services.
In the event of an absence:
1. The Program Supervisor or designee will contact the caregiver in the event of an unexplained absence. The DDD Case Manager will be notified if necessary.
2. If the absence extends beyond 60 days, Abilities must:
a. Contact the DDD Case Manager to determine the individual's status. If the individual intends to
return to program, the DDD Case Manager is responsible for developing a plan in conjunction
with Abilities indicating strategies and timeline for the return. If the individual does not return by
target date, he/she will be discharged from the program.
b. Notify the DDD Adult Services Coordinator.
c. Complete Notification of Movement Form if discharge from program occurs.
ABBREVIATED DAY AND SUSPENSION GUIDELINES
It is not the policy of Abilities' Day Program Services to use abbreviated days and suspensions from program as a disciplinary action for unacceptable behavior without prior approval by the Interdisciplinary Team and without the course of action outlined in a Behavior Support Plan or Behavior Recommendations (if necessary).
Abbreviated days and suspensions are used as a last course of action when other interventions have not been successful. They may also be used in situations deemed to be a crisis situation where a individual cannot be maintained in the program.
Abbreviated days and suspensions may be utilized in the following instances:
Abbreviated Day
1. If a individual has a behavioral episode which presents clear danger for the individual and/or others, or if the individual is in program and the behavior is unmanageable and the individual is not able to be calmed down, the Program Supervisor or designee will contact the residential provider/caregiver and the individual will be sent home for the remainder of the day.
2. Individuals given an abbreviated day may return to work the following day.
3. If the abbreviated day is not part of a previously determined plan, the DDD Adult Services Coordinator must be contacted and made aware of the abbreviated day.
4. Program Supervisor or designee will inform DDD Case Manager and Abilities Director of Day Program Services.
5. Abbreviated day is NOT considered a suspension.
Suspension
Suspension is defined as a temporary absence from day program due to:
1. Health factors requiring constant care or contagious disease.
2. Individuals can be suspended due to not cooperating with requests from the program that affects the program’s ability to provide day program services. Program Supervisors or the Agency Nurse may initiate a health related suspension because of the lack of emergency contacts, lack of permission forms, lack of current physical and/or Mantoux tests. etc. As per DDD, Chapter 19.4, “if the completed signed physical examination is not on file within 30 days of the due day, the individual is subject to suspension with approval from DDD.”
3. Severe behavioral episodes which present clear danger for the individuals or others.
4. Significant noncompliance of an individual or caregiver that impacts on the ability to provide the individual with day program services.
Procedures for Suspension
1 The Program Supervisor or designee will contact residential provider/caregiver to inform them of the suspension. Guardian will also be notified if applicable.
2. The DDD Adult Services Coordinator must be contacted prior to a suspension. If the DDD contact person is not available, the individual may be suspended for up to one day for disruptive behavior/medical issues.
3. The Program Supervisor or designee will inform DDD Case Manager and Abilities Director of Day Program Services.
The following information applies ONLY to
Organizational Employment Services
ELIGIBILITY CRITERIA
The referral for admission can be made by the Division of Vocational Rehabilitation, the Division of Developmental Disabilities, other state or private agencies, and/or the local school systems through the Transition Coordinator for Student Transitional Services.
The referral package will be screened by the designated Intake Coordinator for the program referred (i.e., Evaluation, Supported Employment, Extended Employment, etc.) according to the written admission criteria for that specific program.
The referral package should include information indicating that the applicant meets the following basic criteria for eligibility:
1. Has a physical, mental, visual, emotional, or other disability that has been an obstacle to employment
2. Is 16 years of age or older, and resides in a designated service district; Warren, Hunterdon and Morris counties
3. Eligibility for service sponsorship through Division of Vocational Rehabilitation, Division of developmental Disabilities or another appropriate state or private agency
4. Able to independently perform basic self care with reasonable accommodations
5. Appears capable of functioning in a supervised work setting with sufficiently controlled behavior
6. Able to attend on a full-time basis, unless other arrangements have been made prior to admission
7. Completion of a general physical within the past 12 months – for Extended Employment and AHP individuals
8. Has had a psychological and/or psychiatric evaluation
9. Has been discharged from a hospital or other program with a discharge plan or summary
10. Enrollment in related treatment program, if deemed appropriate
11. Indication of a desire to attend the work program
12. Employment eligibility verified through social security card, birth certificate, state id, or other acceptable documents
13. Has other pertinent background and vocational records
INTAKE PROCEDURES
The designated Intake Coordinator for the program service will schedule an intake interview. If the referral fails to keep the initial appointment, the interviewer will schedule a second interview. If the second interview is not kept, the referring agent will be notified, and if agreed upon, the referral will be closed.
