Policies and Procedures - NNEDV
Note:
The policies and procedures in this document are a compilation of a series of policies and procedures created over the years, memos, and in intra-office correspondence that have guided the work of staff. This manual should be used by employees to assist them in performing their daily work activities. Because work at MCADSV is different every day, every situation and/or scenario could not be addressed in this manual. Employees are encouraged to use their own skills of critical thinking to implement the guidelines in this handbook to the best of their abilities.
This manual is considered a supplement to the Personnel Handbook and does not take the place of the Handbook.
Management reserves the right to determine proper implementation of policies and procedures in this document as well as to modify, change, remove, or add to this manual at any time without prior notice.
Extra pages and longer the normal page breaks are included in the document to allow for expansion of the manual without substantial changes to the Table of Contents following each revision.
To bring attention to sections of this handbook symbols were used. While not always, most of the time those symbols represent the intentions of the administrators of MCADSV.
If there is a number sequence: This designates a sequence of actions that should be followed in the numbered order.
← Make a special note of this item.
✓ Don’t forget.
← Be sure all times on the list are accounted for.
□ A checklist guide for the user.
MCADSV would like to extend its thanks to sister Coalitions that allowed their manual and handbooks to be reviewed and used as a source in the creation of this document.
Definitions
The most logical start to a policy and procedures manual is to define what staff does on a daily basis. The two primary functions related to the majority of staff are technical assistance and training.
Technical Assistance Defined:
“Technical assistance” is a term used in our daily work and by grant funders. It is defined by MCADSV as the direct, problem-solving service provided by MCADSV. Both members and non-members contact MCADSV for technical assistance. MCADSV acts as a sounding-board for a variety of issues that arise when operating an organization that provides direct services to survivors of domestic violence, sexual violence, dating violence or stalking. MCADSV provides sound advice and in-depth analysis of the intended, and unintended, consequences of actions and decisions callers are contemplating. Technical assistance is generally, though not always, of a short duration and does not take the place of training - rather it supplements the training they may have already received.
Types of Technical Assistance:
The types of requests MCADSV receives include, but are not limited to:
← Personnel issues;
← Funding or grant-writing suggestions;
← Questions regarding the provision of services to survivors of domestic and sexual violence;
← Legal issues related to the operation of their organization;
← Legal issues affecting those they work with; or
← Current laws, needed laws, and public policy.
MCADSV as a Provider of Technical Assistance:
MCADSV staff assists members in their efforts to comply with service standards as created by MCADSV staff and the MCADSV Services and Education Workgroup, and ratified by the MCADSV Board of Directors. MCADSV Service Standards for Domestic Violence, Sexual Violence and Batterer Intervention Services were created by advocates with years of experience and expertise in the movement to end violence against women. The service standards lay the foundation for best practices and guide the message and work of the Coalition when providing technical assistance. As a staff member of MCADSV, you will refer to these documents frequently.
Coalition staff and its members have access to a library of books, journals, articles and videos. Coalition staff has access to Sage Publication and Lexis Nexis as additional research tools to fully inform our message or advice to membership. Staff conducts much of their work collaboratively. What this means to you as Coalition staff is that you should not hesitate to ask questions of your colleagues. Orientation to the work of this, or any, Coalition does not happen overnight and is generally acknowledged to take a year to become fully acclimated to the nuances of working for a membership organization, recognizing the expertise that you bring to the organization and understanding the depth of knowledge that your colleagues bring to this work.
Technical Assistance is Not…
… working in crisis: Members often contact us when they are in crisis. Staff going into crisis mode with them is not what they need or what they expect when they contact the Coalition. It is ok to tell a member that you do not have an immediate answer but that you will confer with colleagues and provide them with the information they need as soon as possible.
Your role as MCADSV staff is to:
✓ Listen;
✓ Assist them with working through the various issues to identify the problems;
✓ Identifying priorities in handling the situation;
✓ Informing them of resources to assist them;
✓ Referring them to others if it is called for and, again;
✓ Listen.
Technical Assistance is not making a decision for the caller. Much like working with survivors, your role is not to tell members what to do. On some occasions that may be called for, but the majority of the time you will offer suggestions for best practice, recommend strategies, refer them to their own legal counsel, and work through various scenarios of probable outcomes to assist them in reaching a decision or action.
Technical Assistance is not taking the place of the caller’s own legal counsel. Coalition staff often encourages members to seek their own legal counsel, particularly when it appears that litigation is a likely an outcome. We can provide them with tools and materials to better inform their work and the work of their counsel. Staff consults with their counsel regarding strategies, but we do not act as their legal counsel. Those without law degrees are always very clear that they are not lawyers when discussing options with members.
Technical assistance from the Legal Advocacy Specialist (LAS) is not providing advice directly to survivors. Because of an attorney’s code of ethics, conflict of interest and the Coalition’s insurance stipulations, the LAS can not speak directly with survivors. The LAS can provide information to her advocate or another staff member to discuss with her. The LAS can work with the survivor’s attorney to develop strategy and provide resources.
Types of Training:
The types of training requests MCADSV receives include, but are not limited to:
• The provision of services to survivors of domestic and sexual violence;
• Board trainings;
• Personnel issues, management and leadership development;
• Funding or grant-writing;
• Legal issues affecting those they work with; or
• MCASV service standards and their implementation.
MCADSV as a Provider of Technical Assistance:
MCADSV staff assists members and the Coalition’s collaborative partners in their efforts to address the needs of survivors. MCADSV has a long history in training not only advocates, but also law enforcement, judges, court personnel, social workers, physicians and many others. MCADSV receives funding to provide this highly demanded service. Trainings may be conducted at a variety of locations and for a variety of different audiences. The protocols below assist in guiding staff in the management of request.
Monitoring Defined:
“Monitoring” is a term used in our daily work and by grant funders. It is defined by MCADSV as the review and evaluation of programs policies, procedures, and practices in order to ensure the highest levels of accountability to MCADSV Service Standards and Guidelines, funders, and ultimately to those to whom they provide services. MCADSV is under contract by at least one funder to provide this assistance upon the request of the funder, if activities qualify for monitoring under the Qualifying Events for Program Monitoring in this manual, or at the request of the program staff. The instances by which a program monitoring occur may be expanded at any time.
Monitoring activities can include, but are not limited to:
← A site visit to the program;
← Evaluation of compliance with MCADSV Service Standards and Guidelines;
← Review of program’s administrative operations;
← Assisting with the maintenance and improvement of procedural standards; or
← Assisting the Department of Social Services with calls regarding grant expenditures, Monthly Services Reports and Outcomes reporting.
Monitoring activities are generally a more intensive activity than technical assistance and require additional documentation beyond Coalition Manager (see Program Monitoring Inquiry Documentation.)
Training
Entire training section updated August 2011.
Training Guidelines for Annual Conference
______________________________________________________________________________
Audio/Visual (A/V Equipment)
MCADSV A/V equipment will not be loaned to, or used unsupervised by, non-MCADSV staff.
MCADSV A/V equipment is provided for use by the keynote, or primary presenter, at MCADSV trainings and meetings. Workshop presenters are encouraged to bring their own laptops and projectors. MCADSV provides LCD projectors, screens and easel pad paper and easels as available and on a first-come-first-served basis.
Special Events
Events in which an evening dinner is provided and an individual wants to invite someone to the dinner or attend only the dinner, a cost equal to the dinner, plus gratuity, is charged to the individual. The Education Coordinator makes arrangements for payment.
Registration
Online registration is the process for registering for Annual Conference.
Staff should not register for Annual Conference prior to the event. Please register after the Conference within one week of the event. If this is not possible due to other commitments, please notify the Education Coordinator. After the conference, the Education Coordinator will send an email reminder to all staff.
Student Conference Fees
The Annual Conference student fee discount is intended for full-time students only.
Workshop Presenter Fees at Annual Conference
A maximum of one presenter per workshop is provided with a complementary conference registration and one night of hotel expenses, based on the current budget of MCADSV.
All other expenses, and those of additional presenters, are the responsibility of the individual or his/her organization.
Panelist
Panelists participating in only a segment of a single or two-day training are reimbursed only for mileage expenses.
Annual Conference panelist reimbursements are considered on a case-by-case basis by the Education Coordinator and an MCADSV Administrator.
Call for Workshops
Invitations for workshop presenters are mailed to individual and program members, other state Coalitions, other Missouri state agencies and non-profit organizations, and those who have previously expressed an interest in presenting at MCADSV trainings.
The Education Coordinator will keep a record of those individuals and organizations that have expressed an interest and provide a mailing list to the Publications Coordinator.
Contract Trainers Reimbursements / Fees
Trainers, not employed by MCADSV, contracted to provide training for MCADSV sponsored trainings and paid with federally-funded dollars, are paid in accordance with Section III, Part 6 of the U.S. Department of Justice (DOJ), Office of Justice Programs Financial Guide guidelines. Training contracts with non-MCADSV employee trainers are developed and reviewed on a case-by-case basis by the Education Coordinator and at least one MCADSV administrator.
MCADSV provides mileage, hotel expenses, supplies and meals to trainers. The Education Coordinator will make lodging arrangements for trainer stays in the hotel connected to the training venue, provided direct billing is an option. Trainers are asked to present his/her own credit card at the hotel registration desk to pay for incidental expenses, including meals, which may be submitted for reimbursement. All other arrangements are made by the trainers, who provide payment and submit a reimbursement request form along with itemized receipts. MCADSV cannot reimburse trainers for alcoholic beverages.
Payments for training are made directly to the trainer unless he/she requests payment to his/her organization. After the initial training agreement is discussed and prior to MCADSV staff members drafting the contract, the trainer will notify MCADSV of the name of the payee to be included in the contract.
Trainers will supply MCADSV will their social security numbers. In the event that an organization receives payment, the trainer will provide the agency federal identification number. The Education Coordinator will check the federal debarment list upon receipt of the contract. A record of this check is kept with the training records.
Failure to Cancel Fees
A copy of the training registration list is printed by the Education Coordinator, or her designee, after noon of the day before the training. Registrants for MCADSV should make cancellations for training events by noon on the day prior to training. Failure to cancel will result in the assessment of a $25.00 failure to cancel fee. The fee is charged to the agency (if the registrant is affiliated with program) or to the individual (if registrant is an individual member). Staff, volunteers and Board members from member programs or individual members with outstanding fees will not be allowed to register for or attend training until payment is made.
After a training for which advance registration is required, the Education Coordinator will review the attendance roster and update it in the database, indicating whether individuals attended. If not, she will indicate whether it was resolved (excused) or unresolved (unexcused, resulting in a $25 failure to cancel fee).
For the unresolved absences:
The Education Coordinator will:
• Add the date and title of the training, program name (or individual member), and the name of the individual who did not attend the training to the failure to cancel spreadsheet saved as F:\Training\Failure to Cancel.
• Update a failure to cancel memo (saved in the F:\Training\Failure to Cancel folder as memo notice), print it and put it in the Fiscal Coordinator’s mailbox.
• Notify the Fiscal Coordinator and Office Manager via email of the Failure to Cancel fees that need to be invoiced.
• Monitor the Failure to Cancel list prior to trainings and contact any members who have registered for trainings but are not eligible to attend because of outstanding failure to cancel fees.
The Fiscal Coordinator will:
• Print invoices and mail them along with the memo within two weeks of the training.
• Update spreadsheet with invoice sent date.
• Send invoices quarterly for ongoing outstanding fees.
• Double check that the failure to cancel spreadsheet has been updated when payment is received.
• Provide the Education Coordinator with electronic records of invoices upon request.
The Office Manager will:
• Process payment of failure to cancel fees (enters the deposit into Quickbooks, etc.).
• Update the failure to cancel spreadsheet, indicating date payment was received.
• Update the failure to cancel list in Coalition Manager.
The Education Coordinator, Office Manager, or Senior Management may forgive failure to cancel fees for emergency and unforeseen circumstances at their discretion. If a fee is forgiven, the Education Coordinator must be notified, and she/he will update it on the spreadsheet and database records in Coalition Manager.
Waiting Lists
The Education Coordinator will make a determination of the maximum number of allowable registrants based on space, budget, and/or other resource considerations. In the event that demand exceeds space, the Education Coordinator will make accommodations for extra registrants, if space and training design allow.
Walk-in Registration
At Annual Conference, attendees who register after the close of the registration period, including at Conference, are charged a walk-in fee of $25.00 in addition to the conference fee.
Walk-ins are accommodated for trainings and conference as space allows.
Scholarships
The Education Coordinator sends Annual Conference scholarship applications via mail and email to all member programs in August. Scholarships are awarded on a first-come, first-served basis.
The Office Manager monitors submissions of scholarship applications, tracks the dates received, and notifies the recipients.
Scholarship recipients are expected to attend the entire conference.
Annual Conference Scholarship and Presenter Reimbursement
______________________________________________________________________________
Education Coordinator: In the week following Annual Conference, the Education Coordinator emails scholarship recipients and presenters about deadlines (end of November) and process to submit paperwork for reimbursement. (The Education Coordinator has a detailed list with email addresses. If any return as failure to deliver, the Education Coordinator will call the individual.)
Officer Manager: The Office Manager keeps a list of who submits paperwork for reimbursement.
Education Coordinator: Using the Office Manager’s list, the Education Coordinator will email recipients and presenters who have not yet submitted paperwork a few days prior to the deadline.
Officer Manager: The Office Manager can still compensate recipients and presenters until the last week of December, but recipients and presenters will no longer receive reminders. Staff will not advertise or encourage this option.
Staff as Facilitators at Annual Conference
______________________________________________________________________________
The facilitator will:
1. Arrive at the workshop 10 minutes prior to start time and ask if the presenter(s) have everything they need.
2. Before entering the room, be sure the sign outside has the correct workshop name.
3. Make sure the presenter has their handouts. If the speaker had asked MCADSV to make copies, they should be at the registration table and the speaker should have picked them up.
4. If any audio visual problems arise, help the presenter resolve them or find the hotel’s audio/visual technician.
5. Inform speakers they must use the microphones provided. Workshops must be accessible to participants with hearing impairments.
6. Welcome the audience and introduce her/him self and the session, including the title and the speakers’ names (biographies unnecessary).
7. Distribute (at the beginning) and collect (at the end) workshop evaluations. Staff should binder clip them and turn them in at the registration table. Evaluations may also be turned in to the registration table. Having them collected by staff before leaving the session is preferred. Evaluations will not be read during the conference, at the close of conference or in front of members.
8. Note the number of attendees for each session. There is a place to write the number down at the registration table.
9. Get a copy of all handouts. This is the MCADSV copy. Any extra copies for the staff attending the workshop should be factored in to the amount of handouts retained. This copy is for grant purposes.
10. If there are not enough handouts for everyone, they should be distributed on a first come-first served basis. Staff may ask that attendees take one handout per program. Staff will not make on-the-spot copies of handouts. Either the speaker can offer to send copies to whoever contacts her or, if the Education Coordinator gets copies, she can email them.
11. Before leaving, make sure the paper sign outside the room has the next workshop name.
There is a meeting for report backs about workshops. Staff should take notes, identify the stand-outs for future trainings and conferences, and note any issues related to presenters or situations.
If staff does not have workshop assignments, during breakout session time they should check in at the registration table to make sure at least one staff member is there. Staff is encouraged to attend workshops and not congregate in large groups at the registration table.
Checklist of Items to Bring to Trainings
□ Laptop
□ Extension Cord
□ Power Strip
□ Remote Presenter
□ Jump Drive
□ LCD Projector
□ DVD/VCR
□ Chocolate & nuts
□ Containers for chocolate & nuts
□ Paper plates
□ Purple emergency supplies box
□ Folders of materials
□ Markers
□ Nametags
□ Certificates
□ List of programs with Failure to
Cancel Fees
□ Receipt book
□ Sign-in sheets
□ Timed agenda
□ Extra DV 101s/SV101s
□ Extra directories
□ MCADSV sign
□ Brochures for upcoming trainings
□ Flipchart(s)
□ Easel(s)
□ CEU sign-in forms
□ CEU sign-in information sign
LCD Projector Check-out
______________________________________________________________________________
Policy
LCD projectors must be signed out by any staff using the LCD projector.
Procedure
The LCD check-out sheet is located in the training supply room with the projectors. A sample form is included in the Appendix. The actual form is in MCADSV SERVERTraining/Forms/LCD Checkout.
Use of LCD projectors must be documented to the MCADSV Global Calendar. If the LCD is with staff traveling before or after the event those days must be included as a part of the calendar event.
Coordination of Request for Training
______________________________________________________________________________
Direct all training and facilitation requests to the Education Coordinator (EC), who will coordinate the personnel to fulfill the request unless it is an event-related public speaking engagement, which should be directed to the Development Director.
➢ All trainers submit requested paperwork following trainings to the EC by deadlines outlined in the procedure.
➢ The EC compiles all necessary documentation of trainings for grant reporting purposes and organization record keeping.
➢ The EC collaborates with the Development Director on training information and documentation for grants.
Trainer selection
Staff: MCADSV staff member receives a request for training or facilitation. MCADSV staff member refers requesting party to EC or gives EC information to contact requesting party.
Education Coordinator: EC determines if requests are fulfilled by MCADSV staff or if a referral to a member program is necessary.
Member programs receive referrals if the requesting party is a community-based agency wanting general information on domestic or sexual violence. Requesting parties are asked to contact MCADSV again if the member program cannot fulfill the request.
If more information is needed in order to determine who will fulfill the request, the EC will contact the requesting party to obtain more information. For additional information the assigned trainer will contact the person requesting the training. After determining the appropriate trainer based on the Considerations for Making Training and Facilitation Arrangements, the EC asks the trainer to make arrangements with the requesting party.
The EC should discuss with requesting parties whether or not they are able to invite neighboring member organizations when the requests are for general on-site training not specific to individual program development.
Considerations for Making Training and Facilitation Arrangements
Assumptions
1. The PDS, Legal Advocacy Specialist (LAS), Prevention Coordinator (PC) and Education Coordinator (EC) were hired to train as a significant duty of their position.
2. All other MCADSV staff may be available to train on an as needed, as their expertise is required, occasional basis, depending on the situation.
Considerations for scheduling
← Will there be at least one Program Development Specialist (PDS) in the building?
← Is there a staff meeting or conflict with a previously scheduled MCADSV event?
← What is the urgency of the request?
← How long will it take to prepare for the event?
Considerations for trainer/facilitator selection
□ What is best for the Coalition in terms of the allocation of staff resources?
□ Does it have to do with program development?
o If yes, a Program Development Specialist.
o First choice is the PDS for that region, if possible.
□ Is it topic training as opposed to program development?
o If yes, look at EC & other staff’s (availability/expertise) first.
o PDS or others second so they are available for program development trainings.
□ Is it an in-depth legal program?
o If yes, Legal Advocacy Specialist if possible.
□ Who is available to do the presentation on the requested date?
□ If more than one person, what does the schedule look like around that date?
□ Who has the expertise/repertoire for the topic?
□ Who has already done a presentation on the same/a similar topic?
□ Does anyone need/want to develop the presentation because it is useful in the future?
□ Is anyone interested in developing a presentation on the topic?
□ If the requested date is not specific, is it approximate?
o If so, what else is going on around that time?
□ What does the availability look like for that month?
□ Did the requesting party ask for a particular trainer?
□ Is there at least one PDS in the office on that date?
□ Is it for the membership or an outside organization?
□ If it is an outside organization, is there a staff member who works more closely with that group?
