LOCAL POLICY AND PROCEDURE MANUAL: CONTENTS

Policy:

Local Agency Policy and Procedures shall define the program operations. It will include only those items which are not covered in the ITCA WIC State Plan, Section II: Policies and Procedures. If the agency follows the State Plan guidelines, it is not necessary to restate the existing policies and procedures.

The Local Agency Policy and Procedure Manual shall contain the following information:

I.Staffing and Organization

A.WIC organization chart

B.Job descriptions including responsibilities and qualifications

  1. Staffing standards
  2. New Staff training description (describe how new staff is trained by the local agency in addition to ITCA provided training)
  3. Staff consequences and corrective action for not passing DEP classes, Knowledge Modules and the competency evaluation.

II.Caseload Management

A.Outreach plan (see Chapter 12, Page 3 for requirements)

B.Clinic days, times and locations

C.Procedures for follow-up on no shows, especially pregnant women

D.Procedures for serving

1.Homeless (including children in a residential home)

2.Migrants

3.Incarcerated women

E.Client handout of referral agencies and guidelines for use

  1. Attach any locally developed outreach materials
  2. Describe how confidentiality of information is maintained
  3. List all programs and/or agencies with which your program has an agreement to share information.
  4. Describe the procedures for sharing client information.

III.Certification and Eligibility

A.List staff that are qualified certifiers along with date of certification

B.Income determination - procedures for determination (i.e., documentation requirements and procedures)

  1. Clinic flow chart- Description of how clients flow through the clinic from check-in to exit
  2. Appointment scheduling guidelines (how walk-ins are handled, length of time for appointment types, double booking, etc.)
  3. Customer Service Policy (describe the agency’s policy on providing good customer service and how it is evaluated)
  4. Policy on serving relatives, WIC staff participating in WIC and other agency/tribal staff on WIC

IV.Nutrition Services

A.Nutrition education plan

B.List of qualified nutrition educators and certification date

C.Procedure for evaluating quality of nutrition education provided by staff (who completes staff review, how often, etc.)

D.Definition of high risk participants who must see the nutritionist

E.Client Satisfaction Survey Procedures and Form

F.Written procedures for referral of high-risk participants to a nutritionist

G.List and provide copies of all non-ITCA nutrition education materials used by the agency and the date that they were approved by ITCA

H.Group classes including frequency, topics, format, and educators

V.Food Delivery

A.Qualified personnel to issue checks

B.Procedures for mailing of checks

C.Criteria for bi- and tri-monthly issuance

D.Security procedures (where stock is stored, who has access, who completes log and does quarterly inventory check)

VI.Vendor Management

A.Current list of vendors

B.Routine monitoring schedule (for Fiscal Year) and list of staff who have been trained by ITCA to complete visits

C.Procedures for handling client and vendor problems/complaints

VII.Monitoring Procedures and Schedule

A.Procedures for completing file reviews (who completes and how often)

B.Procedures for staff evaluations (what tools are used, how often and who does it)

  1. Procedures and methods for evaluating the WIC program and services including frequency, tools used and how information is used
  2. Policies on preventing employee fraud and program abuse, documentation and consequences

VIII.Inventory of WIC Goods

A.Procedures for maintaining inventory of WIC funded equipment

B.Provide listing of all equipment purchased by with WIC funds including scales, measuring boards, breastpumps, desks, etc. and the disposition of each item.

IX.Financial Management

A.Procedures for submitting monthly and annual reports

  1. Procedures for submitting monthly expenditure reports (who is authorized signer, time frames for submitting, etc.)
  2. Procedures for monitoring the budget and expenditures (who prepares budget, how Director ensures that the WIC expenditures are allowable, how does Director monitor expenditures during the year to ensure that program does not over or under spend budget, how does Director ensure that WIC funds/supplies are not used for non-WIC purposes, etc.)