The interview will be completed with the designated Intake Coordinator and will include the following:
1. A description of the purpose and services of Abilities.
2. An explanation of the program service for which the referral has applied.
3. A tour of the program.
4. An explanation of contract work, and wage system.
5. An explanation of available transportation services and transportation costs.
6. An explanation of conditions with sponsoring agent, such as financial issues.
7. Completion of the applicable intake forms.
ADMISSIONS
For those individuals awaiting service, admission will depend upon:
• The current wait list- established and maintained by date of referral.
• Waiting lists may also be in effect for the specific program requested and availability of transportation.
• Receiving the complete referral package and completing the intake process.
• Scheduling demands of the specific program service.
• Availability of transportation service.
The designated Intake Coordinator will periodically inform the designated Program Supervisor of any waiting lists (for programing or transportation), and contact referrals awaiting services as appropriate.
After reviewing the referral package and examining the referral’s eligibility for admission, the Intake Coordinator for the designated program will complete an intake information summary.
The decision to accept or refuse a request for admission will be discussed with the Program Supervisor and/or other Admissions review person(s) as applicable to the specific program (i.e., Facility Case Mangers, AHP Coordinator, Director of Day Program Services, etc.).
Requests for additional referral data will be reviewed with referring agency. Once the intake process is complete the designated Intake Coordinator will notify the referral and the referral source of acceptance, non-acceptance, requests for additional information, and confirmation of transportation arrangements.
If not accepted for admission, the referring agent and the referral source will be notified as to the reasons for ineligibility and any recommendations for alternative services. This will be documented by the designated Intake Coordinator for the program.
REQUIREMENTS FOR CONTINUED EMPLOYMENT
The Individual should:
1. Have a yearly general physical examination
2. Continue to be a resident of the service area.
3. Continue to be sponsored for services.
4. Possess self-care skills appropriate for level of program.
5. Be able to communicate verbally or non-verbally and follow simple directions.
6. Have acceptable attendance according to the individual’s pre-arranged schedule.
7. Have sufficiently controlled behavior in order to function in a group work setting.
8. Have sufficient stamina to sustain work activity throughout the workday with scheduled breaks.
9. Work with others cooperatively and engage in a work activity.
10. Be able to work within a group of up to 20 individuals and one supervisor.
11. Be willing to participate in programs, work activities, meetings, goal plans.
12. Have a production rate near or above average hourly rate requirement for that program.
13. Be able to complete jobs such as packaging, labeling, simple assembly, etc.
~*~ Consideration will be given on an individual basis regarding reasonable accommodations. ~*~
Individuals who clearly fail to meet continuation criteria in several areas must be seriously evaluated in terms of continuing at Abilities. Each individual will be given the benefit of the doubt; however, the prognosis for success will be reported to the referral source and the individual. An individual who fails to achieve the criteria after a substantial period in the program may be recommended for referral to an alternative program or termination. See Criteria for Termination.
TRANSFER
When an individual has transferred into competitive employment or another program that is not part of Abilities or Employment Pathways, all appropriate paper work will be completed by the Program Supervisor, Facility Case Manager or Employment Pathways staff. Any information required by the new program will be sent only after the appropriate release of information forms have been received. DDD and DVR will be notified of the transfer if applicable.
RE-ENTRY POLICIES & PROCEDURES
An individual that has been placed into competitive employment or another program and leaves that employment or program assignment at any time, may apply for re-entry to program services at any time.
After the individual contacts Abilities, they should notify DVR and/or DDD. The individual will be notified when the application process has been completed. If no openings or services are available, the individual may request to be put on a waiting list. Meanwhile, they may contact Abilities by phone for program status, job development services, or other information.
When applying for re-entry the following must be completed:
1. DVR referral form for re-entry is required to return to EE if it has been over 12 months since termination, program completion, or closed for community employment.
