1. Policy Statement
Family Promise of Puget Sound (FPOPS) is committed to providing supportive and structured programs for families experiencing homelessness, guiding them toward sustainable housing and independence. We recognize that a individual’s journey with FPOPS may involve various forms of program exit. This policy clarifies the processes for ending individual program participation, whether initiated voluntarily by the individual or, when necessary, involuntarily by FPOPS due to policy violations or programmatic fit. Our aim is to ensure transparency, uphold fairness, manage transitions safely, and protect the well-being of all individuals within the FPOPS community.
2. Purpose
The purpose of this policy is to:
* Provide clear guidelines for the voluntary separation of individuals from FPOPS programs.
* Outline the reasons and procedures for involuntary termination of individual program participation.
* Ensure a fair, transparent, and consistent process for all program exits.
* Protect the safety and well-being of all individuals, staff, and volunteers within FPOPS facilities and programs.
* Facilitate positive and supportive transitions for individuals leaving FPOPS programs.
* Safeguard FPOPS’s resources and maintain program integrity.
* Define an appeals process for involuntary terminations.
3. Scope
This policy applies to all individuals currently participating in any Family Promise of Puget Sound program that involves defined terms of participation (e.g., emergency shelter, transitional housing, intensive case management programs). It covers all individuals and families receiving services under such programs.
4. Guiding Principles
* Individual-Centered: Decisions will consider the individual’s well-being and progress toward independence, while balancing the needs of the program and community.
* Transparency: Reasons and processes for program termination will be clearly communicated.
* Fairness and Due Process: Individuals will be given an opportunity to understand concerns and respond before final involuntary termination decisions are made, unless immediate action is required for safety.
* Safety: The safety of all individuals, staff, and volunteers is paramount in all decisions regarding program participation.
* Supportive Transition: Where possible and appropriate, FPOPS will offer support and referrals to facilitate a individual’s transition out of the program.
* Accountability: Individuals are accountable for adhering to program rules and agreements. FPOPS staff are accountable for applying this policy consistently and fairly.
5. Definitions
* Individual Program Participation: An individual or family’s active engagement in and adherence to the terms and requirements of a specific FPOPS service program.
* Voluntary Separation: When a individual chooses to end their participation in an FPOPS program.
* Involuntary Termination: When FPOPS initiates the conclusion of a individual’s program participation.
* Program Violation: A breach of any FPOPS individual program rules, agreements, or policies.
* Imminent Threat: An immediate and serious danger to the physical safety or well-being of oneself or others, or to FPOPS property.
6. Voluntary Separation from Program
Individuals have the right to voluntarily end their participation in an FPOPS program at any time.
1. Individual Notification: Individuals are encouraged to notify their Case Manager or Program Director of their decision to separate as early as possible, ideally at least 24-48 hours in advance, to facilitate a smooth transition and allow for proper planning.
2. Exit Planning & Support: Case Managers will work with individuals to develop an exit plan, including discussing housing options, providing referrals to other community resources, and offering ongoing support where appropriate.
3. Return of FPOPS Property: Individuals must return any FPOPS property (e.g., keys, linens, equipment, personal belongings stored by FPOPS) before their departure.
4. Feedback: Individuals may be offered an opportunity to provide feedback on their experience with FPOPS programs, which helps the organization improve services.
7. Involuntary Termination from Program
Involuntary termination of individual program participation occurs when a individual is no longer able to meet program requirements or when their actions significantly violate FPOPS policies, posing a risk to themselves, others, or the program environment.
7.1. Reasons for Involuntary Termination (Examples)
Reasons for involuntary termination may include, but are not limited to:
* Safety Violations:
* Violence, threats of violence, or aggressive behavior towards anyone on FPOPS property or at FPOPS-sponsored events. (Refer to Violence-Free Facility Policy).
* Possession or use of weapons.
* Active drug or alcohol use on FPOPS property. (Refer to Drug and Alcohol Policy).
* Endangering the safety or well-being of self, other individuals, staff, or volunteers.
* Repeated Non-Compliance with Program Rules:
* Consistent refusal to follow established program rules (e.g., curfews, chore completion, visitor policies) despite warnings and interventions.
* Failure to engage in required program components (e.g., consistent non-attendance at case management meetings, refusal to work on housing goals, if required by the specific program tier).
* Repeated disruptive behavior that significantly impacts the program environment.
* Policy Violations:
* Harassment, discrimination, or hate speech. (Refer to Anti-Harassment Policy and Non-Discrimination Policy).
* Theft or destruction of FPOPS property or the property of others.
* Breach of confidentiality regarding other individuals or FPOPS operations. (Refer to Confidentiality Policy).
* Violation of laws or engaging in illegal activities on FPOPS property.
* Inability to Meet Program Eligibility/Requirements:
* No longer meeting the eligibility criteria for the specific program (e.g., finding permanent housing, significant change in household composition that program cannot accommodate).
