Homeless Programs – Minimum Standards by theregoesthatman

VIEWS: 26 PAGES: 20

									                                Homeless Programs – Minimum Standards
                                              SELF STUDY RESULTS
Agency Name: _____ _____________________________

     A. DOCUMENTATION
                            Standard                                     Rating        Comments
A1    The agency has formal by-laws that have been reviewed        Meets expectation
      and approved by the Board of Directors within the last
                                                                   Does not meet
      three years.
                                                                     expectation
                                                                   Not applicable
A2    The agency has a written Conflict of Interest Policy that    Meets expectation
      addresses conflicts of interest that involve members of
                                                                   Does not meet
      the Board of Directors and all employees and volunteers
                                                                     expectation
      of the agency.
                                                                   Not applicable

A3    The agency has written guidelines that are shared with all   Meets expectation
             clients on its policies and rules regarding:
                                                                   Does not meet
                  confidentiality
                                                                     expectation
                  client rights and responsibilities
                  fee structure (if applicable)                   Not applicable
                  payment guidelines (if applicable)
                  hours of operation
                     eligibility criteria




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   B. THE BOARD OF DIRECTORS
                            Standard                                  Rating        Comments
B 1 The Board is responsible for the selection and annual       Meets expectation
     performance review of the chief administrative officer.
                                                                Does not meet
                                                                  expectation
                                                                Not applicable
B2    The Board meets at least four (4) times annually and      Meets expectation
      minutes of all meetings are kept.
                                                                Does not meet
                                                                  expectation
                                                                Not applicable
B3    The Board has approved an appropriate structure for       Meets expectation
      fiscal management and responsibility.
                                                                Does not meet
                                                                  expectation
                                                                Not applicable
B4    The agency adheres to a written policy that ensures       Meets expectation
      continuity, change in board membership and diversity of
                                                                Does not meet
      board members.
                                                                  expectation
                                                                Not applicable
B5    Each new board member receives orientation.               Meets expectation
                                                                Does not meet
                                                                  expectation
                                                                Not applicable
B6    A Board needs assessment is conducted yearly and          Meets expectation
      training provided that addresses the Board’s needs
                                                                Does not meet
                                                                  expectation



                                                                                               2
                                                                Not applicable

B7   The Board has a committee structure that specifies the     Meets expectation
     purpose and composition, including but not limited to a
                                                                Does not meet
     finance committee.
                                                                  expectation
                                                                Not applicable


C.    STRATEGIC PLANNING
                              Standard                                Rating        Comments
     The Strategic Plan has been developed in partnership       Meets expectation
C1   with the Board and key staff people and is reviewed at
                                                                Does not meet
     least every three years.
                                                                  expectation
                                                                Not applicable
     A Work Plan including measurable goals, target dates       Meets expectation
C2   and responsible parties has been developed and is
                                                                Does not meet
     reviewed at least annually by the Board.
                                                                  expectation
                                                                Not applicable


D.    FISCAL MANAGEMENT
                             Standard                                 Rating        Comments
D1   The agency financial reports comparing budgeted versus     Meets expectation
     actual balances should be provided to the Board at least
                                                                Does not meet
     quarterly.
                                                                  expectation
                                                                Not applicable
D2   The agency has sufficient cash to meet current             Meets expectation
     obligations and has developed contingency plans to cover
                                                                Does not meet
     unexpected shortfalls in revenues and for redistribution


                                                                                               3
     of services if unexpected funding cutbacks should occur.      expectation
                                                                 Not applicable
D3   The agency receives a prompt audit (within six months of    Meets expectation
     the fiscal year-end) conforming to GAAP (Generally
                                                                 Does not meet
     Accepted Accounting Practices) standards and including
                                                                   expectation
     a balance sheet and operating statement setting forth the
     agency’s financial condition                                Not applicable
D4   The audit and assessment letter are reviewed by the         Meets expectation
     Board and any needed corrective action is formally
                                                                 Does not meet
     enacted and followed to completion.
                                                                   expectation
                                                                 Not applicable
D5   The agency develops and, with the help of a risk-           Meets expectation
     management expert (insurance expert), assesses its
                                                                 Does not meet
     policies, procedures and practices at least every two
                                                                   expectation
     years, to identify and manage situations and conditions
     that might place undue risk on the agency                   Not applicable
D6   The agency adheres to established comprehensive written     Meets expectation
     internal fiscal control policies and procedures that
                                                                 Does not meet
     contain a procurement policy.
                                                                   expectation
                                                                 Not applicable



