ADMINISTRATION - NUMERICAL INDEX
SECTION / POLICY NUMBER / TITLE / CROSS-Referenced with:PREFACE
Master Alphabetical Index for Policy &Procedure Manuals
Master Numerical Index for Policy & Procedure Manuals
ADM - 1
INTRODUCTION / ADM-1-10* / Mission Statement / BRD-1-10*
ADM-1-20* / Goals / BRD-1-20*
ADM-1-30* / Statement of Philosophy/Core Values / BRD-1-30*
ADM-1-40* / By-laws / BRD-1-40*
ADM-1-60 / PolicyIndex
ADM-2
ORGANIZATION / ADM-2-10* / Purpose of Organization / BRD-1-60*
ADM-2-20* / Organization Chart / BRD-1-70*
ADM-2-30* / Map of Local Areas of Grey-Bruce / BRD-1-80*
ADM-2-40 / Management Group - Terms of Reference
ADM-2-50 / Office Volunteer Service Description
ADM-2-80 / Finance & Audit Committee Terms of Reference
ADM-2-90* / CQI Committee – Terms of Reference / BRD-3-110*
ADM-3
JOB
RESPONSIBILITIES / ADM-3-10* / Executive Director / BRD-2-40*
ADM-3-30 / Programs Director
ADM-3-40 / Financial Officer
ADM-3-50 / Payroll /Accounting Clerk
ADM-3-70 / Administrative Clerk / Receptionist
ADM-3-110 / Program Assistant – Day Away
ADM-3-120 / Relief Staff – Day Away
ADM-3-160 / Team Leader
ADM-3-170 / Family & Client Care Coordinator
ADM-3-180 / Program & Activities Coordinator
ADM-3-190 / Team Clerk
ADM-3-200 / Board / Day Away Secretary
ADM-3-210 / Housekeeper
ADM-3-220 / Privacy Officer
ADM-3-240 / Director of Financial Services
ADM-3-270
ADM-3-280
ADM-3-290
ADM-3-300
ADM-3-310
ADM-3-320
ADM-3-330
ADM-3-340
ADM-3-350 / Driver
Transportation Scheduler
In House Software Support
Relief Team Clerk
General Accounting Assist
Volunteer Recruitment Specialist
Community Support Services Assessor
Accounts Payable Assistant
Volunteer Recruitment Assistant
ADM – 4
ACCOUNTING / ADM-4-10 / Accounts Receivable
ADM-4-20* / Overdue Accounts / PM-2-220
ADM-4-40 / Accounts Payable
ADM-4-50 / GST Submission and Retrieval
ADM-4-60 / Cash Flow Statement
ADM-4-70 / Refund of Accounts Receivable Overpayment
ADM-5
FINANCIAL
/ LEGAL / ADM-5-10 / Client Fee for Service
ADM-5-20 / Fee Reduction (TR,DA,HK)
ADM-5-30 / Petty Cash
ADM-5-40 / Purchase System
ADM-5-50 / Selection of Vendors
ADM-5-60 / Gift Certificates
ADM-5-70 / Donations
ADM-5-80
ADM-5-90 / Receiving Payment from Client
ADM-5-100 / Letter of Receipt for Client Fee
ADM-5-110* / Signing Authority / BRD-5-10*
ADM-5-120* / Audits / BRD-5-20*
ADM-5-130 / Inventory
ADM-5-140* / Authorization to sign Food Source Contracts / BRD-4-80*
ADM-5-170 / Payroll
ADM-5-180* / Sale/Donation of Agency Property / BRD-4-90*
ADM-5-190 / Establishment of Bank Accounts
ADM-5-200
ADM-5-210 / Credit Card Policy
Key Control Policy
ADM-5-230 / Pre-Authorized Debit of Client’s Bank Account
ADM -6
CONTINUOUS
QUALITY
IMPROVEMENT / ADM-6-10* / CQI System / BRD-5-10*
ADM-6-20* / Program Evaluation / BRD-5-20*
ADM-6-30* / Collection of Statistics / BRD-5-30*
ADM-6-40* / Development of Service Plan for the Agency / BRD-5-40*