2. A letter or copy of the End of Placement Form completed by the Employment Specialist
3. Re-application Rationale Form to be completed by the Facility Case Manager and individual.
4. Review for Admissions by the designated Intake Coordinator, Program Supervisor, Facility Case Manager and/or other Admissions review person(s).
5. Completion of Notification of Program Change Form; original in the file, with copies to HR for payroll, Transportation Coordinator and Program Supervisor.
6. Completion of DDD Client Movement Form if applicable.
7. Inclusion on DVRS Monthly Extended Employment Report Update, if applicable.
8. Employment eligibility verification I-9 form.
9. Completion of W-4 form
10. Inclusion on DVR transportation reimbursement list for Extended Employment, if applicable.
11. Application for Services and Statement of Understanding form
12. Dept. of Labor – Disabled for Work Form
*~* If individual has an outstanding balance on their transportation bill,
they cannot re-enter program services until bill is paid in full. *~*
CRITERIA FOR TERMINATION
Termination will be at the discretion of our professional staff and will be exercised as a last resort.
Cause for termination:
1. An individual may be terminated during any phase of programming if he/she presents a potential threat to the safety of self or others in the facility.
2. An alternative program would be more beneficial and appropriate.
3. Behaviors disruptive to the general work climate. These behaviors include but are not limited to stealing or destruction of property belonging to the program or other individuals, physical fighting, continual inappropriate behaviors such as shouting, roaming, abuse to self or others, presenting a danger to self or others, etc.
4. Repeated violation of safety practices and regulations to the point that the individual is harmful to self and others (i.e., smoking in non-smoking areas, refusal to practice fire drills, transportation safety issues, etc.).
5. Demonstrated unwillingness to cooperate with the programs being offered at Abilities. Unwillingness to cooperate with the program services can be demonstrated verbally, through excessive absenteeism, etc.
6. Inability to progress toward goals in his/her rehabilitation plan to the extent that an employment goal cannot be established or maintained.
7. Verbalized desire to self-terminate.
8. Inability to meet the criteria for continued employment.
9. Transferring to another program, relocating, or enrolling in an alternative community or vocational service.
10. Requiring more supervision than the current program provides.
Procedures for Termination:
The Facility Case Manager, AHP Coordinator, or Employment Pathways staff may initiate the recommendation for termination by requesting to schedule an IDT meeting with the IHP Coordinator and other appropriate persons (parents, guardians, support agencies, etc). The Facility Case Manager, AHP Coordinator or Employment Pathways staff will then present the reasons for requesting termination. IDT meetings will be documented.
Termination will be exercised as a last resort. Appropriate persons will be notified of termination. If time and safety are not critical, the individual will be given notice before being required to leave the program. The individual has the right to appeal using the grievance process or through an advocate. Discharge Summary Form will be completed and placed in the case file, along with the appropriate Notification of Program Change, Client Movement and End of Placement forms.
All closed/terminated files will be kept and maintained for up to 5 years. After that time they will be boxed and place in storage; as per record retention & destruction policy.
TRANSPORTATION FARE POLICY
DVR Extended Employees utilizing transportation through Abilities will be billed for transportation service on a monthly basis.
The fare is charged daily and will be billed regardless of whether or not an individual rides one way or both ways (to and from Abilities). A seat on the van has been reserved for each individual for the full day; therefore, no distinction will be made between half-day and full-day usage. Any exception to this policy must be on a permanent basis, arranged with the Facility Case Manager and approved by the Chief Executive Officer. An example may be: If a parent brings a son or daughter to work every morning or picks up every afternoon then a half-day fare will be charged.
The individual’s designated Facility Case Manager and/or the Facility Case Management Supervisor will review individual billing issues on a case by case basis. Problems or billing errors will be reported to the acting Transportation Coordinator as needed.
All individuals who pay for transportation are required to sign a Transportation Payment Agreement stating that they (or their legal guardian) agree to pay a set fee for transportation. This agreement will be updated annually or as needed; as the cost to provide transportation increases.
DVR individuals may receive a reimbursement check from DVRS for transportation expenses on a quarterly basis, when funds are available. It is not a guaranteed reimbursement.