□ Does anyone have a heavy schedule just before or just after the training?
□ Does the audience have similar qualifications to an MCADSV trainer?
Other considerations
□ Who enjoys training on this topic or for this group?
If no more information is needed, the EC asks the appropriate trainer to make arrangements with the requesting party. The trainer should apply the considerations for scheduling from Considerations for Making Training and Facilitation Arrangements.
Once training is scheduled
Trainer will:
• Send an email to the EC with:
o Date and time of training
o Title/topic of training
o Location of training
o Intended audience (eg. Staff at Haven House)
• Place training on MCADSV global calendar.
• Create an electronic folder for documentation.
o Go to the Training folder on the server.
o Go to the correct year
o Select the type of training: On-site (for members only), Community (for non-members), Regional (regional meeting trainings only).
o The electronic folders should be named the following ways:
▪ On-site: Date, Trainer Initials, Program
• 1.26.08 MM STL Orientation
• 7.16.08 EH & KM Legal Aid of W MO
▪ Community: Date, Trainer Initials, Group
• 3.30.08 JC NASW-MO
• 6.2.08 CRW MFH Summit
▪ Regional: Date, Trainer Initials, Topic, Region (SW, SE, NE, NW, STL, KC and Central)
• 4.8.08 CRW Policy STL
• 8.1.08 LW Media SW
• The trainer is responsible for notifying the EC of any changes, including cancellation or rescheduling.
Education Coordinator will:
• Add the training to the tracking spreadsheet.
Training Catalog-Still in progress
EC compiles and periodically updates a list of trainings MCADSV staff can, have, or are willing to offer.
1. MCADSV staff member is responsible for sending updates to the catalog to EC.
At the training
Trainers will:
□ Distribute sign-in sheets for any training offered to MCADSV members.
□ If no sign-in sheet is circulated because the training is for non-members, staff should count attendees and take a survey of professional descriptions.
□ Distribute evaluations unless training is at another group’s conference.
o Trainers should request evaluation results from the organizer if not distributing MCADSV evaluations.
Training Database
• Trainers will enter their own trainings into Coalition Manager.
• If the training was an on-site or regional meeting/training, the trainer (or PDS) will create a staff activity summary report.
• PDS are responsible for entering regional meeting trainings into the database, regardless of who conducted the training.
Follow-up documentation
□ PDS are responsible for follow-up documentation after regional meeting trainings, regardless of who conducted the training.
□ Within two weeks following a training, or by the third day of the following month, which ever comes first, the trainer is responsible for:
✓ Turning in two hard copies of the following documentation to the EC:
▪ Training cover sheet
▪ Database printout
• Event View (for every training)
• Event registrations (if attendance was taken)
• Profession Attendance Summary (if attendance was taken)
✓ All database printouts should be printed in Firefox with a portrait orientation.
✓ Turning in individual evaluations to the EC.
✓ Save the following in each training’s electronic folder:
▪ Handouts-must be in Word, PowerPoint or PDF form (please scan any that are not electronic)
▪ Database information
• For the Event View, Event Registrations and Profession Attendance Summary, go to File, Print to PDF and save in that training’s electronic folder as:
o “Event View”
o “Event Registrations”
o “Profession Attendance Summary”
✓ If attendance was not taken, staff should enter the total number of attendees by editing the event after it occurs. The paperwork and the database PDF should have the total number of attendees indicated.
□ The EC is responsible for:
✓ Checking in with trainers who have not met the two week deadline and come up with an alternative deadline.
✓ Informing the Senior Management when an alternative deadline is not met.
✓ Giving advanced notification when paperwork must be turned in before two weeks due to impending grant reporting deadlines.
□ EC monitors the completion of electronic documentation and:
✓ Compiles evaluation responses into an evaluation summary report
✓ EC retains two hard copies of the following:
o Training cover sheet
o Database printout
o Evaluation summary report
✓ Individual evaluations are kept in a separate location.
← EC will include the following in the monthly training spreadsheets:
✓ Grant
✓ Presenter
✓ Topic
✓ Date
✓ Duration
✓ Audience (advocates, law enforcement, etc.)
✓ Number in attendance
✓ Number of evaluations received
✓ Location
✓ Type of training (statewide, regional, on-site, community)
Coordination of Request for On-site Training
Adapted from the Wyoming Coalition’s Policy
Included April 2011
______________________________________________________________________________
MCADSV is not a regulatory organization and therefore will only offer suggestions for consideration. Action on any suggestion is at your discretion. A condition of some funders and to be considered a member of MCADSV does require adoption of the MCADSV Service Standards and Guidelines for both domestic and sexual violence programs.
PROCESS
• MCADSV will accept an on-site technical assistance (OSTA) request only from a Program Director and/or Board of Director member. When contacted by paid/volunteer or staff who have been directed to do so by the Program Director, MCADSV staff will verify the request with the program’s Director. When contacted by paid/volunteer staff without the Director’s approval, MCADSV will encourage them to review their personnel policy and follow their agency’s procedures.
• OSTA can be provided in the absence of a Program Director due to termination, resignation or have health or family issues. (Rare situations when staff is terminated, resigned or have health/family issues)
• Primarily, the operations staff (program development specialist, legal advocacy specialist, prevention coordinator and education coordinator.) However, assistance may extend beyond operations staff to include MCADSV administrative staff.
• On-site services are not the back-up plan for staff training. On-site trainings and support are supplemental to an agency’s current training plan or in response to a specific situation or crisis. The goal is to provide support and assistance.
• If more than one request is made during the same time frame, the Education Coordinator will prioritize request(s) in concert with the staff whose expertise and/or availability are being negotiated. .
• A written report is submitted in the Project Activity section of Coalition Manager.
Trainer Compensation
E-Memo: 01.02.2007
______________________________________________________________________________
In order to track trainer compensation and ensure that MCADSV receives documentation in a timely manner, the procedure following a statewide training is:
Education Coordinator: In the week following training, the Education Coordinator emails the trainer to remind her of the deadline to submit paperwork for reimbursement (within 1 month) along with a copy of the subcontractor travel and expense reimbursement form.
Office Manager: Once the Office Manager receives the reimbursement request in the mail, she date stamps it and places it in the Education Coordinator’s mailbox for review.
Education Coordinator: The Education Coordinator reviews the paperwork to ensure that all requested reimbursement is in line with the contract. If not, the Education Coordinator resolves the discrepancy. If everything is in order, the Education Coordinator initials and dates the invoice and returns the paperwork to the Office Manager for payment.
Officer Manager: Once the Office Manager issues payment, she sends an email to the Education Coordinator with the check number and date. She passes all paperwork along to the Fiscal Coordinator.
Fiscal Coordinator: The Fiscal Coordinator keeps a copy of all of the payment documentation.
Education Coordinator: If the Education Coordinator has not received a copy of reimbursement paperwork by a week before the deadline, she will contact the trainer again.
Grant requirements & training
Updated: April 2011
______________________________________________________________________________
The Education Coordinator works with the Development Director to assure all documentation is in order no later than a week in advance of grant reports of success and final report deadlines.
All electronic documentation is created with the purpose of facilitating the grant reporting process.
← EC incorporates grant objectives into training evaluations.
← EC will provide print outs of all evaluations from trainings to the COO.
← Program Services Director conducts periodic quality assurance checks on the entries of evaluation summary reports.
← Program Services Director and EC meet periodically to discuss MCADSV’s education efforts.
Contractor Debarment Certification
Updated: April 2011
______________________________________________________________________________
Policy
All contracts with outside parties will include a request for the individual’s Social Security number or, in the case that reimbursement is made to an agency, the organization’s Employer Identification number.
Procedure
Upon receipt of a signed contract, the Education Coordinator will verify the contractor’s eligibility to receive payment through MCADSV and include a printed copy of the verification in the file along with the original contract. The verification documentation and contract is reviewed and signed by an MCADSV Authorized Official and then given to the Fiscal Coordinator. This verification is compliant with MCADSV’s Federal grant requirements.
In the case of a potential contractor’s ineligibility, the Education Coordinator will notify the individual in writing.
MCADSV will not enter into a contractual agreement with a debarred individual. The contractor’s eligibility and debarment status is reviewed by following the procedure below.
When MCADSV contracts with a trainer, the Education Coordinator ensures their name or organization is not in the Excluded Parties List System.
1. Staff verifies the information by using either:
a. The advanced search feature ; or
b. Using an exact name and SSN/TIN of the Excluded Parties List System website.
2. After it is verified the contract trainer is not on the Excluded Parties list, the Education Coordinator prints a copy of the record and keeps it with their signed contract.
3. At the end of the year, the Education Coordinator turns in all of the signed trainer contracts and Excluded Parties verification to the Fiscal Coordinator for record retention.
Training Registration
MCADSV Sponsored Events
E-Memo: 07.13.07
______________________________________________________________________________
❖ MCADSV training registration is conducted online only.
❖ A username and password are required to register.
❖ Staff completes their own registrations.
Other MCADSV Sponsored Events
Included April 2011
______________________________________________________________________________
Student Involvement with Legislative Advocacy
MCADSV supports the involvement of post-secondary students in legislative advocacy on domestic and sexual violence. Because of the complexity of the issues, MCADSV does not encourage student groups to participate in legislative advocacy or lobbying without sufficient training on the basics of domestic and sexual violence. The ideal model is for student groups to receive domestic or sexual violence basic training from their local program and MCADSV will train and update students on MCADSV’s legislative agenda.
MCADSV will consider on a case-by-case basis supporting student advocacy with more limited training for students in Masters level programs or student groups that are dedicated to issues related to violence against women.
Internal
Hiring Protocol
______________________________________________________________________________
Hiring a new staff person at the Coalition is a unique opportunity to further the mission and guiding principles of MCADSV—and to build our capacity to grow and thrive as a non-profit and as a social justice organization. As candidates are considered it is important to think about:
? The individual’s ability to perform the responsibilities of the job;
? The individual’s enthusiasm and passion for the work s/he is doing;
? How the hiring decision impacts the staff as a group, including the capacity of the individual to add a new perspective to our work, to work well in a group and to help the larger group to stretch and grow; and
? Does everyone have an equal opportunity to express their skills and abilities during the interview process.
Steps in the Hiring Process
The Chief Executive Officer and/or the Chief Operating Officer have authority to hire and end the employment of personnel.
Advertising
Prior to advertising any position the job description should be reviewed and updated. A starting salary range is determined.
All positions not filled internally must be advertised to the public for at least one week in public venues including: Web-based listings, MCADSV’s various listservs and the national listservs of the National Network to End Domestic Violence, Resource Sharing Project, and local print media. The ideal is to advertise for at least 2 weeks in at least 4 settings, including at least one culturally specific media. Staff interested in open positions is welcome to apply for the positions.
Selecting Candidates for Interview
All resumes are reviewed and assessed based on criteria that are drawn from the job description and the position advertisement.
Select at least 2 and no more than 7 candidates for interviews. The maximum number can be adjusted if necessary.
Contact the candidates to schedule an in-person interview and request they complete a release for reference check form and an employment application (see Appendix). Applicants may return the forms to MCADSV in advance of the interview or bring the forms to the interview. In the main directory of the MCADSV server is a sample e-correspondence to send to candidates. It includes confirmation of the date and time of the interview, directions to the office, the job description, and a PDF writeable application for employment, or volunteering, and the release for reference check form (see Appendix). This correspondence will occur no less than three days prior to the interview.
Interview
Staff conducting interviews (using a panel to interview is allowable at the discretion of management, but not required) is limited a set of established questions, with limited follow up or clarifying questions.
The interview starts with an introduction to MCADSV through its history and a description of the daily activities. Offer each candidate the opportunity to ask questions. Refrain from discussing salary information beyond the advertised starting salary range. Finally, ensures accurate reference information. MCADSV benefits may be discussed with the candidate and a copy of them provided to the candidate.
Once all candidates have been interviewed, if a panel has been used, the panel should reach consensus on the preferred candidate.
2. Authority to hire is limited to the CEO and/or the COO, one or both must approve a hiring decision even if they have not been part of the interview panel.
*At times MCADSV will participate with local back-to-work employment agencies. MCADSV conducts interviews with candidates for placement. Placement staff is provided the same orientation as any other staff member.
References and Backgrounds
Check the references of the candidate and a second choice, if there is a second candidate. Reference checks focus on two things:
✓ The accuracy of information provided in the application and interview, for example checking on actual experience; and
✓ Obtaining additional information about a candidate’s skills, abilities and work style. Always check at least two references, preferably three, with at least one from someone who has formerly supervised the candidate. It is appropriate to ask clarifying and follow up questions during a reference check. A reference check form must be completed and document the information from the references. A standard set of questions are included on the form.
← Criminal background checks are not done as a matter of routine but a procedure to conduct a background check may be implemented at any time and at the discretion of Senior Management. Limiting access to employment based on criminal history is inherently problematic due to the race and class disparity in arrest, and generally results in a greater proportion of people of color or those who are poor being blocked from access to jobs.
← Those in a position in which the organization’s finances are readily available will have a criminal background check conducted through the Coalition’s HR consulting firm. Consent for the background check is documented on the release form for a background check. (This form is not included in the Appendix but can be found on the MCADSV server.)
Making an Offer
Once a hiring recommendation has been made a salary offer and any other special considerations should be discussed with the candidate.
1. Call the selected applicant and make a job offer. Be prepared for the possibility that the offer is declined.
2. Contact all other candidates, both those that were interviewed and those that were not, to let them know that the position has been filled. If no phone calls are made, MCADSV prefers the professional aspects of sending a written and mailed correspondence.
Recordkeeping
The Chief Operating Officer retains records in the personnel files including: the job description; the job ad; copy of application received; any documentation from the interview; and any correspondences with the selected candidate. Records of reference checks are retained but remain confidential to the person conducting the check and the employee’s immediate supervisor.
The following is retained in storage and destroyed as per the record retention policy included in this handbook: the job ad; copies of all applications and resumes received; and documentation of interviews of candidates who were not chosen.
Any exceptions to these hiring protocols must be approved in advance by the CEO and/or COO.
MCADSV Orientation Process for
New Staff / Interns
Effective Date: 09.23.08
________________________________________________________________________
MCADSV prides itself on having well trained and fully informed employees. In order to ensure that information is conveyed as early as possible after the start of a new employee or intern a thorough orientation must occur.
Starting the New Employee Before Their Arrival
The Appendix includes a sample “Question and Answer” letter that may be used and adapted for new employees or interns. This should be sent at least a week before their start date at MCADSV. An Employee Benefits Summary Sheet is included.
Orientation Tools
In the Appendix are tools to assist with the orientation. The checklists in the Appendix are for reference only. Current forms are located in the main server directory MCADSV SERVERpersonnel all access/orientation packet materials. Additional checklist may be created, with COO approval, specific to job responsibilities. A separate checklist for the Fiscal Coordinator is included in the Appendix.
Orientation Process Completion
The Chief Operating Officer is responsible for ensuring that new employees and/or interns receive a complete orientation. Orientation components may be done by either the COO or her designee. Any components regarding legal notifications, such as the Personnel Handbook and/or benefits, is handled by Senior Staff.
At the conclusion of the orientation process, the orientation checklist is reviewed by the COO, the staff member’s immediate supervisor (if applicable), and the new staff member/intern to ensure all categories on the list have been addressed to each person’s satisfaction.
Performance Evaluation
________________________________________________________________________
Purpose of Evaluation
MCADSV will provide each new staff member with a performance evaluation by the end of the first year, and all other employees with an evaluation at least every other year. Performance evaluations have two primary purposes:
1. Promoting accountability:
• To the Coalition’s mission of ending sexual and domestic violence, to the guiding principles and to the strategic plan;
• To co-workers; and
• To a process of continually improving the quality and cost effectiveness of MCASDV’s work.
2. Promoting a dynamic and effective staff:
• Offering encouragement, positive feedback and acknowledgement of the individual contributions of each staff member to the overall agency success;
• Identifying areas of performance concern and making a plan to address these areas together; and
• Supporting personal and skill development for individuals and for the staff as a whole.
Process of Evaluation
The evaluation consists of:
1. A self-evaluation review completed by the individual staff member to promote reflection and to offer an opportunity for input into the evaluation process.
2. A Performance Evaluation by the employee’s immediate supervisor provides feedback on mulitple dimensions of staff performance. Each position at MCADSV has its own performance evaluation.
a. All evaluations have the same core areas for review and include specific job-related evaluative questions. The point-based review is written with the direct input of the CEO or COO and should be considered the agreed upon assessment of both the employee’s supervisor and senior management.
The Performance Evaluation tools, located in F:/Personnell All Access/Evaluation Forms is reviewed by the COO for applicability and relevance at least once every 2 years.
The alternate year’s review is a meeting between the supervisor and the employee. A summary report is created by the supervisor to document the performance review meeting and restate the goal and guidance for the upcoming year. The employee will receive a copy of the completed evaluation.
Documentation of the stages of the evaluation, whether point-based or discussion, is placed in the employee’s file. To acknowledge completion of the process the evaluation is signed by both the employee and supervisor.
An employee’s performance may be considered when approving training and development requests, modification of job descriptions and/or salaries, or separation from employment.
Maintaining High Staff Performance
________________________________________________________________________
Though the employee’s performance may be formally reviewed only once every two years, staff should expect to meet with administrators on a regular basis to discuss ongoing projects, assignments and performance throughout their employment with MCADSV.
← Areas of improvement are addressed with the employee and documented as necessary and as they occur.
o Signed performance improvement memos, plans, or other documents provided to the employee and related to improving performance are signed by both the employee and their supervisor and placed in their personnel file. Refusal to sign a document is documented by the supervisor.
Leaving Employment at MCADSV
________________________________________________________________________
In addition to the process, as established in the MCADSV Personnel Handbook, the following procedure is followed but is not intended to take the place of statements in the Handbook.
Upon notification of an employee’s departure their immediate supervisor, or their designee, will follow a procedure for exit that includes: turning in of equipment; deactivation of access codes and passwords; and completing an exit interview. A checklist of items and task as a part of this process are listed in the Appendix. Forms and surveys can be found in MCADSV Server Personnel All Access/Record Keeping Forms/Departing Employees.
Use of Interns or Volunteers
________________________________________________________________________
Policy
MCADSV may use interns and/or volunteers to assist with the achievement of organizational goals and daily activities.
Procedure
← All interns/volunteers complete an application and are interviewed by senior management and the staff who are assigned as the intern or volunteers supervisor.
← Interns/volunteers may answer MCADSV phones only to route calls or take messages.
← Interns/volunteers do not provide technical assistance unless directly supervised by MCADSV staff. Even when providing assistance it is limited and routine in nature and callers are informed of the limits of what information they are able to provide.
← Interns and volunteers keep records of their time in the same manner as staff. (See time tracking in this and the MCADSV Employee Handbook for additional information.)
← Legal interns shall not offer legal opinions to callers, or to staff, without the supervision of a licensed attorney.
Meals and mileage may be provided on a case-by-case basis and/or as budget allows.
Public Service Loan Forgiveness
Memo: 04.18.08
________________________________________________________________________
The Web site provides the guidelines, the loans that are eligible, etc. The Web site indicates that forgiveness of the loan will occur after 120 monthly payments made on or after October 1, 2007 on one of the eligible loans.
