A1: Agency Information
Purpose: Fisher Farm Residential Association Ltd. offers support for individuals in Proprietary homes, Supported Independent Living, and for those who reside in the family home with their parents and/or guardian/s. We also offer support through community access, respite, 24 hour staffed residences, and employment preparation and placement.
Board of Directors: Daniel Fisher, Susan Schmick, Brenda Fisher, Teresa Scott and Braedon Mitchell.
Administration: Fisher Farm Residential Association Ltd. is committed to meeting the changing needs of the individuals we support. Flexibility and communication are key for the needs of the individuals we support and as we continue to grow to meet these needs. Administration will work closely with the individuals, families, and/or guardian/s to ensure that the needs of every individual are being met to the best of everyone’s ability within our agency. \
A2: Proprietor/Support Home
Purpose: To include the individual in a family home, to nurture their skills, to support future desires for life, and to encourage their participation in the family unit while feeling safe, respected, comfortable, and, having a sense of belonging.
This is simply an overview of the role and responsibilities of a Proprietor and is not to be replaced by the detailed Fisher Farm Residential Association Ltd. Policy and Procedure Manual. If there is ever a discrepancy between this document and the Fisher Farm Residential Policy and Procedure Manual the Fisher Farm Policy and Procedure Manual shall prevail.
Fisher Farm Residential Association Ltd. considers proprietorship the partnership between Fisher Farm Residential Association Ltd. Individual, Proprietor, and the family of the individual.
A proprietorship/support home provides adults with developmental disabilities the option of residing in a family home environment which supports their desires and dreams and provides individual skill development and personal growth opportunities. The support home provides a safe and supportive residential environment, promotes personal relations with friends and family while supporting the lifestyles and choices of the individual within the community which they reside in.
Proprietors are expected to work closely with the individuals, their family, guardian(s), and Fisher Farm Residential Association Ltd.
A summary of expectations of support homes and proprietorships:
· Enabling, and promoting individuality in a healthy manner.
· Ensuring that the individual has care and/or support that meets or exceeds standards.
· Maximizing independence while managing vulnerabilities.
· Ensuring that the individual feels safe and is safe as well.
· Adapting to the dynamic and ever-changing needs of the individual.
· Striving to promote a harmonious living environment that is as welcoming as possible.
· Providing environments that are tailored to each person’s unique needs (Wheelchair ramps, lowered counters, hand rails, etc.)
· Risk assessments to determine the viability of the placement. (Ex. Wheelchair bound
individual in the basement with no suitable wheelchair lift or ramps.)
Every Proprietor shall have 24-hour access to the Fisher Farm Residential Association Ltd. Policy and Procedure Manual. All staff will be required to read, review and sign that they have read and understood the Fisher Farm Residential Association Ltd. Policy and Procedure Manual.
Section A3: Supported Independent Living
Purpose: To provide supports to the individual that will enable them to reside in their own home and to live as independently as possible while encouraging healthy relationships, social interactions, and assisting with daily living needs.
Home Living Supports are provided in a wide range of environments to assist individuals to live as independently as possible in lodgings of their choice. Individuals may receive the type and level of services they require, from a few hours a week up to 24 hours a day. Services may be provided to one individual or shared with other individuals. Staff typically come into the individual’s home and may assist the individual in the community, with budgeting, shopping, appointments, home maintenance, scheduling of outings and transportation.
Fisher Farm Residential Association Ltd. provides the staffing and training to facilitate those individuals within their supported independent living situations.
General summary of expectations of SIL supports:
· Enabling, and promoting individuality in a healthy manner.
· Ensuring that the individual has care and/or support that meets or exceeds standards.
· Maximizing independence and being able to step in and step back when needed.
· Adapting to the dynamic and ever-changing needs of the individual.
· Ensure that the individual is aware of their rights, what abuse is, and that they practice safety precautions. Ex. Fire Drills.
· Advocate for and assist the individual when necessary.
A4: Residential Supports Overview and Operations
Purpose: To provide the best care possible while respecting the rights, and privacy of the individual.
Policy: Services cannot be properly determined without the input of staff, the guardian, family, friends, and most importantly, the individual. We will provide excellent care while providing opportunities for increased independence.
Procedure: It is important for us to assess the service needs before any actions are taken, there is no “One size fits all” solution. All available and pertinent data from the previous agency and/or placement will be analyzed in order to narrow down the search for a suitable home. It is important to ensure that we respect the residents of the home, their personal space, and their privacy in general. We will also provide people with the opportunity for self improvement and get them involved with activities of their choosing. If an individual is unhappy with their placement, they are encouraged to speak up so that we can resolve the problem or possibly consider alternate placement. It is also important for us to support our staff, and to provide them with appropriate training in order to ensure success.
There are a few extra responsibilities that the Service Provider has when administering supports in a residential setting:
Files: There will be a file kept by the residential staff that will include the Policy and Procedure Manual, the Operations Manual, copies of documentation that will need to be filled out by staff members (Safe Bathing, Home Maintenance, Medication Sign Sheets, Fire Drill Sheets etc.) These sheets will be filled out and submitted to the Residential Manager during monthly check ins, other dates that will be specified, or as requested. These files are to be kept confidential, and securely locked up in the staff bedroom unless being accessed by staff, the Residential Manager, or Administration. If the residence has a computer, a copy of the Policy and Procedure Manual, and Operations Manual can be kept on it. Sensitive documents with confidential information are not to be store electronically by the residence. Any confidential documents that are required shall be provided by administration, and shall be kept secure. Some of the documents may include: Medication Sign Sheets, Medication Information Sheets, and lists of allergies that people have in the house. Any documentation that staff may need to see such as ISP’s, and Behavioural Support Plans shall be kept at the main office due to their sensitive nature, and made available to staff that need to read these documents.
Emergency Preparedness: Refer to Sections B10-B15 of the Policy and Procedure Manual, or Operations Manual. Additionally, residences shall be supplied with a first aid kit by the agency. Residential staff are required to take an inventory of what’s in the kit (with the First Aid Kit Inventory Sheet) to ensure that the agency can restock the kit in a reasonable amount of time. Additionally, in case of an emergency there shall be a staff member on call to assist with any issues or emergency situations. Emergency phone numbers and contact information shall be posted on the fridge, as well as a house diagram.
Risk Management: Individuals with complex needs have formal Risk Analyses that are reviewed every six months. For individuals with less needs there may be no need for such formal plans. There is however, a need to evaluate risks within the home. Staff are to be vigilant, and report any hazards that they recognize, additionally, they are to inform administration of any hazards that they think may develop. Staff members may have to work alone from time to time, Section B-32 of the Policy and Procedure Manual, or Residential Operations Manual covers working alone.
Fund Management: Section C2 goes into greater depth as to how funds are managed. Generally, we would like to see individuals manage their own funds in a responsible way. Staff members may assist with budgeting if requested by the individual or may need to assist more extensively. If staff members directly handle an individuals funds, they will be required to keep track of spending and receipts. If there is more than a $5.00 discrepancy without explanation, or if there is a pattern of discrepancy, the agency will investigate to determine what the cause of this may be. If a staff member notices a discrepancy, they should let their supervisor know, they should remain calm, as the issue could be something as simple as a misplaced receipt.
Medications: Staff are to follow all medication procedures as laid out in sections B4, and B5, and the Medication Administration Manual. All staff also receive med admin training. Staff are trained in the use of Incident Reports, Medication Sign Sheets, and Med Error forms.
Housekeeping: Staff members are not maids, but staff are expected to assist in cleaning when and where necessary. Individuals should be responsible for cleaning up after themselves if they are capable of doing so. Daily tasks such as cooking, cleaning, and laundry should be the individual’s responsibility as long as it is safe and reasonable. Meal planning and cleaning lists may be implemented if there is a need for it.
A5: Community Access
Purpose: To enhance the skills of the individual while tailoring the service in day-to-day activities, relationships, and social settings based on their needs.
Policy and Procedure: The PDD program provides funding for individuals to connect and build meaningful friendships and working relationships with other community members on a regular basis. Community Access Supports are intended to promote an individual’s inclusion within the community, during activities, and assist with personal development during activities in which they choose. Examples of these may be: arts, education, recreation, community association programs and participation in the volunteer sector. Ideally, the goal is to ensure that all individuals develop a network of natural supports in which both the individual, and the community benefit. The individuals that are being supported are to be encouraged to develop their skills and find a niche that makes them feel valued, and which they are recognized for. It is the support workers duty to help the individual find and understand information that is pertinent to their particular field of interest, and also to help ensure that the individual is not put into harms way. Ideally, the relationships that are built should become natural, and the support worker should understand that there may be a need to step back at times. Guardians with individuals receiving supports who live in the family home should be aware that Community Access staff is for the individual and not to help with chores, shopping, errands, etc. of the entire family, but for the one receiving services.
Individuals should have the necessary funds to purchase their lunches out, any personal purchases, and recreational activities.
A6: Employment/Volunteer Support
Purpose: To support the individual in their workplace environment, to help them gain meaningful employment and subsequently important skills in their job, and to forge relationships with coworkers, which ideally will lead to natural supports. For those who are unable to work, emphasis is placed on developing life skills that are outside of the normal tasks involved with daily living.
Employment:
Employment Supports provide funding to train individuals for employment in areas of their interest and choosing, therefore, providing workplace support for the purpose of maintaining paid employment. There are a variety of options available in Employment Supports.
Employment preparation assists individuals in developing specific skills and knowledge for the purpose of obtaining paid employment. This may include training, inclusive post-secondary education, work-experience, career exploration, resume construction, and job search/development.
Employment supports assists individuals with obtaining and maintaining paid employment. This assistance may include on-the-job support to help the individual meet employer expectations and/or the development of a work environment that supports the individual.
As with all supports, the hope is that the individual will gain enough skills and confidence that over time the individual gains independence and will be able to work alone or with lessened supports.
Fisher Farm Residential Association Ltd. provides the staffing to support individuals in their bid for meaningful and paid employment. Paid employment is described as at least minimum wage, and at least a minimum 3-hour shift.
Those who have barriers to entering the workforce due to circumstances such as a disability, medical issues, are of retirement age or are unable to work for a legitimate reason, are provided with supports to assist them in learning new skills.
Volunteerism:
Although paid employment is preferred, there are occasions in which paid employment isn’t possible to obtain, whether it be because of medical issues, age, an individual’s capacity, or economic conditions. In cases where the economic climate prevents employment the individual is strongly encouraged to continue seeking paid employment. If paid employment can’t be found, individuals are strongly encouraged to volunteer in their communities, and to build connections within them. Ideally, these activities are something that the individual truly enjoys, and they help the individual grow.
Alternative Supports:
Those who have barriers to entering the workforce due to circumstances such as a disability, medical issues, are of retirement age or are unable to work for a legitimate reason, are provided with supports to assist them in learning new skills.
A7: Respite
Purpose: Respite is intended to give a proprietor or parent a temporary break from the full-time care and supervision needs of the individual or family member in their home, thus preventing burnout.
Ideally, the respite home will provide a private, comfortable place for the individual. Respite can also be provided in the home of the individual. However, respite homes and respite workers are pre-approved by Fisher Farm Residential Association Ltd., but special considerations must be taken into account in order to find the most suitable placement. Some people may have mobility issues and be unable to climb stairs in the home. Others may have issues with animals or children that could potentially be present in the home. Before a Respite Home or a Respite Worker is approved, there are certain training criteria that must be met; the home will receive an inspection by the guardian and a representative of Fisher Farm Residential Association Ltd. It is the responsibility of the agency to provide adequate training and information to the Respite Worker. The home will also be inspected monthly afterwards in the same manner that our support homes are. Information that should be disclosed to the Respite Worker include knowledge of any health concerns, any mental illnesses, or mental health concerns, information on medications, proper use of any PRN medications, knowledge, and training in use of restrictive procedures, if necessary, knowledge of any behaviours of concern, and how to handle or prevent common behaviours of concern. It is the Respite workers’ responsibility to report to the agency any incidents that may occur using the proper reporting criteria. The worker is also responsible for the safety of the individual when they are in their care. The worker will uphold the individuals’ rights to the best of their abilities and will assist the individual in resolving issues that they may require assistance with. The worker will accommodate and adapt to the individual so long as it is reasonable. The individual has a responsibility to respect the Respite Home, they are also encouraged to come forward with any issues, concerns, or queries that may arise. The individual should come forward and talk about what works well for them in order to create the most effective, harmonious home.
It is important to note that not all PDD funded individuals have respite funding, but instead rely on natural support (visits on weekends with family, etc.). Fisher Farm Residential Ltd provides respite for those individuals who have the appropriate funding. It is important that respite workers help individuals to:
· Develop and sustain positive relationships built on trust, understanding and caring.
· Thrive within the context of close and dependable relationships.
· Feel loved, nurtured, safe and secure and emotionally supported.
· Spend time with others in the respite environment with whom they may have become friends
· Meet and possibly develop relationships with others who have or don’t have disabilities.
· Continue the type of support individuals are familiar with so their relationship building is not impacted.
· Support individuals to access and participate in activities they enjoy.
· Support individuals as much as possible to:
o Access their regular activities and community involvement including in their cultural communities.
o Have regular contact with people from their cultural background
· Support individuals’ choices and preferences as they relate to their types of relationships.
· Ensure relationship building is done in safe environments.
A8: Request for Service
Purpose: To assist the individuals and their guardian/s in making an informed decision in selecting a service provider to deliver services that will meet the needs of the individual requiring service.
Policies:
1. Individuals and guardians have the right to inquire of our service to establish suitability and compatibility for meeting their needs.
2. Fisher Farm Residential Ltd. requests that PDD, Disability Services, and guardians offer full disclosures about individuals prior to their acceptance into service. This includes, but is not limited to any pertinent information regarding the individual’s behavior, medical information, assessments, goals, etc.
3. All individuals and guardians will be treated equally and in accordance with the procedures below.
Procedure: Once the caseworker has made initial contact with the agency, they will approach Fisher Farm Residential Ltd. Administration will meet with the proposed individual, caseworker, and their guardian/s to discuss the needs of the individual as well as what we as an agency can offer. Once the individual and their guardian/s have decided to obtain the services of Fisher Farm Residential Ltd., we will move forth to arrange the required and appropriate supports for the individual. Fisher Farm Residential Ltd. will, at all times, keep the guardian informed about their individual via quarterly reports, regular communication, and ISP meetings. Other methods, should they be needed, can be arranged.
If the agency cannot provide supports appropriate to the individual, they will inform the caseworker and/or the guardian within a reasonable amount of time.
As we primarily supply supports through a support home setting it is important to note that both availability and compatibility are an integral part of providing adequate and effective services to our individuals.
Fisher Farm Residential Ltd. will apply services in accordance with the Funding Designate form which is provided by ACDS and completed by Disability Services as required by both ACDS and Human Services.
A9: Informed Consent/Release of Personal Information
Purpose: to ensure that the privacy of the individual is observed and respected in acquiring and release of pertinent information.
Policies: Fisher Farm Residential Association Ltd. must obtain the informed consent of the individual and/or his/her guardian before releasing personal information to staff, any programs, before any out-of-town excursions, and about medical information and medication distribution. Informed consent may also be explained verbally with the individual to ensure they understand the risk involved with choices being made. An example of this would be if the individual wanted to purchase a pair of jeans rather than the shoes that were worn out- worn out shoes equal cold or wet feet until they have more money to purchase the wanted jeans.
Procedure:
1. Fisher Farm Residential Association Ltd. will explain to the individual and guardian/s the importance that full disclosure is made with the expectation that the information will be shared/released to the staff within Fisher Farm Residential Association Ltd. on a need-to-know basis.
2. Fisher Farm Residential Association Ltd. will retain copies of any previous assessments, release of medical information, and any other documents that pertain to the individual coming into our service.
3. Fisher Farm Residential Association Ltd. must obtain a media release form for each individual in their agency, and update all files annually, or as new information and/or forms become available to them.
4. All individual files will be stored in a locked filing cabinet, and/or office. Information will only be made available as needed and necessary to provide appropriate and adequate support for the individual.
A10: Accessibility for Relevant and General Information
Overview: All individuals and their representatives need to have reasonable help to obtain, organize, and remember relevant information that keeps them connected and informed.
Policy: Fisher Farm Residential Association Ltd. will help all individuals access relevant information to their community, municipal, provincial, and federal information and programs.
Procedure: Staff and administration will help all individuals find general information according to the ability, needs and interests of the individual. Examples of how to do this are as follows:
· Providing and keeping the community calendar from the local newspapers or websites up to date in the home.
· Watching or investigating for the individual to help them stay connected and informed about things that matter to them.
· Explaining options to the individual in a manner that they are comfortable and informed.
· Gentle reminders to the individual when events or information becomes available.