ADM-6-50 / Incident Report
ADM-6-60 / Complaints Procedure
ADM-6-70* / Policy Development / BRD-5-50*
ADM-6-80 / Special Projects
ADM-6-90 / Evaluation of Health Fair Display, Presentation
ADM-7
HEALTH INFORMATION
PROTECTION ACT / ADM-7-10* / Client Information Privacy Practices of HCSS in Compliance with PHIPA
ADM-7-20* / Access & Storage of Client Records / PM-1-20*
ADM-7-30* / Client Consent to Release of Information / PM-1-30*
ADM-7-40 / PHIPA Reference Guide
ADM-7-50
ADM-7-60 / Security of client Info While in Transit
Privacy Officer Role Responsibilities and Contact Info
BOARD - NUMERICAL INDEX
SECTION / POLICY NUMBER / TITLE / CROSS-Referenced with:BRD-1
INTRODUCTION / BRD-1-10* / Mission Statement / ADM-1-10*
BRD-1-20* / Goals / ADM-1-20*
BRD-1-30* / Statement of Philosophy/Core Values / ADM-1-30*
BRD-1-40* / By-laws / ADM-1-40*
BRD-1-60* / Purpose of Organization / ADM-2-10*
BRD-1-50* / Organization Chart / ADM-2-20*
BRD-1-80* / Map of Local Areas of Grey-Bruce / ADM-2-30*
BRD-2
BOARD OF
DIRECTORS / BRD-2-10 / General Function of Board of Directors
BRD-2-20 / List of Board of Directors
BRD-2-30 / Board vs. Executive Director Responsibilities
BRD-2-40* / Executive Director / ADM-3-10*
BRD-2-50* / Conflict of Interest - Board
BRD-2-60* / Policy Awareness / HR-3-70*
BRD-2-70* / Spokesperson for Agency / HR-3-100*
BRD-2-80* / General Compensation Increases / HR-4-20*
BRD-2-90* / Travel & Meeting Expenses while on
Agency Business / HR-8-10*
BRD-2-100* / Vehicle Allowance / HR-8-30*
BRD-2-110* / Volunteer Rights & Responsibilities / VM-1-10*
BRD-2-120* / Application/Screening Process / VM-2-30*
BRD-2-130* / Police Checks / VM-2-60*
BRD-2-140* / Insurance Requirements / VM-2-70*
BRD-2-150* / Orientation / VM-3-10*
BRD-2-160* / Training / VM-3-20*
BRD-2-170* / Recognition / VM-3-40*
BRD-2-180 / Code of Conduct
BRD-2-190* / Confidentiality / VM-4-20*
BRD-2-200* / Personal Harassment / VM-4-30*
BRD-2-220* / Reimbursement of Volunteer Expenses / VM-4-80*
BRD-2-230* / Inappropriate Activities for Volunteers / VM-4-100*
BRD-2-240* / Volunteer Resignation / VM-5-20*
BRD-2-250* / Volunteer Disciplinary Procedure / VM-5-30*
BRD-2-260* / Letters of Reference / VM-5-40*
BRD-2-270 / Board Member Responsibilities
BRD-3
COMMITTEES / BRD-3-10 / List of Board Committees and Membership
BRD-3-20 / Executive Committee of Board –
- Terms of Reference
BRD-3-30
BRD-3-40 / Policy, Procedure, Planning and Program Evaluation Committee - Terms of Reference
BRD-3-50 / Communications & Development Committee –
- Terms of Reference
BRD-3-60 / Nomination and Orientation Committee –
- Terms of Reference
BRD-3-70 / Ad Hoc Fundraising Committee
- Terms of Reference
BRD-3-110* / CQI Committee – Terms of Reference / ADM-2-90*
BRD-3-120* / Strategic Planning Committee –
-Terms of Reference / ADM-2-100*
BRD-4
FINANCIAL
/LEGAL / BRD-4-10* / Signing Authority / ADM-5-110*