E.    FUND DEVELOPMENT
                             Standard                                  Rating        Comments
E1   The fund development plan has specific goals for various    Meets expectation
     categories of funding (e.g., corporate giving, agency
                                                                 Does not meet
     board of directors giving, grants, government contracts,
                                                                   expectation
     special events, direct mail, planned giving, etc.) which
     include objectives and assignment of responsibility.        Not applicable



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E2   The agency makes every effort to access and develop          Meets expectation
     several different streams of funding to provide a stronger
                                                                  Does not meet
     more secure base for funding the agency.
                                                                    expectation
                                                                  Not applicable

F.   MARKETING AND PUBLIC RELATIONS
                           Standard                                     Rating        Comments
F1   The agency has a marketing/public relations plan.            Meets expectation
                                                                  Does not meet
                                                                    expectation
                                                                  Not applicable
F2   The agency has a policy regarding confidentiality and        Meets expectation
     protection of consumer privacy, including consumer’s
                                                                  Does not meet
     written permission of release of information before the
                                                                    expectation
     consumer can be presented in any manner to the public
     for marketing purposes.                                      Not applicable


F.    COMMUNITY RELATIONS AND COLLABORATION
                            Standard                                Rating            Comments
G1   The agency has positive working relationships with other Meets expectation
     homeless service agencies in the community.
                                                              Does not meet
                                                                expectation
                                                                  Not applicable
G2   The agency has worked with neighborhood stakeholders         Meets expectation
     in a good faith effort to develop a partnership with
                                                                  Does not meet
     neighbors, neighborhood agencys, businesses and other
                                                                    expectation
     groups.
                                                                  Not applicable



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H.    PERSONNEL POLICIES, STAFF RELATIONS AND VOLUNTEER USE
                              Standard                           Rating               Comments
H1   The agency has a Personnel Policies Manual that is    Meets expectation
     approved by the Board of Directors and is reviewed at
                                                           Does not meet
     least every three years.
                                                             expectation
                                                                  Not applicable
H2   The manual must include personnel policies that address:     Meets expectation
             job descriptions for all positions including
                                                                  Does not meet
                 designated supervisor
                                                                    expectation
             annual performance evaluations for all staff,
                 including the Executive Director                 Not applicable
             compensation and benefits plan
             grievance procedure for staff and volunteers
             conflict of interest and nepotism policy
H3   Professional development opportunities, either internal or   Meets expectation
     external, are available to all staff every year.
                                                                  Does not meet
                                                                    expectation
                                                                  Not applicable
H4   Each employee receives a copy of the policies, a job         Meets expectation
     description, attendance and compensation information
                                                                  Does not meet
     upon beginning employment.
                                                                    expectation
                                                                  Not applicable
H5   If volunteers are used, the agency must have a current       Meets expectation
     volunteer training manual, a formal process for
                                                                  Does not meet
     orientation and training for the task to be performed.
                                                                    expectation
                                                                  Not applicable




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     I.       PROGRAM CRITERIA
                               Standard                                   Rating        Comments
I1   The agency has written client admissions policies which        Meets expectation
     are posted or otherwise made known to clients and
                                                                    Does not meet
     include re-entry policies and procedures. The agency can
                                                                      expectation
     make its own rules about the right to leave and return to
     the facility, but these rules cannot be intended to unfairly   Not applicable
     discriminate against clients.
I2   The hours of operation are clearly posted.                     Meets expectation
                                                                    Does not meet
                                                                      expectation
                                                                    Not applicable
I3   Reasonable efforts will be made to accommodate an              Meets expectation
     applicant with a disability. If the program is not able to
                                                                    Does not meet
     accommodate the applicant, referral to another
                                                                      expectation
     appropriate program should be made.
                                                                    Not applicable
I4   The agency has a process for distributing and otherwise        Meets expectation
     making known rules, regulations, disciplinary procedures
                                                                    Does not meet
     and termination/suspension policies.
                                                                      expectation
             There are written guidelines that are posted or
               that clients have been made aware of that            Not applicable
               describe unacceptable behaviors, such as
               violence, theft and any other activities that are
               against the law.
             Consequences of rules violations are clearly
               stated and consistently enforced.




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I5   The agency has a process for posting, reading and             Meets expectation
     otherwise making known, the rights and responsibilities
                                                                   Does not meet
     of residents that include a grievance policy for
                                                                     expectation
     addressing alleged violations of clients’ rights.
     Reasonable efforts shall be made to ensure that all           Not applicable
     residents, regardless of language, understand their rights
     and responsibilities.
I6   There is evidence that the governing board or its agent,      Meets expectation
     collects, evaluates and analyzes all grievances so that
                                                                   Does not meet
     trends and patterns can be noted and corrections can be
                                                                     expectation
     made.
                                                                   Not applicable
I7   The agency shall provide or arrange for food service or       Meets expectation
     make known available services nearby.
                                                                   Does not meet
                 At sites where clients prepare their own
                                                                     expectation
                     food, clients have access to a kitchen.
                     Food and other necessary supplies are         Not applicable
                     provided on an as needed basis.
                 At sites where food is prepared for clients,
                     the staff is knowledgeable in nutrition and
                     sanitary food handling and safe food
                     storage.
     The agency makes a reasonable effort to meet medically
     and culturally appropriate dietary needs of residents.


I8   If the agency holds funds or possessions on behalf of         Meets expectation
     clients, the funds or possessions shall be returned upon
                                                                   Does not meet
     request within two (2) business days of the client’s
                                                                     expectation
     request.
                                                                   Not applicable




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I9    The agency provides reasonable access to a public or          Meets expectation
      private telephone for use by facility clients or residents.
                                                                    Does not meet
                                                                      expectation
                                                                    Not applicable
I10   The agency has a written policy outlining the procedure       Meets expectation   Currently rewriting
      related to consent for search when there is reasonable
                                                                    Does not meet
      evidence of danger to self and others or of criminal
                                                                      expectation
      activity.
                                                                    Not applicable
I11   Services for basic human needs cannot be denied if a          Meets expectation
      client is unable to pay. Fees for some services may be
                                                                    Does not meet
      required as part of a program, especially in long-term
                                                                      expectation
      transitional programs. Fees for additional services must
      be reasonable and just.                                       Not applicable
I12   The agency provides support services or makes referrals       Meets expectation
               to appropriate support services such as:
                                                                    Does not meet
                    case management
                                                                      expectation
                    assistance with employment opportunities
                    education and training                         Not applicable
                    medical and mental health services
                    transportation services
                    alcohol and drug treatment programs
                    assistance to secure long-term housing
                    material assistance programs
                    adult/children protective services
                      basic financial planning
I13   The agency has a written process for evaluating the           Meets expectation
      program outcomes so that information gained from the
                                                                    Does not meet
      evaluation leads to modifications, changes or new
                                                                      expectation
      programs that will improve or enhance the services
      offered and the services delivered.                           Not applicable



                                                                                                              9
I14   The agency has a written procedure and can provide            Meets expectation
      evidence that the procedure is being followed regarding:
                                                                    Does not meet
              possession and use of controlled substances
                                                                      expectation
                 prescription medication
                                                                    Not applicable


J.    STAFFING
                              Standard                                    Rating        Comments
J1    The agency has an organizational chart of the paid staff      Meets expectation
      including written job descriptions, roles and
                                                                    Does not meet
      responsibilities.
                                                                      expectation
                                                                    Not applicable

J2    The agency has an appropriate number of paid and/or           Meets expectation
      volunteer agency staff for the number of clients served so
                                                                    Does not meet
      that goals and objectives of quality service delivery to
                                                                      expectation
      clients can be achieved.
                                                                    Not applicable

J3    Daily logs are kept documenting shift activities, special     Meets expectation
      instructions and accounts of unusual or special situations.
                                                                    Does not meet
      There is evidence, such as initialing, that the logs are
                                                                      expectation
      reviewed by staff.
                                                                    Not applicable

J4    At least one staff person is available at all times with      Meets expectation
      verifiable training in emergency first aid, emergency
                                                                    Does not meet
      evacuation and CPR procedures.
                                                                      expectation
                                                                    Not applicable



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J5    The agency will ensure that all appropriate staff members    Meets expectation
             receive training in the following areas:
                                                                   Does not meet
                  universal precautions for handling body
                                                                     expectation
                    fluids
                  TB protocol                                     Not applicable
                  emergency evacuation procedures
                  CPR, First Aid procedures
                  agency operating procedures
                  non-violent crisis intervention techniques
                  community resources and social services
                    programs
                  ethical client practices
                  recognition of elder and child abuse

      Documentation is maintained that shows that employees’
      training is current or is scheduled to be completed within
      the new employee’s first year.


     K. ADMINISTRATION
                              Standard                                   Rating                    Comments
      The agency has established a data collection system          Meets expectation   Domestic Violence Shelters do not
      which includes:                                                                  participate in HMIS
                                                                   Does not meet
                  participation with the local CoC HMIS
                                                                     expectation
                    initiative;
K1                implementation of an intake and client          Not applicable
                    record keeping procedure that includes
                    intake interviews and records of services
                    provided; and
                  a listing or each person residing in/or
                    receiving services at each facility with the
                    dates and types of services provided



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              In addition:
                   Files containing client information are in a
                      secure location and locked (or capable of
                      being locked) to maintain confidentiality.
                      Signed consent forms are included in the
                      files.
                   Records of accountability for any money
                      management/payee programs, clients’
                      funds or possessions are turned over for
                      safekeeping.
      A written policy concerning the release form that clients        Meets expectation
K2    would sign to receive services at another agency should
                                                                       Does not meet
      be part of the orientation procedures for clients and for
                                                                         expectation
      staff.
                                                                       Not applicable
K3    The agency has a written policy and procedure for the        x    Meets expectation
      length of time client files are retained and a procedure for
                                                                       Does not meet
      destruction of files after the designated period of time.
                                                                         expectation
                                                                       Not applicable


   L. FACILITIES CRITERIA
                              Standard                                       Rating         Comments
     The facility housing clients must be kept in a sanitary           Meets expectation
     condition. There is a written housekeeping plan and
                                                                       Does not meet
L 1 evidence that it is being implemented.
                                                                         expectation
                                                                       Not applicable
      There is a process for providing clean sheets, blankets          Meets expectation
      and a towel for each client.
                                                                       Does not meet
                                                                         expectation
L2


                                                                                                       12
                                                                    Not applicable
     There is evidence of adequate provision of pest control.       Meets expectation
                                                                    Does not meet
                                                                      expectation
L3
                                                                    Not applicable
     The general appearance of the building is well                 Meets expectation
     maintained. Facilities are in good repair. Windows and
                                                                    Does not meet
     doors operate properly and are not broken. The facility is
                                                                      expectation
L4   in a fit and habitable condition.
                                                                    Not applicable
     Restroom facilities include showers/baths, wash basins         Meets expectation
     and toilets with handicapped accommodations. There is
                                                                    Does not meet
L5   warm and cold running water. Facilities are clean and in
                                                                      expectation
     good working order. In individual apartment units there
     is at least one toilet, washbasin and shower/tub per unit.     Not applicable
     The facility has heating units for winter and the ability to   Meets expectation
     create airflow in hot weather. Furnaces are kept clean and
                                                                    Does not meet
     in good working order. Filters are changed routinely as
                                                                      expectation
L6   evidenced by a building maintenance log. Fans and air
     conditioning, if available, are in good condition.             Not applicable