· Help the individual and their representative organize and remember this information in a way that is meaningful to the individual.
· Individuals and or their guardians will be given information on RDSP’s.
A11: Home and Choices
Purpose: To ensure that individuals have a home that truly feels like a home.
Policy and Procedure: There are a few factors that determine the level of involvement that the role of the agency and staff play in respect to housing. Many responsibilities are the same across the board, but there are some differences. The individual should have a say in every aspect of their placement and should be encouraged to voice their concerns and opinions on matters.
The three different categories are:
· Proprietorships
· SIL (Supported Independent Living)
· Residential supports
Proprietorship
It is our policy to seek out and provide pre-approved homes for individuals and check up periodically in order to make sure that things are working well. The hope is that a proper match can be made that benefits everyone. Choosing where to live is a very personal matter, the individual should have a strong say in determining their living arrangements if the choice isn’t theirs exclusively. Individuals living in this situation are to have their own private room, as well as access to any common areas within the house. The proprietor’s home should be adapted to the needs of the individual e.g. (handrails, wheelchair ramp, bath lift, night light, special diet, accommodating culture etc.) and should be able to accommodate their wants to a reasonable degree. A proprietor should also be aware that the needs of individuals may change over time. Sometimes homes aren’t suitable for certain individuals, so a proper assessment should take place to ensure that a poor placement isn’t made. A few items to be considered could be: pet allergies, phobias, inability to accommodate wheelchair or other mobility issues, distance from family/friends, individuals, guardian, or proprietor preference. Proprietors may have to administer medications, prepare food, or assist individuals with bathing.
It is important to note that the requirements for both respite homes, and proprietorships are the same.
Supported Independent Living (SIL)
In a SIL setting, the individual lives in their own home. The role of staff can vary greatly in this situation. SIL supported individuals can receive minimal or maximum supports depending on the needs of the individual. A staff member that works in SIL settings will need to coordinate with the individual, agency, and guardian if applicable in order provide the proper level of assistance without overstepping. The worker will report issues that arise and will advocate for the individual when necessary. It is important to respect the individual’s independence, culture, home etc. The worker will assist with tasks when necessary, however, it is important that the individual works alongside the worker to the best of their abilities.
Residential Supports
This style of home involves one or more individuals who receive support via rotational staff. Residential support workers and SIL support workers have duties that are very similar. The Residential worker takes a more active role in the individuals life. Residential workers may have to manage things not typical of other support workers such as: administering medications, food preparation/cooking, and bathing. The worker will report any incidents that happen and will also help provide a means of communication between the agency and the individual. The worker will obey the wishes of the individual and the guardian so long as it is reasonable to do so.
There are certain checks in place to ensure the high quality of both proprietorships and residential support homes:
· Monthly home maintenance checklists.
· Monthly support home checks.
· Quarterly support home checks.
· Quarterly individual reports.
A12: Personal Control
Policy: Fisher Farm Residential Association Ltd. shall promote the personal growth and independence of the individual.
Procedure: Individuals shall be included in their service planning whenever possible. In fact, it is preferred that they are involved.
We shall provide the resources to grow, while only interfering to a degree that is necessary. Sometimes we may assist the individual with their decision-making process if requested. We want to provide people with programs that fulfill their needs on a more intimate level that involves the individual’s input first and foremost. Our individuals also have the right to form relationships with whomever they choose, and to associate with whomever they choose so long as there is no legal reason as to why they can’t (Restraining order etc.) Although, the guardian may have the ability to tell an individual whom they can or can’t associate with in certain circumstances. However, the agency and staff aren’t able to make that decision for an individual.
B1: Health and Safety
Purpose: To ensure the safety and well-being of individuals and support workers.
Policy: It is our duty to provide resources, assess risks, and maintain a safety program.
Procedure: Staff will receive proper training, and information that is pertinent to their job. Staff members are given access to an Occupational Health and Safety manual that is up to date. Staff members are regularly asked their opinions and feelings about their work environment. These concerns and wishes will be taken into consideration in order to improve the work environment. Staff are encouraged to come forward if they have concerns about their work placement, or they feel as though they are burning out. The agency will provide, and train staff members on the use of specialized PPE in homes run by the agency.
Duties of the Agency:
· Fisher Farm Residential Association Ltd. will promote safety at all times in all of our proprietary, residential, community access, and supported independent living situations.
· The Health and Safety Manual will be reviewed, revised, and updated as necessary on an annual basis with input from PDD, individuals, Occupational Health and Safety, our Health and Safety Committee, and employees.
· All employees will complete mandatory training in Violence and Harassment in the Workplace, WHMIS, and OHS Awareness.
· All employees will receive training in Violence and Harassment in the Workplace and will sign off on the policy as well as our OHS Manual that outlines our policies.
· Immediate action will be taken to rectify any and all environmental situations that are contradictory to our established policies and procedures.
· All policies and procedures are subject to ongoing change which will be relayed to all employees through any pertinent literature including information displayed on our Health and Safety Board, staff meetings, electronic communication and our Occupational Health and Safety Manual.
· Fisher Farm Residential Association Ltd. will provide staff members and individuals with the tools and knowledge to obtain assistance.
· The agency will provide appropriate training to ensure that everyone is safe, well trained, and feel confident in their abilities.
· The agency will also listen to the needs and desire of the individuals and ensure that they are receiving the appropriate supports
· A basic level of training shall be maintained and monitored. People who need additional specialized training shall receive it.
· Fisher Farm Residential Association Ltd. will try and prevent health or safety issues from arising by being as proactive as possible.
· The agency has a moral obligation to ensure the health and safety of staff members and individuals.
· The agency will complete, and review risk assessments where needed.
Duties of Staff Members:
· All staff are required to have the following training within 3 months of commencing employment with Fisher Farm Residential Association Ltd: CPR/First Aid, Hand Hygiene, PPE, MSI, Autism Awareness, Diabetes Awareness, FOIP, Food Safe Handling, Universal Precautions, Medication Administration, Trauma Informed Care, Professional Boundaries, Safe bathing, Crisis Prevention Intervention, Abuse and Prevention Protocol, WHMIS, Violence and Harassment in the Workplace, OHS Awareness, and Positive Behavior Supports.
· All staff are required to wear gloves where applicable to avoid the transference of communicable diseases and topical infections. Staff are required to report the transference of communicable diseases.
· Staff members shall report any unsafe environments to the agency and shall complete incident reports when needed. Staff members shall also report any instances of abuse that they suspect, or that are reported to them by the individual, or community members.
· Staff are encouraged to come forward and talk about any health and safety concerns that they may have.
· Staff members have a moral obligation to ensure the health and safety of their individuals to the best of their ability.
· Ensure staff members understand their role following guidance from their supervisors and managers.
· Ensure medication is administered safely, whether self-administered or not.
· Ensure staff who do not administer medication are still informed on the needs of the individual who takes medication.
· Ensure staff are knowledgeable about how to handle medication errors and incidents.
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We strongly recommend that individuals receiving services come forward with any concerns as well. We believe that their input is of great value, and that excellent service is not possible without it.
In addition, Fisher Farm Residential Association Ltd. has processes in place for individuals that:
· Respect the rights, personal freedoms, and the unique preferences of individuals.
· Include individuals in the decision-making process around health by confirming their full understanding and encouraging their participation.
· Assist and support to the extent required, to understand:
o Their physical and mental health needs.
o The process for making decisions about their physical and mental health.
· Prompt individuals to advocate for their own healthcare.
· Support individuals to follow recommendations and manage their physical and mental health.
· Inform individuals about and how to access appropriate health interventions and health-related services, including alternative medical services subject to guardian approval.
· Ensure that individuals take their prescribed medication, PRN, and over the counter medication.
· Aid individuals in achieving the best physical and mental health possible.
· Inform individuals about their right to receive or decline physical and mental health assessments, treatments and/or procedures.
· Staff who support individuals with complex needs have access to the additional following resources:
o Extra professional supports
o Critical incident supports
o Debriefing support
o Mental Health First Aid
o Applied Suicide Intervention Strategies
Disease prevention:
· All staff members shall receive universal precautions training.
· We will provide staff and/or individuals with the proper literature if they request knowledge about a specific ailment.
· Administration and staff are expected to uphold their confidentiality agreements.
· Individuals are also encouraged to respect the privacy and confidentiality of others.
Duties of Individuals
Individuals who self-administer medication are informed on what they are taking and what to do in an emergency. In addition, those who have PRN medication prescribed for behavior have planned restrictive procedures in place as per our guidelines.
Internet Safety
Purpose: To ensure our individuals are aware of internet safety and proper etiquette.
Policy: It is our duty to provide resources and instruction to our individuals to promote their safety.
We will speak with our individuals about how to be safe on the internet. We need to talk with our individuals about how to protect themselves and that it’s okay to ask for help when they are unsure of what to do. However, it is important not to overstep into the personal lives of our individuals. We should have conversations about how what they put up on social media can be very harmful to their, or others, reputation. Additionally, we should teach individuals how to identify potential scams, and about what information shouldn’’t be shared on the internet, address, SIN, credit card information, most personal information in general. This will be achieved through education and instruction using the resources we have access to, and, if necessary, seek out other resources.
The agency listens to the needs and desire of the individuals and ensure that they are receiving the appropriate supports. ·Fisher Farm Residential Association Ltd. will try and prevent health or safety issues from arising by being as proactive as possible. The agency also has a moral obligation to ensure the health and safety of staff members and individuals. Lastly, the agency will complete, and review risk assessments where needed.
B2: Service Planning
Purpose: To ensure that every individual served is given a service plan (ISP) that is not only tailored to them, but is achievable, attainable, and understood by them.
Policy: We encourage individual participation in their annual service planning if at all possible. This ensures that the individual is informed and has adequate control over their affairs.
Procedure: The following information will be included in determining the annual service plan for each individual served by Fisher Farm Residential Association Ltd.
1. Any[1] assessments and reports received during the year that directly pertain to the individuals’ strengths, weaknesses, needs, wants, skills, desires, behaviors, goals and growth and development.
2. Needs and wants will be prioritized as needed.
3. Desires about where to live, work, take part in activities and travel. [2]
4. Develop plans to assist individuals in assessing their satisfaction in their jobs and employment plans.
5. Development of short and long-term goals to help the individual in our service to attain the said goals.
6. Supports and services necessary to deal with any behaviors of concern, as well as addressing and monitoring individuals’ health concerns.
7. Quarterly reports will be reviewed in order to ensure the above-mentioned are being met, implemented, and supported.
8. Ensure individuals are aware of informed consent.
9. At any point during the period of service, the individual and or guardian may terminate the contract with Fisher Farm Residential Association Ltd. In order to do so, the following guidelines apply:
· this[3] agreement may be terminated by either party upon 30 days written notice to the other party.
· at any time by mutual agreement in writing by both parties.
· at any time without notice if either party contravenes the terms of the agreement.
The annual service planning meeting will be conducted with the program supervisor, coordinator, residential supervisor and or any combination of the 3, the individual receiving services, the guardian/s, and staff. If the individual desires, he, or she may invite or request that any of the before mentioned people do not attend the meeting. All parties attending the meeting will read and agree on the completed document, and copies of the agreement/ISP will be signed and retained in the individual file, by the caseworker, and by the guardian. The ISP must be completed within 90 days of the meeting, signed by the guardian, and submitted to the caseworker representing the individual.
Fisher Farm Residential Association Ltd. will ensure that each individual has input into their lives to the best of their abilities wherever possible while taking into consideration the individuals’ unique circumstances, abilities, interests, and skills. Such as but not limited to:
· Goals
· Culture and religion
· Gender, gender identity and sexual orientation
· Age etc.
This includes, but is not limited to: Living arrangements, choices, and that the home is welcoming, warm, and flexible. The individual can decorate rooms within reason, have a house key or door code, and be in a safe and secure environment in which they are comfortable. It is imperative that individuals have a chance and opportunity to build strong, positive relationships with people of their choosing.
There are also other factors that will be considered in the Individuals Support Plan or ISP, this includes significant aspects of their lives, such as:
· Specialized services
· Services accessed via other service providers.
· Making sure to include natural supports in service planning
Whenever possible, contingency plans are also put into place in case an individual’s scheduled routine or activities change. As well as follow-up services and resources, as requested.
Individual support plans will be updated, revisited, and revised regularly as needed. They are carefully monitored to assess the individual’s progress. Staff also demonstrate their knowledge of this policy when when doing ongoing reviews,evalutations and regular and consitent planning adjustments.
We will also speak with our individuals about planning for the end of life, this includes information about personal directives, and a person’s last will and testament. We greatly encourage individuals to talk with their families about this topic as many families don’t.
Complex Needs
During service planning, we will read through any available documentation in order to develop a plan that suits the individual. Sometimes, this documentation may contain evidence that the individual in question has complex needs. When a person with complex needs is identified, there are a few things that have to happen. This includes, but is not limited to a transition plan, development of a Behavioral Support Plan, the completion of a Risk Analysis that will be reviewed every six months at an agency level, and then annually with or without the caseworker present. Individuals with complex needs need programming that is tailored towards the individual to an even greater extent than normal. It is important that the agency retain close ties to certain groups that are involved with the treatment of complex service needs such as COMPASS. When multiple support plans are in place, we ensure that these plans align with one another. In addition, external service providers will maintain regular and reliable communication with Fisher Farm Residential Association Ltd. They will in turn use the necessary tools in order to effectively communicate with the agency, such as:
· Risk assessments.
· Functional assessments.
· Medical assessments.
· Preventative strategies and interventions:
o Harm reduction.
o Trauma informed.
o Behavioral approaches.
· Data collection systems.
The individualized plan for a person with complex needs will contain plans concerning positive/restrictive procedures as well as medical procedures.
A few of the criteria that have to be met in order to be considered complex needs include:
· A mental health disorder.
· Previous service termination due to challenging behavior.
· If they are receiving specialized treatment for psychiatric and/or behavioral issues.
· Multi-System involvement, for example PDD and Mental Health
· Chronic substance abuse dependency
B3: Intake Process
Purpose: To ensure that every individual served is provided with a fair and equitable intake process.
Policy: Service providers have a comprehensive intake process that gathers information from all relevant parties.
Procedure: A fair and unbiased application process is utilized and helps applicants feel as involved in the process as possible.
Our[1] intake process includes:
· A complete information package describing our available services, provided in a clear and communicable manner.
· A fully intensive process for requesting full disclosure about the applicant for the protection and safety of the individuals and staff.
· Non-discriminatory criteria for refusing services and includes a process that allows applicants to:
o Hear the reason behind the decision.
o Understand the next steps.
· Plan for assisting applicants in successful and smooth transition planning.
Our intake process is thorough and detailed for each individual who comes into services with us. However, we recognize we can always improve our service delivery, so we continually review our intake process.
B4: Determining Individual Support Needs
Overview: Fisher Farm Residential Association Ltd. recognizes the importance that individuals are supported and assisted to maintain and build relationships and connections with their community, friends, and family.
Policy: Fisher Farm Residential Association Ltd. will provide flexible and individual support based on the individual’s abilities and needs.
Procedure:
· Provide guidance and direction that is determined by the individuals, their family, and guardian. Staff will never substitute their personal judgement for the individual, family, and guardian.
· The individual and their representative will be truthful, realistic, and open about the individual’s abilities intellectually, emotionally, and physically.
· Support and assist the individual to be included and live a meaningful life.
· Ensure that support is responsive to personal and family directives.
· Recognize the potential of individuals and continually provide them with opportunities to learn, grow and change.
B5: Orientation of The Individual
Purpose: To assist the individual in their transition into Fisher Farm Residential Association Ltd., to help them encompass the information, feel accepted, and to protect the interests of the individual, guardian/s, and their service providers. This will also ensure the privacy of the individual is respected in the acquisition and release of personal information, and to avoid unnecessary duplication if at all possible. Similar procedures will be followed when transitioning an individual from one type of service to another ie.; from a group home to a proprietorship. The service provider is responsible to make the necessary changes in accommodation, as required for the individual.
Policy:
1. The privacy of each individual will be respected in the acquisition and release of personal information.
2. Each person will receive an orientation to their required area of service and the agency.
3. Each person will receive an orientation package which includes, but is not limited to medical consent forms, rights and responsibilities of an individual, requests for identification, consent for pictures, and information pertaining to an individuals’ informed rights; rights to know, rights to participate, and rights to refuse. Each person will have the opportunity to go through the documentation which explains the services and limitations of each person’s role. Once the parents/guardians[1] have chosen Fisher Farm Residential Association Ltd. to start services, the individual will receive an orientation/intake package at the start of services.
Procedure
Before orientation can begin, the service provider must assess to determine whether they can provide the necessary services for the individual. Risk assessments may be gathered or completed from/with the guardian of the individual, and high-risk assessments are conducted for higher risk individuals.