TRANSPORTATION REPORTING
The standard Transit Services form is to be used for reporting the following:
• New individual in need of transportation.
• Individual relocation requiring change of transportation and/or billing.
• Individual transfer of program that requires change of transportation and/or billing.
• Change in individual’s schedule, extended leave or termination.
• New transportation or billing needed for other reasons than those described above.
Cancellations and temporary or minor changes will be reported using the Transportation Issues Form. Individual transportation problems, needs or issues will be reviewed on a case by case basis.
ATTENDANCE POLICY
Individual Attendance Requirements:
1. Individuals or residential providers should report absences before the individual’s scheduled start time.
2. Preferably - no more than two (2) absences per month except for pre-arranged vacation, medical leave, and/or special circumstances.
3. Absences will be excused for religious or cultural holiday observances.
4. A medical excuse on doctor's stationery is required for absences of five (5) consecutive days or more.
5. A communicable disease (such as a severe cold, flu, conjunctivitis, scabies, lice, etc.) requires a doctor’s note to return to work, even if absent less than five days. **
6. Anyone who comes to program sick, is vomiting, has an elevated temperature, has diarrhea, has a continuous and/or productive cough, has excessive nasal drainage, is unusually fatigued, has an unexplained rash or has unresolved pain, will be sent home. **
7. Anyone sent home with an “Infection Control Notice” will be required to see a physician for clearance before returning to program. **
8. A medical excuse to return to program following same day surgery, special procedures, medical testing, treatment programs, emergency room visit, hospitalization, etc. is required
9. Verification of medical appointments such as appointment card, medical excuse, etc. may be requested.
10. Individuals having fasting blood work done should be kept home until after the test is completed, but may come to program afterward.
** (see Communicable Disease policy)
Unexcused Absences Are:
1. Consistent failure to report absences before scheduled start time.
2. Absence of five days in a row without a medical excuse.
3. Three or more absences a month without prior notice.
4. Ten consecutive unexcused absences may result in program interruption.
~ Chronic absenteeism will have a negative impact
on future referrals for Supported Community Employment and
opportunities for employment in the community.~
EXTENDED EMPLOYEE BENEFITS
• All full time Extended Employees receive ten (10) paid days and five (5) paid holidays after 12 months of program attendance. The first year’s paid days received are prorated according to their anniversary date.
|Month |Paid Holiday |5 days |4 days |3 days |2 days |1 day |
|Jan. | |10 |8 |6 |4 |2 |
|Feb. | |10 |8 |6 |4 |2 |
|Mar. | |9 |7 |5 |3 |2 |
|April | |8 |7 |5 |3 |2 |
|May |Memorial Day |7 |6 |4 |3 |2 |
|June | |6 |5 |4 |2 |2 |
|July |Independence Day |6 |5 |3 |2 |1 |
|Aug. | |5 |4 |3 |2 |1 |
|Sept. |Labor Day |4 |3 |2 |1 |1 |
|Oct. | |3 |2 |2 |1 |1 |
|Nov. |Thanksgiving Day |2 |1 |1 |1 |1 |
|Dec. |Winter Break |1 |1 |1 |1 |1 |
• Extended Employees scheduled to attend less than five (5) days per week will receive paid time equal to twice the number of days in their weekly schedule. For example, 3 days attendance per week equals 6 paid days. Paid holidays will be equal to scheduled weekly attendance days, i.e., 3 day/week equals 3 paid holidays. A paid holiday list for part-time schedules is prepared and provided to staff each year.
• Part time individuals (those scheduled to attend less than 5 days per week) do not receive paid holidays that fall on the days they are scheduled off from program.
• Five paid holidays are: Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Winter Break.
• Individuals on extended leave of four (4) weeks or more, for medical, respite or other leave, will not be paid for holidays falling within the leave period, but will be paid for holidays that occur after they return to program. They may use paid time during this leave.
• Individuals on vacation or regular absence will be paid for holidays that fall on their regularly scheduled days.
• Individuals can not carry over paid days off and will, therefore, be encouraged to use paid days between January and December.
• Individuals out of program for three (3) consecutive months or more, for reasons other than vacation, medical or respite leave, (such as self termination) will not receive benefits until after 12 months of program attendance.
• Individuals will have the opportunity to use paid time for days when Community Rehabilitation Program does not provide transportation and is open for program service, but not for days that the program is closed.