If you are employed full time in a public service job for each of the 120 payments (10 years), the remaining interest and principal are forgiven. The list of public service jobs is extensive including, among other positions, government, military service, public health, public safety and law enforcement, public education, public child care, social work in a public child or family services agency, public services for individuals with disabilities or the elderly, public interest legal services, public librarians, school librarians, school-based services, and employees of tax exempt 501(c)(3) organizations. Full time faculty at tribal colleges and faculty teaching in high-need areas also qualify.
For a list of which loans are eligible, please see the Web site. In some instances, with certain loans, it appears as though consolidation would be necessary to be eligible for the public service loan forgiveness. For example, Perkins Loans are not eligible; however, if they are included in a Federal Direct Consolidation Loan, the entire consolidation loan, including the Perkins Loan would be eligible.
Interested borrowers are advised to obtain a Federal Direct Consolidation Loan as soon as possible. Questions can be directed to the US Department of Education at 1-800-557-7392.
Also, the Stafford Loan Web site () has information about loan forgiveness for certain kinds of work. For example, there is a forgiveness program for people serving in the Peace Corps (15% of loan forgiveness for each year of service). There are similar programs for other volunteer work, military service, the practice of medicine in certain communities, and teaching.
This Web site indicates that certain colleges offer loan forgiveness programs depending on what type of employment the borrower entered upon graduation. For example, Maryland state and local government employees who earn less than $40,000 gross annually may be eligible for a loan assistance/repayment program to study law, nursing, physical and occupational therapy, social work and education. There does not appear to be many programs such as those used in the Maryland example; however, contact your college’s financial aid office to inquire.
Timekeeping: Fundraising Activities
E-Memo Date: 01.15.08, updated 02.17.2009
Excerpts included from: Financial Accounting Standards Board Statement No. 117, “Financial Statements of Not-for-Profit Organizations” and Excerpt from AICPA Audit and Accounting Guide for Not-for-Profit Organizations 13.34
________________________________________________________________________
Policy
Fundraising activities are tracked and recorded by all employees.
Procedure
MCADSV staff involved in raising funds for the organization, including working during a fundraising event, writing funding proposals or creating budgets for those proposals is considered fundraising and are recorded as such on the employee’s calendar and timesheet. Time spent on internal corresponding regarding fundraising internally, internal meetings, or researching prospective donors, is not fundraising.
Fund-raising activities involve inducing potential donors to contribute money, securities, services, materials, facilities, other assets, or time. Fund-raising activities include publicizing and conducting fund-raising campaigns; maintaining donor mailing lists; conducting special fund-raising events; preparing and distributing fund-raising manuals, instructions, and other materials; and conducting other activities involved with soliciting contributions from individuals, foundations, government agencies, and others.
The financial statements should disclose total fund-raising expenses.
Timekeeping: Administrative Activities
E-Memo Date: 02.17.2009
Excerpt from Financial Accounting Standards Board Statement No. 117, “Financial Statements of Not-for-Profit Organizations” and Excerpt from AICPA Audit and Accounting Guide for Not-for-Profit Organizations
________________________________________________________________________
Administrative, or supporting, activities are all activities of a not-for-profit organization other than program services. Generally, they include management and general, fund-raising, and membership-development activities. Membership-development activities include soliciting for prospective members and membership dues, membership relations, and similar activities.
Management activities include oversight, business management, general recordkeeping, budgeting, financing, and related administrative activities, and all management and administration except for direct conduct of program services or fund-raising activities.
Timekeeping:
Lobbying versus Advocacy Activities
E-Memo Date: 02.17.2009
Excerpt from CENTER FOR LOBBYING IN THE PUBLIC INTEREST ()
________________________________________________________________________
Sometimes the words lobbying and advocacy are confused. The legal definition of lobbying usually involves attempting to influence legislation. Advocacy covers a much broader range of activities that might or might not include lobbying. One way of differentiating between the terms is to understand that lobbying always involves advocacy but advocacy does not necessarily involve lobbying.
Lobbying is only a small part of the advocacy carried out by MCADSV. Almost all social change starts with non-lobbying advocacy.
Direct Lobbying
Any attempt to influence specific legislation by communicating with legislators or government officials that participate in the making of laws. Examples of direct lobbying include visiting a legislator to discuss a particular bill or contacting a legislator to ask him/her to support a bill. The key element of lobbying is mentioning or discussing specific bills or pieces of legislation. If you are not talking about specific legislation, you are not lobbying.
Grassroots Lobbying
Any attempt to influence specific legislation by trying to affect the opinions and actions of the general public. Examples of grassroots lobbying include requesting in a newsletter that readers contact their legislator to ask for more funding for domestic violence programs or giving a television interview and stating your organization’s support for a particular bill. Again, if you mention your position on a specific bill, or urge readers/viewers to act, you are lobbying.
It is important to note that you are only lobbying when there is an expenditure of funds. Of
course, your time is an expenditure if you are on the clock.
You are not lobbying when:
• You communicate with the public, legislators or others about broad social issues requiring legislative solutions, so long as you don’t mention specific legislation or ask them to take action.
• You are a membership organization and you communicate with your members about specific legislation without urging them to take action (i.e. MCADSV Legislative Update is generally not considered lobbying because we do not encourage readers to take action based on the information provided.)
• Volunteers are lobbying (because no money is being spent).
• You communicate with elected officials about regulations.
• You are testifying before a legislative committee at the request of the committee (not a single legislator).
• You conduct research on legislation, so long as the research contains a full and fair analysis of the facts.
Technical Advice to a Legislative Body
MCADSV’s response to written requests from a legislative body (not just a single legislator) for technical advice on pending legislation is not considered lobbying. So, if requested in writing, a group could provide testimony on legislation, take a position in the testimony on that legislation, and it would not be considered lobbying.
Member Communications
MCADSV’s communications to its members on legislation, even if it takes a position on the legislation, is not lobbying when MCADSV doesn’t directly encourage its members or others to lobby. For example, a group could send out a public affairs bulletin to its members, take a position on legislation in the bulletin, and it would not count as lobbying if the nonprofit didn’t ask its members to take action on the measure.
Self-Defense Activity
Lobbying legislators (but not the general public) on matters that may affect MCADSV’s own existence, powers, tax-exempt status, and similar matters would not be lobbying. For example, lobbying in opposition to proposals in Congress to curtail nonprofit lobbying, or lobbying in support of a charitable tax deduction for non-itemizers, would not be a lobbying expenditure. It would become lobbying only if you asked for support from the general public.
Executive Branch Contacts
Contacts with executive branch employees or legislators in support of or opposition to proposed regulations are not considered lobbying. So, if you are trying to get a regulation changed, you may contact both members of the Executive Branch as well as legislators to urge support for your position on the regulation. This action is not considered lobbying.
Other Definitions of Lobbying
Congressional Contacts Attempting to influence
legislation under §501(h)
Contacting a member of Congress to discuss the Yes
organization’s opinion of pending legislation
Contacting a member of Congress to discuss legislative Yes
proposal (no legislation drafted yet)
Contacting a member of Congress’s staff to discuss pending Yes
or proposed legislation
Contacting a member of Congress or staff member to discuss
broad social, economic, or similar problems, not addressing the No
merits of a specific legislative proposal or directly encouraging
action with respect to legislation
Congressional Contacts Attempting to influence
legislation under §501(h)
Conversations or telephone calls with members of Congress
or Congressional staff to gather information to be reported to No
the volunteer leadership, or to be included in some communications
vehicle that is not intended to generate lobbying or grassroots activity
Educational briefings on Capitol Hill without discussion of specific No
legislative matters
Communication with a legislative body with regard to a possible decision
by the body which may affect the existence of the organization, its powers No
and duties, its tax exempt status, or the deductibility of contributions to it
Having a representative of the organization testify before No
a Congressional committee upon an official request by
the committee
Having a representative of the organization testify before Yes
a Congressional committee for the purpose of influencing
legislation without an official request by the committee
Providing a written response to a written request No
for technical advice or assistance from a Congressional
committee
Drafting an official response to proposed regulations No
Member participation in panels and meetings convened by an
administrative agency for public input on a regulatory topic on No
which the organization has already decided to lobby
Contacting members of the organization to discuss pending or
proposed legislation - with “call to action” Yes
Contacting members of the organization to discuss pending or
proposed legislation - with no “call to action” or other preparation No
for lobbying
Contacting members of the organization in a grass roots lobbying Yes
effort (asking them to lobby)
Speeches to members of the organization encouraging legislative contact No
with no specific legislation discussed
Conducting advocacy training in general, without a focus on any specific No
legislative initiative
Conducting advocacy training with respect to specific legislative initiative Yes
on which the organization will lobby
Public Contacts Attempting to influence
legislation under §501(h)
Contacting members of the general public in a communication
which refers to specific legislation, reflects a view on Yes
such legislation, and (directly or indirectly) encourages the
recipient to take action with respect to such legislation
Research Activities Attempting to influence
legislation under §501(h)
Engaging in and distributing nonpartisan analysis,
study, or research (an independent and objective No
exposition of a particular subject matter)
Advocating a particular position or viewpoint within
nonpartisan analysis, study, or research if there is No
sufficiently full and fair exposition of the pertinent facts
to enable the public or an individual to form an independent
opinion or conclusion
Directing publication of the results of nonpartisan analysis, Yes
study, or research toward Persons who are interested solely
in one side of a particular legislative issue
Other Activities Attempting to influence
legislation under §501(h)
(Staff meetings held to discuss compliance with Internal Revenue
Code provisions on lobbying and Lobbying Disclosure Act No
Coalition meetings with other organizations held to share information
to be used in lobbying and/or to devise lobbying strategy Yes
Memorandums of Understanding (MOU)
E-Memo Date: 01.15.2009, updated 03.24.11
________________________________________________________________________
❖ The Development Director retains originals of all MOUs.
As staff is contacted with a request a MOU on behalf of MCADSV they inform the CEO and/or the COO. They work with the Development Director to determine how, or if, the proposal fits into the current or planned work of the organization. Once decided, the Development Director works with staff to secure the MOU.
← Only authorized officials of the organization can agree to MOUs and sign MOU/contracts. Those designated officials included the CEO, the COO, or in emergencies the Board Chair.
Transferring information and file creation:
1. Type a file label (that includes the name of the entity or project and the year);
2. Attach it to a file folder;
3. Insert a copy of the MOU; and
4. Give it to the Development Director no later than a week after initial contact with the partner.
✓ All completed agreements must be forwarded to the Development Director in labeled file folders as soon as MCADSV staff is contacted and a draft MOU is created. When the MOU is final, a copy must be given to go to the Development Director who replaces the previous draft(s) with the completed and agreed upon version.
← If a partner is writing MCADSV into their grant the Development Director is immediately informed and receives a completed copy of the proposal the other agency is submitting.
1. The preference is for MCADSV to receive a copy of the proposal before it is mailed, but a copy post-mailing will suffice -- if necessary.
Requesting Time Off
E-Memo Date: 12.04.07
________________________________________________________________________
Policy
MCADSV should maintain adequate staffing in order to guarantee excellent customer service.
Procedure
To ensure adequate staff coverage, there shall be no less than three people in the office at any given time. Ideally at least one of the three is a PDS.
Staff who need to use leave time before it is forfeited are given priority when decisions about granting leave time are considered. Some instances may require a “first come first serve” decision and the date and time of the request may be used as the basis for determining approval of the request.
Employees must submit their request in writing, email is acceptable. Employees should not rely upon or develop an expectation to receive permission to use leave time, especially when requesting with minimal notice.
Employees must provide their supervisor with a written request for an extension of vacation leave beyond their anniversary date. The amount of time allowed is noted in the MCADSV Personnel Handbook.
Requesting Professional Development
Updated: February 16, 2011 (item 2 under employee responsibilities)
________________________________________________________________________
Policy
MCADSV is committed to retaining highly trained staff and within the limitations of annual budget supports a staff member’s goals for professional development.
Procedure
Written request for professional development, email is acceptable, are directed to the employee’s immediate supervisor.
Factors to consider:
← An employee’s performance is a consideration when approving requests.
← MCADSV’s annual budget is a factor in decision-making.
The employee’s immediate supervisor is responsible for approval of request for professional development.
When reviewing a request for professional development the following is considered but not limited to:
✓ Number of trainings already attended by employee (sources other than MCADSV will be the primary, but not sole, consideration);
✓ Type of training requested;
✓ Expense and expense compared to budget;
✓ Advantage for the organization to have employee’s knowledge increased on the topic; and
✓ Staff coverage in the office.
Upon approval, the employee:
1. registers for the training; and
2. makes travel and lodging arrangements.
The employee is responsible for:
1. Completing the pre- and post-documentation which includes completing the training record spreadsheet located in MCADSV Server Personnel All Access/ Activity Reports-Staff/Reports (make sure the current year’s tab is selected at the bottom of the screen);
2. Save a copy of the training agenda to server - Personnel All Access\Staff Development Reports and put a copy in your supervisor’s box;
3. The staff activity report in Coalition Manager that includes at least 5 things you learned; and
4. Conducting an in-service training for the MCADSV staff. Present at least 5 points of interest at the in-service training.
After the first year of employment MCADSV staff should receive no less than 40 hours of training each year. Staff should identify areas of professional development to focus on and choose trainings to achieve those goals.
1. MCADSV sponsored trainings count toward number of hour training.
← Orientation training considered a part of the 40-hour recommendation.
← Staff holding professional licenses have different training requirements than the organization’s recommendations and those should be achieved in a timely manner and documentation of meeting those hourly requirements will be provided to the COO.
← Staff that conduct training on a regular basis may be asked to attend trainings specific to improving their performance regarding their presentation style and/or engaging an audience.
Training must be “meaningful” and not just attendance to meet the yearly total.
Training brochures and flyers are scanned by the Administrative Assistant and emailed to all staff. The original flyer is kept in a central location available to all staff.
← Professional development is a benefit of employment and should not be considered a right or guaranteed. The supervisor will consider an employee’s job performance and reliability, along with a budget, when approving training request.
Printer Assignments
Effective Date: 02.04.09; Updated: February 16, 2011
________________________________________________________________________
All printers and the copier, excluding however the Office Managers and printers are shared printers. One printer is in the Office Manager’s office and one in the Fiscal Coordinator’s office and is used only by her for printing of checks and other miscellaneous administrative reports.
In order to share the printing load evenly the following personnel have been assigned primary printers.
Default printer assignments are:
Coalition Manager
Approved: CRW, CRW memo 09.05.08, April 2011
________________________________________________________________________
Coalition Manager is the database system created by MCADSV. Coalition Manager collects and reports on technical assistance provided by MCADSV staff, training and training registration, staff activity reports, membership, and program members’ services numbers and their required outcome data for the Department of Social Services.
When members experience problems with Coalition Manager staff should obtain the following information to provide to LANIT, Inc., the Coalition’s IT specialist. Additional contact information for LANIT, Inc. is included in this handbook.
1. What browser is being used? For example, Internet Explorer, Mozilla Firefox, Safari? Coalition Manager operates better with Mozilla Firefox.
2. What version of the browser is used?
3. What system are they using, a MAC or PC?
This information is provided to
xxxx@ is only used for computer and server service calls from LANIT.
Survivor Confidentiality and Coalition Manager
MCADSV has confidentiality protections under some of the Coalition’s grant funding; but, no specific protections under Missouri law. To provide safe communication for survivors who wish to be anonymous, their name is not recorded in Coalition Manager.
Depending on the reason for their call the following labels must be used in place of the survivor’s name when the caller is unknown.
• “Unknown -Survivor : DV”,
• “Unknown -Survivor : Stalking”,
• “Unknown -Survivor : Teen Dating Violence”, or
• “Unknown - Survivor : SV”.
If a caller requests to remain anonymous, use the word anonymous as the prefix to the label used in the name field of a report.
End of the Month Reporting of Activities
Effective Date: 08.01.08, updated 05.03.10, April 2011
________________________________________________________________________
At the end of each month submit the following reports to the employee’s immediate supervisor for approval:
Documentation Submitted to Immediate Supervisor
1. Timesheet: The Excel timesheet must detail your time, in hours and minutes, spent each day for each grant/funding source. The total at the end of the month is based on both work hours and vacation or leave hours and should total the targeted hours as listed in the memo created annually by the Fiscal Coordinator. (For a copy of the memo, please request one from the Fiscal Coordinator.)
← Sign the second page, (days 16-31) and place on top of the page detailing days 1-15, stapling them together.
Timesheets are located in the main directory of the MCADSV Server Personnel All Access/Timesheets/.
o Each staff member has a folder.
o Timesheets must be filed in folders by year.
o Individual timesheet titles must include both month and year as a part of their document title.
2. Calendar: Submit one copy of your calendar as recorded in Microsoft Outlook.
Chief Operating Officer and /or
Immediate Supervisor Upon approval of the reports, the department’s supervisor will forward the timesheet and a copy of the activity report to the Fiscal Coordinator for processing.
Chief Operating Officer and /or
Immediate Supervisor The department’s supervisor will retain a copy of the calendar. At the end of each calendar year the calendar files are given to the fiscal coordinator to file for auditing purposes.
Expense Report Deadlines
E-Memo Date: 02.27.08
________________________________________________________________________
Request for reimbursement for mileage and other cash expenses must be submitted by the 26th of each month and will be processed each month along with the last-day-of-the-month payroll.
Give your travel reimbursements to your immediate supervisor, at least four working days prior to that pay period each month.
Request for reimbursement submitted 120 days after the expense has been incurred is considered taxable income in accordance with IRS regulations. This taxable income is reflected in an employee’s W-2.
Records Retention Guidelines
Effective Date: 04.19.2007
Updated: April 2011
______________________________________________________
The Sarbanes-Oxley Act addresses the destruction of business records and documents and turns intentional document destruction into a process that must be carefully monitored. Nonprofit organizations should have a written, mandatory document retention and periodic destruction policy. This policy eliminates accidental or innocent destruction. In addition, it is important for administrative personnel to know the length of time records are retained. All records are destroyed once they have surpassed the required retention period. This document serves as a guideline for that retention and destruction process.
There is no requirement that electronic-mail (email) be retained once the information in the communication is no longer useful or relevant, which is determined at the individual staff member’s discretion, unless the message is related to potential or actual litigation against MCADSV. Email related to contracts and other legal obligations (such as audits, accounting matters, etc.) will be printed and retained, in accordance with the document retention policy.
MCADSV employees respond to telephone messages and email communications as soon as possible. Telephone messages may be deleted once the communication is completed, if it is not related to litigation. If it is related, a copy of the voicemail will be saved in the voicemail electronic archive.
Any communication related to actual or possible litigation against MCADSV becomes part of the permanent record. The table on the following page provides the minimum requirements and will be the standard for the MCADSV document retention policy.