1.Upon entering Fisher Farm Residential Association Ltd., the individual/guardian will receive a package that includes, but is not limited to the following:
· Copy[2] of individuals rights and responsibilities.
· Release of information and consent forms.
· Written statement of rights.
· Information and instruction on abuse and how to recognize and report abuse.
· Green Sleeve information (if applicable).
· RDSP information.
· Individual Confidentiality Agreement.
· Request for medical information (Dr name, Pharmacy etc.)
Please note that administration will explain all documentation included in the above package.
[3]
1. The service provider is responsible for ensuring that the following have been explained to the individual and guardian/s: fire evacuation, health, safety, and confidentiality. The service provider will also explain that abuse will not be tolerated, and how to report any and all abuse. The service provider is also responsible to provide the individual and guardian/s with contact information for administration.
2. The service provider will ensure all information is current and is reviewed on a regular basis.
The orientation process can take anywhere from one week to one month to complete all necessary assessments and orientation.
B6: Obtaining Legal Assistance or Counsel
Policy: Fisher Farm Residential Association Ltd. will ensure all individuals have access to Legal Assistance.
Procedure:
1. If legal council is required for an individual, Fisher Farm Residential Association Ltd. will work with the parent and/or guardian and proceed with their assistance in the best interest of the individual, to the best of their ability.
2. Whereas the individual and/or the parent/guardian cannot afford legal assistance, the agency and or guardian will work together to obtain legal aid.
B7: Family Involvement
Purpose: To ensure that the family and friends of the individuals are involved and to encourage natural supports whenever and wherever possible.
Policy: To encourage families to help form a strong support base for the goals and changing needs of their family member in our agency.
Procedure[1] :
1. To be included, unless otherwise directed by the court or guardian.
2. To be respected.
3. To be informed, unless otherwise directed by the court or guardian.
4. To be supported.
5. To see that their family member is respected.
6. Where family members are an individual’s legal guardian, they will be involved in and have access to the following:
A) Involvement in the Annual Service Plan.
B) Will be notified by the agency regarding any and all changes that are felt needed in their family member’s care.
C) Have access to any and all information collected by the agency that pertains to their family members.
D) Will be notified immediately in the case of any medical emergency.
E) Regardless of legal guardianship, Fisher Farm Residential Association Ltd. encourages the involvement of family in the individuals care and activities, providing that the courts, individuals, and legal guardians are agreeable.
Any comments, questions, concerns, or complaints regarding their individual can be made by contacting the administrator at any time.
B8: Relationships
Purpose: To ensure that individuals that receive services are given ample opportunity to develop relationships and that they know they can ask for support if needed.
Procedure: Staff will assist individuals in the planning of social outings if needed. Staff members and proprietors will encourage the development of healthy, safe, appropriate, and meaningful relationships with family and friends. Staff and proprietors will support individuals in their intimate relationships as well. This may include talking about sexuality or redirecting to a sexual educator (See section B10-Sexuality for more information regarding this topic.) Staff are to encourage connections with the community, and businesses as well. This, includes but is not limited to:
As such, support from staff may include:
Fisher Farm Residential Association Ltd promotes safe and healthy relationships characterized by mutual respect, honesty, equality, healthy boundaries, and good communication. Staff have been instructed to:
Please note that if an individual cannot protect themselves in a relationship, services and supports are in place for their protection. Risk assessments are completed as needed to determine risk level.
Fisher Farm Residential Association Ltd is responsible to:
o Training on safe and healthy relationships
o Training on unhealthy abusive relationships
o Inclusion and full citizenship within their communities
o Confidence in who they can confide in and how to contact them quickly
Fisher Farm Residential Association Ltd. promotes social engagement through the Better Me Program, which focuses on developing life skills such as resume creation, cooking and creating various projects. External stakeholders are also encouraged to take part in agency events such as fundraisers, we try our best to get the word out to the community by using social media, word of mouth and other forms of guerilla marketing.
B9: Health Care
Purpose: To ensure that the individual is aware of their health needs and that the required health services are easily accessible.
Policies and Procedures:
· Fisher Farm Residential Association Ltd. will ensure that the individual understands his or her health needs and will provide information/education regarding available health services.
· Fisher Farm Residential Association Ltd. will ensure that the individual is aware of his or her rights to decline treatment and that the individual’s wishes are considered in all aspects of his or her healthcare.
· Fisher Farm Residential Association Ltd. will ensure consent where appropriate.
· Staff will be made aware of individual’s specific needs (i.e.: allergies, dietary concerns) and staff will be trained to meet these needs.
· Staff will provide the individual with any support required to manage their personal health needs.
· Where appropriate, assistance and support will be provided in making medical appointments. (i.e.: dentist, doctor, and or specialists)
· Fisher Farm Residential Association Ltd. will assist the individual in accessing other medical services that may be required (i.e.: mental health, social worker etc.).
· All relevant medical information will be shared with staff as needed.
· Staff will assist individuals in taking medications according to medication administration policies and procedures.
· Staff will promote lifestyles that promote physical, mental, and emotional well being.
· Staff will be provided with Medication Administration training and will also receive a medication orientation for each individual that they work with, so long as they administer medications.
Medical/Health care appointment forms must be filled out for every appointment. These are available from Fisher Farm Residential Association Ltd. All completed forms must be turned into Fisher Farm Residential Association Ltd. for review and documentation purposes. These forms will be sent to the guardians upon completion.
B10: Sexuality
You must gain the consent of the guardian, if they have one, before you can engage in conversations about sexuality due to the sensitivity of the topic.
Purpose: This policy is intended to provide staff with the tools necessary to talk with individuals about their sexuality in a professional manner.
Some positive outcomes that come from sexual education include:
· Reduces the chances of sexual abuse by talking about the dynamics of healthy relationships.
· Reduces chance of contracting sexually transmitted infections by talking about proper protective measures.
· Reduces the chances of unwanted pregnancy by discussing different types and the proper use of contraceptives.
· Gaining understanding of how both male and female reproductive systems operate.
Sexual education should also cover other topics related to sexuality which include:
· Different sexual orientations (Heterosexuality, Homosexuality, Trans-gender etc.)
· The rights associated with sexual orientation.
· Reproductive rights.
Policies: Since many individuals that receive our services are involved in intimate relationships, or may want to learn more, it is imperative that these individuals receive the proper information.
Procedure: It is of paramount importance that the privacy of the individual is always respected.
If the individual wants to learn about sexuality, there are a few things that should be noted. If the individual has a guardian, you must gain consent from the guardian before further discussion can take place. If the guardian consents or the individual is their own guardian, then the agency, individual, and guardian (if not own guardian) will look at a few options. One could be appointing a staff member that is knowledgeable on the particular subject to talk with them about it. Others could include providing literature on the subject or tapping into the community resources E.g. Center for Sexuality in Calgary. If the guardian does not give consent, then any further queries about sexuality should be redirected towards the guardian.
Conversations regarding sex and sexuality may include topics such as:
· Medications that are prescribed to an individual that may suppress[1] libido.
· Medications that may suppress[2] the effect of oral contraceptives.
· Accessing training and resources that can specifically target their disability or combinations of disabilities.
· How to handle invasive comments i.e.) Can you have sex?
· Facing disbelief or reluctance when asking for sexual or reproductive advice[3] .
· Facing difficulties in meeting people due to transportation, mobility, or social skills.
· Putting aside their own inner doubts i.e. Body type, disability type etc.
· Conversations regarding the importance of mutual consent.
Staff members are trained on how to have these difficult conversations as the need for them arises. Such training includes how to have conversations about:
· How to choose a partner for a romantic relationship.
· Knowing how and when to disclose their disability.
· Choosing levels of intimacy they are comfortable with[4] .
· Knowing what forms of touching are acceptable.
· Getting married or moving in together.
· Having and parenting children.
· Understanding and mitigating risks associated with intimate relationships.
· How to minimize inconsistent approaches to the management and consequences of close or intimate relationships.
· Understanding the level of risk involved in intimate relationships
Individuals, being especially [5] , also face risks in engaging in intimate relationships with others. As such, staff must be aware of such dangers, and how to warn the individual of said dangers. They are also trained to watch for signs of an abusive relationship in any and all forms. Staff ensure to discuss these risks with individuals and how to identify signs of abuse. Such as:
· Unexplained or unusual injuries.
· Changes in mental health.
· Changes in routine.
· Uncared for appearance.
· Signs of pain.
· Increased incontinence.
· Abnormal or missed menstrual cycles.
· Unexplained lack of money.
· Evidence of intoxication.
Individuals[6] are taught that have a right to their own bodies and that they do not have to submit to the requests of an abuser. They are taught the importance of consent. They are also encouraged to value their self-worth and that they have something meaningful to contribute to a relationship. Individuals have access to and are encouraged to utilize supports such as counseling[7] , physical and emotional supports, and spiritual supports. Furthermore, individuals are educated about online dating and its potential dangers. This includes being exploited for fetishes, being scammed, or being tricked/catfished into believing someone who is under a false identity.
B11: Safe Bathing Protocol
Overview: Fisher Farm Residential Association Ltd. and all Proprietary Homes will ensure that the temperature of flowing water that is provided for personal use by the individuals is within safe limits.
Policy:
❖ Fisher Farm Residential Association Ltd. will ensure that that all flowing water accessible to individuals is within the safe temperature range if they have safe bathing protocol in place.
❖ For individuals requiring assisted baths, staff will ensure the temperature of the bathing water for the individual is within safe limits prior to entering the water.
❖ When an individual must be in the tub[1] prior to filling (i.e. side entry tubs), staff must remain with the individual at all times and monitor temperature during the entire filling process.
❖ Recommended safe water temperature for adults is no higher than 39 C°. (102 F°.)
❖ The water temperature shall be documented on a designated Water Temperature Log sheet.
❖ Staff shall be orientated to the bathing protocol by Fisher Farm Residential Association Ltd., including the use of equipment and water temperature.
❖ Use plastic, non-mercury floating thermometers.
❖ All staff will read the safe bathing training package put forth by ACDS. Each staff member must write and pass the test. A copy of the training certificate will be kept in the staff file.
Procedure:
The water is tested by:
· observing temperature gauge of tub while the tub is filling. (If applicable.)
· observing the *thermometer* in the water once tub is filled.
· Do not use your bare hand to test how hot the water is until proven safe by the thermometer.
Read[2] the thermometer and ensure that the temperature is within the safe limit.
Document the date, time, initials of individual, and water temperature. Ensure that the
tub is cleaned and initial on the designated log. Refer to tub cleaning protocol.
Thermometers must be removed from the tub prior to the individual’s immersion into the water. If the thermometer[3] becomes contaminated, clean it with antibacterial wipes. Replace damaged thermometers or those suspected of inaccuracy. Completed temperature logs are to be submitted to Fisher Farm Residential Association Ltd. for storage. Completed records will be kept on file for one year.
B12: Assistive Technology and Environmental Intervention
Policy: Fisher Farm Residential Association Ltd. is committed to investigate and use the AT/EI in any situation where it would improve the independence or quality of life of the individual(s), whether the equipment is to be in their own homes or in the community. Should the need for an AT/EI device or technology become necessary, Fisher Farm Residential Association Ltd. will ensure a qualified professional will assist in the placement, teaching and/or set up of any such devices. Before any new AT/EI is implemented, guidelines are put in place for appropriate use of the device.
Qualified Professional: A disability specialist (e.g. occupational or physical therapist) with expertise in assessment and prescription of assistive technologies. In certain cases, a “qualified person” within the organization who has taken a train-the-trainer model may be considered the “qualified professional”.
Procedure:
1. The service provider will explore the use of any equipment, product or system that will increase, maintain, or improve the functional capabilities of the individual.
2. Environmental adaptations such as grab bars, ramps, lifts, or modifications to the building will be made as needed.
3. If the devices can be used in ways to limit the autonomy of the individual, assessments will be done by an appropriate qualified professional and guidelines will be written to show how the equipment is intended to be used.
4. The service provider will ensure that staff are aware of and can describe how they follow the AT/EI intended use guideline.
5. The service provider will ensure that documented informed consent is in place for any AT/EI applications that have the potential to limit the autonomy of the individual.
6. The service provider will monitor the equipment and ensure that it is maintained, repaired, or replaced as needed and necessary. They will also ensure repairs are completed within a timely manner.
7. If the AT/EI device used negatively impacts the quality of life of the individual, termination of the device will be considered.
8. Staff are made aware that they must assist the individual in advocating for themselves when determining whether an AT/EI is necessary. Of course, the directions of a professional will always take precedent. Historical and current records of the AT/EI device or implements are readily available and accessible, and informed consent is present where required.
Functional Rooms and Adaptations
Homes will, if required:
-Have enough space for individuals to move around
-Be wheelchair accessible
-Have lowered countertops
-Have safety features such as:
-Alarms
-Non-slip floors
-Mats fixed to floors
-Gates at the top of the stairs
-Drapes and blinds with safe closing mechanisms
-Keep the office area of the home out of the way and secured
B13: Life Changes
Policy: Staff, individuals, guardians, and other stakeholders are to report any significant life changes that may affect the individual to the service provider.
Purpose: To ensure that individuals receive consistent services and are supported in a consistent environment.
Procedure: Stakeholders are required to report if there are any instances of:
· Death in the family or home.
· Domestic violence.
· Loss of a friend.
· Death of a friend.
· Loss or death of a spouse.
· Loss of a girlfriend/boyfriend.
· People moving in, or out of the home.
· Any other disruptive events.
Stakeholders will report any of these events to ensure that the service provider can properly manage the risks involved.
B14: Safety and Security
Overview: Fisher Farm Residential Association Ltd. will create and maintain policies that keep individuals safe and secure. All employees will follow these policies and will have access to these policies and procedures.
Policy: Fisher Farm Residential Association Ltd. will ensure the safety of both staff and individuals.
Procedure:
1. All buildings will be secured during nighttime hours.
2. All outdoor spaces at the residences will be kept in safe condition.
3. All staff will provide a current criminal record before working with any individuals.
4. Ensure the living environment is clean, free of hazards, and organized.
5. Ensure the living environment is heated and cooled properly.
6. Ensure individuals receive adequate and regular medical attention.
7. Ensure individuals receive proper nutrition and a variety of foods that are pleasing.
8. Ensure individuals have keys or a door code to the home.
9. Ensure that staff members are appropriately trained.
10. Ensure everyone is comfortable with their staff/individual and that issues and concerns are resolved in a timely manner.
In addition, staff are responsible to:
o Discussing their concerns with them
o Communicating with other staff
o Doing safety assessments on the individual’s home
B15: Rights and Responsibilities of Individuals
Overview: Fisher Farm Residential Association Ltd. is committed to teaching and upholding the Rights and Responsibilities of all individuals. We believe that in order to be a productive member of the community we must place great importance on ensuring the individual[1] s understand their rights and their responsibilities. These rights and responsibilities are centered upon protecting the individual’s personal freedom of expression, their personal choice and control, prevention from abuse and neglect, confidentiality, and seek to treat the individual with dignity and respect.
Policy: Fisher Farm Residential Association Ltd., volunteers, employees, and Proprietary Families will continually teach and reinforce the individuals’ rights and responsibilities. We understand that this is continual, and we will be available for all questions and will provide any and all materials needed to help the individual understand their rights and responsibilities. This includes but is not limited to the following: help with legal assistance, WCB, human rights, and self- advocacy.
Procedure: As members of the community, we all have rights and responsibilities that go along with all of those rights. It is important that we all recognize that we can’t have one without the other.
RIGHTS AND RESPONSIBILITIES:
Right
Choose where I live and who I live with
Responsibility
Respect the home that I live in.
Contribute to the general housekeeping and agreed upon chores.
Pay my rent on time.
Respect the other people in the home and understand that we have equal rights.
Right
My own space
Responsibility
Take care of my own space, keeping it clean and insect/rodent free.
Respect other people and their own space.
Right
Spend my free time how I choose, including on special occasions and events
Responsibility
Act appropriately in public.
Be respectful of others.
Engage in appropriate, legal activities.
Right
Own a pet if my living situation allows
Responsibility
Be able to care for my pet.
Be able to afford my pet.
Follow the laws about owning a pet.
If I am unable to care for my pet, I must find someone who will take good care of my pet.
Right
Have relationships with friends and family. I can talk with them and see/share the events in my life with the people I feel are important to me
Responsibility
Treat people well.
Call at reasonable hours.
Tell them the truth.
To not harass the people in my life.
Right
Make/receive phone calls
Responsibility
Call at good times of the day.
Be polite on the phone.
Pay attention to the other person on the phone and not watch television or eat while I am on the phone.
Right
Disagree
Responsibility
Try to listen to both sides.
Tell the truth.
Let others talk and be a good listener.
Respect that not everyone will agree with me.
