Sample Table of Contents of a Policy and Procedures Manual

Resources

This section contains the various resources that are referred to throughout this learning resource.

Sample Policies and Procedures
Sample Forms
Web Resources

Sample Policies and Procedures

Sample table of contents of a policy and procedures manual

1.0 MANAGEMENT

1.1Management and Membership

1.1.1Organisational Mission Statement, Goals andObjectives

1.1.2Management and Organisational Structure

1.1.3Lines of Accountability – Reporting Procedures

1.1.4Workplace Health and Safety

1.1.5Dispute Procedures

1.1.6Code of Conduct/Ethics

1.1.7 Staff Reports

1.2Staff and Working Conditions

1.2.1 Recruitment/Selection

1.2.2Job Descriptions

1.2.3Contracts

1.2.4Induction

1.2.5Employee Conduct

1.2.6Wages and Salaries

1.2.7Hours of Work, Rest and Lunch Break

1.2.8On-call

1.2.9Overtime/Time Off in Lieu

1.2.10Annual Leave/Sick Leave

1.2.11Maternal/Paternal/Study and other Leave

1.2.12Jury Duty

1.2.13Performance Appraisals

1.2.14 Salary Increase Overviews

1.2.15Grievance and Disciplinary Procedures

1.2.16Termination of Employment/Redundancies

2.0 HUMAN RESOURCE MANAGEMENT

2.1Supervision/Debriefing

2.2External Professional Development Support

2.3Training and Professional Development

2.4Sexual Harassment

2.5Equal Opportunity

2.6Anti-Discrimination

2.7Safety and Hygiene

2.8Emergency Procedures

2.9Drugs and Alcohol

3.0 SERVICE DELIVERY

3.1Duty of Care

3.2Confidentiality

3.3Volunteers

3.4Medial Releases/Letters of Support

3.5Eligibility Criteria

3.6User Rights and Responsibilities

3.7Staff Rights and Responsibilities to Clients

3.8Client Records

3.1Client Referral Procedures

3.1Client Disputes/Complaints

3.1Service User Violence and Aggression

4.0 FINANCIAL MANAGEMENT

4.1Banking Procedures (incl. telephone banking)

4.2Cheque Authorisation

4.3Cash/Cheque Handling

4.4Petty Cash Procedures

4.5Purchasing of Supplies/Equipment

4.6Refunds

5.0 ADMINISTRATION

5.1Mail Procedures

5.2Telephone Procedures (incl. mobiles)

5.3Use of Resources/Equipment

5.4Use of Vehicles

5.5Office Procedures

5.6Keys

5.7Correspondence

5.8Filing

5.9Security

Blue Hills community care confidentiality policy

Blue Hills is committed to providing a service that respects the residents’ dignity and their right to privacy by protecting their personal information and keeping it confidential.

Disclosure of client information outside this service shall only occur under the circumstances set out below:

The individual concerned has consented to the disclosure. (This is to be done using the Release of Information Form, signed by the resident and stored with their file.)

The record keeper believes on reasonable grounds that the disclosure is necessary to prevent or lessen a serious and imminent threat to the life or health of the individual concerned or of another person.
The disclosure is required or authorised by or under law, or
The disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of the public revenue.
Where personal information is disclosed, the recordkeeper shall include in the record containing that information a note of the disclosure.(This note is to include the date and time, to whom it was disclosed and the purpose of disclosure and be signed by the record keeper.)

If the young person is in care and their legal guardian is the Department of >, then their primary case manager is the FSO of that Department. If this is the case then Blue Hills is bound to report any serious matters to the young person’s FSO at the department.

Serious matters may include idealisations of suicide, self-harm issues, and disclosures of past or present abuse or possible pregnancy of the young person. These disclosures are to be documented in the resident’s file and a note of disclosure is to be completed and attached to the resident’s file.

Less serious matters disclosed may be the young person’s way of building rapport with the worker. These less serious matters are up to the discretion of the coordinator, whether or not they are reported, but they are not required to be reported.

Under NO circumstances can a young person be revealed as in ‘Care’.

If a resident starts to disclose any information as outlined in dot pointd., the worker is to caution the resident about the consequences of the disclosure and the resident can choose not to disclose any more information. The worker is to use discretion on any information disclosed, as to its validity.

When referrals are made for residents, no personal information is to be given to the referred agency unless the resident has signed an information release form.

Then the only information to be given is the information relevant to the referral. If the resident is in care, their FSO must be informed of any release of information.

No personal information is to be released by the way of email or fax. The wrong address could result in personal information becoming public knowledge.

Information may be released in the way of statistics to meet the requirements of the funding bodies. This information contains no names or any personal information about any current or past resident.It only provides statistics of the number of young people using this service and the average length of stay.

Workers are not permitted to discuss among themselves any personal information regarding residents unless it is directly related to their case management.

Storage of Personal Information

All records that contain personal information about a resident should be stored in a locked filing cabinet. Only authorised persons may have access to the cabinet and/or information stored. Any personal information stored on a computer must be passwordprotected. Under NO circumstances are residents’ files to be left lying around the office or files left open on the computer.

Duty Statement: Program Assistant

Under general direction from the coordinator and the program facilitator, the program assistant is responsible for the following:

Assist in the planning and implementation of living skills programs.
Liaise with government and community agencies to publicise the living skills program and assist them in recruiting people for the program.
Respond to telephone and face-to-face inquiries.
Display a sound level of interpersonal skills when dealing with clients, team members and the public.
Actively participate in team building and staff development.
Prepare resources for living skills programs.
Operate a PC to perform word processing and data entry on computer systems.
Undertake duties that require knowledge of procedures, guidelines or statutory requirements relevant to the service.
Undertake to collect statistics to maintain and develop the living skills program.
Perform other duties as directed by the program facilitator.

Sample Forms

In this section you will find a variety of sample forms used by a fictional community services organisation.

Blue Hills Confidentiality Form

Blue Hills is required by the Privacy Act 1988to keep all personal information private and confidential and cannot release that information unless:Developer link to this act

I have given written consent for the release of information.
There are reasonable grounds to believe that there is a serious threat to my life and/or health or the life and/or health of somebody else and releasing that information will lessen that threat.
It is required by law or court order that the information is released.

I also understand that some information is released to my case manager/ social worker in certain circumstances but may not be in other circumstances. This information may concern my physical and emotional health, personal safety or difficulties that I may be experiencing. I acknowledge that the release of this information is in my best interests.

I also understand that the workers may have to seek advice or debrief with their supervisor regarding some information revealed, so the best possible service is offered to me and those around me in my daily living.

I…………………………………………………………. have read and understand the Confidentiality Policy of ………………………… I also understand and agree to the terms set out above and understand that it is my rights and my best interests

that ………………………………….. seeks to protect.

Signed …………………………………………………………………………………..

Date…………………………………..

Release of Information Form

I……………………….give permission for ……………………..to discuss my case with relevant organisations, including:

Department of Communities/Child Safety
Centrelink
Accommodation Services
TAFE
Alcohol and Drug Rehabilitation.

I also give permission for my information to be given to (specific agency/service negotiated with worker)………………………………………

I do not give permission for release of information to:

……………………………….

(Signed)………………….Client(Signed)…………………Worker

NAME______NAME______

Date___/___/___Date___/___/___