The table for paper documentation retention is on the next page. This policy does not fully address electronic recordkeeping. That policy is in research/development.
|Type of Document |Minimum Requirement |
|Accident reports & claims |7 years ◊ |
|Accounts Payable/Receivable ledgers, receipts & schedules |7 years ◊ |
|Articles of Incorporation |Permanently ◊ |
|Audit Reports |Permanently ◊ |
|Bank Reconciliations |7 years ◊ |
|Bank Statements |7 years ◊ |
|Checks – cancelled, if not for purposes listed below |7 years ◊ |
|Checks (for important payments and purchases, filed with underlying transaction papers) |Permanently ◊ |
|Contracts, mortgages, notes and leases (expired) |7 years ♦ |
|Contracts (still in effect) |Permanently ◊♦ |
|Correspondence (general) |3 years ◊♦ |
|Correspondence (legal and important matters) |Permanently ◊♦ |
|Correspondence (with customers and vendors) |1 year ◊♦ |
|Deeds, mortgages, and bills of sale |Permanently ◊♦ |
|Depreciation Schedules |Permanently ◊♦ |
|Duplicate Deposit Slips |1 year ◊ |
|Employee records (after termination – if no legal pending) |3 years ◊♦ |
|Employment Applications – for posted positions |3 years ◊♦ |
|Expense Analyses/Expense Distribution Schedules |7 years ♦ |
|Experience Works – work program participant records |4 years (per Exp. Works) |
|Financial Statements, Year-end |Permanently ◊♦ |
|Financial Statements, other |7 years ♦ |
|Grant applic., reimbursement request, signed forms - Fed |3 years, post-audit ☼ |
|Grant applic., reimbursement request, signed forms - State |3 years, post-audit ◙ |
|I-9 Forms |1 yr after end of employment or three |
| |years from departure – whichever is |
| |greater |
|Insurance Policies (expired) |3 years ◊♦ |
|Insurance records, policies, claims, reports etc. |Permanently ◊♦ |
|Internal Audit Reports |Permanently ◊ |
|Inventories of products, materials and supplies |7 years ◊♦ |
|Invoices (to customers, from vendors) |5 years ◊ |
|Legal correspondence |Permanently ◊ |
|Lending Library Request |1 year |
|Listserv Archives |5 years |
|MCADV Individual membership application – complete |3 years |
|MCADSV membership application – complete |2 years |
|MCADSV membership application– cover sheet only |Permanently |
|MCADSV publications: at least 5 hard copies of all publications |Permanently |
|Minute books, bylaws and charter, IRS exemption designation letters |Permanently ◊♦ |
|Monitoring reports |Permanently |
|Type of Document, cont. |Minimum Requirement |
|Monthly Services Reports from members |Permanently |
|Patents and Related Papers |Permanently ◊♦ |
|Payroll Records and Summaries |7 years ◊♦ |
|Petty Cash Records |3 years ◊♦ |
|Program complaints (from and about the program) |5 years |
|Retirement and Pension Records |Permanently ◊ |
|Site Visit Reports |5 years |
|Stat Sheet supporting documentation |Permanently |
|Tax returns and worksheets |Permanently ◊♦ |
|Technical Assistance Records |Permanently |
|Timesheets, calendars and supporting activity reports |7 years ◊♦ |
|Trademark Registration and Copyrights |Permanently ◊♦ |
|Training Records–at least two of the full packet of originals with Ed. Coordinator. |Permanently |
|Withholding Tax Statements |7 years ◊♦ |
| | |
Legend of symbols:
◊ Source – Williams Keepers, LLC
* Source – IRS Publications, 2007
♦ Source – HA&W, LLP;
☼Source –OMB Federal requirements for grants management
◙ Source – MO DPS requirements for grants management
No symbol – represents an internally developed standard
Equipment Destruction/Decommissioning
Original Memo: 10.30.06, April 2011
_______________________________________________________________________
Any MCADSV equipment exceeding its usable life and/or is no longer of use to the organization shall be disposed of by either sale at a reduced price, by donation, or otherwise recycled or destroyed. The Office Manager, in consultation with the COO, shall determine whether the equipment has exceeded its usable life and/or is no longer of use to the organization. Coalition staff consults with the organization’s contracted Information Technology (IT) vendor before any communications or data systems equipment is classified as ready for disposal.
Any communication or data system equipment destroyed or recycled are disposed of in consultation with the expertise of MCADSV’s IT specialist.
← Obsolete equipment purchased with federal funds, is disposed of in accordance with the provisions for disposition of equipment as outlined in the “Financial Guide”, a publication of the U.S. Department of Justice, Office of Justice Programs, Office of the Comptroller.
Re-supply of Office Supplies
Original Memo: Office Manager, 09.12.08
_______________________________________________________________________
As supplies are depleted they must be documented on the supply order form. The supply order form is in the supply room. If an employee is the last to use a particular item it must be added to the list, specific order numbers may be included if it is a unique item. Supplies include printer cartridges, toilet paper, paper towels, markers, etc.
The administrative assistant, or the office manager, manages the resupply operations for the organization.
Building Departure Checklist
_______________________________________________________________________
Before setting the alarm the last person leaving:
□ Turns off all interior lights (the exterior lights are on sensors/timers);
□ Turns off all printers and the copier;
□ Turns off all bathroom exhaust fans; and
□ Turns off all coffee pots (including upstairs.)
Individual Staff:
1. Turn off your computer and monitor and any other equipment in your office.
2. Candle warmers may be used in the employee’s office but must not be left unattended for long periods of time and must be turned off upon departure.
3. Burning candles is not allowed.
Publications: Proofreading
April 2011
_______________________________________________________________________
Before sending out paper or email, staff has the copy proof read by the Senior Editor. If the Senior Editor is unavailable have it reviewed by at least one other staff member.
← Potentially controversial postings or mailings should be approved by senior staff or a supervisor before sending.
Publications Calendar: Each staff person receives a print out which includes publications time -tables. Between printouts, if there are agreed upon scheduling change, mark it the old-fashioned way (with a pen). Please consult with the Senior Editor to change a deadline.
Enter your own personal publication deadlines in your calendar. The printout you received is the best way to keep up and remind yourselves of upcoming deadlines. There is a reminder on the global calendar for the publications staff to distribute new printouts every two months.
Please check the deadlines carefully for your projects and let the Senior Editor know immediately of any scheduling conflicts (vacation, meetings/trainings) that would make the deadline hard to meet.
How to read your publication schedule:
Projects are organized chronologically by date needed.
Date needed = this is when the project is complete, ready to be mailed, emailed or carried with you
Info to SE = get info to Senior Editor for editing before giving Publications Coordinator the final version
Info to PC = if “Info to Senior Editor” box is empty, then give info directly to Publications Coordinator. Otherwise, Senior Editor will give edits to Publications Coordinator by this date
Proof needed by = by this date Publications Coordinator will have produced a proof for you to check for accuracy
Date to Printer = All proofing and changes must be complete by this time.
Publications: Dissemination and Retention
Original Memo: Chief Operating Officer, 03.31.08
_______________________________________________________________________
Policy:
MCADSV does not charge for publications - but due to limited resources and members receiving priority, non-members may receive a limited number of publications.
Procedure:
□ Email a PDF of the publication; and
□ Mail approximately 10 -25 hard copies of the publication. They may make their own, unaltered, copies from the PDF.
□ The caller should have the benefits of membership discussed with them.
Large numbers of publications for individual members may need to be limited, in particular if there is no plan on how they will immediately use them. Refer to procedures above.
Distribution is based on inventory and left to the discretion of the Publications Coordinator.
← Two copies of all publications will be retained for a historic record. Both an e-version and two paper versions will be retained. The Publications Coordinator or the Office Manager will maintain those records.
The policy on charging for publications may be changed at any time.
Publications: Inventory Management
E-Memo: Publications Coordinator, 01.15.2009
Updated: April 2011
_____________________________________ __________________________________
1. Extra copies of a publication, such as Legislative Updates, The Latest, Funding Needs, Training Calendars, etc., are in the designated publications storage area.
2. If the supply is low, or is out, send the Administrative an email she will replenish it. The Coordinator will replenish the supply as soon as she is able. If you use the last document tell the publications coordinator so they can schedule a reprint.
3. If the Administrative Assistant is unavailable staff will make copies and email the Assistant notifying her of the number created. The email is sent within two days of making copies.
Responding to Telephone Calls and Email
Added: 07.28.2009
_____________________________________ __________________________________
Telephones are answered by the third ring. A standard greeting may be, “Thank you for calling MCADSV, this is ______________, how may I help you?”
For information on transferring calls and setting up and retrieving voicemail contact the Office Manager or press the HELP button on the ESI phone for a tutorial session on the action you have questions about.
Emails are responded to in a professional and timely manner. Emails going to the listserv have at least one reviewer who proofread the document. Controversial or potentially problematic emails to the listserv will be vetted through a supervisor.
← Job announcements to the listserv are for local program positions, state Coalition positions and national domestic or sexual violence related positions only.
Language Access
_______________________________________________________________________
Communicating with the Deaf via TTY
All staff must be proficient at using the TTY (text telephone) for Deaf that are hard of hearing callers. Upon ring of TTY, staff should press on/off button in right hand corner and type in greeting. Check with the Office Manager for the location(s) of the TTY(s).
To use the TTY, one person types while the other one reads.
When you want the other person to respond type GA (go ahead).
To say goodbye, type GA or SK. This gives the other person a chance to respond.
To end the conversation, type SKSK.
Use Q instead of a question mark to ask a question.
You may use punctuation marks, but many people omit them.
A list of common abbreviations follows:
GA – go ahead
SK – stop keying
CD – could
CUL – see you later
CUZ – because
HD – hold please
MTG – meeting
NBR – number
OIC – oh, I see
OPR – operator
PLS – please
Q – question mark
R – are
SHD – should
THX – thanks
TMW – tomorrow
U – you
UR – your
If the staff answering the TTY call has difficulty reading text, apologize to caller for technical difficulty and refer caller to Missouri Relay Center at 7-1-1.
Missouri Relay
Staff must be comfortable placing and receiving calls from Deaf and hard of hearing individuals through the Missouri Relay. To reach Missouri Relay dial 1-866-735-2460 for hearing callers to connect relay users. The national relay number is 7-1-1. MCADSV staff will relay TTY calls through the regular telephone or the TTY. If the TTY is malfunctioning, refer TTY callers to the Missouri Relay Center. For those needing deaf services in Spanish dial 1-800-520-7309 Relay Missouri for Spanish (Relevo Missouri).
Tele-language Services
Language Line Services is used primarily for victims who are calling MCADSV and need an interpreter. Following are the instructions for connecting to an interpreter through Tele-language Services.
You receive an inbound call from a limited-English proficient (LEP) caller. When answering the phone with a LEP caller (example – in Spanish), say the following:
Place your caller on “Conference Hold” (CNF on phone).
When Tele-language answers, they will ask for:
• The access code:
• Organizational Name:
• Your name
• Language needed
Brief the interpreter. Summarize what you wish to accomplish and give any special instructions.
After briefing the Tele-language interpreter, press CNF. All parties are connected.
Announce “End of Call” at the end of the interpretation. Hang up to disconnect all parties.
Application for Membership: Individual and Program
Practice Documented: 07.28.2009
_____________________________________________________________________________________
An individual membership year is based on the date of application and expires a year from the date of application.
Members receive three renewal notices at approximately 90, 60, and 30 days in advance of expiration. The Office Manager sends the 90 and 60 day notices to the member’s email address and the 30-day final notice is sent to the member’s documented physical address.
← If a member renews within a month of the current membership expiration date, the expiration date remains the same for the following year. If the member renews month or more after expiration, and has been removed from both the listservs and mailing lists, the membership application is considered a “new” application and the expiration date is based on the date of receipt/processing.
The date of expiration triggers an automatic removal from the MCADSV mailing lists in Coalition Manager. The Office Manager will remove expired members from the MCADSV listservs at least one time a month.
MCADSV’s program membership year is a calendar year. MCADSV distributes applications for a new membership year no later than December 15th. Membership forms and at least 25% of dues must be received no later than February 1st for a program to be considered for inclusion in the MCADSV Directory of Service Providers.
Once an individual or program membership expires, the person or organization may still receive technical assistance but can no longer receive mailings, listserv postings, or free trainings.
New Member Protocol
Original Reviewed by: CC, 08.10.05; Board, 09.09.05
Update Procedures Reviewed by: Chief Operating Officer 12.16.06, 09.22.08, April 2011
_______________________________________________________________________
Upon receipt of the applications for both individual and program members the:
Office Manager
1. Ensure that all required forms have been submitted;
2. Determine the appropriate region and Program Development Specialist assignment, based on geographic location;
3. Update the MCADSV Membership Database in Coalition Manager;
4. Record amount of dues paid and payment plan, if elected, in membership dues spreadsheet;
5. Update the Listserv;
6. Make any necessary calls about errors or issues relating to membership status or dues; then
7. Submit the packet to the Fiscal Coordinator for entry in QuickBooks.
Program Development Specialist
1. Review the list of services provided and contact the applicant to clarify any questions regarding the stated services;
2. Scan the application into a PDF document and save the document to the membership forms folder on the MCADSV server;
3. Contact the new Director to introduce themselves and inform them about MCADSV and make the following inquiries:
a. Publication needs;
b. On-site training assistance;
c. Technical Assistance and Helpline availability;
d. Monthly Services Reports and Outcomes entries reviewing the s step-by-step process if necessary;
e. Training availability and registration process; and
f. Extend invitation to attend regional meetings.
4. Contact the MCADSV Board Regional Representative with information regarding the addition of the program to the region.
5. For new Directors, send a congratulatory card and the PDS’ business card to the program.
6. Give the application to the Fiscal Coordinator.
Fiscal Coordinator
1. Enter amount paid and payment plan selected in QuickBooks.
2. Forward the packet to the Publications Coordinator.
3. Quickbooks information is reconciled to the dues spreadsheet of the Office Manager at least one time a quarter.
4. The Fiscal Coordinator will send invoices for balances due at least one time a quarter.
PDS and Office Manager:
1. Will determine what materials to send in a welcome packet. The business card of the PDS will be sent with the welcome letter. See the list at the end of this procedure.
2. Fiscal Coordinator will forward the membership application packet to the Publications Coordinator.
Publications Coordinator
1. Prior to the publication of the Directory the Publications Coordinator will require a copy of the membership list to review who has paid dues and who has not for the final edits of the Directory and the MCADSV Web site.
2. Publications Coordinator forwards the membership application packet to the Administrative Assistant for filing.
New program publications checklist
□ And Justice for All
□ Hope and Power while supplies last
□ The Latest (most recent edition)
□ Legal Bulletin – latest edition
□ Legislative Update – latest edition
□ Resource Lending Library – list and request forms
□ Magnet
□ MCADSV Directory of Service Providers
□ Nature and Dynamics of Domestic Violence
□ Nature and Dynamics of Domestic Violence (Spanish version)
□ Service Standards
□ Start-up Manual
□ Statistics Sheet
□ Training Calendar
□ Training registration information
□ Web address
□ Listserv Policy
Membership Dues: Pro-rating
_____________________________________________________________________________________
Policy:
The Missouri Coalition Against Domestic and Sexual Violence may pro-rate the membership dues of an entity which joins MCADSV as an organizational or affiliate member after the first quarter of the membership year.
Procedure:
The amount of member dues and the payment options are negotiated by the MCADSV Chief Operating Officer, the CEO, or the Office Manager. The amount of pro-rata dues is determined based upon the quarter in which the entity seeks membership. The Office Manager keeps the documentation of the pro-rating of dues.
Requests, by survivors of domestic and/or sexual violence, for a reduced rate on an individual membership is negotiated by the Office Manager, MCADSV Chief Operating Officer or the CEO.
For individuals and programs:
1. Dues in arrears from the previous year must be paid prior to renewing for the next year (this is supported by the MCADSV Board of Directors, 2009); and
2. For programs, at least 25 percent of annual dues must be received by the Coalition during the first quarter of the calendar year, or as set on the membership application, for the program to be listed in the annual directory, published mid-year.
To meet the MCADSV mission of supporting member programs when even payment of 25 percent of annual dues is a challenge, options may include:
1. Staff members join as individual members at $45/year, which allow them to attend free Coalition trainings, receive all Coalition communications and materials, receive technical assistance and attend Regional meetings.
2. A program may consider joining at mid-year and pay a commensurate pro-rated amount of dues.
Coalition staff provides technical assistance to programs that are not members but receive Department of Social Services contracts for domestic violence services. This allows another option for connection, support and resources for programs in times of need.
The Coalition has a long history of providing intensive support to those domestic and sexual violence advocacy programs that are in the process of launching services, are in crisis or in transition regardless of contracts or dues.
← Those seeking affiliation with MCADSV are encouraged to join as a member, or a member organization, in order to receive mailings and listserv postings as well as free trainings.
The intent of these policies is to create fairness among what are now more than 100 dues-paying member programs.
Determining Eligibility for Inclusion in MCADSV Directory of Service Providers
Reviewed by: CC 02.20.08; Board 03.14.08
______________________________________________________________________________
Policy:
Determining Eligibility for Inclusion in the MCADSV Directory of Service Providers:
MCADSV’s Annual Directory of Domestic and Sexual Violence Service Providers is comprised of direct service providers only. The MCADSV Web site Directory serves as a resource for those seeking or referring to services in Missouri. Individuals using the resource have an expectation of quality when contacting organizations in the publication and Web site. To ensure that quality services are included in the Directory, MCADSV reserves the right to refuse to publish the contact information of any organization that has been placed on probation by the MCADSV Board of Directors as provided by MCADSV Bylaws, and to notify members that previously published information should be withdrawn due to a change in the member program’s membership status as determined by the MCADSV Board of Directors. MCADSV staff will carry out this work in accordance with MCADSV policies and procedures regarding: program complaints, program monitoring inquiries, program monitoring, program membership suspension, and program membership probation.
Procedure:
Prior to this policy and procedure, MCADSV’s informal policy for inclusion in the Directory and the MCADSV Web site was that if a member organization paid their dues and provided direct services to either survivors or offenders they would be included in the Directory. Upon the addition and adoption of amendments to MCADSV Bylaws on November 8, 2007 that created the new membership categories of suspended and probationary members, the following procedures are established.
Suspended Members
Upon receipt of the MCADSV Board of Director’s decision to suspend the membership of an MCADSV member, MCADSV staff will post the decision to suspend the organization on the MCADSV Listservs and instruct members to remove the suspended member’s information from their MCADSV Annual Directory of Domestic and Sexual Violence Service Providers.
Probationary Members
Upon receipt of the MCADSV Board of Director’s decision to place an MCADSV member on probation, MCADSV staff will post the decision to the MCADSV Listservs and instruct members to highlight the member’s information in their MCADSV Directory of Domestic and Sexual Violence Service Providers, indicating that this program has not met membership requirements of adopting MCADSV Service Standards and Guidelines and are seeking ways to improve their services to meet standards.
Directory Production
MCADSV staff will not include suspended members in the Directory and will indicate in the Directory if a member has a probationary membership with MCADSV.
Updating the MCADSV Web site
Reviewed by: CC 02.20.08; Board 03.14.08
______________________________________________________________________________
Policy:
MCADSV’s Online Annual Directory of Domestic and Sexual Violence Service Providers is comprised of direct service providers only. MCADSV’s Annual Directory of Domestic and Sexual Violence Service Providers and the MCADSV Web site Directory serves as a resource for those seeking or referring to services in Missouri. Individuals using the resource have an expectation of accuracy and quality when contacting organizations in the Directory and on the Web site.
Procedure:
➢ The MCADSV Web site is updated in a timely manner when MCADSV staff is apprised of errors or changes to a member program’s information or status as a Coalition member.
➢ If MCADSV staff determines, after several attempts and different methods of attempting to contact the program, that a member program is no longer in operation or providing services, the program’s listing is removed from the on-line Directory.
➢ The program’s contact information is returned to the on-line Directory only upon confirmation by MCADSV staff that the program has resumed providing services.
➢ Program members that have been placed on probation or suspended in accordance with the MCADSV Bylaws are removed from the Web site immediately after the Board’s decision and vote.
➢ Programs establishing services, or unable to maintain consistency of basic services, are not added to the Web site until stability is established. Those experiencing similar issues, but are already listed on the Web site are removed from the site until stability is established.