Right
Express my opinion whether verbally or through facial expressions, gestures, and body language
Responsibilty
Be respectful when expressing my opinion.
Remember that not everyone will agree with my opinion.
Listen to other points of view.
Understand that other people have their own opinions and beliefs.
Right
Take part in events in the community
Responsibility
Be informed about community events.
Ask for help when I need it to attend or participate in community events.
Be respectful.
Do your duty If directly involved with events.
Right
To have a job or volunteer
Responsibility
Go to work on time.
Work hard while I am there.
Ask questions when I don’t understand.
Respect the people I work with and for.
Dress appropriately.
Right
From being discriminated against in the workplace
Responsibility
I understand that I will not be denied employment based on my race, age, gender identity or expression, sexual orientation, marital status, ethnicity, national or ethnic origin, color, religion, family status, genetic characteristics, disability or if I have committed an offence for which a pardon has been granted. I will also be treated in the same manner as all other employees. I will not be denied raises, promotions, full membership within the organization, be differentiated from, receive misappropriate wages and my work shall be valued the same as others.
Right
Stand up for myself
Responsibilty
Be informed of my rights.
Understand that everyone has rights.
Be respectful.
Ask questions.
Right
Make my own decisions such as how to spend my free time
Responsibility
Be informed.
Ask questions.
Understand when things are illegal, immoral.
Understand how these decisions will affect my life.
Understand when things I decide may be harmful.
Right
Spend time alone when I choose
Responsibility
Respect others when they choose to spend time alone.
Let others know where I am.
Choose safe places to be alone.
Right
Vote in a Federal, Provincial or Municipal election
Responsibility
Be informed.
Bring any and all required identification so I can vote.
Right
Relationships
Responsibilty
Respect others.
Be truthful.
Talk to each other.
Develop new relationships with new people.
Right
To be touched in a way I want to be touched, and not be subject to any cruel treatment or punishment.
Responsibilty
Respect others’ rights and how they want to be touched.
Tell someone I trust if I am being abused and touched in ways that make me uncomfortable.
Right
Choose what I want to wear
Responsibility
Wear appropriate clothing.
Right
Choose what I want to eat
Responsibility
Make healthy food choices.
Clean up after myself.
Have enough money to pay for my meal if I eat out.
Right
To learn
Responsibilities
Show up for classes on time.
Have enough money to pay for the class I am enrolled in.
Pay attention.
Be respectful of others in my class.
Right
Choose my own doctor, dentist, and pharmacy that I trust
Responsibility
Treat my doctor with respect.
Listen to my doctors’ recommendations.
Be at my appointments on time.
Take my medications as prescribed.
Ask questions when I don’t understand or want more information.
Right
Choose my own religion and practice my own beliefs
Responsibility
Be respectful of other people’s beliefs and culture.
Be on time for services.
Learn about my religion and culture.
Right
Sexuality
Responsibility
Remember that some things are private.
Keep myself healthy and clean.
Be respectful of others.
Go to the doctor regularly.
Be informed on rights associated with sexuality.
Right
To Smoke/Vape
Responsibility
In designated smoking areas only, as I must respect the law as well as others’ rights to a smoke free environment. I will also not vape indoors in places where it is prohibited.
Right
Of Movement
Responsibility
I am free to move about Canada and in and out of the country so long as my guardian approves, and I can afford the costs of travel.
I will be respectful when engaging with those from other places.
Right
To Expression, Belief and Opinion
Responsibility
Voice my opinions in a polite and respectful manner.
Understand that not everyone has the same beliefs as me.
I am allowed to express myself freely as I choose, so as long as it does not cause harm to others.
Right
To Peaceful Assembly
I can express my opinion with those who share the same values as me, as long as it is done in a peaceful and respectful manner.
Right
Life, Liberty, and Security
Responsibilty
I am entitled to live freely and feel safe in my community.
Right
From being discriminated against
I in turn will not discriminate against others. I understand discrimination means: the denial of goods, services, facilities, or accommodation available to the general public. If restrictions are placed on these rights, this is also considered discrimination. This right, however, is subject to certain exceptions as per the Canadian Charter of Human Rights.
Right
From Harassment and Sexual Harassment
Responsibility
I have a right to not be harassed physically or sexually based on my sex, age, marital status, gender identity or expression, family status, genetic characteristics, disability, national or ethnic origin, color, race or if I have been convicted of an offence for which a pardon has been granted. I will also not harass others based on the above.
Right
From unlawful or unwarranted search or detainment
ResponRsesponsibilityibiltyhabeas Rcorpus
I will respect and cooperate with members of law enforcement. I will also know my personal rights against unlawful search, seizure, and detainment. If I am detained, I know I have a right to:
· Be informed promptly of the reasons.
· To retain and instruct counsel without delay and to be informed of that right.
· To have the nature of the detention in accordance with habeas corpus and to be released if the detention is unlawful.
Right
Basic Human Rights under the Canadian Charter of Rights and Freedoms, The Alberta Human Rights Act, the Freedom of Information Protection Act (FOIP), and the Canadian Human Rights Act
Responsibility
I will understand my basic human rights and advocate for myself when I am able, or I will have someone available to help me advocate for myself. These rights extend to persons of all races, ethnicities, sex, sexual orientation, gender identity and expression, culture, religion, age, marital status, family status, genetic characteristics, or someone who has been convicted of an offence where a pardon has been granted.
Right
Aboriginal Rights: As stated in the Canadian Charter of Rights and Freedoms:
“The guarantee in this Charter of certain rights and freedoms shall not be construed so as to abrogate or derogate from any aboriginal, treaty or other rights or freedoms that pertain to the aboriginal peoples of Canada including.
(a) any rights or freedoms that have been recognized by the Royal Proclamation of October 7, 1763; and
(b) any rights or freedoms that now exist by way of land claims agreements or may be so acquired”
Responsibilty
I will represent the aboriginal community well by being respectful of others and will understand that there are specific rights I may have as an aboriginal person. I understand that in this case the term Aboriginal refers to those of Indian, Intuit or Metis origin, and that aboriginal treaty rights extend to both sexes, regardless of gender identity or sexual orientation.
Right
To a resolution if my rights are violated
Responsibilty
I have the right to receive a resolution if my rights are violated. I must be respectful of this process.
Right
Rights within the Legal and Judicial System. I know that any person charged with an offence has the right to:
· To be informed promptly of the offence
· To be tried within a reasonable time
· Not to be compelled to be a witness in proceedings against the offence
· To be presumed innocent until proven guilty
· Not to be denied reasonable bail without just cause
· except in the case of an offence under military law tried before a military tribunal, to the benefit of trial by jury where the maximum punishment for the offence is imprisonment for five years or a more severe punishment.
· Not to be found guilty on account of any act or omission unless, at the time of the act or omission, it constituted an offence under Canadian or international law or was criminal according to the general principles of law recognized by the community of nations.
· If finally acquitted of the offence, not to be tried for it again and, if finally found guilty and punished for the offence, not to be tried or punished for it again; and
· If found guilty of the offence and if the punishment for the offence has been varied between the time of commission
· and the time of sentencing, to the benefit of the lesser punishment.
· If I am a witness who testifies in any proceedings, I have the right not to have any incriminating evidence so given used to incriminate that witness in any other proceedings, except in a prosecution for perjury or for the giving of contradictory evidence
Responsibility
I will respect and cooperate with members of the legal and judicial system such as police officers, judges, legal aides, and others associated with this process. I also am aware that if I am unable to speak English, or at all, an interpreter will be provided for me.
Right
To Individuality
Responsibility
Respect others individuality.
Respect the preferences of others music, clothes, TV shows, etc.
Right
To Privacy and Confidentiality
Responsibility
I understand that some things are meant to be kept private. I will respect others privacy in turn. I also understand that my privacy is protected. However my information can be disclosed depending on the various divisions set out as per the FOIP act.
Right
To Access
Responsibility
I have a right to access my own information, and I will do so in a respectful manner. I have been informed on how to access my own information.
Right
To Informed Consent
Responsibilty
I understand what I am giving my consent to by verbal acknowledgement and by demonstrating my understanding of what I am agreeing to. If I am unable to communicate verbally, staff ensure that I can demonstrate my understanding of what I am consenting to. I am properly informed that I can withdraw consent at any time and the -ramifications of providing consent.
Right
To Communication
Responsibility
I have the right to communicate and to be communicated to by the federal and provincial governments or their departments in either English or French.
Right
To Language
Responsibility
I have the right to participate in debates in the house of parliament in either English or French, as well as in court proceedings. I will be respectful of others in any language.
Right
To Equality
Responsibility
I know that I am considered an equal within the eyes of the law. I will treat others as equals and with respect and dignity. I am protected from discrimination from sex, gender, race, ethnicity, nationality, color, religion, mental or physical disability.
Right
To Accommodation
Responsibility
I have a right to accommodation within the workplace and anywhere else I may require it (within reason). I will also accommodate others as best I can.
Right
To Association
Responsibility
To associate with whom, I please in a respectful manner. I am able to join different groups, political parties, organizations, not for profits etc.
In addition to the above rights, the rights of the Canadian Charter of Rights are to be taken into consideration at all times. Individuals are also informed about each of their rights including but not limited to:
· What options are available and provide meaningful options.
· Clear and balanced information.
· Emotional support education and assistance.
· Opportunities to apply, develop or exercise their decision-making skills.
· Opportunities to pursue choices that may involve an element of risk.
· Direction for, on and advice around decisions, including providing alternate options.
The rights and responsibilities of individuals will also differ based on the individual’s situation, the service provider must be aware of this, and consider the wishes of an alternate decision maker when appropriate.
The individuals also have a natural support system that supports their decision making and the service provider supports them to make their own choices and knows when to engage others from the individuals support network.
The Rights and Responsibilities will be reviewed by individuals, staff, and the board, and will be amended as necessary on at least an annual basis.
C1:Risk Management
Definition[1] of risk is: “a probability or threat of damage, injury, liability, loss, or any other negative occurrence that is caused by external or internal vulnerabilities, and that may be avoided through pre-emptive actions”.
Policy: Fisher Farm Residential Association Ltd. recognizes its need to ensure both formal and informal levels of risk management for those individuals receiving services, for our employees, for the community, and for the agency. Fisher Farm Residential Association Ltd. is committed to ensuring safety at all levels. Risk management will include developing and implementation of strategies, as well as continual review and evaluation of those strategies. Once a risk has been identified, we take steps to eliminate or reduce said risk such as compiling a list of corrective action to be taken, categorizing the risks accordingly and ensuring that we document absolutely every part of the risk management process.
Risk management is a top priority for Fisher Farm Residential Association Ltd., for the community, our individuals, our employees, and the organization as a whole. One of the key parts of this process is creating an impact analysis to determine what is an acceptable or unacceptable level of risk.
Individuals: Fisher Farm Residential Association Ltd. will ensure individuals receive the information as stated below:
· Information on abuse, how to recognize abuse, and how to report it
· Information on their rights, self-advocacy, and how to access supports needed
· Completion of risk assessments as needed
· Completion of functional assessments that consider past history, medical information, and behaviors of concern
· Trauma Informed Care training
· Support through meetings with qualified professionals as needed
· Creation, implementation, and reviews as necessary of any behavioral support plans
Along with following the points above, matching individuals with adequately trained staff that are able to meet their unique needs is important (FASD, Autism, behaviors of concern, etc.) and will be considered at all times. Individuals who we feel will not be able to be matched will be referred to other service providers.
Employees: Fisher Farm Residential Association Ltd. will ensure employees receive the information as stated below:
· Mandatory training: CPR/First Aid Positive Behavior Supports, Abuse and Prevention Protocol, CPI, Trauma Informed Care, Medication Administration, Universal Precautions familiarization and FOIP. Staff will also be trained in awareness specific to the individuals with whom they work with as well as, such as Mental Health First Aid or Awareness where necessary.
[2]
· Training in any support programs; positive, planned restrictive, or unanticipated behaviors of concern.
· Staff are expected to be aware of their surroundings, being able to spot potential hazards, and, with time, learning what may trigger behaviors of concern.
In addition to following the above guidelines, only staff with adequate training and resources will be matched with individuals who have more specific needs (FASD, Autism, behaviors of concern, etc.) All staff also have the right to refuse any work that is unsafe, or out of their realm of expertise. Additionally, we have a committee that we have formed specifically to deal with the risks pertaining to employees and the organization.
Individuals[3] that are deemed to have complex needs will have a risk analysis that is reviewed every six months by the Behavioral Committee or whenever there is a notable change in behavior. However initially, and every year afterwards, the risk analysis shall be completed with the case worker present. [4] Special consideration and training are also required for those with complex needs. Courses such as Trauma Informed Care and Mental Health First Aid are mandatory normally. But with individuals who have complex needs, utilizing the information in these courses is absolutely vital.
Organization:
· Board of Directors responsibilities:
· Yearly reviews of HR plan, Strategic Business Plan, Continuity Plan
· Financial and Reporting guidelines as set forth by the funder
· Responsibility to be fiscally responsible[5] with staffing, scheduling, administrative purchases, and mechanisms.
· Review Policy and Procedure, risk management, file management and implement best practice on a regularly occurring basis.
In addition to following the above, Fisher Farm Residential Association Ltd. will always take into consideration the unique and or complex needs of every individual seeking services. Individuals with complexities that we feel cannot serve safely, and adequately will be referred to another agency.
Community:
· Assess potential risks in the community, and make plans for mitigating any risk that is real or inferred
· Forge partnerships and friendships with businesses and other people in the community
· Encourage staff and individuals to be respectful and use appropriate etiquette at all times. As an agency it is our job to ensure that risk to the community is mitigated (i.e.: individuals with behaviors of concern should be adequately supervised)[6]
C2:Individuial Funds Handling
Purpose[1] : To ensure that staff, guardians, individuals, and contractors understand the guidelines around how to properly manage funds. This policy is also here to help ensure that our individuals are free from exploitation whether real or perceived. If this policy is followed it will also prevent staff from accusations that may arise around money.
Policy:[2] Association Ltd., does not charge any fees for assisting individuals with the management of their money. We want to see individuals handle their money in the most responsible way possible. Staff [3] and contractors are to respect the individual’s independence but shall provide suggestions or advice when requested.
Procedure: If staff/contractors manage an individual’s funds directly, they are required to keep track of receipts and complete any funds tracking forms. These forms are to be provided to the trustee for review, whether private or public. If there is a significant discrepancy without justification ($5.00 or more per month), the service provider will inquire into what is occurring and/or will investigate. The service provider will also investigate if there are significant discrepancies, or if there is a pattern of discrepancy. If a staff member loses a receipt, then they should inform their direct supervisor as soon as possible and, if a reprint cannot be obtained, write the amount and date on a piece of paper and submit.
Residences: Individuals’ funds that are directly managed by staff shall be kept locked in a secure location, most likely at the office. Individuals who manage their own funds may keep and have access to their money at this secure location, if they so choose.
[4]
Credit Cards: Staff are not to handle an individual’s credit and/or debit card without first speaking with management, who will obtain permission from the guardian/trustee or the individual if they are independent. Staff are not to sign individuals up for items online without explicit guardian permission and management involvement. This is to ensure that the individual is safe from abuse, perceived or real. This policy will also ensure that staff receive the proper knowledge in order to protect themselves from wrongful accusation, and to ensure that staff are aware of what they can and can’t do.
Some of the things that are prohibited:
Using an individual’s credit or debit card to buy items[5] for staff then paying the individual the amount owing.
· Restricting the individual from their credit/debit card without guardian permission.
If applicable, always ensure guardian/trustee consent is obtained for any larger purchases.
C3:Moving Policy
Purpose: This policy will set out clear guidelines about what a staff member’s responsibilities are in regard to assisting an individual move and/or clean their former residence up after they move out.
Moving Policy: The agency does not encourage staff members to assist individuals with moving and cleaning after the individual has moved out. The individual should try to utilize natural supports as much as possible. If they need help arranging someone to assist them in moving, then the staff member will help them to find assistance. Helping with moving during company time is not advisable, as[1] we are not a moving company and PDD[2] funding does not stipulate that front line staff act as such. Staff are also discouraged to assist with moving during personal time because WCB will most likely not cover you for any injuries sustained.
[3]
Cleaning Policy: Staff are advised not to assist with cleaning because if the cleaning is not done up to the standards of the landlord/lady then the staff member, or the agency may become liable for cleaning expenses and/or[4] repairs. Assistance with cleaning is a part of many people’s regular programs. Assisting in keeping someone’s house clean is different from helping them clean their home for the owner’s final inspection[5] .