BRD-4-20* / Audits / ADM-5-120*
BRD-4-30 / Rental Contracts
BRD-4-40 / Insurance
BRD-4-70 / Fundraising
BRD-4-80* / Authorization to Sign Food Source Contracts / ADM-5-140*
BRD-4-90* / Sale/Donation of Agency Property / ADM-5-180*
BRD-5 CQI
CONTINUOUS
QUALITY
IMPROVEMENT / BRD-5-10* / CQI System / ADM-6-10*
BRD-5-20* / Program Evaluation / ADM-6-20*
BRD-5-30* / Collection of Statistics / ADM-6-30*
BRD-5-40* / Development of Service Plan for the Agency / ADM-6-40*
BRD-5-50* / Policy Development / ADM-6-70*
HUMAN RESOURCES MANUAL – NUMERICAL INDEX
SECTION / POLICY NUMBER / TITLE / CROSS-Referenced with:HR -1
STAFFING / HR-1-10 / Hiring Practices
HR-1-20 / Employment Status
HR-1-30 / New Employee Orientation
HR-1-40 / Job Sharing
HR-1-50 / Acting Appointment
HR-2
EMPLOYMENT
STANDARDS / HR-2-10 / Hours of Work
HR-2-20 / Vacation
HR-2-30 / Paid Holidays
HR-2-40 / Equal Employment Opportunity
HR-2-50 / Employee Access to Personnel File
HR-2-60 / Change in Employee Information
HR-2-70 / Classifications of Separations
HR-3
EMPLOYEE
CONDUCT / HR-3-10 / Workplace Harassment
HR-3-20* / Conflict of Interest - Staff
HR-3-30 / Fraud and Theft
HR-3-40 / Substance Abuse
HR-3-50 / Conflict Resolution
HR-3-60 / Disciplinary Procedure
HR-3-70* / Policy Awareness / BRD-2-60*
HR-3-80* / Confidential Information
HR-3-90 / Code of conduct / BRD-5-80*
HR-3-100* / Spokesperson for Agency / BRD-2-70*
HR-3-110 / Name Tag Policy
HR-3-120
HR-3-130
HR-3-140
HR-3-150 / Staff Dress Code and Foot ware Policy
HCSS Staff Uniform Policy
Code of Conduct-Whistle Blower
Mandatory Annual Staff Training
HR-4 COMPENSATION / HR-4-10 / Pay Days
HR-4-20* / General Compensation Increases / BRD-2-100*
HR-4-30 / Overtime
HR-4-40 / Red-Circled Rates/Demotion
HR-4-50 / Garnishees, Wage Assignments, Third Party Demands
HR-4-60 / Credit & Employee Verification
HR-4-70 / Performance Review & Development Plan
HR-4-80
HR-4-90 / Internal Movement of Employees
Temporary Assignment of Employees
HR-5
BENEFITS / HR-5-10 / Benefit Eligibility & Entitlement
HR-5-30 / Long-Term Disability
HR-5-40 / Group Life Insurance
HR-5-50 / Ontario Health Tax
HR-5-60 / Extended Health Insurance
HR-5-70 / Dental Insurance
HR-5-80 / RRSP Program
HR-5-90 / Tuition/Registration Fees
HR-5-100 / Membership in Professional Associations
HR-5-110 / Employee Assistance Program EAP
HR-6
ABSENCES
FROM WORK / HR-6-10 / Personal Leave – General
HR-6-20 / Personal Time Off - Absence of 70 hours or less due to Illness
HR-6-30 / Compensation for Absence due to Weather Conditions
HR-6-40 / Bereavement
HR-6-50 / Jury Duty or Witness in Court
HR-6-60 / Pregnancy & Parental Leave
HR-6-80 / Religious Observance
HR-6-90 / Canadian Citizenship
HR-6-100 / Cancelled Shifts for Part-Time/Relief/Hsk
HR-6-120 / Well and Fit to Work
HR-6-130 / Paid time for Attending Internal HCSS Job Interviews
HR-7
HEALTH &