Request for MCADSV Web Site Link
Reviewed by: CRW, 2007
______________________________________________________________________________
Periodically organizations seek affiliation with MCADSV through a link from their site to our site or from our site to theirs.
Staff All staff receiving a request complete the form located in: F:\Personnel All Access\Forms - Office Use\Request for MCADSV Web Site Link and give the request to the Publications Coordinator.
Publications Coordinator The Publications Coordinator is responsible for final approval.
Complaints Against a Program
Effective Date: 01.01.2009 – replaces policy of 09.09.2005, 08.01.2008
Full Update: April 2011
_______________________________________________________
Policy:
The Missouri Coalition Against Domestic and Sexual Violence and its members established services standards to ensure consistent best practices among all of Missouri’s domestic and sexual assault service providers. MCADSV responds to issues regarding inappropriate or questionable action(s) by any Department of Social Service contractor, Department of Public Safety grantee or MCADSV member program, their staff, Board of Directors, and/or volunteers. MCADSV responds proactively in providing assistance and training to resolve the issue. At the request of a Department of the State of Missouri, MCADSV may provide the same services to a non-member that is a current grant or contract recipient of the Department.
Receiving the Complaint
_______________________________________________________
MCADSV’s primary goal in responding to complaints against programs is to ensure quality assurance of service provided. A significant part of the process undertaken by MCADSV is determining if a program is in compliance with the appropriate MCADSV Service Standards and MCADSV’s principles/ethics.
Definitions:
A “technical assistance call” is one that involves the caller calling to “vent” and, after receiving information from a MCADSV staff member, deciding to handle the situation on her/his own.
A “complaint against a program” is one that results in the Program Services Director (known through the rest of this procedure as the Director) contacting the program to discuss current policies in place, offer training or technical assistance, and/or results in a monitoring inquiry
Calls involving a complaint against a program are transferred to a Program Development Specialist (PDS).
← If no PDS staff is available, staff should inform the caller that another staff member will assist her/him with the complaint. The staff member will give the caller the choice to either continue at that time to provide information regarding the complaint and that the information will be relayed in a detailed message to a PDS staff, or the caller can call again to give or repeat the complaint to a PDS staff. The caller will be informed of when PDS staff availability may be expected.
a. Staff taking the initial call will ask for a safe contact phone number and/or address. Basic safety planning about phone or mail contact is conducted.
➢ Calls received by MCADSV are seldom clearly defined situations and more often than note extremely complex. Seek the advice of your supervisor if there are any questions regarding whether the caller’s request is technical assistance or a complaint against a program.
Caller’s Consent
____________________________________________________________________________________
The caller must be informed that MCADSV’s policy is not to disclose the name of the caller, but that the circumstance of the situation may lead to a conclusion as to the identity of the caller by the staff of the organization about which the complaint is made.
← A caller’s consent to grant or deny the inclusion of personally identifying information in the complaint documentation is also documented by MCADSV staff in the project activity or technical assistance report forms in Coalition Manager.
PDS tells the caller about:
b. MCADSV’s complaint process;
c. What might happen as a result of a complaint;
d. Limitation of MCADSV complaint process and the limited authority of MCADSV over local programs; and
e. Other remedies available to the complainant including, but not be limited to, contact funders, licensing agencies and/or the agency’s administrators and/or board of directors.
MCADSV is not an oversight or licensing agency and there are limitations to the authority of MCADSV over local programs. MCADSV responds as a reviewing entity – but with limited authority to require compliance with MCADSV recommendations for improvement. Alternative remedies to ensure compliance are available and include, but are not limited to:
• Reviewing the agency’s grievance procedure with the caller. Staff inquires of the caller whether they have attempted to contact the program administrator and requested a copy of that program’s grievance procedure and/or a list of the Board of Directors. The caller is encouraged to follow that procedure or send a complaint directly to the program’s Board of Directors. PDS may provide the list of the program’s Board of Directors to the caller if it is available;
• MCADSV may contact an agency’s Board of Directors;
• After an inquiry into the allegations and review of findings by MCADSV senior management, MCADSV may contact funders when dangerous practices or bookkeeping discrepancies have been substantiated or MCADSV staff may inform the caller of the contact information of funders so the caller can contact them directly;
• MCADSV may contact applicable licensing boards or staff will provide the contact information for these entities to the caller; and/or
• A review of the agency’s MCADSV membership status.
Callers are apprised of:
1. There is a possibility of their names being connected to a complaint if records are subpoenaed.
2. They have the option of making an anonymous call.
a. Names will not be released but complaints will be documented.
b. The caller is responsible for follow-up because MCADSV will not retain his/her contact information.
c. MCADSV will contact the program. When in contact with the program MCADV staff do all they can to keep the caller anonymous, in the event that after conferring with administrators a determination is made that this latest call is the most recent in a series of complaints or of a nature that must be addressed.
3. A caller has the option of consenting to having her/his name connected to the complaint. Callers are informed that consent is not considered a time-limited release. Their information is available as long as the records are retained under the MCADSV Record Retention Policy. Reasons callers might want to have their names included in the complaint include:
a. They will have had an opportunity for their complaint and concerns known to others.
b. MCADSV’s ability to follow-up with the caller is improved when staff is able to contact the caller directly instead of waiting on the caller to return a call or having to schedule times for follow-up calls.
4. The entire inquiry into the complaint can take from 2-6 weeks to complete. The length of time is contingent upon the time it takes to gather information, MCADSV staffing availability and the availability of the appropriate person to contact at the program. The caller is informed that a complete and final reporting of activities might not be available for a few months. Follow-up with the caller will be documented as a Program Activity (PA) in CM following the procedure listed below.
5. If the complaint process has not been completed by MCADSV staff, a caller seeking information about the status of the complaint can be informed in general terms of the current status.
Informing the Program Services Director (PSD also called Director in this policy) of the Complaint
The Program Services Director is responsible for direct contact with the program administrators of a program about which a complaint has been made and detailed in a report by PDS or other staff. This adds an additional layer of internal accountability within MCASDV for the program complaint process.
PDS staff does not need to inform the Director of technical assistance calls. PDS inform the Director about the complaint either in person or by email. All related TA/PA reports are printed and given to the Director.
← Any project activity or technical assistance reports related to a program complaint are printed and given to the Director.
The Director reviews all documentation related to the complaint and the program’s history with MCADSV training and assistance programs (see Documentation of Staff Actions below.) The Director confers with appropriate staff (PDS, COO, LAS, etc.) in order to determine:
• Who to contact at the program (Executive Director or Board President);
• What policies/procedures are in question;
• How the policies/procedures address the scope of MCADSV service standards; and
• Next steps for MCADSV.
During the initial contact, the Program Services Director determines what program policies are already in place to address the situation. The Director provides information about MCADSV training or technical assistance that would help the program to correct any actions which gave rise to the complaint.
Possible outcomes include, but may not be limited to:
□ No action – The Director, after discussing the complaint with the program director or administrator and upon consultation with the COO and PDS staff, may determine that the current policies and procedures of the program sufficiently address the complaint and a pro-active response is created by the program director or administrator to ensure strategies are implemented to gain compliance with those existing policies and procedures.
□ Training and/or technical assistance provided – The Director, after discussing the complaint with the program director or administrator and upon consultation with the COO and PDS staff, may determine that the program’s current policies and/or procedures are inadequate to address the complaint and training and/or technical assistance is needed to be provided to the staff of the organization. Additional assistance in drafting policies and procedures to address the complaint is provided to program administrators.
□ Self-Evaluation of the Program – The Director will recommend that the agency go through a program self-evaluation with the assistance of PDS or other MCADSV staff. Emphasis will be made that undertaking this evaluation process with the assistance of MCADSV staff is recommended as a best practice.
□ Monitoring inquiry – On-site program monitoring will occur if the complaint is a qualifying event (see Monitoring Process included later in this SOP.) Monitoring could result in a suspension or a term of probation of MCADSV membership as outlined in Policies and Procedures: Suspension of MCADSV Membership, and Policies and Procedures: MCADSV Membership Probationary Status. Monitoring inquiries can be time intensive and include several phone calls, emails and site visits in order to close the inquiry, to develop an improvement strategy and find a resolution.
□ Collaboration with State Departments and other Over-site Agencies – MCADSV is under contract by the Department of Social Services (DSS) and, on occasion, is a collaborative partner with other Departments and agencies. MCADSV responds on behalf of DSS when making an inquiry into a program’s practices and is required to report to the Department when inquiries made result in a finding of extreme negligence by the service provider. In addition to withholding the right to report to other Departments, MCADSV also withholds the right to contact any variety of over-site agencies in order to inform them of particularly egregious actions by a service provider/agency.
o DSS contracts with MCADSV to monitor any agency receiving funding from the Department – MCADSV member and non-member alike.
The Director informs the program administrator of the possible resolutions to a complaint. At the conclusion of the entire inquiry process the caller can be notified of the outcomes.
← Reminder: Any inquiry, whether program complaint or monitoring, is time intensive. It takes time to gather information, create a plan for contacting the program, contacting the program, can require several calls, revisions to a plan of action, back-and-forth communications, etc., before the “outcomes” are known.
Depending on the severity of the complaint(s) other potential action plan/future steps can be discussed with the program director or administrator as options to resolve the program complaint.
← The Director confers with the MCADSV COO or CEO to discuss any proposed plans of action before they are suggested to the program for consideration.
← The program administrator is informed that the person making the program complaint has the right to contact licensing and funding agencies if she/he so desires.
Documentation
_____________________________________________________________________________________
PROCEDURE:
Documentation of Technical Assistance Call
If it is a technical assistance call, as defined at the beginning of this procedure, staff document and complete a TA Report in Coalition Manager. Once in the members’ only section of the website click on “technical assistance.” Documentation then requires the following:
1. Recipient name – Put the caller’s name and contact information or anonymous
2. Assistance type – Click on “complaint against program” under “Program/Org issues” in addition to clicking on the specific types of issues raised.
3. Notes Section – Start with “Complaint against (name of program)” then describe the nature of the complaint and TA provided. (Follow this step until updates are complete in CM to make this a searchable field.)
4. Complete all other appropriate sections in the report form.
Documentation of Complaint Against a Program and Follow-up Contact
Log into the members’ only section of the website and click on project activity.
1. The Project Type is “Program Complaint.”
2. The Project Event is “Program Complaint.”
3. For Collaborative Partners – Complete only when MCADSV is contacting a funder.
4. Executive Summary – Start the text block with the words “Complaint against (name of program).”
a. This is done until updates in CM allow this to be a searchable feature. Then the appropriate field will be completed.
b. Document who was contacted and include the primary issues of concern discussed.
5. Staff Notes – Outline the policies and procedures in question and the response of the person contacted. State any agreements made, actions taken and/or future plans made.
6. Complete the remaining sections of the activity report.
Other Documentation
1. Scan all other documents into the program complaint folder on the MCADSV server and place paper copies in the program’s report file folder.
← Documentation can include, but not be limited to:
o All documents received by the program or complaining party;
o Contact with funders; and/or
o Actions to suspend membership (see policy on Board actions related to membership as outlined in the MCADSV Bylaws.)
a. Scanned documents are saved in the appropriate e-folder (MCADSV servermembership & regional/program complaints.)
1. Give the file to the Program Services Director. The Director retains the file in a locked cabinet until it expires under the provisions of the MCADSV record retention policy.
2. Search CM for any related TA/PA.
Follow-up with Program _____________________________________________________________________________________
The Director follows up with the member program until the action plan/future steps is completed. The Director informs the program administrator when MCADSV’s involvement in matters are complete as they are related to the original program complaint, related program monitoring inquiry, program monitoring visit, and/or with the individuals involved. Any remaining issues with the program, its Board of Directors, community, the complaining party or any other individuals are addressed at the program’s discretion.
The Director assigns follow up to MCADSV staff as appropriate. This can be accomplished either by site visit, additional technical assistance, or training as needed.
← All follow-up contact is recorded as a PA in CM following the procedure listed above.
Other items of note:
Discretion is used when emailing the name of complaining parties. Emailing the information or inserting the name and contact information of the survivor is prohibited.
➢ The Chief Operating Officer and/or the CEO are kept apprised of progress of responses or resolution of a program complaint as it occurs.
Monitoring Inquiry Process
_____________________________________________________________________________________
Qualifying Events for Program Monitoring Inquiry
MCADSV monitoring events, to date, are a rare occurrence. MCADSV generally conducts on-site program monitoring when a complaint is:
1. Related to concerns about the safety of those seeking services at the program;
2. Clearly of a nature that precludes as insufficient any other action besides program monitoring;
3. Civil or criminal allegations, or other punitive actions taken against a program by a public entity or funding agency based on issues related to the program’s services, actions, or policies that are in conflict with public funding requirements;
4. Complaints regarding dangerous or reckless practices;
5. An unusually high number of complaints and/or multiple complaints about similar practices or policies; and/or
6. The Department of Social Services, under its contract with MCADSV to act as its agent to conduct monitoring of Department contractors, requests that MCADSV conduct the monitoring inquiry.
Monitoring Inquiry Activities
MCADSV conducts an inquiry of the program’s services by actions that include but are not limited to a review of an organization’s:
• Written policies and procedures;
• Daily practices. This might include a review of documentation practices and fiscal processes. Additional guidance related to these aspects of program operations is provided in the rest of this procedure;
• Billing and bookkeeping practices; and/or
• The safety of a facility, including the physical plant and related policies, practices, services and operations.
Assignment of Staff to Conduct a Monitoring Event
Policy:
MCADSV conducts a monitoring visit with no fewer than two PDS or other assigned staff members on site. MCADSV makes every effort to ensure fairness and an unbiased assessment when assigning monitoring teams to conduct the monitoring event.
Procedure:
MCADSV Program Development Specialists are assigned MCADSV membership regions.
a. Program monitoring events are conducted, whenever possible, by a Program Development Specialist not regularly assigned to the monitored agency’s region.
a. When staffing prohibits this selection process a PDS staff assigned to that region may be assigned to the monitoring event along with another Specialist assigned to another region.
i. MCADSV reserves the right to make assignments based on need, scheduling, relationship to the program or its staff, or for other reasons that may be assessed as needed to create an effective team for the monitoring event.
1. For safety, and to receive guidance as needed, the monitoring team member checks in daily with the Director, COO or CEO.
Program Monitoring Event Documentation
Staff document details of the events leading to and transpiring during a program monitoring inquiry. Copies of reports are not released outside of MCADSV. If a Department requested the monitoring, a summary of the entirety of MCADSV’s findings and actions is submitted to the supervisor of that Department. A report is submitted regardless the extent of the findings. Reports are reviewed by senior management before being given to the Department supervisor.
➢ If documentation in addition to the summary report is required those reports will be reviewed by senior management and approval for release by senior management is documented.
Procedure:
← When a state department with a contractual relationship with MCADSV for the provision of program monitoring services requests a program monitoring inquiry all reports regarding the monitoring are submitted to the requesting state department’s specified contact person for use and release at the department’s discretion. Individuals who request copies of a program monitoring report are referred to the department’s contact person to request a copy of the report(s) from the department. The same procedure shall be followed with any private funding organization with which MCADSV has a contractual relationship for the provision of program monitoring services.
← Should the program monitoring inquiry result in questions about continuing the program’s MCADSV membership, the procedures will be followed as outlined in sections 3.06 and 3.07 of the MCADSV Bylaws as adopted November 7, 2007 by the MCADSV membership and/or any subsequent amendments to those sections.
MCADSV Services to Assist with Complaint Resolution
______________________________________________________________________________
If results of the inquiry indicate that improvement could or should be undertaken by the program, and/or findings are egregious in nature and MCADSV would be remiss not to address them, MCADSV assist agency staff with creating an action plan for improvement. This action plan includes MCADSV’s offer to provide intensive technical assistance on policies and practices and/or training of agency staff.
Agencies are autonomous and can refuse to participate in the MCADSV complaint resolution process. In the event there is a refusal of assistance and/or the inquiry uncovers particularly egregious activities, the Director and Senior Administrative staff shall make a determination to implement other options that include:
• An intensive monitoring of the entire agency’s practices at the request of funders as outlined above. Findings are submitted to the requesting funder.
• The CEO is informed of the situation, any findings and is provided information and a recommendation for the agency’s membership to be reduced to a probationary status (see MCADSV Bylaws for definitions and process). The CEO conducts a review of the findings and determines if the recommendation should be forwarded to the MCADSV Board of Directors for its consideration of suspension of the agency’s membership in MCADSV.
Contacting Oversight Agencies
_____________________________________________________________________________________
Oversight agencies can include but not be limited to: State Departments, funders, licensing entities.
← Upon the determination that a department of the State of Missouri, or another funder should be contacted regarding the complaint, the Director contacts the grant/contract administrator and informs her/him of the complaint.
← The Director documents the response of the funding administrator and the course of action requested.
✓ Documentation includes the date, time, mode of communication and the name and position of the person contacted within a department of the State of Missouri.
➢ If the oversight agency requests a copy of MCADSV records the decision to release documents is made by senior management.
Documenting the Complaint
PDS staff documents the complaint on the tracking spread-sheet and the resulting action reports are kept in a locked file cabinet and a computer file – both of which have limited access to designated MCADSV staff.
➢ For the location of the file cabinet and the tracking spreadsheet, contact your supervisor.
Follow-up with Complaining Party
_____________________________________________________________________________________
If possible, the caller is informed, in general, about the response of the program and the actions taken by MCADSV staff. If the caller is not satisfied with MCADSV’s response, PDS staff should again provide her/him with information about licensure boards, funders, or governing bodies that may be contacted.
Refer to the Appendix for contact information for licensure and funding entities.
➢ The Director sends a letter to the member program summarizing the complaint, the communications with the program’s director or administrator, and the action plan agreed upon by the program’s leadership and MCADSV.
➢ Follow-up is conducted until the action plan is completed.
➢ The Chief Operating Officer and/or the CEO are kept apprised of progress.
➢ Documentation of each follow-up incident and actions taken is documented and reported to the Director.
Resource Lending Library
Approved from Memo: 04.22.08
______________________________________________________________________________
ResourceMate 3.0 is the designated library software used by MCADSV for the Resource Lending Library (RLL). ResourceMate 3.0 is located in the main directory of the MCADSV server. MCADSV server ResourceMate 3.0\ResourceMate.
Adding Resources to the Library
Send recommendations to the designated Resource Lending Library staff. (As of April 2011 this is .)
Members Requesting Resources from the Library
Staff librarians and the Office Manager/Administrative Assistant manage the library’s loaning process. Resource Request Forms, or returned library materials, are put in the assigned staff’s mailboxes.
Staff Checkout in ResourceMate
← MCADSV staff checks in and checks out their own materials using ResourceMate.
Check-out Procedure
1. From the menu at the top of the screen click on “Check Out.”
2. Enter staff name and item, click on “Add Item to Check Out.”
3. Click on “Print Receipt for this Patron.”
4. Click on “Check out all these items” to finish.
5. Put the printed receipt in the librarian’s mailbox.
Check-in/Renew Procedure
1. From the menu at the top of the screen click on “Check In.”
2. A list of items is displayed.
3. Check in or renew from this list.
4. A bin upstairs in the Resource Lending Library (RLL) is labeled “Returns”. After items are checked back in using ResourceMate, put the item(s) in the bin.
← RLL staff will organize the Library and reshelve items.
Check ResourceMate to see if you have an overdue item (From the menu in ResourceMate click on “Circulations”). If you’ve already put it back on the shelf, please refert to 1b of this procedure. If you plan on keeping the item, please renew it.