For example: Today you assisted Jack Costan with cleaning the house out of which he is moving[6] . You finish your shift and tell him that you will be back the next day to assist with more cleaning. Jack Costan then gives his keys back to the landlord, stating that the house is clean and tells his family that you assisted him with the cleaning. The family is later surprised when the landlord refuses to return their damage deposit. The family then calls the agency and demands that the agency covers their loss as the staff member was supposed to assist the individual to clean their house properly. This could create a very interesting issue as it puts the staff member in the crossfire of the family/guardian/trustee, and the agency.
Alternatively, if the staff member actually does an excellent[7] job assisting the individual with cleaning, and the owner start[8] s nitpicking about things, trying[9] to take advantage of the fact that their tenant has a developmental disability, then it also puts you and t[10] he agency in the crossfire.
C4:Vehicle and Machinery Safety
Purpose: To ensure that all employees and individuals of Fisher Farm Residential Association Ltd. adhere to appropriate vehicle safety, and to ensure that all staff keep records of vehicle maintenance that can be forwarded to Fisher Farm Residential Association Ltd., if requested[1] .
Policy: Employees of Fisher Farm Residential Association Ltd. will at all times uphold safe and appropriate driving practices.
Procedure: Employees of Fisher Farm Residential Association Ltd. will ensure that, at all times, they are:
1. Driving in a safe manner. Any tickets of fines received or given to the employee are solely the responsibility of the employee and NOT Fisher Farm Residential Association Ltd. nor the individuals.
2. Seat belts will be worn at all times by employees and Individuals.[2]
3. Employees are not to leave a vehicle running with individuals in said vehicle.
4. Employees are to ensure that the individuals do not open doors before the vehicle is stopped and has been turned off and/or parked in a safe manner.
5. Employees are to ensure that vehicle maintenance [3] records are saved and are available for administration to see, if requested.
C5:Medication Administration
Overview: Fisher Farm Residential Association Ltd. is committed to the safe handling, storage and accurate medication administration for prescribed and over the counter medications. All staff will be trained by a qualified professional [1] with current credentials, who will have one of the following certifications: A pharmacist, pharmacy technician, registered nurse, licensed practical nurse, or emergency medical technician.
Policy:
❖ All herbal remedies will be fully disclosed to the individual’s doctor and or pharmacist and will be marked as to the time medications are to be taken.
❖ No medication[2] shall be administered until first being reviewed by the individual’s[3] doctor or pharmacist.
❖ No medication will be administered to an individual without the consent of the guardian and/or individual as applicable to each situation.
❖ Staff will receive regular training in handling medications through courses and in-service training by a qualified person.
❖ No staff will administer medication unless they are qualified to do so.
❖ Individuals/Guardian will have full disclosure of any and all medication they are receiving.
❖ Prescribed medications will be taken according to the physician’s instructions.
❖ Non-prescription medications will be taken according to the distributor’s[4] instructions and verified with the individual’s pharmacist to avoid any potential drug interactions.
❖ Every medication will be documented.
❖ Staff will use a three-check system in order to prevent errors: 1. Check that the name on the bottle/pill package matches the individual; 2. Check the strength and[5] dosage to ensure that it matches; 3. Check the frequency against the administration route, the medical order, and the medication container.
❖ All medication errors will be documented and will follow the Medication Error Policy and Procedure.
❖ Proficiency training/monitoring and in-house training of individuals and staff will be done by a member of Fisher Farm Residential Association Ltd. Administration [6] as per training schedule and Policy and Procedure Manual, or sooner if necessary or requested.
Self-Administration Medications: Staff will check bubble packs[7] when they arrive on shift or in the case of proprietary home. The proprietor [8] will check the bubble packs daily to ensure medication is being taken. If the medication is taken while there is staff on shift, they are to witness the individual taking the medication. In either case, any individual who self-administers their own medication must sign the medication binder showing they have taken their medication.
If the individual wishes to self-administer their own medication they must first be evaluated at their level of competency, and they must have the written support of their guardian[9] . Both of these criteria must be met before they are allowed to administer their own medications. This process will be reviewed annually or sooner if there is cause for concern. Individuals who self-administer their own medications will sign off in their medication binder.
❖ Staff will provide the appropriate amount of support required for each individual situation, such as verbal prompts or hands on assistance.
❖ If hands on assistance is requested, the staff will wash their hands before/after and adhere to the 9 Rights of Assisting with Medication.
❖ Prescribed medication will be bubble packaged by the pharmacy to avoid medication errors.
❖ Non-Prescribed[10] medication will be stored in original containers.
❖ Medications will be stored according to the pharmacist’s directions. (i.e. if refrigeration is required)
❖ All medications will be stored in a place that is agreeable to the individual, Guardian and Support Home.
Staff Administered Medications:
❖ Staff that administers medication must be qualified and oriented to that specific individual before administering any medication. Orientation may involve shadowing experience and qualified staff, and depending on the situation, med checklists may be used.
❖ Staff are required to complete the Fisher Farm Residential Association Ltd. Medication Orientation Package[11] prior to administering any medication. Staff must renew their medication administration every 24 months.
❖ All prescribed and non-prescribed medications will be stored in a locked cabinet.
❖ Medication that requires refrigeration will be kept in a locked box in the fridge.
❖ The medication will remain locked at all times unless medication is being administered or refill/medications are being deposited into the locked cabinet.
❖ The staff will have a key or combination to the locked medication cabinet.
❖ Staff will wash their hands before and after medication administration.
❖ Medication will be dispensed in disposable medication cups to avoid any skin contact.
❖ Appropriate[12] medicine measuring containers are to be used to ensure accuracy. (droppers, medicine cups, medication spoons with the measurements clearly and accurately marked)
❖ Staff will dispense medication in a quiet location with minimal distractions and will follow the 9 Rights of Assisting with Medication Administration[13] .
❖ Staff will be aware of the therapeutic action and adverse effects of the medications they are administering.
❖ Staff are to remain with the individual to ensure all medication is swallowed and then document with their initials in the Fisher Farm Residential Association Ltd. medication administration sheets once the medication is successfully administered.
Staff should be aware of the different types of medications that an individual in their care is taking, along with the potential side effects. The agency has a “Compendium of Pharmaceuticals and Specialties”. This book contains a vast wellspring of information on any medication that you can think of.
Medication Refusal: In the case of medications that are to be taken on a strict time schedule:
a) Staff are to contact the individual’s personal physician, pharmacist or emergency department for instructions.
b) The instructions will be documented and read back to medical personnel contacted to ensure accuracy.
c) The administrator[14] or immediate supervisor will be contacted and informed in this situation.
d) The refusal will be documented in the individual’s[15] Medical Sign Sheet and a Medication Error/Refusal Report will be completed and signed be staff.
In the case that medication is not on a strict time schedule:
a) Staff will wait 30 minutes and then try to administer medication again.
b) If medication is self-administered, then verbal prompts will be provided by staff.
c) If refusal continues then follow step 1 in the Medication Refusal Policy[16] .
C6: Disciplinary Protocol for Medication Administration Errors
Purpose: To ensure all staff training is adequate and that the health and safety of all individuals are upheld to the highest standard possible.
Policy: Fisher Farm Residential Association Ltd. will ensure that all individuals' care and medications are managed appropriately and according to directions. Not all medication errors are created equally. Minor documentation errors do not bear the same weight as other errors, such as a Wrong time or Wrong Person error. For minor mistakes, we will work with staff on further prevention in the future. For more significant errors, staff may need retraining and be barred from administering medication until retraining occurs.
For minor documentation errors: accidentally signing the wrong spot, forgetting to sign off, administering on the wrong day (But at the correct time), etc.
If a first medication error occurs, the staff member responsible receives a verbal warning from their immediate supervisor and a note in their HR file. At this time, a review meeting will take place to ensure the staff member is familiar with all medications and administration responsibilities.
The second error in six months requires the staff member to come in and talk with their supervisor to attempt to rectify the issue. The staff member is then provided with a written warning.
The third error in six months is a second written warning. The staff member will be allowed to administer medication once they have retaken their medication administration training. The administration will consider moving the staff member to a position where they do not have to administer medications. Staff will be placed on a three-month probationary period.
The fourth error: If they complete their medication administration training and have another medication administration error within the 3-month probationary period, their employment will be terminated.
For more significant errors, correct timing, failing to count medications correctly, wrong route, etc.
If a first medication error occurs, the staff member responsible is issued a written warning by their immediate supervisor. A review meeting will ensure the staff member is familiar with all medications and administration responsibilities.
Suppose a second medication error occurs by the same staff person. In that case, that person will receive a second written warning, be placed on three-month probation, and be required to take the medication administration training course.
If the same staff member makes a third medication error in a six-month period, his/her employment will be terminated.
For severe errors: Any error considered severe is made because of a significant threat to the person's well-being and life. These errors are examined on a case-by-case basis. One example of a severe error would be a wrong person error (or a specific wrong dose or time error). However, administering medications to the wrong person may not cause significant harm in some cases; the probability of harm, adverse reaction, anaphylaxis, and death is significantly higher than most other medication errors. Depending on how egregious the error is (and the harm that it caused or had the potential to cause), the staff member may be suspended, put on probation, barred from administering medications or terminated.
The health and safety of the individual/s we support is of the utmost importance to this agency.
C7: Temperature
Policy: Where residents of a supportive living accommodation are unable to adjust the temperature in their rooms and common areas, the service provider will ensure that the heating and cooling of the environment and ventilation support their safety and comfort.
Procedure: Residents of a supportive living accommodation will always have safe and comfortable air temperature within the staff's control. All heating and ventilation systems will be regularly maintained and in good working order, ensuring a proactive approach to resident safety and comfort.
In the event of exterior environmental climate change, if the air temperature exceeds the residents' comfort level, the support home will take extra care to cool the environment.
This may include, but is not limited to:
v Relocating to a cooler portion of the home. i.e., The basement.
v Providing extra fluids to avoid heat dehydration.
v Cool clothes that the residents will apply themselves.
v Sitting in an area with a fan that provides cool air.
v Relocating to a building or facility with air conditioning.
C8: Scheduled and Preventative Maintenance
Overview: All support homes in relation to Fisher Farm Residential Association Ltd. play a crucial role in the mandatory scheduled preventative maintenance and repair program, ensuring the safety and comfort of all residents.
Policy: Fisher Farm Residential Association Ltd. will ensure that all operator-owned and proprietary-owned buildings, structures, furnishings, and equipment are well-maintained and in good working order. This includes mandatory participation in a scheduled preventative maintenance and repair program. Monthly home maintenance logs are to be submitted to the agency and kept on file for one year.
Procedure: The following Maintenance Logs will be updated and returned to the Administrator quarterly for review.
v Furnace Maintenance
v Carbon Monoxide monitoring
v Smoke Detectors
v Water Temperature
v Furniture inspection for potential hazards and maintenance
v Emergency kit for all vehicles transporting individuals
v Emergency Evacuation/Severe Weather kit
v Escape Plan posted and reviewed
The Emergency Evacuation/Severe Weather plan will be posted and practiced monthly using the sound of the fire alarm. This regular practice will ensure that all staff and residents feel prepared and secure in the event of an emergency.
Emergency numbers, 911 addresses, and/or street or legal land descriptions should be clearly posted in a common area near a telephone or on the fridge.
C9: Laundry
Policy: All Proprietary Homes and Respite Providers for Fisher Farm Residential Association Ltd. will provide individuals with laundry facilities. The level of these services will be dependent on the individual, but laundry equipment will be provided regardless of the situation. In an independent living situation, staff will monitor the laundry facilities and help the individual maintain their laundry with on-site facilities or transportation to the local Laundromat.
Fisher Farm Residential Association Ltd., Proprietary Homes, and Respite Providers will ensure that individuals have towels and linens that are in good condition and clean, fresh, and dry. The bedding will be changed regularly (once per week unless needed sooner) to ensure a clean, comfortable, and healthy living environment for each resident.
If the individual is living independently, staff will assist and encourage the individual to ensure that towels and linens are in good condition and clean, fresh, and dry. The bedding will be changed regularly to provide a clean, comfortable, and healthy living environment.
Procedure:
v Inspect linens and towels regularly to ensure they are in good condition.
v Bedding will be changed regularly and more often if the need arises.
v If an individual soils the bed, the bedding will be changed immediately, and the support home will ensure that the mattress is clean, dry, and in good condition. Soiled linens and garments will be washed using a sanitary setting on the washing machine. If no sanitary setting is available, staff will ensure the linens and garments are adequately laundered at a laundry facility.
v Fisher Farm Residential Association Ltd. and all Propriety homes will provide a laundry service for all individuals. This service will depend on the individual's ability and willingness to do their own laundry.
v If the individual cannot do their laundry, Fisher Farm Residential Association Ltd. will provide all laundry services. Unless otherwise stated, laundry detergent, Stain Remover, and Fabric Softener will be provided in the individual room and Board portions of their rent.
v If one individual requires specialized detergent due to allergies/health concerns or prefers to purchase their own, those detergents will be the personal property of that individual. They will only be used by/for that individual.
v When individuals wish to do their own laundry, the service provider will ensure that laundry facilities are available. All individuals will be informed of the services provided or the facilities available prior to moving into the facility/residential situation. Fisher Farm Residential Association Ltd. will ensure that all laundry equipment on their premises is safe and in good working order. If the individual requires transportation to the local laundry service, staff will accommodate the individual during staffing hours.
C10: Entrance, Walkways, Stairways
Overview: Fisher Farm Residential Association Ltd. wants to ensure that all staff and individuals understand the correct and allowed usages of entrances, walkways, and stairways. According to the escape/evacuation plan, all entrances, exits, stairways, walkways, and ramps will be kept debris-free. These routes may need to be used as escape/evacuation routes. All entrances, exits, walkways, ramps, and stairways will be kept clean and well-maintained to prevent slips, falls, and trips.
Policy: At Fisher Farm Residential Association Ltd., the safety of all staff and individuals is of utmost importance. We are committed to ensuring a safe environment for everyone.
Procedures:
Entrances:
v No blockages.
v Nothing that can be tripped on, slipped on, or that could hinder a person from evacuating.
v No rips in carpeting or tears in flooring.
v Free of clutter.
Stairway:
v The handrail on the stairway is a crucial safety feature. It must extend the entire length of the stairway and be completely secure, providing reliable support for all users.
v Nothing that can be tripped on, slipped on, or that could hinder a person from evacuating.
v No rips in carpeting or tears in flooring.
v No blockages.
v Free of clutter.
Walkways and Ramps
v Interior: Non-slip or abrasive surfaces are acceptable. No blockages or clutter. The flooring must be free of tears or lifting surfaces.
v Exterior: Free of the elements such as ice, snow, slippery leaves, or dirt. The cement shall be in good condition, free of debris and clutter, and lifted or sunken concrete shall be repaired reasonably.
C11: Emergency Response and Preparedness
Overview: At Fisher Farm Residential Association Ltd., our top priority is the safety and well-being of our individuals and staff. We are committed to providing a safe and secure environment for all.
Policy: All work sites will have first aid kits and emergency kits. Some situations require different responses. Fisher Farm Residential Association Ltd. has outlined the various situations and the appropriate responses to each situation. Importantly, Fisher Farm Residential Association Ltd. will diligently review all Emergency Response and Preparedness Policies on a yearly basis, ensuring our commitment to your safety is always up to date.
Procedure: In any emergency or crisis, it is essential to think logically and clearly. The best protection during these times is to prepare for the event, keeping the necessary equipment and supplies organized and available.
Our priorities in the event of an emergency, crisis, or disaster are as follows:
1) People
2) Environment
3) Property
Emergency: A situation that poses an immediate risk to health, life, property, or environment. Most emergencies require urgent intervention and coordination of actions to prevent the worsening of the situation.
Crisis: any event that is, or is expected to lead to, an unstable and dangerous situation affecting an individual, group, or community. Crises are deemed to be negative changes that occur abruptly, with little or no warning.
Disaster: A natural or artificial event of substantial extent and/or causing significant physical damage or destruction, loss of life, or drastic change to the environment. A disaster can be any tragic event that presents significant loss from events such as tornados, floods, catastrophic accidents, fires, or explosions. It is a situation that causes massive damage to life and property and destroys people's economic, social, and cultural life.
Refer to Appendix: Appendix #1 Emergency Action Plan
C12: Unfavorable Weather Conditions
Winter Conditions:
Purpose: To set clear guidelines about when work is to be canceled.
Policy:
· Winter conditions are the most dangerous conditions that we see in Alberta.
· Winter weather: Generally, if local schools are canceled, we will cancel our community access, SIL support, and employment support.
· Residential supports will be continued as usual. We will attempt to relieve residential staff when their shift ends, but they may be mandated to stay longer if relief is unable to safely make it there on time.
· Additionally, if the temperature has dropped below -30 degrees Celsius (-22 degrees Fahrenheit) without windchill, work will be modified if possible or canceled if necessary.
· If the windchill is extreme, then work may also be canceled.