* Consistent inability to meet a critical program requirement that cannot be otherwise addressed.
7.2. Process for Involuntary Termination (Graduated Response & Due Process)
FPOPS will generally follow a graduated response approach to address program violations, aiming to resolve issues before termination. However, for severe violations or imminent threats, immediate termination may occur.
1. Initial Concern & Counseling:
* For minor or initial violations, the Case Manager or staff member will address the concern with the individual, clarify expectations, and provide counseling. This discussion will be documented.
2. Verbal/Written Warning:
* If the issue persists or for more serious violations, a verbal warning will be issued, followed by a written warning.
* The warning will clearly state the specific violation, reference the relevant rule/policy, outline expected changes, and specify potential consequences (e.g., “continued violations may lead to program termination”).
* The individual will be asked to sign the written warning acknowledging receipt (not necessarily agreement). A copy will be provided to the individual and placed in their file.
3. Behavioral Contract/Probation (Optional):
* For some situations, a formal behavioral contract or probation period may be implemented, outlining specific expectations and timelines for compliance, with clear consequences for non-adherence.
4. Meeting with Individual for Termination Consideration:
* Before a final decision on termination for repeated/serious violations, the Case Manager and/or Program Director will meet with the individual to discuss the concerns, review their history of compliance, and provide the individual an opportunity to share their perspective and respond to the concerns.
5. Decision-Making:
* The decision for involuntary termination will be made by the Program Director in consultation with the CEO. For severe or immediate safety threats, the highest-ranking staff member on site may make an immediate decision for removal, followed by review by the Program Director and CEO.
6. Notice of Termination:
* The termination decision will be communicated to the individual verbally by the Case Manager and/or Program Director, followed by a written notice outlining:
* The reason(s) for termination.
* The effective date and time of termination.
* Instructions for retrieving personal belongings and returning FPOPS property.
* Information on the appeals process (Section 8).
* For Imminent Threat situations, immediate removal from the premises may occur, with the written notice provided as soon as safely possible.
7. Referral Assistance:
* FPOPS will, where appropriate and safe to do so, provide referrals to other community resources to assist the individual in seeking alternative shelter or services.
8. Appeals Process
Individuals have the right to appeal an involuntary termination decision.
1. Submission of Appeal: Individuals wishing to appeal must submit a written appeal to the FPOPS CEO within 24 hours of receiving the written notice of termination. The appeal should clearly state the reasons why the individual believes the decision should be overturned.
2. Review by CEO: The CEO will review the individual’s appeal, the documentation of the violation(s), and the circumstances leading to the termination decision. The CEO may consult with the Program Director and other relevant staff.
3. Appeal Meeting (Optional): The CEO may, at their discretion, schedule a meeting with the individual to further discuss the appeal.
4. Decision on Appeal: The CEO’s decision on the appeal will be final. The individual will be notified of the decision verbally and in writing within 48 hours of receiving the appeal or concluding any appeal meeting.
5. Program Status During Appeal: The individual’s program participation status during the appeal process will be determined by the severity of the original violation and the safety considerations. For non-safety related appeals, the individual may be permitted to remain in the program pending the appeal decision. For safety-related appeals, the individual may be required to leave the premises pending the decision.
9. Return of FPOPS Property
Upon involuntary termination, individuals must immediately, or by a specific deadline determined by FPOPS staff, return all FPOPS property (e.g., keys, linens, equipment). Procedures will be in place for managing individuals’ personal belongings left behind, in accordance with FPOPS policies and local regulations.
10. Documentation
All instances of individual separation or termination will be thoroughly documented in the individual’s file. This includes:
* Dates and details of warnings, incidents, and interventions.
* Copies of all written notices and agreements.
* Documentation of appeal process, if any.
* Summary of reasons for separation/termination.
* Details of property returned.
* Referrals provided.
11. Responsibilities
* Case Managers: Responsible for addressing initial concerns, providing verbal/written warnings, documenting interactions, and supporting individuals through the separation/termination process.
* Program Directors: Responsible for overseeing case management interventions, making recommendations for termination, issuing written notices, and participating in the decision-making and appeal processes.
* CEO: Holds final authority on all termination decisions, oversees the appeal process, and ensures consistent application of this policy.
* All FPOPS Staff: Responsible for understanding this policy and reporting concerns about individual behavior or non-compliance to their supervisor.
* Individuals: Responsible for understanding and adhering to program rules and policies, and for engaging constructively in any discussions related to their program participation.
12. Policy Review and Revision
This policy will be reviewed annually by the CEO and Board of Directors, or more frequently as needed, to ensure its continued effectiveness, relevance, and alignment with best practices in homelessness services, legal requirements, and the evolving needs of individuals and the organization. Any revisions will be communicated to all relevant personnel and individuals.