← Any problems or questions should be directed to assigned Resource Lending Library staff.
Monthly Services Reports and Outcomes Reporting to the Department of Senior Services
Approved from Memo: 07.25.08 with direction from DSS Contract Manager
______________________________________________________________________________
The United States Department of Senior Services requires Family Violence Prevention and Services Act (FVPSA) grant administrators responses to a series of narrative questions. Missouri’s grant administrator is Dirk Elrod in the Family Support Division (“The Department” for the purposes of this procedure.) Missouri refers to FVPSA funds as DVSS (Domestic Violence Social Services.) The Department request responses for success stories from Contractors once a year. The Department informs Contractors to reference Coalition Manager for this information.
← Service statistics and outcomes data is provided to the Department by MCADSV.
✓ Every 60 days, starting at the end of July, MCADSV contacts contractors who have not submitted MSRs and/or outcomes.
o The Department is aware that outcomes may not be reported each month because of the type of surveying being conducted. The Department has requested that non-reporting contractors still be reported.
✓ Every 90 days the Department requires a report from MCADSV on:
1. Contractors not reporting on one or either of the reports in Coalition Manager;
2. When they were contacted by MCADSV; and
3. Staff contacting the Contractor.
← New contractors are contacted by MCADSV early in the contract to ensure they have received their passwords and user names and know how to use Coalition Manager.
Disaster Plans
MCADSV Information Technology Disaster Recovery Plan
Reviewed by: 07.20.05; Updated: 09.22.08, April 2011
______________________________________________________________________________
This MCADSV Disaster Recovery Plan provides information for sustaining and maintaining MCADSV’s information systems and services in the event of a disaster. Disasters that interrupt MCADSV systems activity may include, but not be limited to: damaged or faulty equipment, fire, lightning, flood, and/or extended power outages. Every effort is made to replace damaged or defective equipment as quickly as possible. The MCADSV Office Manager, or designee, is responsible for coordinating the return to daily operations.
Systems Information
______________________________________________
MCADSV does not have an information technology (IT) department or hired staff. The Chief Operating Officer, acts as the system administrator. MCADSV contracts with LANIT, Inc. as the organization’s technology partner.
Networking issues and software installs contact:
Software development, programming issues or Web site issues contact:
MCADSV’s server is a. is the server operating system platform, and is networked to all computers and printers in the MCADSV offices and . All workstations use Windows Office Professional 2007 as the operating systems.
Terminal Identifications and managed services list as of April 2011 are on the next page.
Terminal Identification
_________________________________________________________________________________
Items in Bold are on managed services. Update: April 2011 – for the most updated list refer to the inventory list maintained by the Office Manager.
All systems are configured to store information on the file server
Shared Accessories
_________________________________________________________________________________
❖ The primary level software used by MCADSV is Microsoft .
❖ The financial management software is .
❖ The copier is leased from .
Data Storage
_________________________________________________________________________________
MCADSV does not store client-level identifying information as a result of daily activities. Despite that, security precautions have been implemented. Those precautions include, but are not limited to: strong passwords, firewalls, anti-virus software and nightly back-ups. Back-ups are created using a Hewlett Packard backup system.
✓ Back-up tapes are removed and stored off site each night by the Office Manager or a designated staff member. An end-of-the week back-up is conducted and stored off-site, with tapes rotating in five-week cycles. A monthly back-up is conducted on the last business day of each calendar month.
← Monthly back-up tapes are retained at the end of each month.
← A year-end back is also conducted and stored off-site.
Software
_________________________________________________________________________________
All software used by MCADSV is kept with its certificate code in a locked fire safe located on MCADSV premises. The CEO, Office Manager and Chief Operating Officers keep keys to the safes.
Assignments of software licenses is maintained by the Officer Manager, or her designee, as well as monitored by MCADSV’s IT provider. Illegal uses of software will be subject to disciplinary action.
System Audits
_________________________________________________________________________________
MCADSV has at least a bi-yearly audit of its data systems. This audit is conducted by , or other assigned IT professionals. The audit examines the storage, memory and overall capacity of MCADSV’s systems. During this audit, recommendations for improvements and upgrades are solicited. System software upgrades occur at the same time across the agency.
Maintenance and Breakdowns
_________________________________________________________________________________
Staff leaves a note on their monitors when there are maintenance issues related to their desktop computer. An email is sent to the Office Manager who will schedule an appointment with, Inc. During routine maintenance visits by the IT professional will look for notes on each work station and perform required maintenance based on those notes.
Inventory
_________________________________________________________________________________
All real property owned by the Coalition is recorded in an electronic and in a paper record of inventory. The inventory record includes, when available: the date of purchase; the item name, model and serial numbers; the amount paid for the item; where, or to whom, the equipment was assigned; the final disposition/disposal method of damaged or destroyed equipment; and the date of disposal. The Office Manager keeps a record of terminal identification numbers and the staff assigned to the units.
Passwords
_________________________________________________________________________________
← MCADSV staff use only strong passwords. These passwords include alpha-numeric combinations, in addition to symbols and capital letters. At a minimum, three of the four mentioned elements will be included in all passwords.
← Passwords are changed every 90 days. Password changes are reported to the Chief Operating Officer.
← The Chief Operating Officer records all user passwords, include their start date and the corresponding staff name. No electronic record of the passwords will be kept. The paper record of the passwords will be stored in the MCADSV fire safe.
← Permissions for downloading software onto any MCADSV computer are granted by the MCADSV System Administrator. Until that time, the server will be programmed to allow limited permissions to staff.
User Names
_________________________________________________________________________________
User names for all MCADSV desktop computers, prior to 2008, are the last name and first initial of the designated staff for that particular system. As of late 2008, user names are first name and first of initial of last name. Shared systems and laptops will have user names that are of their particular designation or designated staff position assignment.
Email
_____________________________________________________________________________________
All emails are routed and stored using Trend Micro Exchange Server. A brick-level protocol is followed in conducting a nightly back-up of all email communications by all staff.
• Staff has remote access to email and their own electronic calendars by using Microsoft Web-Exchange.
• All staff use Microsoft Outlook for emails and calendar records.
• Email and calendars from individual employee accounts are backed up for a short duration on the MCADSV server. Employees must not enable ‘auto-archive’ in Outlook. Enabling this feature hinders the system set-up from creating proper back-ups of calendars and emails – at times losing data and requiring a paid recovery process from the MCADSV IT partner.
To turn off the auto-archive feature, while in Outlook:
1. Click on Tools;
2. Click on Options;
3. Click on Auto-Archive;
4. Make sure the box at the top is unchecked or disabled; then
5. Click OK until at the main screen.
Server capacity is large, but not unlimited.
Emergency Response: Fire or Tornado
Included: April 2011
______________________________________________________________________________
Fire
MCADSV offices have pull fire alarms and smoke detectors. If you witness a fire or smoke incident and the alarms have not sounded find the nearest pull alarm and engage the alarm system. The system, whether triggered manually or automatically by smoke detection, will contact local fire personnel and emergency responders.
Pull alarms are placed at every exit.
When an alarm sounds or you have triggered the alarm
exit the building immediately.
Fire extinguishers are located throughout the building. Your safety is paramount and fire extinguishers are to be used at your discretion. Vacating the building is your priority.
1. Upon exiting the building all staff must meet under or near the MCADSV road sign, located at the corner of Oscar Drive and Aaron Court, in order for a staff count to be conducted.
2. Once everyone is accounted for move a safe distance away from the building and congregate in either the parking lot across Oscar Drive or up the hill at the dead end of Oscar Drive.
Once everyone is out of the building and a safe distance away from the building, if senior management is not on site, contact them as soon as possible.
➢ If possible, notify Spring Grove Counseling staff of the fire and any potential danger they might be in due to their office building’s proximity to MCADSV’s building. This should be done after the head count of MCADSV staff is taken and all staff is accounted for.
Medical Emergency
1. While on the phone with 911 inform them, by name, which MCADSV staff person will be waiting as the primary contact for the first responders. Specify which door, and where that is located, where the staff person will be waiting.
2. An employee should wait at the door closest to the injured person for the ambulance service to quickly direct the first responders to the exact location of the injured person.
3. When an ambulance is called, the Office Manager and/or other Senior Management will be contacted and informed.
Tornado Warning
1. In the event of a tornado or when the Jefferson City tornado sirens are activated, staff should engage the telephone paging system (dial # 0) and notify all staff the tornado sirens have sounded.
2. All staff will immediately proceed to the kitchen on the lowest level (Training Center) of the MCADSV office building until the sirens have stopped.
Other Weather Conditions
In the event of snow, heavy rains, or other unusual weather conditions creating hazardous travel during working hours, the Chief Operating Officer or CEO decides if and when the office will not open for the work day or the office is closed early to permit employees to leave. If such weather conditions occur at night or on weekends, employees must use their own judgment when considering travel to work or off-site work events. MCADSV expects all employees to make a reasonable effort to report to work; however, employees should not compromise their safety or the safety of others in order to do so.
Calendars & Timekeeping
_________________________________________________________________________________
MCADSV staff members’ calendar records are kept in electronic as well as print formats. Print copies are submitted to the Fiscal Coordinator at the end of each calendar year. All staff uses Microsoft Outlook for emails and calendar records.
Email and calendars from individual employee accounts is set-up to create a back up of email on the MCADSV server. Employees must not enable ‘auto-archive’ in Outlook. Enabling this feature hinders the system set-up from creating proper back-ups of calendars and emails – at times losing data and requiring an expense to the organization that requires a recovery process from the MCADSV IT partner.
Payroll
_________________________________________________________________________________
In the event of an interruption in electronic systems at MCADSV payroll and accounts payable will be paid by written check or by scheduling payment through Central Bank’s Business Link banking system. All other MCADSV financial management protocols are followed during this interruption. All banking activity is immediately transferred and recorded from the paper records into the electronic system as soon as normal operations have resumed. Paper records of all payroll activities are retained in the appropriate files.
Accounts Payable
_________________________________________________________________________________
Records of each bi-monthly accounts payable activity are maintained in both an electronic and paper format. Paper records are kept by the Fiscal Coordinator. For more information regarding accounts payable reference MCADSV Standard Operating Procedures: Fiscal.
Media Response
Updated: April 2011
_________________________________________________________________________________
Once it has been established that the caller is a member of the media, the following steps apply:
Step One:
Before connecting the reporter with the Coalition’s designated media liaison, gather the following information:
✓ Reporter’s name;
✓ Reporter’s outlet (i.e.: which newspaper, TV station, etc.);
✓ Subject of the article or why the reporter is calling;
✓ The reporter’s deadline; and
✓ Date/time the message was taken.
Once you have taken the message, offer to forward the reporter to the Development Director’s voicemail. It is important to take a message - the reporter might not leave all of the information that you just gathered.
Step Two:
Connect the reporter with the Development Director (or in her absence, the CEO) regardless of the staff member they request. If neither is available, take a message from the reporter including the information from step 1.
If both the Development Director and/or the CEO are scheduled to be out of the office for a time that exceeds the reporter’s deadline, refer the reporter to the Chief Operating Officer who determines if MCADSV will handle the call or if the report can be referred to the Executive Director of the agency in their community.
Step Three:
Place the written message on the Development Director’s desk and transfer the caller to her/his voicemail. If she/he is scheduled out of the office for a period that exceeds the reporter’s stated deadline, deliver the message to the CEO.
Timeliness is extremely important when handling press calls. All media-related messages are delivered promptly, and to the appropriate person.
Development Director:
← The Development Director will develop talking points and gather materials and resources for the reporter. She/he may “caucus” (conferring with staff to formulate a response and to discuss contingencies.) If the article or topic is not related to the work of MCADSV she may use discretion in not providing a formal response to the story or referring the reporter to a more appropriate agency or person.
The Development Director is the MCADSV media liaison and point of initial contact with all media request and the Missouri Public News Services. The Development Director confers with the CEO regarding statements on behalf of the Coalition but, if necessary, may do so without discussing it with the CEO in advance and informing the COO of the planned statement and action instead. The Development Director provides a report of the response(s) provided and any news releases conducted to the CEO and COO.
Development Director:
← The Development Director retains copies of all print articles and Web-articles concerning the Coalition, MCADSV staff or its members.
← Articles and press clippings are scanned into PDFs and retained in a media folder on the main directory of the MCADSV server.
o This responsibility may be delegated to the Administrative Assistant.
Safety and Security
Updated: April 2011
__________________________________________________________________________________
Fob/Keys
MCADSV uses electronic fobs for entry into the MCADSV offices. Fobs are issued to staff, interns, placement staff and independent contractors. At the discretion of the Office Manager, some fobs are coded to allow restricted access to the offices based designated times for which the fob will work. (Example, interns are generally not given weekend and after 5:30 p.m. access to the building.) All spare keys are in a locked cabinet in the Office Manager’s office. Only the CEO, Office Manager and the COO hold keys to the file cabinet. The Office Manager manages the distribution of security fobs and secures the unassigned fobs in a locked cabinet in her office.
All fob/keys registered with the security company and are assigned by number to staff, interns and/or volunteers. Fobs are returned to the Office Manager upon ending employment. The “unreturned fob/key” fee is $25.00. The charge may be deducted from the employee’s last paycheck and is equal to the replacement cost of the fob.
Office Manager Report all Lost or stolen office fobs/keys to the Office Manager immediately. The Office Manager notifies the security company immediately and request deactivation of the lost fob.
← Cabinets containing financial, personnel, or other sensitive documents remain locked and accessible only to those designated to have access to those cabinets.
Entry and Exit to the Coalition Office
Staff must enter and leave for the day from the main MCADSV door. Specific directions on the use of the security alarm is provided during an employee’s orientation and provided in writing during the first week of employment.
Opening Procedure
1. Turn off the Alarm: Each staff is assigned a security code to turn on and off the alarm.
a. Do not give this code to another person. Giving this code to another person may be grounds for disciplinary action.
2. Turn on main lights.
3. Turn on the copier and printers.
Closing Procedure
1. Secure all office doors and windows.
2. Turn off all coffee pots, printers, the copier, and other appliances.
3. Turn off all lights.
4. Turn on the alarm using the code provided to you.
Some employees, based on proximity to the MCADSV office and/or authority are provided to the security company for initial contact upon a fire or security alarm.
Security alarms:
If contacted for a security alarm the security company informs the employee of the type of breach that has been triggered. They are asked if they are responding to the scene and if law enforcement should wait for their arrival. If law enforcement is available ask for them to wait and provide them with an estimated time of arrival. Employees are encouraged to only enter the building for a scan of the environment when accompanied by law enforcement.
Employees will document the times spent on alarm calls on the timesheet.
If there has been a burglary notify senior management as soon as possible.
Emergency Contact Protocol
Approved: CC, 09.12.07,
Reviewed: April 2011
______________________________________________________________________________
In the event of injury, or other emergency situation, involving any MCADSV staff the Chief Executive Officer, or in her absence the Chief Operating Officer, will contact the first person listed on the emergency contact list for the MCADSV personnel involved. All numbers listed will be contacted until at least one person listed is spoken to in person or by phone.
As part of new hire orientation, staff will fill out emergency contact information on the Personnel Information Form.
It is the responsibility of all staff to update their emergency contact information as needed.
Emergency contact information must be collected from every new hire, temporary employee, intern, or volunteer. This information will be given to the Office Manager.
[pic]
Accidents at Work or “on the clock”
Approved: CRW, 02.10.2009 (in consultation with Winter Dent.)
Updated: April 2011
_____________________________________________________________________________________
Employees must report all injuries to the Office Manager, the Fiscal Coordinator, or the Chief Operating Officer immediately.
When an injury is reported, and immediate treatment is necessary, assist the employee in receiving treatment or with transportation to the MCADSV selected physician. (See additional policy on medical emergency.) MCADSV’s Worker’s Compensation insurance provider is xxxx.
An administrator, or their delegate, may contact MeM to initiate a claim number request. Basic information regarding the employee’s demographics and their employee start date may be requested by xxx. If you do not have this information, contact a supervisor for instructions on getting this information.)
Administrators, or their designee: MCADSV must submit a claim to xxx by fax or by phone. A report form for xxx can be requested from the Office Manager. The employee does not request a claim number.
If the physician's office asks where to send the bills and a claim number has not been received by xxx, give them MCADSV’s address.
Injuries not requiring immediate attention are reported to xxx and then arrangements for treatment are made. If the injury requires follow-up treatment by a specialist the initial medical care provider, or xxxx, are able to suggest a specialist for you to see.
For medical attention sought the same day as the injury/event the employee will remain “on the clock” and record the time in which they received treatment as “other” on their timesheet. A notation of a “work comp” next to other will suffice to inform the Fiscal Coordinator of how to allocate this time.
Work missed due to doctor’s appointments after the initial event will be deducted from the employee’s earned leave bank.
If immediate medical attention is required due to an injury incurred outside outside of the Jefferson City area, the employee should seek whatever medical attention is required at the point of service closest to the location in which they were injured. Upon their return to the area they may be requested, by either MCADSV or xxxx, to also see the organization’s designated worker’s compensation physician.
← If the injury occurs at the office, the organization’s selected physician is contacted by the employee before seeing other physicians.
Infant/childs at Work
Approved: CC, 09.12.07
Updated: April 2011
_____________________________________________________________________________________
Policy
Full-time employees who are new parents by birth or adoption may bring their infant/child to work based on the following procedures. This is a benefit of employment with MCADSV and should not be considered a right or an expectation.
MCADSV is not responsible for injuries of children brought to work and supervised by their parent or the parent’s co-workers.
Procedures
Eligibility
Infant/child of Missouri Coalition Against Domestic and Sexual Violence full-time employees are eligible through their first 120 days after birth or adoption.
Parent A plan for in-office care must be submitted in writing to the employee’s immediate supervisor. Examples of forms for plan documentation can be found in the Appendix. Actual forms are in the F directory of the server.
Location in the Workplace
Parent Work Area: Each parent shall make her work area suitable for the infant/child. The infant/child shall be located primarily at the parent’s work area during the workday. Each parent will provide the necessary furniture and equipment suitable for the infant/child’s needs.
Parent Sitting Room: In the event an infant/child becomes disruptive, the parent shall take the infant/child to a designated area until the infant/child becomes quieter.
Parent Home: In the event an infant/child becomes sick, or is fussy for a prolonged period of time, causing a distraction in the workplace or preventing the parent from accomplishing work, the parent will take the infant/child home or to a backup day care provider and will use accumulated leave for any resulting absences from work.
Parent BreastFeeding: The employee is asked to use discretion when considering how and where to breastfeed her child.
Employer MCADSV provides all staff with their own office with a door and window coverings. If staff shares an office they should speak with their supervisor about an appropriately private location they can use.
Children at Work
Approved: CC, 09.12.07
Updated: April 2011
_____________________________________________________________________________________
Policy
Employees may have children up to the age of twelve accompany them to work when absolutely necessary.
Procedures
Eligibility
Children, step children, grandchildren, or foster children, of MCADSV employees. Children must be under the age of twelve. Speak with your supervisor about brining children older than twelve to work.
Location in the workplace
Unless the child is able to be unmonitored for periods of time the child should be in vicinity to the parent so their immediate needs can be addressed.
Children are restricted from areas where and when public meetings are being held.
Behavior
Children should behave in a manner that does not disturb or distract employees, including the parent, from working.