· If there has been an excessive amount of snow, then work may also be canceled. Administration may cancel work the day before if extreme weather is anticipated.
· Work may also be canceled in a particular region and not another, depending on various factors.
· If less than 24 hours notice is given to the staff before cancellation, then the staff member shall be paid for 3 hours at the sleep rate.
Procedure:
· Administration will contact staff, proprietors, residences, and guardians (if necessary) if the weather is severe enough to warrant canceling work.
· The Administration will prioritize whom to call first and determine which media would be the most effective, such as calling, texting, carrier pigeon, email, etc. Staff should assume that only one day has been canceled unless otherwise specified.
Other Adverse Conditions:
Policy: Certain conditions may not be conducive to work; these conditions may include but are not limited to:
· Extreme heat
· Extreme wind
· Dust storms
· Extreme thunder or hailstorms
· Smoky conditions
· Tornados
Procedure:
· If scorching temperatures arise during the summer, the administration may call off work.
· If temperatures rise to 30 degrees Celsius or above, then staff are advised to call the office to assess whether it is feasible for work to continue.
· Some people may have medical reasons why they can not be out in scorching temperatures; other people are not bothered as much.
· If it is windy, it may not be suitable for people to be outside and driving if it is severe enough.
· Staff and individuals are advised to seek cover if it looks like there will be a thunder/hailstorm.
· Staff and individuals with asthma or other respiratory issues should avoid physical exertion if there is excessive smoke or dust in the air.
· Administration will contact staff, proprietors, residences, and guardians (if necessary) if the weather is severe enough to warrant canceling work.
· The administration will prioritize whom to call first and determine which media would be the most effective, such as calling, texting, carrier pigeon, email, etc. Staff should assume that only one day has been canceled unless otherwise specified.
C13: On Call Phone
Purpose: To ensure that staff know what we expect of them when they have the on-call phone.
Policy:
· Management will take turns periodically being on call (typically a week at a time). The office will devise a schedule to ensure smooth operations.
· Staff will record the general theme of conversations in the communications book and note essential details about the conversation for later review. Staff will not use full names in the book; they will instead use initials. Staff will not record phone numbers either, but they will record when calls took place.
· Staff will record initial incidents and then have a follow-up section. On-call staff will also fill out incident reports when necessary.
Procedure:
· Whoever has the phone will use proper etiquette. They will not use the phone for personal use unless it’s an emergency. Staff will refrain from using the phone for personal use in general. Staff may use the phone to look up things that pertain to their job.
· Staff will not use the phone to help organize their personal lives, nor will they use it to access social media.
· Staff are not to use this phone to intentionally access any form of pornography, online shopping, or any other content accessed in what could be considered bad taste.
· If a staff member misses a phone call, they must return it immediately. If the staff member comes across a situation where they cannot resolve the issue, or if the call volume is too high, they can contact management to resolve the issue or get management to take a few calls.
· Staff caught in breach of this policy will be disciplined to the extent necessary.
C14: Emergency Survival Kit
Home and Evacuation
The proprietary Home/Respite Provider is responsible for providing the following emergency kits: In the event of an independent living situation, the individual will be financially responsible for having the home emergency survival kit. The staff, as the first responders, will be financially responsible for keeping the vehicle emergency kit in order, a crucial element in their preparedness and accountability.
In a backpack or duffle bag:
· Copy of this emergency preparedness plane
· Cash in small bills
· Non-perishable food
· Water for drinking and sanitation
· Phone charger
· Battery-powered radio
· Extra batteries
· Toiletries
· Garbage bags and moist towelettes
· Dust masks
· Whistle
· Local map
· Pen and notepad
· Important Documentation. (Medical information, emergency contacts.)
· Flashlight and extra batteries OR crank flashlight.
· Battery Powered Radio and extra batteries.
· First Aid Kit.
· Candles and waterproof matches.
· Extra set of car keys. (If possible.)
· Can opener, spoons, paper towel.
· Extra blankets.
· Anti-bacterial wipes.
Having at least ¼ tank of fuel in your vehicle at all times would be beneficial in almost any emergency.
C15: Emergency Vehicle Kit
Policy: As the proprietary Home/Respite Provider, you are entrusted with the responsibility of providing the necessary emergency kits. In an independent living situation, the individual is responsible for the home emergency survival kit, while you, as the staff, are responsible for the vehicle emergency kit.
Procedure: Due to the heating and cooling of bottled water and the health and safety concerns, Fisher Farm Residential Association Ltd. will bring two liters of water per person from home on trips that are anticipated to be longer than 2 hours and are in a remote setting.
o Snow brush and Scraper.
o Jumper cables.
o Bottled water: two liters per person daily IF traveling out of town or into a remote area.
o Winter windshield wiper fluid.
o Flashlight and extra batteries OR Crank Flashlight.
o Battery Powered Radio and extra batteries.
o First Aid Kit.
o Candles and waterproof matches.
o Food – granola bars, crackers, jam, raisins, spoons, paper towels, etc.
o Extra blankets.
o Garbage bags.
o Toilet paper.
o Anti-bacterial wipes.
o Whistle in case you need to attract attention.
C16: Visual Home Inspection
Overview: Fisher Farm Residential Association Ltd. is committed to the safety of our individuals and staff. We have recognized the need to keep our home environment safe for everyone. Visual inspections of all electrical cords, electronics, appliances, and furnishings are required each month. Anything deemed not in good working order, frayed /showing bare wires, or can’t be used for the original intention it was manufactured should be discarded and or replaced as necessary.
Policy: Staff will visually inspect all furnishings, electronics, and electrical cords each month. Anything that is found to be defective will be corrected and documented.
The criteria will be:
o Is it being used for the original intention that it was manufactured for?
o Is it safe?
o Is it in good working order? Are there cracks, scorch marks, fraying, peeling, or splinters?
o Are there any bare wires?
o Are all the outlets being used safely?
o Are all power bars being used according to the manufacturer's guidelines?
Flooring/ doors and windows:
o Is it slippery?
o Is the carpet/lino/tile/flooring lifted anywhere in the home?
o Are there bare nails/screws lifted from walls?
o Are all doors and knobs in good working order?
o If the window is supposed to open, does it?
o Are there screens in every window that opens? Are they secure?
o Are there any signs of leaks?
Plumbing/ heating:
o Should the furnace filter be changed?
o A visual inspection of the furnace.
o Is the toilet in good working order?
o Toilet seat and lid: No cracks, peeling, loose, etc.
o Are the taps in good working order?
o Are there leaks under sinks?
o Are there laundry facilities?
Furnishings
Check for cracks, peeling, broken pieces, and stains.
o Dinette and chairs.
o Living room seating.
o End tables.
o Coffee tables/Kitchen cupboards/drawers.
C17: Electronics
Overview: Fisher Farm Residential Association Ltd. is committed to the safety of our individuals and staff. We have recognized the need to keep our home environment safe for everyone. Visual inspections of all electrical cords, electronics, appliances, and furnishings are required each month. Anything deemed not in good working order, frayed /showing bare wires, or can’t be used for the original intention it was manufactured should be discarded and or replaced as necessary.
Policy: Staff will visually inspect all furnishings, electronics, and electrical cords each month. Anything that is found to be defective will be corrected and documented.
The criteria will be:
o Is it being used for the original intention that it was manufactured for?
o Is it safe?
o Is it in good working order? Are there cracks, scorch marks, fraying, peeling, or splinters?
o Are there any bare wires?
o Are all the outlets being used safely?
o Are all power bars being used according to the manufacturer's guidelines?
Flooring/ doors and windows:
o Is it slippery?
o Is the carpet/lino/tile/flooring lifted anywhere in the home?
o Are there bare nails/screws lifted from walls?
o Are all doors and knobs in good working order?
o If the window is supposed to open, does it?
o Are there screens in every window that opens? Are they secure?
o Are there any signs of leaks?
Plumbing/ heating:
o Should the furnace filter be changed?
o A visual inspection of the furnace.
o Is the toilet in good working order?
o Toilet seat and lid: No cracks, peeling, loose, etc.
o Are the taps in good working order?
o Are there leaks under sinks?
o Are there laundry facilities?
Furnishings
Check for cracks, peeling, broken pieces, and stains.
o Dinette and chairs.
o Living room seating.
o End tables.
o Coffee tables/Kitchen cupboards/drawers.
C18: Heating Blankets and Pads
Overview: Fisher Farm Residential Association Ltd. recognizes the potential hazards that heating pads and heating blankets may pose. They may cause fire, burning, or scalding. Therefore, we have set out specific guidelines for the use of both.
Policy: The use of heating blankets and heating pads by individuals requiring 24-hour care is strictly under the direct and constant supervision of staff. This is a crucial safety measure to prevent any potential hazards.
Individuals with limited senility to their extremities will never use electric blankets or heating pads, as they pose a risk of burning or scalding.
If an individual requires or requests a heating pad or electric blanket, staff will ensure:
v The device must be checked before each use for holes, fraying, or stains. Ensure that it is in good working order. The electric blanket will always be on top of all other blankets on your bed.
v Always follow the manufacturer's guidelines for cleaning.
v Always turn the device off when not in direct use.
v Always keep the heating surface flat.
v Never use the device directly on their skin.
v Never use it near water or in the bathroom or hot tub.
v Never have food or beverages on or near either device.
v Never use either product on or near a waterbed.
v Never use them near pets that could chew the wiring.
v Never iron the blanket or pad.
v Never use any solvent to clean.
C19:Window Coverings
Policy: Fisher Farm Residential Association Ltd. will ensure that all window coverings are provided, in good condition, and appropriate for the comfort and privacy of the resident(s). This includes the rooms of all individuals.
Procedure:
v Individuals will be provided with appropriate window coverings in their room unless they prefer to supply their own.
v Service Providers will provide appropriate window coverings that give the residents reasonable privacy and comfort.
v These window coverings will be safe and will be used for their original intent.
v Residents may provide their window coverings as long as they are in good condition and provide reasonable privacy.
v Window coverings will be cleaned regularly and according to the manufacturer's instructions.
v Blinds with long cords are a choking hazard; shorten the cords.
C20: Regular Cleaning
Policy: Support homes, Respite providers, and individuals in a Supported Independent Living (SIL) situation will live in a clean and comfortable environment free of bugs, pests, and rodents.
Procedure:
Respite Provider:
Respite Providers will ensure that their homes are clean and neat. They will always consider the unique needs of the individual they are serving. The Administrator reserves the right to inspect the house whenever the individual is in residence.
Support Homes and Clients living in an Independent Living Situation:
v Staff will encourage and assist individuals in participating in the general up-keep and cleaning of the home according to the individual's abilities.
v Individuals will have a chore list, if possible, that is clear and agreed upon by the support home, guardian, and client.
v Support homes will respect the individual’s preferences while maintaining the home as a safe, clean, and healthy environment
v To minimize unpleasant odors, each home will use safe and healthy alternatives that make the individuals comfortable and the home safe and pleasant
C21: Nutritional Requirements
Overview:
Fisher Farm Residential Association Ltd. is committed to ensuring that all individuals receive not just meals, but healthy meal choices, and are guided to healthy eating choices, demonstrating our care and concern for their well-being.
Policy:
Fisher Farm Residential Association Ltd. will ensure that all Proprietary Homes and Respite Providers will provide meals, fluids, and daily snacks that meet the requirements of the Canada Food Guide. A copy of the Canada Food Guide will be provided to all Proprietary and Respite Homes.
Procedure:
v All snacks, meals, and fluids will be prepared and kept by food-safe handling practices.
v All snacks, meals, and fluids meet the Canada Food Guide.
v Sufficient quantities will ensure adequate nutrition and hydration needs are met.
v The snacks and meals will be safe, palatable, and pleasing to the eye, and the individual's preferences and needs will be considered.
v Individuals will be included in the decision-making regarding meal plans.
v Individuals should eat meals with their Proprietary Family or Respite Providers unless activities such as work, sports, and outings interfere with this.
In the case of an individual in an Independent Living situation, staff will help the individual with:
v Information about safe food preparation and cooking.
v Information about safe food handling and storage.
v Assist the individual with meal and snack preparation as needed.
v Assist the individual with planning their meals as needed.
v Healthy eating using information from the Canada Food Guide.
Provide transportation to a grocery store when needed, such as during staffing hours.
C22: Travel Cost
Purpose: To ensure that individuals are charged fair, standardized rates for travel and entertainment.
Policy: FFRA will ensure that all individuals can access transportation outside their initial community. Before going on a trip anywhere, the employee must fill out a Trip Request Form. On this form, the outing cost is calculated per individual and signed by the appropriate persons.
These destinations (From Olds) have had the costs calculated:
-Red Deer-$30 approximately
-North Calgary-$40 approximately
-Downtown Calgary-$40 approximately
-South Calgary-$50 approximately
-Didsbury/Bowden-$10 approximately
-Innisfail/Sundre/Carstairs-$15 approximately
-Cross Iron Mills-$30 approximately
-Drumheller-$55 approximately
-Airdrie-$25 approximately
If the area is not listed, then we will calculate what a fair price should be depending on the
individual case.
If additional travel costs are associated, the price shall be split evenly among the individuals.
Individuals may be responsible for staff entry fees for events and movies. Staff are responsible for their meals unless prior arrangements have been made.
The above costs are flat; the more people going, the cheaper it will be per person. As a result, we encourage individuals to invite others to reduce costs.
C23:Emergencies and Incidents
Overview: An incident is an irregular or unusual occurrence that requires attention, action, or remediation. It also includes a health and safety issue that needs rectification.
This could be an injury (administration of first aid/CPR), abuse, behavioral, missing persons, medication error or omission, poisoning, elopement, fire, police, legal, ambulance, hospitalization, death, or other situations that are unusual or endanger the safety of individuals and or staff.
Emergencies:
You must contact Fisher Farm Residential Association Ltd. within an hour or as soon as reasonably possible if any of the following occurs:
· Severe behavioral outbursts that result in any injury of self, others, or property.
· An individual’s health or safety is at risk.
· A Breach of Confidentiality
· A missing person.
· Elopement.
· Death.
· Police, Fire, or Ambulance involvement.
· Legal or criminal situations involving a client.
· Abuse of any kind.
All Incident Reports MUST be submitted in writing within 24 hrs of said incident to Fisher Farm Residential Association Ltd.
Policy: Fisher Farm Residential Association Ltd. is devoted to the health, well-being, and safety of every individual in our care. All employees and proprietary families will comply with all procedures when a situation of concern happens. Fisher Farm Residential Association Ltd. will ensure the highest priority for the health and safety of all individuals.
Procedures:
· If the Incident is deemed an emergency, 911 will be called FIRST, and the appropriate services will be dispatched (RCMP, Poison Control, Fire, Ambulance).
· Fisher Farm Residential Association Ltd. will be notified immediately when it is safe to do so.
C24:Abuse Prevention and Response
Policy: Fisher Farm Residential Association Ltd. will not tolerate physical, sexual, emotional, verbal, or psychological abuse, neglect, exploitation, or harassment directed at individuals, staff, contract workers, board members, or volunteers.
Purpose:
a. To maintain an environment that is free from harassment or abuse
b. To identify unacceptable behaviors.
c. To ensure all staff, individuals, contract workers, volunteers, board members, parents, and guardians are aware of the protocol for reporting and dealing with abuse
d. To ensure all staff, individuals, parents, and guardians are aware of the procedure for reporting and dealing with abuse
Definition:
Abuse, as defined by PDD, occurs when a staff person(s) misuses their authority by acting in a way that causes harm or potentially causes harm to an individual receiving PDD-funded support.
Abuse is: (revised definition/PPIC 2010). An act or omission to a patient/client/resident receiving care or support service that:
o Cause severe bodily or emotional harm,
o Results in the administration, withholding, or prescribing of medication for an inappropriate purpose, resulting in serious bodily harm,
o Subjects an individual to non-consensual sexual contact, activity, or behavior,
o Involves misappropriating money or other valuable possessions,
o Results in failing to provide adequate nutrition, medical attention, or other necessities of life without valid consent, resulting in serious bodily harm.
Definitions:
Physical Abuse is defined as but not limited to the use of intentional force that can result in physical harm or injury to an individual. It can take the form of slapping, hitting, punching, shaking, pulling, throwing, kicking, biting, choking, strangling, or the abusive use of restraints.
Sexual Abuse is defined as but not limited to any unwanted touching, fondling, observations for sexual gratification, any penetration or attempted penetration of any orifice, verbal or written propositions or innuendos, exhibitionism, or exploitation for profit, including pornography.
Emotional Abuse is defined as, but not limited to, a chronic attack on an individual’s self-esteem. It can be name-calling, threatening, ridiculing, berating, intimidating, isolating, hazing, habitual scapegoating, and blaming.
Verbal Abuse is defined as but not limited to humiliating remarks, name-calling, swearing at, taunting, teasing, and continual put-downs.