SAFETY / HR-7-10 / Occupational Health & Safety Program
HR-7-20 / Reporting Accidents
HR-7-30 / AIDS and HIV Infections
HR-7-40 / Smoke-Free Workplace
HR-7-50 / Cell Phone Use
HR-7-60* / Standard Precautions / PM-2-180*
HR-7-70 / Disposal of Needles (Sharps)
HR-7-80* / Traveling during Inclement Weather / HR-8-50*
HR-7-90
HR-7-100 / Influenza Immunization Policy
Health and Safety Committee Terms of Reference
HR-7-120 / Staff Dress Code SafeFootware
HR-7-130 / Roles and Responsibilities of JHSC
HR-7-140 / Roles and Responsibilities of JHSC Representative
HR-7-150 / Workplace Violence
HR-7-160
HR-7-170
HR-7-180
HR-7-190 / Workplace Violence Plan
Scent Free Workplace
Needle Stick Injury Protocol
Personal Cell Phone Use
HR-8
TRAVEL / HR-8-10* / Travel & Meeting Expenses while on Agency Business / BRD-2-110*
HR-8-20 / Travel Time Compensation
HR-8-30* / Vehicle Allowance / BRD-2-120*
HR-8-40 / Staff Transporting Clients
HR-8-50* / Traveling during Inclement Weather / HR-7-80*
HR-9
STAFF AWARDS / HR-9-10 / Recognition of Significant Events
HR-10
EMPLOYEE
LEAVING / HR-10-10 / Layoff and Termination
HR-10-20 / Resignation
HR-10-40 / Termination Interview
HR-10-50 / References
HR-10-60 / Confidentiality after Termination
HR-11
AFTER HOURS SCHEDULED ON-CALL / HR-11-10
HR-11-20 / Scheduled On-Call Response
Scheduled Management On-Call Response
PROGRAMS MANUAL – NUMERICAL INDEX
SECTION / POLICY NUMBER / TITLE / CROSS-Referenced with:PM -1
RECORDS MANAGEMENT / PM-1-10 / Collection and Recording of Client Information
PM-1-20 / Access and Storage o1f Client Records
PM-1-30 / Client Consent to R1elease of Information / ADM-7-20
PM-1-40 / Record Managem1ent System
PM-1-50 / Access and Stor1age of Administrative Accounting Re1cords
PM-1-60 / Record Reten1tion
PM-1-70 / Record Disp1osal
PM-1-80 / Forms Man1agement
PM-1-90 / Client Req1uest For Record Change
PM-1-100 / Lost or St1olen Client Record
PM-2
PROGRAM POLICIES / PM-2-10 / Client R1ights and Responsibilities
PM-2-20 / Referral & Intake
PM-2-30 / Initiating1 Service before AssessmentComple1te
PM-2-40
PM-2-50 / Assess1ment and Admission
Inter RAI PS
PM-2-80
PM-2-90 / Wait1ing List
AD1P Wait List
PM-2-100 / R1eassessment
PM-2-120 / Discharge
PM-2-130 / Ineligible Applicant
PM-2-140 / Appeals Process
PM-2-150 / Cancellation of Service of Client
PM-2-160 / Modifying or Temporarily Closing a Program Due to Inclement Weather
PM-2-170 / Suspected Abuse of a Client
PM-2-180 / Standard Precautions
PM-2-200 / Recording of Freezer and Fridge Temps
PM-2-210 / Cancellation of Client Fees
PM-2-230 / Suicide Prevention and Intervention Protocol
PM-3
DAY AWAY PROGRAM
PM-3-10
PM-3-15 / Service Description
ADP Client Fee
PM-3-20 / Eligibility Criteria
PM-3-30 / Collection of Statistics
PM-3-40 / Day Away Volunteer Service Description
PM-3-50 / Fundamentals of Programming
PM-3-60 / Exercise
PM-3-70 / Meals