When Not to Bring a Child to Work
Updated: April 2011
_____________________________________________________________________________________
Sick Infant/child: A sick infant/child shall not be brought to work. The Center for Disease Control’s Recommendation for Inclusion or Exclusion of children from out-of-home child care settings are in the following pages and are hereby adopted by the Missouri Coalition Against Domestic and Sexual Violence as a means for determining whether an infant/child is sick.
Alternative Care Provider:
Parent: The alternative care providers will voluntarily agree to care for the infant/child in the event the parent is unavailable due to attendance at a meeting, participating in a telephone conference call, or a similar work responsibility. The alternative care provider may not simultaneously participate in the program as a parent bringing her infant/child to work and as an alternative care provider for another parent’s child. The agreement between co-workers is solely the responsibility and liability of each of the parties involved and not that of MCADSV. Co-workers are not expected to or required to provide child-care assistance.
If the parent is unavailable for a period exceeding one hour within a 4-hour period, the parent shall make arrangements for the infant/child’s care outside the Coalition.
← An alternative care provider in the workplace shall not be required to care for an infant/child for a period exceeding one hour within in a 4-hour period.
□ Upon approval by the parent’s supervisor of an Individual Care Plan, describing the parent’s care plan for the infant/child, the plan shall be submitted to the CEO for final approval. Upon receiving final approval, the parent may bring the infant/child to the workplace on the date stated in the Individual Care Plan.
Pets at Work
Included: 07.27.2009
Updated August 23, 2010, April 2011
_____________________________________________________________________________________
Policy
Employees may have their pets accompany them to work.
Procedures
Eligibility
Only pets of MCADSV employees may be brought to work. Pets must have current vaccinations. Verification of vaccinations may be requested at any time or in advance of approving a request to bring the animal. The Office Manager and/or Senior Management give final approval on pets being the workplace.
← This is not a blanket policy for all pets and is subject to a case-by-case assessment of the pet’s behavior in the workplace.
Location in the workplace
No pet will be unmonitored for long periods of time. The pet should be in vicinity of the owner so their immediate needs can be addressed. The pet’s owner will consult with the COO before bringing the pet. The employee’s co-workers will be consulted regarding allergies or fears of certain animals.
Pets are not allowed downstairs in the Training Center in order to keep hair and dander to a minimum for visitors who have severe and/or sensitive allergies.
Pets are not allowed on days when visitors are scheduled to be at the MCADSV office building. Some members have fears about dogs and have expressed concerns. Pets are not allowed in the third floor break/lunch room area.
Behavior
Pets should behave in a manner that does not disturb or distract employees, including the owner from working. The animal’s food will be stored as to not attract insects or other vermin. The pet’s waste will be promptly and properly disposed of in the dumpster behind the MCADSV offices.
Complaints Regarding Children or Pets at Work
_____________________________________________________________________________________
The parent and her supervisor shall meet to discuss and resolve any complaints made regarding the infant’s/child’s or pet’s presence in the workplace. The Individual Care Plan may be modified by agreement of the parent and the supervisor as needed.
All grievances or complaints regarding a problem with a parent, or the Infant/child/Pet-at-Work Program may be resolved in accordance with the MCADSV grievance policy.
Termination of Eligibility
Updated: April 2011
_____________________________________________________________________________________
A parent’s eligibility to participate can be terminated when:
1. (For infants at work daily) The infant/child becomes 120 days old;
2. The child becomes a disruption to operations or colleagues (this includes voluntary care of the child by an co-worker whose own work deteriorates because of their assistance with workplace childcare); or
3. The parent is no longer employed in a full-time position with the Missouri Coalition Against Domestic and Sexual Violence; or
4. A final decision of ending the benefit is made pursuant to the Grievance Procedures.
MCADSV Administrator: If the parent’s eligibility is terminated, the parent is notified in writing of the final decision by senior management and the parent shall remove the infant/child from the workplace and make alternate arrangements for care within one week of receiving such notice.
← The CEO or COO reserves the right to terminate a participant’s eligibility, with or without cause, or to cancel or retire the Infant/Child at Work Program (as well as the Pets to Work Program) in part or in its entirety, with or without cause, requiring the parent/owner to remove his or her infant/child/pet from the workplace immediately.
CDC Recommendation for Wellness Assessment ______________________________________________________________________________
Exclude Child/Infant/child from care if:
• Temperature of 100 F Orally, 101 F Rectally or 99 F Auxiliary or higher.
• Temperature of 100 F Orally, 101 F Rectally or 99 F Maxillary or higher plus one of the following:
✓ severe cold with yellow-green nasal discharge;
✓ cough;
✓ sore throat;
✓ sneezing;
✓ swollen glands;
✓ skin rash other than mild diaper rash;
✓ Red, watery or draining eye(s);
✓ Drainage from the ear(s);
✓ Lice.
✓ Skin Lesions, i.e. impetigo, ringworm and scabies.
✓ Vomiting, upset stomach--more than usual infant/child “spitting up.”
✓ Diarrhea (two or more loose watery stools per day for two consecutive days).
✓ Fainting or seizures or general signs of listlessness, weakness, drowsiness, flushed face, headache or stiff neck.
✓ Fever with any specific signs and symptoms of a communicable disease to which the child had been exposed.
Re-Admit Child/Infant/child to care if:
✓ Free of fever for 24 hours.
✓ All discharge from the eye(s) has ceased.
✓ All drainage from the ear(s) has ceased.
✓ After treatment, free of lice; or
✓ Skin sores are healed or a note is required from a physician stating that the child is not communicable.
✓ Free of upset stomach and vomiting for 24 hours.
✓ Free of diarrhea for 24 hours. Free of symptoms or a note is required from a physician stating that the child is not communicable. Free of fever for 24 hours.
Board
As it relates to staff activities
Requirements for Consideration of Membership
Resolution passed: Friday, September 9, 2005
_____________________________________________________________________________________
The MCADSV board approved the requirement of program members applying for MCADSV membership to agree in writing to the programs adoption of the MCADSV Service Standards. This pledge would be documented as a part of their signed resolution to be considered for membership. The intent of the Board was that the MCADSV Service Standards would include the MCADSV Service Standards for residential and non-residential programs, the MCADSV Batterer Intervention Standards and any subsequently created standards.
Suspension of MCADSV Membership
Reviewed by: CC 02.20.08; Board 03.14.08
______________________________________________________________________________
Policy
To ensure that MCADSV’s member programs achieve and/or are working to maintain a level of service provision in compliance with MCADSV Service Standards and Guidelines, MCADSV has the right, as provided in MCADSV Bylaws, to suspend the membership of a program that is found to be non-complaint with service standards. Determination of non-compliance may result from of an unsatisfactory program monitoring visit of the program member or for cause as otherwise delineated in MCADSV Bylaws.
Procedure
The following procedure is established and set in accordance with Section 3.06 – Suspension of Membership of the MCADSV Bylaws:
Organizational and Affiliate members may be suspended for good cause by the MCADSV Board of Directors. The primary grounds to be considered by the Board of Directors shall be whether 1) the member programs’ services, actions, policies or other current status is no longer found to support the mission and purposes of MCADSV, or 2) the member program’s services, actions, policies, or other current status is in conflict with the signed membership agreement to provide services in compliance with MCADSV Service Standards and Guidelines.
Should the issue of a program’s membership status arise MCADSV staff will prepare and submit a report to the Executive Committee for review. This will include documentation obtained by staff, either through a monitoring report documenting findings from program monitoring conducted by MCADSV staff or other documentation of similar investigations or findings from other official sources. This could include but not be limited to civil or criminal allegations or other punitive actions taken against a program by a public entity or funding agencies based on the program’s services, actions, policies or other status in conflict with public funding requirements.
The Executive Committee shall review the staff report, request any additional information or documentation deemed necessary, and submit the report to the full Board of Directors for disposition.
A member program whose membership status has been suspended by formal action of the Board of Directors shall be provided with written notice of that action by the Chair of the Board of Directors. Staff shall remove the program’s information from its membership listing on the MCADSV Web site and shall take other actions as possible to delete the program’s listing in the MCADSV Directory of Domestic and Sexual Violence Service Providers.
MCADSV Membership Probationary Status
Reviewed by: CC 02.20.08; Board 03.14.08
____________________________________________________________________________________
Policy
To ensure that MCADSV’s member programs achieve and/or are working to maintain a level of service provision in compliance with MCADSV Service Standards and Guidelines, MCADSV has the right, as provided in MCADSV Bylaws, to place a member program on probation when they are found to be non-complaint with service standards. Determination of non-compliance may result from of an unsatisfactory program monitoring visit of the program member or for cause as otherwise delineated in MCADSV Bylaws.
Procedure
The following procedure is established and set in accordance with Section 3.07 – Probationary Members of the MCADSV Bylaws:
Organizational and Affiliate members which have been suspended for cause may be considered for probationary status under the following conditions:
1. The term of probation shall be for a period of no more than one year, during which time the probationary member shall not have voting rights. The Board of Directors shall retain the authority to make alternate determinations of the length of a program’s membership status on a case-by-case basis based upon written reports, program requests and other information provided by the MCADSV staff at the program’s request.
2. A program suspended from membership shall be provided with training and technical assistance from staff upon receipt of a written agreement detailing an initial plan of corrective action to address the issues detailed in the MCADSV Program Monitoring Report. MCADSV staff will then provide training and technical assistance to the program to achieve its corrective plan.
3. A probationary member shall have the membership privileges of attending MCADSV trainings, regional meetings and conferences. Staff from a probationary member shall not be eligible to serve on MCADSV committees and work groups.
4. A probationary member shall be required to pay membership fees in accord with the provisions of Article III, Section 3.07 of these Bylaws.
Board Development Committee
Calendar of Activities
Board: February 2009
____________________________________________________________________________________
January / February Recommend training topics for current year based on recommendations from members and/or staff.
Review MCADSV training schedule and plan for committee members’ attendance to increase Board member visibility and start recruitment of new Board members.
June Prepare and conduct Board Evaluation Survey.
Include a Board Evaluation and a self-evaluation.
Identify Board members with potential leadership capabilities for future officer positions.
Board Development Committee reviews results of Board evaluation. Individual responses kept confidential amongst the Committee members.
August / September Request nominations for at-large Board members.
Schedule to allow for Board Development Committee meeting to be held within 30 days of request for nominations.
Request nominations, from each region, for their Regional Representatives (if current positions are eligible for re-election.)
September / October Review nominations for Board positions, make recommendations for slate of candidates.
Begin discussions regarding Board leadership for the next calendar year, asking Committee members for recommendations.
Include leaders identified in June by the Board.
October Request Board member’s nominations for Board officers.
Board members may recommend an individual for any officer position or make a recommendation for an entire slate of officers.
Board Development Committee reviews candidate qualifications and creates a slate of officers for Board approval.
Mail / Email slate of candidates for at-large board positions to membership for vote.
Regional elections held.
November Review nominations for officers.
Recommend slate of officers.
Complete membership voting process and tabulate votes.
Board Secretary certifies election.
Announce new members at Annual Meeting.
December Board orientation, incoming board votes to accept, or not, the slate of candidates for Board officers
Appendix
____________________________________________________________________________________
LCD Check-out Form
____________________________________________________________________________________
Original Form in MCADSV SERVERTraining/Forms/LCD Checkout
|LCD Number |Staff Name |Check-out Date |Check-in Date |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
| | | | |
Determining Memory and Processor Speed
____________________________________________________________________________________
To determine the memory and processor speeds for each computer, go to the run command on each computer and run “winmsd.” This window will supply the user with information regarding the network assignment and the system profiles of each computer.
See Example:
[pic]
In this example, the user can identify that the computer is running a 700Mhz processor (~696 MHz) and have 384MB of RAM (392,688 KB) 1,000 K = 1MB
The actual numbers take a little getting used to but an easy way to remember is the processor will always be slightly above or below factory specs and the RAM is most likely one of the following standard configurations 64MB, 128MB, 192MB, 256MB, 384MB, 512MB, etc.
Employment Application Form
____________________________________________________________________________________
[pic]
Volunteer Application Form
____________________________________________________________________________________
[pic]
Employee Benefits
____________________________________________________________________________________
[pic]
Sample New Staff /Intern Letter or Email
____________________________________________________________________________________
I want to extend a welcome to you and provide you with some information to assist in preparing you for your first day at MCADSV. I have attached a description of your position at MCADSV. At any point you are welcome to ask me, or others, questions. Below are some common questions when starting at the Coalition.
Q: Will there be an orientation? A: Yes. We will review the personnel handbook with you (always an exciting time), have you complete any required forms, and assist you with getting settled into your workspace.
Q: So what will my workspace be like? A: You will have a desk and a computer that is networked to the server and printers throughout the building. There will be a phone in your office.
Q: Will I have an email account? A: Yes. You will be assigned a username, password and email account that will be activated during your work with MCADSV. You will be assigned to various MCADSV listservs in order to keep you apprised of the work of the entire organization.
Q: What should I wear? A: The attire at the Coalition is business casual, unless you are attending meetings, trainings or working in the Capitol. Then the attire is more business dress.
Q: If I am there over the lunch hour what is the normal protocol for lunch? A: Staff regularly brings their lunch and eat together. Often times these are working lunches.
For New Staff
Q: What are the business hours of MCADSV and how will I get in to the building?
A: The stated business hours are 8:30 to 5:30, Monday through Friday. Your specific hours and schedule should be discussed with your staff contact. You will be assigned a fob and security password to gain entry to the doors of the building.
For New Interns and or Volunteers
Q: So what will my workspace be like? A: You will have a desk, or desk-like set-up, and a computer that is networked to the server and printers throughout the building. There will be a phone or two in your office area, but may not be specifically at your desk.
Q: Where should I park? A: You may park in front of the MCADSV offices in the spaces available. If there are not enough spaces in front of the building you may seek spaces around the buildings perimeter.
Q: Do I need to bring anything with me? A: Please bring a copy of your driver’s license, proof of vehicle insurance, and any other identification that verifies that you are eligible to work in the state of Missouri. Generally, folks bring a social security card but that can be up to you if you have other identification. I have a list that is approved through the U.S. Department of Homeland Security if you want other options.
MCADSV Employee Orientation Checklist
Information on this sample is compressed for space and is not the actual form.
____________________________________________________________________________________
Daily Activities
Employee Name: ____________________________ Position: ____________________
Date Start: ___________________ Date End: ___________________
Employee Signature at Completion: _______________________________
Supervisor Signature at Completion: _______________________________
Staff will check box as completed, recording date and staff that conducted orientation on the specific topic.
Personnel Handbook
_____Review Handbook and Signature Sheets
_____Employee Benefits
_____Completion of required pre-employment forms: I-9, W-2, insurance application
____ Faxed to MO DOR
Record Keeping
____Calendar Styles: Individual
____Timesheets: How, where found, who submitted to
____ Time Sheet (created and provided)
____ Activity Reports: Format, where filed, how often, who submitted to
____ TA: Where filed, when completed, who submitted to, why returned and monthly survey
____ Calendar: Global
____ Emergency Contact List
____ Personnel Records: Where kept and by whom
____ Insurance Records: Where kept and by whom
____ W-4 Form
____ State Withholding
____ I-9 Form
____ Direct Deposit Form
____ Health Insurance
____ Life and Disability Insurance
____ 403b
____ Credit Card Application / Expense Reporting
____ Mileage / Reimbursement Form Reporting
____ Mail routing slip
____ Tax Exemption Certificate
____Evaluation Form / Job Description
Staff Roles and Responsibilities
_____Supervisory roles
_____Primary expertise of staff
_____Review of organization-wide projects
Equipment: Includes operations and maintenance
_____Copier
_____Printers and their designated users
_____Fax
_____Postage meter – operation and record keeping
_____Coffee makers
_____Training supplies
_____Lights: which ones stay on and which ones off at closing
_____Alarm
_____Supply Closet: Including re-supply ordering
_____Fire suppression equipment, first aid kit, and emergency routes map
Communications
_____Phones: How to transfer, hold, voice mail, etc.
Calls from Women in Prison
_____Mailings: Outgoing
_____Mailing Routing: Internal
_____Proofreading/Editing
_____eyes on paper memo
_____editing checklist
_____Listserv
_____Listserv policy memo
_____Archiving: Who does, where kept
_____Email account / Outlook
_____Remote access through Web Exchange
_____Computer filing system
_____Passwords
_____Structure used when creating a password
_____Who has access
Membership: Dues and Structure
_____Where applications filed
_____What use for
_____Dues structure
_____Internal routing process of application
Membership: Regional Designations & Monthly Service Reports
_____Purpose
_____How
_____Where to find
_____MSRs – how to and why
Board
_____Meetings
_____Workgroups: their goals, their current work, progress, and staff roles
____ Services & Education
____ Immigrant and Refugee Workgroup
____ BIP
____ Bylaws
____ Mission Expansion
____ Board Development
Fiscal
Grants / billing
← STOP
← SSVF
← VOCA
← DOJ
← FED
← MFH
← DSS
← TTAC
← Anonymous
← Membership Dues
_____Grants and Fiscal Processes
_____Grant billing process
_____Grant writing process
Documentation of Our Work
Coalition Manager
Resources
_____Publications: Who gets, charges, who mails, how recorded
_____Lending Library: Who gets, charges, who mails, how recorded
_____View ResourceMate tutorial video
_____Survey Monkey
Miscellaneous Specific to This Position:
__________________________________________
__________________________________________
__________________________________________
New Employee Development Plan – The new employee and supervisor will discuss and jointly decide what type of training, site visits or activities will enhance their staff development.
Plan:
_______________________________________
_______________________________________
_______________________________________
Timeline:
_______________________________________
_________________ _____________________
MCADSV New Employee Orientation: Organizational Structure and History
Information on this sample is compressed for space and is not the actual form.
____________________________________________________________________________________
Employee Name: ____________________________ Position: ____________________
Date Start: ___________________ Date End: ___________________
Employee Signature at Completion: _______________________________
Supervisor Signature at Completion: _______________________________
Staff will check box as completed, recording date and staff that conducted orientation on the specific topic.
_____________________________________________________________________________________
History and Purpose of MCADSV
□ History / Purpose
□ 7 regions as of 1995
□ Mission: Alliance, Education, Research, Training, and Assistance
MCADSV’s role in national movement
Public Policy
□ Adult Abuse Act
□ 455.220 RSMo.
□ 455.003 RSMo.
□ Hope House case
Training
□ Historic context
□ Current focus
□ How developed
□ Direction
Technical Assistance – what is it?
□ Start-Ups
□ Daily
□ Duration
□ Recording – when to and when to not
MCADSV’s position/message on misogyny and patriarchy
Confidentiality
• For programs – Hope House
• MCADSV
• VAWA 2005
Documentation of Our Work
← Monthly Services Reports / Stat Sheet
← MCADSV position on ALICE and other local program data collection systems
← Federal DOW Pilot Project
Board of Directors
□ 23 members
□ Policy making board
□ Board Book location
□ Workgroups
□ Committees
□ Board Chair
Organizational Chart
□ Growth and Expansion
□ Roles of Staff
Publications
□ Standards: DV, SV, BIP
□ 101s
□ Thoughtful Documentation
□ Start-Up Manual
□ And Justice For All
□ The Basics
□ Legal Bulletin
□ Legislative Update
□ Tech Safety Planning
□ Directory
□ Fiscal Needs
□ Salary Study
□ The Latest
Style of Our Work
□ One task multiple purposes
□ Things change
□ Humor
Types of Projects Underway
□ Shelter Rules
□ Data Initiative
□ Immigrant & Refugee Workgroup
□ IRW + Shelter Rules
Collaborations
□ 2008
□ OSCA-GTEAP
□ DSS
□ DWD
□ Missouri Bar Family Law Committee
Reading Assignments:
□ Funding Source Flowchart
□ A Framework for Understanding: The Nature and Dynamics of Domestic Violence
□ A Framework for Understanding: The Nature and Dynamics of Sexual Violence
□ And Justice For All
□ Bylaws
□ Standards
□ DV
□ SV
□ BIP
MCADSV Fiscal Coordinator Orientation Checklist:
Addendum to Standard Checklist
Information on this sample is compressed for space and is not the actual form.