Psychological Abuse is defined as but not limited to communication of an abusive nature, sarcasm, exploitive behavior, intimidation, manipulation, and insensitivity to race, sexual preference, or family dynamics.
Neglect is defined as but not limited to any behavior that leads to a failure to provide the necessities of life, such as withdrawing basic needs as a form of punishment, failing to assess and respond to changes in health status, and refusing or withdrawing physical or emotional support.
Harassment is defined as but not limited to any unwanted physical or verbal conduct that offends or humiliates, including gender-based harassment. It can be a single incident or several incidents over time. It includes threats, intimidation, display of racism, sexism, unnecessary physical contact, suggestive remarks or gestures, offensive pictures or jokes. Harassment will be considered to have taken place if a reasonable person ought to have known that the behavior was unwelcome.
Exploitation is defined as taking advantage of a person, including money and possessions, as well as persuasion to do things that are illegal or not in the individual’s best interest. Examples include borrowing money or objects without permission, convincing someone to give away personal possessions, and convincing someone to do something they do not want to.
Unanticipated Use of Restrictive Procedures is defined as but not limited to the use of restrictive procedures outside the Creating Excellence Together (CET) Certification Standards. Examples include withholding an individual’s personal property, using physical restraints when unnecessary, denying preferred activities, and using medications outside of the approved planned approach.
Some abuse situations are under the legislation, including the Criminal Code, the Protection for Persons in Care Act (PPCA), and the Adult Guardianship & Trusteeship Act (AGTA).
Policies:
1. Internal workshops will be held to review the Abuse Prevention and Response Manual.
2. On commencement of employment, each employee will review the Abuse Prevention and Response Manual.
3. No Restrictive procedure is to be implemented except in emergencies, as outlined in Policy B29, without authorization from the Administrator and a qualified person.
4. All employees, contract workers, volunteers, and board members are prohibited from using corporal punishment or engaging in any form of conduct intended to ridicule, humiliate, degrade, insult, or otherwise undermine the dignity or self-worth of an individual.
5. Fisher Farm Residential Association Ltd. will not condone or tolerate abuse of an individual under any circumstances.
6. Any employee, contract worker, volunteer, or board member who abuses or fails to report an abuse incident is liable for immediate dismissal.
7. These policies and procedures are subject to change, which will be relayed to employees through literature and or in-services according to the nature of the changes.
8. Staff, individuals, contract workers, volunteers, and board members can bypass any immediate procedure.
Abuse Prevention and Response Overview:
Fisher Farm Residential Association Ltd. is committed to the principle that persons with disabilities have the right to live free from abuse, neglect, exploitation, and violation of their civil and human rights.
Fisher Farm Residential Association Ltd. does not intend to advocate using restrictive procedures. Nevertheless, it is acknowledged that such procedures may be necessary in the following circumstances:
a) Where immediate protection of the individual, other individuals, or property is required.
b) Or as a disciplinary measure such as temporarily suspending a privilege.
c) Or when the procedure is part of an approved formal or informal program plan.
(For appropriate approved approaches that may be used, refer to the individualized program plans, best practice plans, and behavior support plans)
Definition of Criminal Abuse:
(According to the Criminal Code of Canada)
- Uttering threats - Section 264.1
- Assault - Section 265 (1), 266
- Assault with a weapon or causing bodily harm - Section 267.
- Aggravated Assault - Section 268
- Sexual Assault - Section 271 (1)
- Sexual Assault with a deadly weapon, threats to a third party, or causing bodily harm - Section 272
- Aggravated Sexual Assault - Section 273
- Forcible Confinement - Section 279
- Theft - Section 232
- Theft by holding power of Attorney - Section 331
- Fraud - Section 380
Definition of Non-Criminal Abuse:
Conflicting loyalties and diverse perspectives are common in the area of abuse. (Refer to attached Appendix/Indicators and examples of Abuse and Appendix II Ethical Decision-Making Model).
Staff, contract worker, volunteer, and board Responsibility:
1) When staff becomes aware of abuse, be it through witnessing, physical evidence, third-party report, or disclosure by the alleged victim, they are responsible for doing the following:
a) Stop the abuse (if witnessing abuse)
b) Ensure the safety of the alleged victim
c) Document the abuse
d) Report the abuse
Receiving a Disclosure of Abuse:
1. Listening to the Disclosure
a) Staff, volunteers, contract workers, and board members must take everything the individual tells them seriously.
b) The individual needs to have access to a form of communication they are comfortable with (e.g., writing, drawing, singing)
c) Staff, volunteers, contract workers, or board members are to remain calm and non-judgmental
d) Staff must proceed at a pace the individual is comfortable with.
e) Do not use leading questions (e.g., did someone touch your breasts?)
f) The following statements may be used to assist the person:
1. Is anything the matter?
2. What is this about?
3. I am here to listen.
4. Tell me more.
5. It is not your fault.
Documentation: Disclosure will be recorded on available paper - no form required.
2. Explaining What Will Happen
a) As appropriate, one of the following will be informed:
o Administrator
o Family and guardian
o PDD and Family and PPIC
o Local Police Services if the alleged abuse is criminal in nature.
b) One of those mentioned above will contact the guardian (if applicable) as appropriate.
c) Ensure the safety of the alleged individual
d) Ensure that support will be provided.
3. Required Medical Attention
a) Explain to the alleged individual why it is essential to have a medical examination
b) Explain what the examination should include: a good overall medical history, a description of the abuse, a thorough general examination, and a thorough explanation of what is occurring during the examination.
c) A support person of the alleged victim’s choice should accompany them to the medical examination.
d) Allow the alleged victim to take a favorite possession for comfort.
e) Do not allow the alleged victim to clean up in any way (e.g., showering or changing clothes).
Documentation: Medical personnel will record the medical examination on medical charts and forms.
Incident Debriefing (if required)
a) Debriefing allows all individuals involved to discuss the incident and move forward.
b) Debriefing is to be done by a professional, qualified person.
c) It is essential that the individual conducting the debriefing be distant from the incident.
d) Support for Victims of Abuse
e) Emergency service numbers can be found in the front of your local telephone book.
f) Refer to the Appendix IV from the Abuse Prevention and Response Manual
Investigation
Procedure
1. Once the agency has received documentation from the abuse allegation, the preliminary report will be completed and emailed to the PDD designate at CSS.CentralDSAdminStaff@gov.ab.ca, as well as to the caseworker assigned to the individual.
2. The alleged abuser, whether it be staff, contracted worker, volunteer, or board member, will be immediately put on paid administrative leave and stay on leave until the investigation has been concluded.
3. Should the abuse claim be found, the offending staff member, contract worker, volunteer, or board member will be terminated. In addition to immediate termination, criminal charges may be filed depending on the severity of the abuse and whether there is enough proof for charges to be laid.
4. Once the investigation is complete, whether founded, unfounded, or inconclusive, the final report will be emailed to the PDD designate at CSS.CentralDSAdminStaff@gov.ab.ca and to the caseworker assigned to the individual.
Throughout the investigation, Fisher Farm Residential Association Ltd. will, to the best of its ability, ensure services for mental health and other supports are shared with and sought for the victim of abuse.
C24:Pandemic and lllness Planning
Purpose: To ensure that staff, individuals, and guardians understand what to do if dealing with a person with an infectious disease.
Policy: FFRA believes in taking a proactive approach to pandemics and pathogens. We will release regular updates about disease outbreaks. We will provide staff, contractors, board members, volunteers, guardians, and families with appropriate literature and inform them of any changes to legislation. FFRA will follow recommendations set forth by bodies such as AHS, Health Canada, PDD, and the WHO.
Procedure: FFRA will provide staff members with appropriate PPE and training to deal with infectious diseases. Every staff member must complete a course on bloodborne pathogens and Standard Precautions.
Most of these ailments are passed on by the exposure of membranous parts of your body to a pathogen. The most common areas that are readily infected include the mouth, nose, and eyes.
Avoid touching your face, rubbing your eyes, or putting your fingers into your nose or mouth.
Some ailments are only passed on through contact with another person’s blood or skin contact.
Personal Protective Equipment (PPE)
Staff will be provided with PPE appropriate to the situation, staff are to be provided with:
· Safety Glasses/Face shields
· Nitrile Gloves
· Masks (If required)
· A gown, or whole body suit (If required)
· Respirator (If required)
If staff require specific PPE, they should inform the office immediately. We will send you the necessary PPE if necessary.
Administering Care to Person(s) With an Illness
Depending on what the individual’s ailment is, there may be different procedures.
Scenario 1: Steps to take if a person has a minor respiratory illness such as a cold:
· Colds typically last a week or two
· Most of the time there is no need for medical intervention
· If someone has underlying medical conditions or a suppressed immune system, then you may have to involve a physician, whether by emergency room or doctor’s appointment.
Protocol
· Make sure that the person stays home to limit the spread.
· Avoid touching your face; put on PPE (Gloves, Mask, Glasses)
· Thoroughly disinfect surfaces that may have been exposed to the pathogen (Alcohol works best)
· Ensure that you and the patient wash your hands regularly (Ideally with soap and hot water)
· Inform other people that may have been exposed to the ailment. (Be very careful to not break FOIP rules)
· Try to have the patient stay clear of others and try to prevent them from touching unnecessary surfaces or their face.
· Give them plenty of fluids and nutritious foods, and administer cold remedies or medications if necessary (only with guardian and agency approval)
· If symptoms don’t improve within a few days, the patient may need to see a doctor.
Scenario 2: Skin conditions, known or suspected to be infectious (general fungal, jock itch, warts, herpes, genital warts, S. Aureus (Staph))
· If the condition is known, follow care instructions from the physician.
· If the condition is unknown, then staff will collaborate with the individual, guardian, agency, and other staff to ensure that a proper diagnosis is made so that we can treat it effectively.
· Some conditions aren’t overly infectious and can only be spread by intimate contact or by sharing clothing articles (Genital Warts, Jock itch)
· People with herpes should avoid touching the sores or inflamed areas. They should keep the afflicted area covered when in a public place.
· Staph is not overly infectious but can be deadly if left untreated.
Protocol:
· Wear gloves and ensure that the patient keeps the afflicted area covered.
· If you need to assist the patient with their care, follow your universal precautions training.
· Ensure that dressings from the afflicted area are properly disposed of. (Typically sealed in a plastic bag and put into the trash.)
· Ensure that medications are being properly administered.
· If treatment seems ineffective, a follow-up doctor’s appointment may be necessary.
Influenza and Covid19
· If a patient is suspected of having influenza or COVID-19, keep them home if possible.
· Call the office for further instructions. Individuals may need medical care. If the individual expresses that they are having chest pain and extreme difficulty in breathing, then they will need to be taken to the hospital (By ambulance if necessary)
· See Section C26
Unknown Illnesses:
· Collaborate with the agency and the guardian.
· Keep an eye on the individual and observe symptoms.
· If the symptoms are minor, make a doctor’s appointment.
· If it’s an emergency, call 911!
· If possible, inform the administration or get someone else to inform us.
Pandemics, Deadly Pathogens, or Extraordinary Situations
Procedure: In case of an outbreak of a rare and dangerous pathogen, we will follow medical advice from a doctor.
Sickness and Time off
Staff will tell the office if they are unwell. They can wear a mask or stay home. Some individuals and guardians do not want to get sick and may request that the staff member stay home. Staff who are sick are typically not required to provide a doctor’s note unless they have been sick for a long period of time. Staff will not be penalized for staying home sick.
Worst Case Scenario: Outbreak in Homes
If there is an outbreak of a known dangerous disease in a residence, we will ask that the individuals stay home if at all possible. We will ensure that staff members know there is an illness in the home. We will assist the homes in managing their affairs from the outside to avoid the spread of the contagion. We will involve the medical system if necessary. We have biohazard gear if someone has to enter a house where a dangerous contagion has infected it. Always wash your hands after taking the hazard suit off. Gowns may be worn more than once, as long as they can be adequately cleaned and made of fabric; the same goes for face shields; gloves and face masks are not to be reused!
C26: Outbreak and PPE Requirements
Purpose: To ensure that staff clearly understand what protocols will be put in place in the event of an outbreak of illness.
Policy: FFRA will outline plans that may be enacted based on the scenario. FFRA will do its very best to ensure the safety of individuals, staff, and the community. FFRA will provide PPE and training to prevent confusion and ensure the safety of staff members.
Procedure: In the following paragraphs, we will go through a few of the details about equipment and planning.
Planning: Simple illnesses may not invoke this protocol, but outbreaks of infections such as Covid-19 and Influenza will.
Droplet and Outbreak Protocol
1. We will implement this droplet and outbreak protocol Upon discovering that a staff member or individual has become ill.
2. If a staff member is found to be ill, they are to go home and not return to work until they are better.
3. Individuals are encouraged to stay in their rooms. If they venture out, though, staff are to clean everything that the individual touches in addition to the cleaning they do every three hours.
4. Staff are now to wear eye protection, isolation gowns, gloves, and N95 masks.
5. If it is determined that the individual does not have an infectious ailment or one that is not easily transmitted (such as a bladder infection or tonsilitis), then we may relax this protocol.
6. If the Individual has an infectious ailment determined to be minor by a physician, such as a cold, then management may not mandate respirators (although we may recommend their use).
7. If the patient is determined to have a dangerous infection, such as COVID-19, then respirators will be mandated, and the home will be quarantined until the pathogen has been contained and the individual has recovered.
8. Management will work with staff, physicians, and other authorities to determine when it is safe to relax these restrictions.
Scheduling: If there is an outbreak of COVID-19, Influenza, Anthrax, or any other serious ailment, then the staffing schedule will likely change. For example, we may run shifts from 12:00 AM to 8:00 AM, 8:00 AM to 4:00 PM, and 4:00 PM to 12:00 AM to keep the workload distributed evenly and not have too long shifts. Management will oversee and inform staff of scheduling changes as soon as reasonably possible.
The Unthinkable: If an individual has died from the effects of an infectious disease, staff will inform the office or the on-call phone, then they will call 911. If they are too bereaved to speak with 911, management will do so.
Equipment: Here is a list of equipment staff may be required to use.
Basic Mask: In 2020, it became common practice to wear face masks. AHS has set out guidelines on which masks are acceptable and which are not. We typically tell staff that they are only to use the blue, disposable medical-grade masks as of January 12th, 2021 (this is subject to change). These masks offer decent protection from droplets.
N95 Mask: In addition to the basic blue masks, we also have N95 masks. They are to be used if droplet protocol has been enacted. They offer far superior protection compared to the basic masks. They are not quite as effective as respirators, but they balance comfort and safety well.
Respirator: Staff may be asked to attend a fit test for a respirator. The Respirator Code of Practice is below.
Gloves: Nitrile gloves are to be worn when performing personal care tasks, such as first aid or general cleaning. We have many different sizes at the office. Staff should wear gloves if they may come into contact with potentially biohazardous materials such as feces, vomit, urine, and blood. If you ask yourself, “Should I be wearing gloves to do this?” You probably should. Gloves are cheap, so don’t be shy about wearing them.
Safety Glasses and Face Shields: Face shields are preferred to safety glasses for protecting your eyes from droplets that may be infectious. If someone is sick, staff may be required to wear a face shield in the home in combination with a respirator or a mask, depending on the severity of the ailment (a bladder infection is not easily transmitted). We will provide staff with safety glasses, face shields, and cleaning supplies.
Gowns and Coveralls: We supply staff with isolation gowns to keep their clothes clear of any pathogens that may stick to them. Depending on the situation, you may be asked to wear one. Coveralls may be provided to staff in situations that may be out of the ordinary, such as transporting someone suspected of being sick to the hospital. If used properly, these items should dramatically limit exposure.
Respirator Code of Practice: Staff who work in residences may be provided with a respirator to work in an environment with a recognized hazard. The hazards we’re primarily concerned about are viral and bacteriological. Staff are required to have a respirator fitting in order to determine their size; staff that have not had this done should not wear a respirator. We only use new filters from sealed packages that the agency provides. Currently, Acceptable filters are N95’s, N100’s, R95’s, R100’s, P95’s, and P100’s. Filters with a suffix of 100 are preferred as they have almost perfect filtration abilities. The lettered prefix indicates the filter’s resistance to oil. N means minimal resistance to oils; R is moderately resistant to oil; and P is very resistant to oil. Respirators should fit snugly to the face but not too tight to hinder the user’s movement or comfort; adjusting the straps is the key to comfort and safety. The respirators must be cleaned before use and should be cleaned after use. Filters must be removed during most cleaning methods. Lysol is a good product for cleaning respirators. 70% isopropyl alcohol is also effective for cleaning. If used correctly and with good hygiene practices and other appropriate PPE, this respirator will keep you safe! Respirators must not be shared between staff, although a respirator can be deep cleaned and used by another staff member. Filters should be changed with the 3M P95 and the P100 when any of the following occur, it becomes too hard for the staff member to breathe through the filters due to clogging, the filter becomes visibly damaged, exposure to hazardous chemicals, and after 40 hours of use or 30 days, whichever comes first. Sealed filters are usually good for 5 years (there is an expiry date on the packaging). Staff must also read the user’s manual, which is included with each respirator.
