"Support, Encouragement, Empowerment"

Employees

Policies and Procedures

Table of Contents:

Table of Contents:

Policy 1.0: Mission, Vision & Admission Process
Mission Statement, Vision, Admission, Nondiscrimination, Discharge, Services, Appendix 1: Intake Process/Procedure

Policy 1.1: Agency Structure & Chain of Authority
Chain of Authority, Designation of Authority, Organizational Chart

Policy 1.15:  Reporting and Investigation of Allegations of Improper Activity
Reporting Responsibility, No Retaliation, Acting in Good Faith, Confidentiality, Executive Director’s Duty, Financial Committee, Investigation Procedures

Policy 1.2: Confidentiality
Client Records, Employee Records, Confidentiality

Policy 1.25:  Gift Acceptance Policy
Gifts To Kokua That May Be Accepted by Executive Director, Gifts That Require Review and Acceptance by the Board, Donor Bill of Rights, Acknowledgment and Reporting of Gifts, Investment of Gifts

Policy 1.3:  Conflict of Interest
Conflicts of Interest, Procedures for Avoiding Conflicts of Interest, Conflict of Interest After Date of Hire

Policy 2.0: Abuse or Neglect
Respectful Treatment, Abuse, Physical Abuse, Verbal or Emotional Abuse, Sexual Abuse, Mental Abuse, Exploitation, Neglect or Abandonment, Financial Exploitation, Injury of Unknown Origin, Assault of Staff by a Client, Termination Due to Abuse of Client, Anti-Abuse Statement

Policy 2.1: Reporting of Abuse, Neglect or Mistreatment
Mandatory Reporting, Reporting Abuse, Incident Report, APS Investigation, Emergency Protection of Clients, Protection of Physical Evidence, Cooperation with APS Investigation

Policy 2.15: Incident Reporting to the Division of Developmental Disabilities
Incident Reporting, Incidents Requiring Phone Call to DDD Within One Hour, Incidents Requiring Phone Call to DDD During Business Hours, Incidents Requiring Incident Report Within One Business Day, Incidents Requiring Incident Report Per Kokua Policy Only

Policy 2.2: Emergency Procedures
On-Call System, On-Call Procedure, Reimbursement for On-Call, Incident Report for Emergencies, Medical Emergency, Client Involvement with Law Enforcement, Missing Person, Fire Emergency, Fire Drills, Other Emergency, Team Emergency Plans, Agency Emergency Plan

Policy 2.25: Internal Investigation Procedures
Internal Investigations, Investigative Procedures, Securing Evidence, Investigation Outcome

Policy 2.3: Positive Behavior Support
Provide a Respectful Environment, Encourage Autonomy, Positive Behavior Support Plans, Negative Consequences are Forbidden, Redirection, Handling Physical Aggression

Policy 2.4: Medication Procedures
Responsibility for Medication Procedures, Training Requirements, Supervision of Clients who cannot Independently Self-Medicate, Medication Incidents, Medication Procedures, Monitoring of PRN Medications, Self-Medication, Medication Refusals, Storage of Medications, Disposal of Unused Medications, Over the Counter Medications, When a Client is no Longer Able to Self-Medicate Safely

Policy 2.45: Psychoactive Medications
Purpose of Psychoactive Medications, Referral to a Psychiatrist, Psychoactive Medication Treatment Plans, Monitoring and Review of Psychoactive Medications, Positive Supports, Exceptions to Policy

Policy 2.5: Client Health Care
Annual Examinations, Face Sheet, Documentation of Medical Visits

Policy 2.6: Procedures for Client Finances
Clients Without Guardians, Financial Consent Form, Checking/Savings Accounts, Individual Financial Plan, Client Trust Account, Safeguarding Client Funds, Damage to Staff Property, Checking Account/Cash Transaction Procedures, Kokua Client Account

Policy 2.7: Client Rights
Client Rights, Kokua Statement of Rights

Policy 2.75: Client Grievance Policy

Policy 2.8: Quality Assurance

Policy 3.0: Employee Employment and Training
Non-Discrimination in Employment, At Will Employment, Voluntary Resignation, Layoffs, Leaving Employment, DSHS Background Inquiry, FBI Background Inquiry, Renewal of Background Inquiry, Motor Vehicle Records, Evaluation of Motor Vehicle Records, Training Period, Required Training, Team Meetings

Policy 3.1: Salary and Benefits
Pay Periods, Pay Scale, Overtime, Holiday Pay, Reimbursement for Community Integration Activities, Fringe Benefits

Policy 3.15: Staff Scheduling
Health and Safety, Staffing Flexibility, Staffing Schedules, Staffing Shortages, Employee Emergencies, Overtime Approval

Policy 3.2: Employee Conduct
Employee Demeanor, Employee Dress & Grooming, Non-Tolerance of Sexual Harassment, Alcohol & Drugs, Smoking Areas, Personal Meals & Drinks, Gifts, Client Telephone, Personal Cell Phones, Scheduled Shifts, Religion, Relationships with Clients, Volunteers, Attachment A: Code of Ethics

Policy 3.3: Employee Leave
Employee Leave, Leave for Team Leaders, Family & Medical Leave, Shared Leave, Unpaid Leave of Absence, Jury Duty, Unpaid Military Leave, Paid Military Leave

Policy 3.4: Employee Safety
Employee Safety, Employee Safety Training, Employee Injury or Illness, Return to Work, Accident Prevention Program

Policy 3.5: Employee Performance
Employee Performance Evaluations, Poor Employee Performance, Employee Discipline, Serious Policy Violations

Policy 3.6: Work Team Performance
Self-Directed Work Teams, Work Team Training, Work Team Performance, Disciplinary Process for Work Teams

Policy 3.7: Employee Grievance Procedure
Grievance Procedure, Appeal of Grievances, Documentation of Grievance Process, Grievances Related to Executive Director

Policy 3.75: Employee Mediation Procedure
Mediation Procedure, Mediation is a Voluntary Process, Parties Needing Mediation, Documentation of the Mediation Process

Policy 3.8: Use of Agency Vehicles
Agency Vehicles, Safety Rules, Maintenance, Accidents, Loss of Driving Privileges

Policy 3.9: Use of Agency Computers
Agency Guidelines for Computer Use, Access to Confidential Data, Computer Maintenance & Security

Policy 3.95:  Records Retention
Intent of this Policy, Nonprofit Status, Business Records, Employment Records, Client Records, Electronic Records, Document Destruction, Suspension of Records Retention Schedule in the Event of a Claim, Lawsuit, Government Investigation, Subpoena or Other Ongoing Matters