____________________________________________________________________________________
Passwords Changed
□ Computer
□ Security / Alarm System
□ Lexis Nexis
□ Central Bank on-line services
□ Central Bank FOB
□ American Funds Pensions
□ EFTPS
□ Grant Management System
□ Missouri On-line vendor registration
□ Mo Employers Mutual Insurance
□ Social Security On-line W2 filing
□ USTAR—Unemployment Compensation
□ ACF On-line Data Collection (FVPSA 269a reports)
□ Sage Publications
□ Survey Monkey
□ Voice Mail
Change Administrative/Financial Point of Contact:
□ Department of Public Safety—Change of Information form
□ Central Contractor Registration
□ Duns and Bradstreet (?)
□ USTAR—Unemployment Compensation
Authorizations
□ Central Bank
□ Central Bank/BankCard center
□ Missouri Department of Revenue
Checklist for new employee forms and documents
Information on this sample is compressed for space and is not the actual form.
____________________________________________________________________________________
List of Forms and Materials:
____ Emergency Contact List
____ Employee Phone List Information Sheet
____ W-4 Form
____ State Withholding
____ I-9 Form
____ Direct Deposit Form
____ Health Insurance Application
____ Life and Disability Insurance Application
____ 403b:
____ Contact information
____ Forms
____ Credit Card Application
____ Mileage / Reimbursement Form
____ Tax Exemption Certificate
____ Evaluation Form / Job Description
Received?:
____ Copy of Driver’s License
____ Copy of second form of ID for I-9
____ Copy of Vehicle Insurance
____ Confidentiality Agreement
____ Receipt of Handbook
____ Credit Card Application
____ E-resume
____ Tax Forms / Deposit Information
____ I-9
____ Copy of Cancelled Check for Auto-Deposit
____ Insurance Application
Handouts / Materials:
____ Welcome Sign
____ Employee Handbook
____ Policy & Procedure Manual
____ Listserv Policy
____ Service Standards
____ Job specific grant binder
____ MCADSV History Document
____ Adult Abuse Act History Document
____ History of MCADV to MCADSV
____ Important Statutes
____ Orientation to Technical Assistance
____ SV101
____ DV101
____ Directory
____ End of Session Legal Bulletin
____ Funding Source Flowchart
____ Glossary of Legal Terms
____ Training/Event/Reg. Mtg. Calendar
____ Service Statistics
____ Funding Needs Report
____ Overview of Funding Sources
____ Acronyms and Terms Used List
____ Frequently Used Web sites
____ Memo on Public Loan Forgiveness
____ Organizational Chart
____ current
____ new / pending
____ Binders for:
____ The Latest
____ Legislative Updates
Plan for Infant/child or Child at Work
Information on this sample is compressed for space and is not the actual form.
____________________________________________________________________________________
Actual Form in MCADSV SERVERPersonnel All Access/Forms/record keeping forms.
Emergency Contact
1. Emergency Contact: __________________________________________
Relationship: __________________________________________
Address: __________________________________________
Daytime Telephone: _________________________________ ext. ____
Evening Telephone: _________________________________ ext. _____
2. Emergency Contact: __________________________________________
Relationship: __________________________________________
Address: __________________________________________
Daytime Telephone: _________________________________ ext. ____
Evening Telephone: _________________________________ ext. _____
I have discussed this Individual Care Plan with my supervisor. I understand I am permitted to bring my infant/child to the workplace upon final approval of this Plan by the CEO of MCADSV. If my Plan changes, I agree to complete and submit a new Plan for consideration.
Submitted by:
________________________________________ _________________
Employee’s Signature Date
Approved by:
_______________________________________ _________________
Approved: Immediate Supervisor Date
_______________________________________ _________________
Approved: CEO or COO Date
MCADSV Infant/child at Work Procedures
CONSENT AND WAIVER
Information on this sample is compressed for space and is not the actual form.
____________________________________________________________________________________
PROGRAM AGREEMENT
By signing this Infant/child and/or Children at Work Agreement, I hereby acknowledge and affirm that I have read and understand the terms and conditions of the Infant/child and/or Children at Work procedures. I understand and agree to comply with the terms and conditions set forth in the Infant/child and/or Children at Work procedures. I further understand and agree that, in the event I fail to comply with such terms and conditions, or otherwise fail to meet any procedure requirement, whether or not such criteria are set forth in the Infant/child and/or Children at Work policy or procedure, my eligibility may be terminated, requiring me to remove my infant/child from the workplace.
I acknowledge the Missouri Coalition Against Domestic and Sexual Violence is offering the Infant/child and/or Children at Work policy as a courtesy to full-time employees who are new mothers or fathers, and not as an employee benefit. Accordingly, I acknowledge the Coalition reserves the right to terminate a participant’s eligibility, with or without cause, or to cancel or retire the Infant/child and/or Children at Work policy in part or in its entirety, with or without cause, requiring me to remove my infant/child from the workplace.
_____________________________________ ________________________
Parent’s Signature Date
CONSENT AND WAIVER
I, the undersigned, on my own behalf, and as a parent and natural and/or legal guardian of ______________________ (child’s name), by signing this Infant/child and/or Children at Work Consent and Waiver, do herby consent on my own behalf, and on behalf of said minor child, to the release of the Missouri Coalition Against Domestic and Sexual Violence, and any employees and agents thereof, from any and all liability arising from any and all claims, arising in my own right, or of said child in his or her own right, arising from any harm or injury that occurs to my infant/child while in the workplace, and hereby waive any rights I accrue as a result thereof, and further agree to hold harmless and indemnify the Missouri Coalition Against Domestic and Sexual Violence, and any employees and agents thereof, from any such claims that may be brought by said child in his or her own right, or by a duly appointed representative, as a result of my infant/child being in the MCADSV work environment, whether in the MCADSV office or at another location (including lodging) where MCADSV work is occurring.
___________________________________ _______________
Parent’s Signature Date
Actual Form in MCADSV SERVERPersonnel All Access/Forms/record keeping forms.
Request for MCADSV Web Site Link
Information on this sample is compressed for space and is not the actual form.
____________________________________________________________________________________
Form in: F:\Personnel All Access\Forms - Office Use\Request for MCADSV Web Site Link
Web site: _______________________________________
Organization name: _______________________________
Organization location: __________________________________________________________________
Contact name: _________________________________________________________________________
Phone number: ________________________________________________________________________
Email address: ________________________________________________________________________
Organization purpose: ________________________________________________________________________
Describe Web site:
______________________________________________________________________________
Do you recommend that this Web site be linked from the MCASDV Web site? (circle one)
Yes No
If no, please indicate why not: _____________________________________________________
________________________________________________________________________
MCADSV Staff member: _________________________ Date: _________________
MCADSV Employee Departure Checklist
Information on this sample is compressed for space and is not the actual form.
____________________________________________________________________________________
Passwords deactivated
Computer
Security / Alarm System
Lexis Nexis
Sage Publications
Survey Monkey
Voice Mail
Conference Calls
Equipment Returned and Checked for Working Order
Laptop: Working Order checked by ___________ Date: __________
Desktop: Working Order checked by ___________ Date: __________
Fobs: Working Order checked by ___________ Deactivated: __________ Date: __________
USB/Jump Drive: Working Order checked by ___________ Date: __________
Keys: Working Order ___________
Projector: Checked by ___________ Date: __________
Carrying Cases
Cell phone or PDA: Working Order checked by ____ Deactivated: ____ Date: ______
Administrative Items for Closure by Staff Person
Forwarding Address and Phone Number Confirmed
_______________________________________
_______________________________________
( ) __________________________
Timesheet
Activity Reports
Calendar printed
List of Listservs provided to administrative staff
Technical Assistance Reports Recorded
Technical Assistance Reports Pending Reassigned to: _____________ Date: __________
Reassigned to: _____________ Date: __________
Request for Training/On-site: Reassigned to: _____________ Date: __________
Reassigned to: _____________ Date: __________
Credit Card Receipts
Mileage Reimbursement Request
Exit Interview Conducted or Form Provided
Miscellaneous Returned or Submitted
Credit Card
Videos or Books
Manuals from Trainings
Files
CDs
Checklist for Administrative Staff:
Confidentiality Agreements reviewed
Vacation Leave Calculated and Paid Date: ___________
Check Number _________ or
EFT confirmation # _________
Final Paycheck Issued:
Date: ___________
Check Number _________ or
EFT confirmation # _________
Money Due Paid:
Date: ___________
Check Number _________ or
EFT confirmation # _________
Insurance Continuation Paperwork Distributed Date: __________
Insurance Company Notified _________
Licensure and Oversight Agencies
______________________________________________________________________________
Licensure Boards
Professional Counselors
Missouri State Committee for Professional Counselors
P.O. Box 1335
Jefferson City, MO 65102-1335
573-751-0018 Telephone
573-751-0735 Fax
800-735-2966 TTY
800-735-2466 Voice Relay
profcounselor@pr.
Marital & Family Therapist
Missouri State Committee for Marital and Family Therapist
3605 Missouri Boulevard
P.O. Box 1335
Jefferson City, MO 65102-1335
573-751-0870 Telephone
573-751-0735 Fax
800-735-2966 TTY
800-735-2466 Voice Relay
maritalfam@pr.
Psychologists
Missouri State Committee for Psychologists
3605 Missouri Boulevard
P.O. Box 1335
Jefferson City, MO 65102-1335
573-751-0099 Telephone
573-526-0661 Fax
800-735-2966 TTY
800-735-2466 Voice Relay
Clinical Social Workers
Missouri Division of Professional Registration
3605 Missouri Boulevard
P.O. Box 1335
Jefferson City, MO 65102-1335
573-751-0293 Telephone
800-735-2966 TTY
800-735-2466 Voice Relay
profreg@pr.
Funders
Department of Social Services
Grants Administrator of DSS and FVPSA
221 West High Street
Jefferson City, MO 65102-1527
573-751-4815
Department of Public Safety - Grants Administrator of STOP, VOCA, SSVF
P.O. Box 749
Jefferson City, MO 65102-0749
573-751-4905
573-751-5399 Fax
Department of Mental Health
1706 E. Elm St., Jefferson City , MO 65101
573-751-8224
573-526-1201 Fax
Personnel Issues
Equal Employment Opportunity Commission (EEOC)
EEOC National Contact Center
1-800-669-4000
1-800-669-6820 (TTY)
Robert A. Young Federal Building
1222 Spruce Street, Room 8.100
St. Louis, MO 63103
Missouri Commission on Human Rights
3315 West Truman Boulevard
Room 212
P. O. Box 1129
Jefferson City, MO 65102-1129
(573) 751-3325
mchr@dolir.
Others
For: Records regarding programs’ list of board of directors
Missouri Secretary of State’s Office
P.O. Box 778, Jefferson City, MO 65102
573-751-2379
573-751-2490 Fax
For: Problems with prosecuting attorneys
Office of Prosecution Services
P.O. Box 899, Jefferson City, MO 65102
573-751-0619
573-751-1171 Fax
For: Problems with attorneys
Missouri Bar Association
326 Monroe, Jefferson City, MO 65101
573-635-4128
For: Problems with deaf interpreters
Interpreters for the Deaf
Missouri State Committee of Interpreters
P.O. Box 1335
Jefferson City, MO 65102-1335
573-526-7787 Telephone
573-526-0661 Fax
800-735-2966 TTY
800-735-2466 Voice Relay
interpreters@pr.
-----------------------
Missouri Coalition Against Domestic and Sexual Violence
Policies and Procedures
For Daily Operations
Entire SOP Reviewed and Select Updates Completed: April 2011
Updates: August 2009
Released Final: February 13, 2009
Released for Review: January 2009
2011
MCADSV
C. Robb-Welch
April 2011
Create a copy of the email pertaining to grants or contacts by pasting the full email text into a Word document and save it in the appropriate e-folders.
Un momento por favor, espere por un interprete.
(English) One moment. Hold please for translator.
This process may take a few moments if all translator lines are busy, so if this occurs, say the following: Continue esperando, por favor. Gracias.
(English) Please continue to hold. Thanks.
Obtain an outside line and call phone number
Definitions and Guidance in identifying the type of call received:
Technical assistance call –
The caller has a problem with a program but is asking for assistance with problem-solving a particular situation or seeking information about typical policies or procedures about programs in general. The caller may decide to end the conversation at any time.
A complaint -
The caller feels that they have been wronged by a program or that a program has responded inappropriately and they are unable to do anything themselves to remedy the situation. However, they want someone to know about it, at least, or do something about it, at best.
Callers are provided information regarding the requirements and limits to MCADSV ability to keep their information confidential. Once informed, the caller is given a choice of providing identifying information and/or continuing to present their complaint.
To protect a survivor’s confidentiality, and because MCADSV receives a VAWA grant which under Federal law requires MCADSV to ensure a survivor’s confidentiality, the technical assistance report recorded in Coalition Manager include only “anonymous – survivor of (complete with their presenting issue)” in the place of the caller’s name.
If the caller is not a survivor the same confidentiality provisions do not apply. The caller is informed of the limits of our ability to keep them confidential and, that on occasion, Coalition records may be subpoenaed.
CONSENT AND CONFIDENTIALITY/ANONYMITY
Callers are given information about MCADSV’s ability to keep their information confidential. The caller is given the choice of providing information and/or continuing to present her/his complaint.
*To protect a survivor’s confidentiality, and because MCADSV receives federal VAWA and FVPSA funding which under federal law requires MCADSV to ensure a survivor’s confidentiality, the technical assistance and/or project activity report record in Coalition Manager will include only “anonymous – survivor of (complete with the presenting issue) in the space for the caller’s name. A survivor, once fully informed of the process below, can choose to waive confidentiality and have the information included in reports.
← Callers must be informed that, unlike with a direct service provider program, their personally identifying information will remain in the MCADSV complaint report because their waiver is not time limited.
All callers are informed of the limitations in keeping her/his identity confidential and that on occasion Coalition records may be subpoenaed.
If the Director is unavailable to contact the program within 5 business days or more after receipt of a complaint, the PDS shall notify the COO. The COO will determine which staff will make the program contact. If the Director or the COO is not available, a PDS staff who did not take the initial complaint will make the contact with the program.
The Director will contact the person with the highest authority within the agency who has direct supervision over the actions or individuals involved in the complaint. On most occasions it is the Executive Director, or equivalent position. If the complaint is about the Executive Director, the Board Chair will be contacted to discuss the complaint in that person’s capacity as direct supervisor of the Executive Director or leader of the agency’s personnel committee.
POLICY:
Any actions taken (including but not limited to collecting information, speaking with complaining parties or contacting the program) is documented in a project activity report. To ensure an accurate accounting of MCADSV actions, staff document activities as soon as possible of each contact with the program or the caller and any other related activities involved in resolution of the complaint. Once contact with a program is initiated, any staff involved in the handling of the complaint completes or amends a project activity report form in Coalition Manager. At a minimum, staff members’ hours spent in complaint-related activities is documented in the report with billing sources identified.
A monitoring event is defined as an on-site intensive examination of an agency’s policies and practices. The monitoring inquiry is based on, but not limited to, MCADSV service standards. Conditions of facilities, practices regarding fiscal oversight and employee management also may be evaluated during this inquiry. Monitoring inquiries are generally a multi-day event conducted at the agency. Any number of the agency’s staff might be called upon to respond to requests for information.
, Inc.
Network Issues:
Software Issues:
Maintaining a manageable amount of email in all folders is strongly encouraged for each employee. As stated in the MCADSV Personnel Handbook, administration reserves the right to monitor email and calendars as well as other activity condu[pic][?]
Ž?Øßþ© º EG¶‚
„
0
2
B
C
D
Y
b
?
Ž
?
Ó
ò
õÞõÏÀµªµŸªŸªŸµ”µ‰~ª~‰~‰s‰f‰fYh½h]HHOJQJ^J[?]h½hiOJQJ^J[?]h½h5iËOJQJh½h×E‹OJQJh½hiOJQJh½hâ*^OJQJh½h-+9OJQJh½h†h½h[pic]¨OJQJh½h[pic]¨CJHcted on MCADSV computers. Employees with excessively high numbers of emails will be required to clean their emails on a regular basis.
Defining “excessive” is left to the discretion of MCADSV management. Staff may be required to delete excessive numbers of emails to maintain the integrity of the server’s capacity.
The MCADSV Personnel Handbook explains that employee’s have no expectation to privacy in their email or computer files. See MCADSV Personnel Handbook for further information.
Incident
Receiving staff gathers information regarding:
← Status of involved personnel;
← Current location of personnel and how to make contact either by phone or address;
← Type of incident;
← Location of incident; and
← Determine if involved personnel have any needs to be met by MCADSV staff.
Receiving staff contacts their supervisor who in turn notifies the CEO or Chief Operating Officer.
CEO or COO contacts members of emergency contact list.
CEO or COO determine if appropriate and safe for designated staff to respond to staff’s location.
CEO or COO determines if contacting MCADSV Board of Directors is appropriate.
Contact information
Phone # Fax # Policy #
MCADSV Work Compensation Physician is:
While the symptoms listed below have been created to assess the wellness of children in the workplace many of the same considerations could be used by employee’s when assessing their own wellness to come to work.
(Diaper rash might not be a consideration for adults. ()
Admin approval (COO)
Do you recommend that this Web site be linked from the MCASDV Web site? (circle one) Yes No
If no, please indicate why not: _______________________________________________________
________________________________________________________________________________________________________________________________________________________________
Link added to web site: ___________________________ Date: _____________________________
Unannounced Monitoring Events
Upon completion of a program complaint inquiry the Director may choose to apprises the program administrator of whether the complaint and response will result in a program-monitoring visit. This policy does not prohibit MCADSV from conducting an unscheduled monitoring visit. The decision to conduct an unannounced visit shall only be made when there is a determination to do so by MCADSV senior management or when requested by a Missouri department with which MCADSV has a contractual relationship for the provision of program monitoring services.
Programs can refuse to participate in a monitoring process. Any communications regarding the refusal is documented in a project activity report in Coalition Manager. The refusal is brought to the attention of senior management. Documentation of the refusal is provided to the requesting agency with which MCADSV has a contractual relationship for the provision of program monitoring services and/or may be taken to the MCADSV Board of Directors for review of the scope agency’s continued participation as a member of MCADSV.
................
................
In order to avoid copyright disputes, this page is only a partial summary.
To fulfill the demand for quickly locating and searching documents.
It is intelligent file search solution for home and business.
Related searches
- financial policies and procedures examples
- nonprofit policies and procedures template
- financial policies and procedures manual
- nonprofit policies and procedures samples
- policies and procedures for nonprofits
- accounting policies and procedures template
- jcaho policies and procedures manual
- cash policies and procedures manual
- treasury policies and procedures manual
- accounting policies and procedures manual pdf
- accounting policies and procedures sample
- accounting policies and procedures manual