C27: Behaviors of Concern
Policy: Fisher Farm Residential Association Ltd. does not condone the use of restrictive procedures except in dealing with unanticipated situations or behaviors of concern, such as emergencies or if the individual's or others' safety is at risk. In these cases, we encourage our staff to use the least intrusive approach possible to protect the individual and others around them while minimizing property damage.
Procedures:
1. The least restrictive procedure will be used at all times. Verbal or gentle touch may be used. Staff are allowed to use a reasonable amount of physical restraint, but only in a life-threatening situation. For example, in situations where the individual is taken out in public, staff must keep eye contact with the individual at all times and be watchful for potentially dangerous situations. If the individual should attempt to dart out in traffic or the parking lot, staff are encouraged to speak to them or, if necessary, shout out their name to get their attention. If required, staff may touch their arm or step out in front of them to prevent the individual from getting hurt. In rare instances, staff may need to pull the individual to safety. In other circumstances, an individual may run out into the street regardless of what you say to them, and as such, there may be a specific plan in place to help manage this behavior. The above is an example of when to use an approach versus having to use a particular plan to adhere to. An approach is defined as A manner of dealing with a situation that is a common practice and is not a planned procedure.
2. Staff are not allowed to use prohibited abusive, neglectful, exploitive, or inappropriate procedures as per the Abuse Prevention and Response Protocol. Prohibited procedures include such actions as food deprivation, corporal punishment, washing the mouth out with soap, extended isolation, the use of electric shock, or anything that purposefully causes pain. Any action by service providers, caregivers, and volunteers described as abusive, neglectful, exploitative, or inappropriate per the Protection of Persons in Care Act and the PDD Abuse and Response Protocol is prohibited and will be investigated and reported.
3. The service provider encourages staff to take a positive approach before implementing any restrictive procedures. An example might be explaining to the individual the dangers of the situation before going out in public and encouraging them to hold the staff member’s elbow or wheelchair to keep him near and safe.
4. In the event of an incident or injury, staff is required to report the incident within 24 hours to the service provider, who ensures that the appropriate action is taken. The service provider will then review the Incident Report within 72 hours and make any recommendations that may alleviate future issues. Contact the behavior specialist if needed.
5. An incident report will be completed and forwarded to the guardian(s).
6. The service provider will follow up with staff to discuss the incident and determine if any follow-up action is required.
An individual may display two kinds of behaviors: anticipated and unanticipated. As defined below.
Anticipated
Unanticipated
· Unpredictable or isolated incidents or situations that put someone or property at risk
· Situations, behaviors, or events that are likely to reoccur
· Employees respond using a positive response
· Employees respond using a planned positive or restrictive procedure that has been developed for that specific event
Types of Approaches
Positive Approach: This approach should be used first before a restrictive approach. Examples of this include but are not limited to:
· Changing the environment, i.e.) opening or closing a window, turning a light on or off
· Using practices that promote positive interaction, i.e.) pairing up two people who have similar interests
Restrictive Approach: This approach is used as a last resort when an individual may be attempting to harm you or others. This is to be used only if a positive approach has failed. Examples of a restrictive approach include but are not limited to:
· Grabbing, holding, or restraining individuals
· Giving emergency medical help
Types of Procedures
Planned Positive Procedure: If a recurring behavior has been detected, and current methods prove unsuccessful, a procedure may need to be implemented. These procedures may be used to help restrict or manage an individual’s addictions, such as smoking, caffeine, alcohol, etc., by providing individuals with tools to help them cope or eliminate the addiction. Another instance in which a planned positive procedure may be implemented would be for behaviors affecting an individual’s health; in this case, Fisher Farm Residential Association Ltd may need to seek help from a professional and arrange for skill development strategies such as support groups or counseling. These procedures should be:
· Formal
· Intended to target an identified behavior of concern
· Consist of structured steps for interacting, teaching, or making ongoing environmental adaptations
A planned positive procedure to be implemented requires consultation with a qualified person.
For this text, a qualified person is defined as someone who works within the organization, has the necessary qualifications, has a certificate or diploma, and can write/sign off on a plan per this policy. They can also work within or externally in the organization, have the necessary qualifications, such as a degree (psychiatrist, physician), and are generally used as a resource.
Once a planned positive procedure has been implemented, it must be monitored regularly to ensure its effectiveness. Informed consent is also obtained from the individual prior to implementation via a formal consent document or some other form of planning document. Employees are then trained on the planned positive procedure and instructed to collect and review information regularly to evaluate the procedure's effectiveness.
Planned Restrictive Procedure: This type of procedure may be used for a variety of purposes, including:
· Restraining a standard range of movement or behavior
· To limit access to events, relationships, privileges, or objects that are usually available
· To restrict rights, freedoms, choices, or impulses
· To use medication to modify behavior
This type of procedure can be used simultaneously as a planned positive procedure and as a part of a plan/s that involves the individual’s safety, externally imposed house rules, cosigning for money and discipline, or loss of privileges. These procedures are to be:
· Formal
· Well documented
· Implemented AFTER a planned positive procedure has failed
· Intended to target a specific behavior of concern
Specific steps need to be taken when developing the planned restrictive procedure.
1. A risk assessment is conducted, which includes identifying and analyzing risks and the rate of occurrence; an action plan is then prepared
2. An appropriate qualified person or professional helps conduct a fully functional assessment of factors influencing the situation or behavior of concern
3. Ensuring the planned restrictive procedure is appropriate for the situation or behavior of concern and reflects best practices.
4. Obtaining informed consent
5. A plan is implemented to review the planned restrictive procedure to reduce or eliminate the behavior.
Without a planned restrictive procedure, Fisher Farm Residential Association Ltd may temporarily restrict the individual while collecting data about an anticipated situation that presents a high risk and safety concern. However, due process is to be followed. Furthermore, if medication is used to modify an individual’s behavior, it:
· Is considered restrictive and requires a planned restrictive procedure
· Can be administered as PRN (Pro-re-nata), on an as-needed basis, by a written plan
· Can be administered regardless of a formal diagnosis
· Will be reviewed on an ongoing basis
Planned Restrictive Procedure and Planned Positive Procedure
Individuals
Individuals are aware of planned positive and planned restrictive procedures that may be used to manage behavior of concern. They will also debrief the incident with staff members involved in it.
Staff Members
Staff members are aware of planned positive and planned restrictive procedures for the individuals they serve and can demonstrate practical escalation skills and techniques. Staff also understand how to use such methods to support the individual’s health and personal development.
Service Provider
At Fisher Farm Residential Association Ltd., we demonstrate an expectation of responsiveness to behavior of concern through the planned development and ongoing review of behavior support plans. We also use the data from our planned positive or restrictive procedures and their outcomes and evaluations to develop or access evidence-based training and leading practice in the field.
C28:Planned Positive Procedures With Restrictive Procedures
Policy: Fisher Farm Residential Association Ltd. will honor individuals by supporting their rights while treating them with dignity and respect. We recognize that individuals may repeatedly act in inappropriate ways that could place them, another individual, or staff in danger. Any planned approach that requires the use of restrictive practices that limit the individual’s autonomy must only be done through an approved and accepted process.
Procedure: Fisher Farm Residential Association Ltd. defines a restrictive procedure as any action imposed upon an individual that restricts their normal range of movement, behavior, or activity.
Fisher Farm Residential Association Ltd. employees do not permit restrictive procedures without following the approval process.
All employees of Fisher Farm Residential Association Ltd. must acknowledge the behavior of concern, any intervention used as an emergency measure, and concerns arising from the individual's behavior.
Suppose the behavior of concern has the potential to cause imminent harm to the individual or has occurred three times over three months. In that case, Fisher Farm Residential Association Ltd. will assess the need to implement a support plan. Under the supervision of a qualified person in Complex Behaviour Management, Fisher Farm Residential Association Ltd. will complete an assessment of the individual in question. Should we need to implement a behavior support plan or a wellness support plan, we will do so under their guidance, also consulting with the Community Behaviour Resource Committee (CRBC) and COMPASS that we meet with every quarter to review, renew, create, and approve all current support plans. The assessment must include but is not limited to the following:
· Identification of the Behavior of Concern
· Information about the individual
· The individual likes and dislikes
· Any recent changes in living arrangements, family dynamics, or staffing
· Individual strengths
· Past and current medical history, changes in medications, recent injuries
· Any previous behavioral issues
· Consequences and impact that have resulted from the behavior of the individual
The behavior specialist may request additional information through one or more of the following:
Reiss Screen for Maladaptive Behavior:
· Reiss Profile
· Individual Consultation
· Interviews with the guardian (if applicable) and Fisher Farm Residential Association Ltd staff.
Upon completing all assessments, the Behavioral Support team will evaluate, analyze, and recommend the least intrusive and restrictive strategies for the individual's intervention.
All behavior support plans, or wellness plans, are written and approved by the Behavioral Support Review Team, while Fisher Farm Residential Association Ltd will monitor continued data collection and reporting.
The support plan is to include, but is not limited to, the following:
· Full description of the behavior of concern
· Baseline info (where the individual is now, number of occurrences, frequency, etc.)
· Procedure (what do we want to achieve)
· Positive procedures that support the desired behavior change
· Reduction Strategies
· Data collection requirements
· Planned and approved restrictive procedures
· Review criteria
· Termination criteria
The support plan must be read and reviewed with consent of all the following:
PDD Behavior Team Supervisor/Manager and a Qualified Person: (referenced from Appendix VIII CET accreditation Level 1 2016)
A Qualified Person is classified as a currently practicing staff member with relevant training and experience in behavioral management who also has the following:
· At least two years of relevant training that includes behavioral supports, and a minimum of three years of practical experience in behavioral supports
· Is qualified to develop, implement, and or review the use of planned positive procedures and or restrictive procedures
· Is qualified to supervise interventions using planned positive and restrictive procedures.
NOTE: A person with the above training and experience would also be limited in the kind of restrictive procedures they are allowed to approve, implement, and supervise.
After written approval, the support plan must be explained and taught to support staff who support the individual as it is written. Employees must be able to identify the behavior of concern, intervention strategies, data collection requirements, and review criteria.
Fisher Farm Residential Association Ltd. and support staff are responsible for correctly collecting and documenting the monthly data. Any significant increase or decrease in the behavior(s) of concern should be reported immediately to the Behavior Specialist, as an early review may be necessary.
Each time an approved restrictive procedure is used, proper documentation on the behavior tracking data sheet must be completed using the provided forms. Incident reports may be necessary depending on the situation and are to be forwarded to Fisher Farm Residential Association Ltd. Administration within 24 hours of the incident.
Fisher Farm Residential Association Ltd. is responsible for providing employees with the necessary training to carry out a restrictive procedure safely while ensuring that the individual is respected and their dignity is upheld. Positive Behavior Support training will help provide staff with the necessary tools to respond appropriately.
Furthermore, data collected throughout the use of planned positive and restrictive procedures will be used to improve service delivery.
C29: Support Plans
Purpose: For Fisher Farm Residential Association Ltd. to be accountable with a process of responses when addressing situations involving behaviors of concern.
Policy: Fisher Farm Residential Association Ltd. supports individuals while respecting their rights and dignity. We recognize that individuals may repeatedly act inappropriately and place themselves or others at risk. Fisher Farm Residential Association Ltd. may sometimes deem it necessary to initiate a positive intervention strategy to address these situations and help reduce these behaviors and the risks associated with them.
Procedure: Fisher Farm Residential Association Ltd. defines a positive procedure as a method of teaching redirection and an opportunity to learn and acquire new skills that will help the individual explore alternate approaches to effectively meet the needs of the behavior of concern. These procedures are not restricted and are designed to be positive in nature.
Information will be gathered through incoming documentation (Incident reports, quarterly reports, and any other documentation available). Upon review of this information, Fisher Farm Residential Association Ltd. may, if warranted, complete an assessment of the individual and review the behavior of concern.
The following information will be considered before implementing any plan:
o There are ramifications to the behavior of concern without any intervention.
o The individual's response to change; could intervention worsen this situation?
o Past responses to previous interventions.
o The best possible approach to the situation.
o What is the least intrusive for the individual?
o The amount and severity of the behaviors of concern.
Any positive behavior support plan developed by Fisher Farm Residential Association Ltd. or with assistance from the Behavioral Support team through PDD must include the following:
o A full description of the behavior of concern.
o Should the behavior be increased or decreased?
o Baseline information, where is the individual now behaviorally?
Data Collection - what the staff is to record.
Review Criteria - requirements for immediate/annual reviews, typically after 6 or 12 months.
Termination Criteria - has the individual reached success or does an alternate plan of intervention need to be implemented?
Before the implementation of a support plan, the following must be met:
Formal Review - by Fisher Farm Residential Association Ltd. and the Community Behavior Resource Committee to determine that all procedures are the most positive approach for the individual and to ensure the procedures are not restrictive and do not limit the individual's autonomy.
The support plan must be read and reviewed with consent of all the following:
Community Behavior Resource Committee - a group of experienced service providers working with COMPASS (the new PDD behavior support team) to write and approve, reapprove, adjust, terminate, or initiate behavior support plans. This committee meets every three months.
Fisher Farm Residential Association Ltd. will implement and teach a support plan. The plan may involve teaching staff different approaches and skills to carry out the plan as intended. A review of Positive Behavior Supports may be necessary. Staff must be able to identify the behavior of concern, positive procedures, and data collection until review requirements have been reached.
Fisher Farm Residential Association Ltd. will monitor the data and review requirements. The data will be reviewed monthly, and a copy will be forwarded to a qualified person in Complex Behaviour Management. This will ensure that the program is correctly evaluated for effectiveness. A review can be conducted at any time during the support plan.
Any Incident Reports involving any restrictive practices must be directed to Fisher Farm Residential Association Ltd. within 24 hours. Incident Reports are reviewed immediately by the administration and will be handled appropriately. All Incident Reports are reviewed monthly by the board of directors of Fisher Farm Residential Association Ltd. to ensure effective outcomes and follow through.
More or different training and/or a review of Positive Behavior Supports may be necessary.
Wellness Support Plans:
Although we still use behavior support plans, we have begun switching some individuals over to Wellness Support Plans; these plans tend to be more person-centered than the old-style behavior support plan and tend to be more effective at relaying unmet needs to staff and other stakeholders. This plan is devised by holding a wellness facilitation, where the individual and other stakeholders such as family, guardians, PDD caseworkers, staff, and the agency work on a much more in-depth plan; it focuses on the root of the problem instead of just managing symptoms.
C30: Unanticipated Emergency Handling
Emergency Handling is intended to be used when staff is faced with a crisis for which no prior plan exists, and they do their best to get the situation under control.
When unanticipated situations present themselves, and where the health and safety of an individual are jeopardized, support staff may have to react quickly. Fisher Farm Residential Association Ltd recognizes the possibility of a restrictive approach being used. We deem it essential that support staff always use the least restrictive/intrusive actions for the individual to diffuse or reduce the risks associated with the displayed behavior.
Scenario: Jane has started darting out into a busy street with oncoming traffic. Staff reaches out to hold her arm, redirecting her back to the safety of the sidewalk.
This is viewed as an emergency restrictive approach (holding her arm, re-directing her back to the sidewalk). Such practices are permitted by Fisher Farm Residential Association Ltd. when the immediate health and safety of an individual supported by us is questionable. When situations require staff to use a restrictive approach, they are to follow the following protocol:
· Contact immediate supervisor/Fisher Farm Residential Association Ltd. Administration.
· Document the incident on an incident report.
The incident report MUST be forwarded to the administration of Fisher Farm Residential Association Ltd. within 24hours of the incident.
These guidelines have been developed to aid staff in dealing with unanticipated situations or behaviors of concern. These are situations and behaviors that present an immediate and direct risk of injury to self, others, or property, which includes, but is not limited to:
· physical abuse to others (hitting, kicking, biting, scratching, throwing things, etc.).
· self-abuse (head banging, hitting, scratching, suicide, alcohol, and drug overdose)
· damage to property (punching, kicking holes in walls and windows, breaking/damaging furniture, equipment, and arson)
· immediate safety risk (stepping in front of traffic)
· or emergency medical procedure.
Emergency Handling is intended to be used when staff is faced with a crisis for which no prior plan exists, and they do their best to get the situation under control.
Assessment of Risk:
In using Emergency Handling Procedures, the staff on duty will consider:
· What will be a likely result if the behavior continues without intervention?
· