Kokua Policies and Procedures
Policy 1.0: Mission, Vision & Admission Process
Mission Statement, Vision, Admission, Nondiscrimination, Discharge, Services, Referral Process, Intake Process, Phase 1: New client pre-intake, Phase 2: Intake: Phase 3: Preparation for move-in, Phase 4: Welcome & follow-up, Intra-Agency Move/Reconfiguration
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
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 1.5: Public Information Disclosure and Dissemination
Kokua is a Nonprofit Organization, Documents Made Available upon Request, Documents Available On-Line, Procedures for Requesting Documents
Respectful Treatment, Abuse, Physical Abuse, Verbal, Mental or Emotional Abuse, Sexual Abuse, Exploitation, Neglect or Abandonment, Financial Exploitation, Injury of Unknown Origin, Assault of Staff by a Client, Termination Due to Abuse of Client, Employee Training on Abuse, Neglect, Abandonment & Exploitation, Attachment A: Examples of Types of Abuse, Attachment B: Anti Abuse Statement, Attachment C: Definitions
Policy 2.1: Reporting of Abuse, Neglect or Mistreatment
Mandatory Reporting, Reporting Abuse, RCS & APS Investigations, Emergency Protection of Clients, Protection of Physical Evidence, Cooperation with APS Investigation, Incident Reporting, Reporting of Critical Incidents
Policy 2.15: Incident Reporting to the Developmental Disabilities Association
Incident Reporting, Incidents Requiring Phone Call to DDA Within One Hour, Incidents Requiring Phone Call to DDA 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 Account, Safeguarding Client Funds, Damage to Staff Property, Checking Account/Cash Transaction Procedures
Client Rights, Kokua Statement of Rights
Policy 2.75: Client Grievance Policy
Policy 2.85: Quality Assurance
Health & Safety in the Home, Assessment of Home Safety, Response to Health & Safety Issues, Health & Safety Check Systems, Employee Safety Training, Responding to Accidental Ingestion, Unmet Health & Safety Needs
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, Requirements for the Use of Motor Vehicles, Evaluation of Motor Vehicle Records, Training Period, Required Training, Team Meetings
Policy 3.1: Salary and Benefits
Pay Periods, Pay Scale, Overtime, Reimbursement for Community Integration Activities, Fringe Benefits, Timesheets, Direct Deposit
Health and Safety, Staffing Flexibility, Mandatory Shift Changes, Overtime Approval, Staffing Schedules, Staffing Shortages, Employee Emergencies, Request for Change of Schedule, Job Openings
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
Employee Leave, Leave for Team Leaders, Family & Medical Leave, Shared Leave, Unpaid Leave of Absence, Jury Duty, Unpaid Military Leave, Paid Military Leave
Employee Safety, Employee Safety Training, Employee Injury or Illness, Return to Work, Accident Prevention Program
Policy 3.45: Preventing Workplace Violence
Definitions and warning indicators, Safe Work Environment, Weapon-Free Workplace, Reporting Situations of Disruptive Behavior or Threats, Keeping the Workplace Secure, Employee Assistance Program, Responding to Workplace Violence
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 3.91: Use of Social Media
Use of Kokua Logo or Proprietary Material, Use of Social Media that Affects Kokua, Professional Boundaries with Clients, Violations of Social Media Policy
Policy 3.92: Use of Therap Software and Kokua Laptop Computers
Policy 3.93: Use of Kokua-Assigned Cell Phones
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
Responsibility for Financial Oversight, Separation of duties, Appointment of an outside Accounting Firm, Insurance Coverage, Cash receipts, Cash Disbursements, Checks, Petty Cash, Staff CI Funds, Bank Reconciliations, Payroll, Inventory, Leases, Insurance, Grants & Contracts, Annual Agency Budget, IRS Form 990, Accounts Receivable, Audit, Fiscal Agent Status, Kokua Client Account, Business Visa Account, Appendix A: Separation of Duties.