1. Policy Statement
Family Promise of Puget Sound is committed to providing essential services and items of value to our individuals in a structured, transparent, and accountable manner. This policy outlines the procedures for the provision of such services and items, ensuring individual satisfaction, maintaining accurate records, preventing fraud and misuse of organizational resources, and complying with all applicable laws and regulations.
2. Purpose
The purpose of this policy is to:
* Ensure the efficient and effective delivery of services and items to meet individual needs.
* Promote individual satisfaction through clear expectations and consistent service provision.
* Maintain accurate and comprehensive records for program management, billing, and reporting.
* Safeguard organizational resources by preventing fraud, waste, and misuse.
* Ensure compliance with all relevant federal, state, and local laws, regulations, and funding requirements.
3. Scope
This policy applies to all services and items of value provided to individuals by Family Promise of Puget Sound. This includes, but is not limited to:
* Transportation services (e.g., bus passes, gas cards, direct transport).
* Shelter Services (e.g., emergency shelter, transitional housing).
* Training and support (e.g., life skills workshops, job readiness training).
* Merchandise or other tangible items (e.g., clothing, hygiene products, household goods).
* Accommodation (e.g., temporary lodging, hotel vouchers).
* Any other direct assistance or benefit provided to individuals.
This policy applies to all Family Promise of Puget Sound staff (paid and unpaid) and volunteers involved in the provision of services or items to individuals.
4. Guiding Principles
* Individual Needs: Services and items are provided based on assessed individual needs and alignment with their individualized service plans.
* Accountability: All provisions are documented to ensure responsible stewardship of resources.
* Transparency: Individuals are informed about the services and items available and the requirements for receiving them.
* Compliance: Adherence to all legal, regulatory, and funding requirements is paramount.
* Efficiency: Processes are designed to be streamlined while maintaining necessary controls.
5. Required Documentation for Service Provision
Before any service or item of value is provided to a individual, the following essential documentation must be accurately completed and on file in the individual’s record:
* Individual Consultation Form: A completed and up-to-date individual consultation form, capturing necessary demographic and initial needs assessment information.
* Signed Liability Waiver: A current and properly signed liability waiver, acknowledging understanding of program terms and conditions.
* Release of Information: A signed Release of Information form, authorizing Family Promise of Puget Sound to share necessary information for service coordination and referrals, in accordance with our Confidentiality Policy.
* HMIS Release: A signed Homeless Management Information System (HMIS) release form, authorizing the collection and sharing of data as required by federal and local regulations for program reporting and coordination.
6. Documentation Procedures
All required documentation related to individual services and items of value must be maintained according to the following procedures:
* Individual Files: All documentation must be maintained in the individual’s official file, utilizing the current Individual Relationship Management (CRM) system or designated electronic record-keeping system.
* Electronic Records Security: Electronic records must be stored securely, protected by appropriate access controls, and backed up regularly to prevent data loss and ensure confidentiality.
* Regular Audits: Regular internal audits will be conducted to ensure full compliance with this policy, including verification of complete documentation for all services and items provided.
7. Violations
Failure to comply with this policy may result in serious consequences, including:
* Disciplinary Action: For staff and volunteers, this may lead to disciplinary action, up to and including termination of employment or service.
* Loss of Individual Trust and Safety: Non-compliance can undermine individual trust, compromise individual safety, and negatively impact the quality of services provided.
* Legal and Financial Consequences: Violations may lead to legal and financial repercussions for Family Promise of Puget Sound, including loss of funding, fines, or other penalties.
8. Policy Updates
This policy may be updated from time to time to reflect changes in Family Promise of Puget Sound’s operations, individual needs, funding requirements, or legal mandates. Individuals, staff, and volunteers will be notified of any policy changes that may affect them.
9. Responsibilities
* CEO and Program Directors: Overall responsibility for the implementation, oversight, and enforcement of this policy.
* Case Managers/Individual Support Staff: Responsible for ensuring all required documentation is completed and maintained before services or items are provided, and for adhering to all procedures.
* Administrative/Data Management Staff: Responsible for maintaining the security and integrity of individual records and conducting regular audits.
* All Staff and Volunteers: Responsible for understanding and complying with this policy.