PM-3-85 / Bathing
PM-3-90 / Transportation of Clients
PM-3-95 / Foot and Nail Care
PM-3-100 / Client Assessment and Unregulated Care Providers
PM-3-100 Appendix 1 / Activities Performed by UCP’s Flow Chart
PM-3-110 / Administration of Medication
PM-3-115 / Safe Food Handling
PM-3-120 / Sanitation Protocol Day Away
PM-3-130 / Team Meetings
PM-3-140 / Documentation of Client Information-ongoing
PM-3-150 / Volunteer Rest/Lunch/Smoking Breaks
PM-3-160 / Support to Caregivers
PM-3-180 / Medical Emergency
PM-3-190 / End-of-Life Care
PM-3-200 / Fire
PM-3-210 / Wondering Client
PM-3-220 / Aggressive Client
PM-3-240
PM-3-250
PM-3-260 / Visiting Pets and Therapy Animals
Controlled Medication Count
Client Lifts and Transfers
PM-4
MEAL PROGRAM S
PM-4-10 / Service Description
PM-4-20 / Eligibility Criteria
PM-4-30 / Collection of Statistics
PM-4-40 / MOW Volunteer Service Description
PM-4-42 / MOW Group Coordinator Service Description
PM-4-45 / MOW Contract Service Description
PM-4-50 / Ordering and Delivery of Frozen Meals
PM-4-60 / Menu Criteria
PM-4-70 / Meal Preparation Standards
PM-4-80 / Preparation for Delivery, Hot MOW
PM-4-90 / Food Containers, Hot Meals on Wheels
PM-4-100 / Delivery of Mail to Client – Observations
PM-4-110 / Potential Emergency
PM-4-120 / Quality Assurance
PM-4-130 / Program Expansion -- Hot Meals on Wheels
PM-4-210 / Congregate Dining Service Description
PM-4-220 / CDC Eligibility Criteria
PM-4-230 / CDC Geographic Catchment Area
PM-4-240 / CDC Client Fees
PM-4-250 / CDC Transportation of Clients
PM-4-260 / CDC Social Environment
PM-4-270 / CDC Recreational Activities
PM-4-280 / CDC Menu Criteria
PM-4-290 / CDC Meal Preparation Standards
PM-4-300 / CDC Safe Food Handling
PM-4-310 / CDC Emergency Procedures
PM-4-320 / CDC Client Monitoring
PM-4-330 / CDC Collection of Statistics
PM-4-340 / CDC Payment to the Meal Supplier
PM-4-350 / CDC Promotion Dining Club
PM-4-360 / CDC Facility Requirements
PM-4-370 / CDC Quality Assurance
PM-4-380 / CDC Program Expansion
PM-4-390 / CDC Volunteer Service Description
PM- 5
TRANSPORTATION
PM-5-10 / MOVIN’GB Transportation Service Description
PM-5-20 / MOVIN’GB Transportation Client Eligibility
PM-5-30 / Collection of Statistics
PM-5-40 / Volunteer Driver Service Description
PM-5-50 / Volunteers Rights Responsibilities and Limits
PM-5-70 / Booking of Rides
PM-5-80 / Ineligible Rides
PM-5-90 / Long-Distance Trips
PM-5-100 / Client Fees
PM-5-120 / Booking Driver Closest to Client
PM-5-130 / One-way Client Trips
PM-5-140 / Waiting Time and Stops
PM-5-150 / Volunteer Driver Reimbursement
PM-5-160 / Overnight Accommodation and Reimbursement
PM-5-170 / Emergency Procedures for Volunteer Drivers
PM-5-180 / Dialysis Clients
PM-5-190 / Clients Requiring an Escort
PM-5-200 / Seat Belts
PM-5-220 / Flat Rate Billing Policy
PM-5-240 / MGB Client Eligibility
PM-5-250 / Movin GB Emergency Procedures for Drivers