     There is adequate natural or artificial illumination to        Meets expectation
     permit normal indoor activities, including reading small
                                                                    Does not meet
     print where posted.
                                                                      expectation
L7
                                                                    Not applicable
     In facilities housing children, testing for lead has been      Meets expectation
     done and necessary remediation has taken place in
                                                                    Does not meet
     accordance with applicable law.
                                                                      expectation
L8
                                                                    Not applicable



                                                                                        13
      There is evidence that radon testing has been done and          Meets expectation
      necessary corrections made.
                                                                      Does not meet
L9
                                                                        expectation
                                                                      Not applicable
      Hallways, stairwells and exits are well lit and there are       Meets expectation
      back-up batteries for exit lights. There are exit signs with
                                                                      Does not meet
      arrows clearly visible.
                                                                        expectation
L10
                                                                      Not applicable
      Exits, steps and walkways are clear of debris, ice, snow        Meets expectation
      and other hazards. There is a process in place and
                                                                      Does not meet
      utilized to maintain clear walkways. Exits are clearly
                                                                        expectation
L11   marked and not blocked. All steps have handrails as
      required by applicable codes. Steps have treads or              Not applicable
      similar accommodation to prevent slipping.
      First aid is complete and accessible to staff. In               Meets expectation
      congregate units, a first aid kit with sufficient supplies to
                                                                      Does not meet
      handle multiple occurrences is kept in a well-known
                                                                        expectation
L12   accessible place.
                                                                      Not applicable
      The facility has written plans for identification, treatment    Meets expectation
      and control of medical and health conditions (contagious
                                                                      Does not meet
      diseases, body infestations) which implement Universal
                                                                        expectation
L13   Precaution Procedures as required by OSHA standards.
      There is evidence that TB protocol is used. Staff               Not applicable
      members are trained in the implementation of disease
      prevention protocols.
      There is a fire safety plan.                                    Meets expectation
             a. In congregate shelters, there are records of an
                                                                      Does not meet
                  annual fire inspection, a posted evacuation
                                                                        expectation
L14               plan and an adequate fire detection system,


                                                                                          14
                regular fire drills and adequate fire               Not applicable
                extinguishers.
             b. The facility has documentation that
                employees are trained in fire safety
                procedures, including the use of fire
                extinguishers.
             c. In independent units, there are working smoke
                detectors and posted evacuation plans.
             d. In multiple units with common entrances,
                there is record of an annual fire inspection.

      The facility has a written policy, posted in a manner that    Meets expectation
      will communicate to the greatest number of residents
                                                                    Does not meet
L15   possible, prohibiting the possession of weapons and there
                                                                      expectation
      is evidence that the policy is implemented
                                                                    Not applicable

      If the facility provides meals, it makes adequate             Meets expectation
      provisions for the safe storage of foods.
                                                                    Does not meet
                                                                      expectation
L16
                                                                    Not applicable

      There have been Phase I Environmental Studies done for        Meets expectation
      all newly acquired property.
                                                                    Does not meet
                                                                      expectation
L17
                                                                    Not applicable
      Residential facilities should have a written procedure that   Meets expectation
      assures the safety and security of residents and staff and
                                                                    Does not meet
      their possessions.
                                                                      expectation
L18
                                                                    Not applicable


                                                                                        15
      In independent units, windows can be secured.                Meets expectation
                                                                   Does not meet
                                                                     expectation
L19
                                                                   Not applicable


      Phones are readily accessible for any emergency call.        Meets expectation
                                                                   Does not meet
                                                                     expectation
L20
                                                                   Not applicable


      The physical layout of the facility provides separate        Meets expectation
      living, dining and sleeping facilities
                                                                   Does not meet
                                                                     expectation
L21
                                                                   Not applicable


      The size and design of the facility is compatible with the   Meets expectation
      program and the number to be served.
                                                                   Does not meet
                                                                     expectation
L22
                                                                   Not applicable