• Paid days off will be recorded on production pay sheets, individual attendance records, and monthly program attendance sheets.
• Individual attendance cards will record P for Present, A for Absent, PD for Paid Day, and PH for Paid Holiday. Suspension from program will be marked as S.
DISCIPLINARY POLICY
Warnings
Written warnings of suspension will be given for misconduct in the Community Rehabilitation Program and/or on the van unless immediate suspension is warranted. Individuals will receive a copy of the warning and a copy will be placed in their file.
Suspension
Suspensions of one to five working days, depending on the nature of the incident and previous disciplinary actions, from program can and will be used as a disciplinary action for unacceptable behavior as outlined under “Cause for Suspension” – see below.
Procedures for Suspension
The Production Manager or Assistant Production Manager may request that the disciplinary process be initiated. The Facility Case Manager will address the issue and determine severity and consequence. Warning notices will be provided as deemed appropriate in consideration of the circumstances and the individual involved. The individual will be informed of suspension and reason for the suspension. The residential provider, parent (if caregiver or legal guardian), DDD Case Manager/Service Coordinator, etc., will be informed, and a written notice of suspension will be issued to the individual and a copy placed in the individual’s case file. Individuals can be terminated for consistently violating Community Rehabilitation Program policies to the point of being harmful to self and/or others (see Criteria for Termination).
Cause for Suspension:
1. Insubordination - Verbal aggression, disrespectful and/or insulting behavior, leaving premises without permission, or any behavior determined to be willfully disobedient or non-compliant, etc.
2. Fighting / Threatening - Verbal or physical threats, intimidation.
3. Disruptive Behavior - Violation of shop rules & regulations, disorderly behavior, unacceptable behavior, etc.
4. Harassment - Any behavior which is considered offensive to another’s race, ethnicity, sexual orientation, gender, religion, beliefs, creed, marital status, age, national origin, disability, or any other protected classification, or causes another to feel uncomfortable or threatened in any way will be investigated and subject to disciplinary action if found to be substantiated.
5. Stealing - Stealing property or cheating on production counts.
6. Destroying Property - Company and/or personal property. If intentional misuse (behavioral incidents, fooling around, breaking things on purpose, etc.) of equipment or materials results in the damage or loss of the equipment or materials, the individual will be charged for the cost of repair or replacement of the equipment or materials.
7. Unacceptable Behavior on Vans - Suspension of one to five working days depending on the nature of the incident and previous disciplinary actions from transportation services.
8. Health Factors - Suspension may occur because of non-compliance related to requests for health related documentation such as annual physicals, medication changes, and return to work releases, medical excuses and/or other health related issues. Individuals may also be suspended due to health factors requiring constant care or in the event of a contagious disease. As per DDD, Chapter 19.4, “if the completed signed physical examination is not on file within 30 days of the due day, the individual is subject to suspension with approval from DDD.”
9. Abbreviated days- Abbreviated days are utilized for EE individuals when needed. This will be determined on an individual basis due to nature and severity of incident.
CASE RECORDS REVIEW
Review of case records will be completed by the designated person(s) from DDD, DVR and/or DOL on a routine basis and will include:
1. DVR Program Specialist reviews case records related to DVR sponsored Extended Employment, Extended Employment certification eligibility, Supported Employment services, transferred cases, discharges and general documentation.
2. DDD representatives review case records according to CCW Audit requirements and/or DDD requirements.
3. Review of a sampling of sponsored individuals in program.
4. Review of records to determine that records are complete, organized, and properly documented, dated, and signed.
5. Recommendations, based on case review, may be made to the Quality Improvement Team regarding modification or corrective action.
6. Department of Labor audits / reviews production pay sheets and pay roll records
7. All files will be reviewed internally every 3 years.
INELIGIBLE CASE REVIEW
Records will be maintained on individuals who have been declared ineligible for services (EE, SE, Eval). The records will be reviewed periodically.
Review will consist of:
1. Identifying any trends or patterns.
2. Indicating if such trends or patterns may be indicative of community service needs or modification of policy.
3. Recommendations, based on case review, may be made to the Quality Improvement Team or the Outcomes Management Group regarding possible policy changes and/or program development.
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