PM-5-260 / MOVIN’GB Shared Client Rides
PM - 6
FRIENDLY VISITING
PM-6-10 / Service Description
PM-6-20 / Eligibility Criteria
PM-6-30 / Collection of Statistics
PM-6-40 / Friendly Visitor Job Description
PM-6-50 / FV Rights, Responsibilities and Limits
PM-6-60 / Client/Volunteer Match
PM-6-70 / Monitoring Match
PM-6-80 / Termination of Match
PM-6-90 / Emergency Procedures
PM-6-100 / Volunteer Visitor LOA
PM - 8
TELEPHONE PROGRAM
PM-8-10 / Service Description
PM-8-20 / Eligibility Criteria
PM-8-30 / Collection of Statistics
PM-8-40 / Telephone Visitor Job Description
PM-8-50 / Potential Emergencies
PM - 9
HOUSEKEEPING PROGRAM
PM-9-10 / Service Description
PM-9-20 / Eligibility Criteria
PM-9-50 / Medical Emergency
PM-9-60 / Client Not Home
PM-9-70 / Formal Training (Health & Safety)
PM-9-80 / Documentation of Information
PM - 10
OVERNIGHT RELIEF
PROGRAM
PM-9-10 / Service Description
PM-9-20 / Eligibility Criteria
PM-9-50 / Medical Emergency
PM-9-60 / Client Not Home
/ PM-9-90
PM-10-10
PM-10-20
PM-10-30
PM-10-40 / Guidelines for Pet Care
Service Description
Overnight Relief Client Fee
Overnight Relief Documents
Arranging Overnight Relief Space
VOLUNTEER MANAGEMENT - NUMERICAL INDEX
SECTION / POLICY NUMBER / TITLE / CROSS-Referenced with:VM-1
INTRODUCTION / VM-1-10* / Volunteer Rights & Responsibilities / BRD-2-110*
VM-2
RECRUITMENT/
SCREENING/ PLACEMENT / VM-2-10 / Recruitment Methods
VM-2-20 / Work/School/Other Placements in Volunteer Position
VM-2-30* / Application/Screening Process / BRD-2-120*
VM-2-40 / Volunteer Placement
VM-2-50 / Unsuccessful Volunteer Application
VM-2-60* / Police Checks / BRD-2-130*
VM-2-70* / Insurance Requirements / BRD-2-140*
VM-3
ORIENTATION/
TRAINING/
RECOGNITION / VM-3-10* / Orientation / BRD-2-150*
VM-3-20* / Training / BRD-2-160*
VM-3-30 / Supervision/Feedback to Volunteers
VM-3-40* / Recognition / BRD-2-170*
VM-3-50 / Retention
VM-3-60 / Volunteer Safe Food Handling Guide Book
VM-4
VOLUNTEER
CONDUCT / VM-4-10* / Code of Conduct
VM-4-20* / Confidentiality / BRD-2-190*
VM-4-30* / Personal Harassment / BRD-2-100*
VM-4-40 / Conflict of Interest
VM-4-50 / Gifts from Clients
VM-4-60 / Legal/Financial/Family Conflict
VM-4-70 / Right of Refusal
VM-4-80* / Reimbursement of Volunteer Expenses / BRD-2-220*
VM-4-90 / Smoking
VM-4-100* / Inappropriate Activities for Volunteers / BRD-2-230*
VM-4-110 / Volunteer Identification
VM-4-120 / Volunteer Driver Providing Private Service
VM-5
VOLUNTEER
LEAVING / VM-5-10 / Absence/Vacation
VM-5-20* / Volunteer Resignation / BRD-2-240*
VM-5-30* / Volunteer Disciplinary Procedure / BRD-2-250*
VM-5-40* / Letters of Reference / BRD-2-260*
VM-6
EMERGENCIES
& MEDICAL / VM-6-10 / Client Not Home
VM-6-20 / Client Found or Becomes Unconscious
VM-6-30 / Motor Vehicle Accident
VM-6-40 / Unusual Client Behavior
Master Index Page 1 * Cross-Referenced in another manual *