      Privacy is assured for bathing and toilet facilities and     Meets expectation
      available for male and female use.
                                                                   Does not meet
                                                                     expectation
L23
                                                                   Not applicable



                                                                                       16
      There is an adequate supply of bed linens, towels,           Meets expectation
      washcloths, blankets and water resistant mattress covers
                                                                   Does not meet
      for each occupant.
                                                                     expectation
L24
                                                                   Not applicable
      Private offices or rooms are available to staff for          Meets expectation
      interviews, counseling sessions, examinations and
                                                                   Does not meet
L25   treatment.
                                                                     expectation
                                                                   Not applicable



     M. SHELTER ENVIRONMENT AND RELATIONSHIPS

                             Standard                                    Rating        Comments
M1    Each agency establishes and disseminates a clients’ bill     Meets expectation
      of rights.
                                                                   Does not meet
                                                                     expectation
                                                                   Not applicable
M2    The agency has a written procedure for applicants and        Meets expectation
      clients to lodge complaints or appeals when decisions
                                                                   Does not meet
      concerning them or services provided them are
                                                                     expectation
      considered unsatisfactory.
                                                                   Not applicable
M3    The agency is guided by the belief that all persons served   Meets expectation
      by its facilities have a right to protection from physical
                                                                   Does not meet
      abuse, inhumane treatment, and all forms of sexual abuse
                                                                     expectation
      and exploitation.
                                                                   Not applicable




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N.    ESSENTIAL SERVICES
                               Standard                                 Rating        Comments
     The agency develops a resource and referral list and         Meets expectation
     updates the list annually. The referral list shall include
                                                                  Does not meet
N1   referrals to all local community services.
                                                                    expectation
                                                                  Not applicable

     Within 12 hours of entering shelter, agency staff make       Meets expectation
     contact with client, conduct a needs assessment and
                                                                  Does not meet
N2   begin developing an action plan to enable client to
                                                                    expectation
     become permanently housed.
                                                                  Not applicable

     When appropriate, observe child and child/parent             Meets expectation
     interactions for signs of child abuse and/or neglect and
                                                                  Does not meet
     report to Child Protective Services as necessary.
                                                                    expectation
N3
                                                                  Not applicable



     Develop a client file and document the provision of          Meets expectation
     essential serves and other important information.            Does not meet
N4
                                                                    expectation
                                                                  Not applicable
     Agency staff provide in-person crisis intervention,          Meets expectation
     including supportive counseling and advocacy services
                                                                  Does not meet
N5   when necessary
                                                                    expectation
                                                                  Not applicable


                                                                                                 18
     Within 48 hours establish a plan for regular face-to-face   Meets expectation
     supportive counseling and case management services
                                                                 Does not meet
N6
                                                                   expectation
                                                                 Not applicable
     Agency staff provide or make referrals to appropriate       Meets expectation
     education/support groups. Provide and/or coordinate
                                                                 Does not meet
N7   access to agency and community services to meet the
                                                                   expectation
     individual’s identified needs.
                                                                 Not applicable
     Discuss client needs and coordinate service delivery at     Meets expectation
     the direct service staff case management meetings.
                                                                 Does not meet
N8
                                                                   expectation
                                                                 Not applicable
     Develop and maintain a formal process for terminating       Meets expectation
     assistance to an individual or family. At a minimum,
                                                                 Does not meet
     there must be an appeals procedure with one level of
                                                                   expectation
N8   administrative review for clients who are evicted or
     refused service from the facility for any reason.           Not applicable

     Clients must be informed in writing of the appeals          Meets expectation
     procedure at intake.
                                                                 Does not meet
                                                                   expectation
N9
                                                                 Not applicable




                                                                                     19
Summary:

Number of standards not meeting expectations2

Will your agency be able to implement the changes necessary to be in full compliance by July 1, 2008?   yes         no

General Comments:




_______________________________________________________                                        _______________________
                    Agency Director                                                                      Date




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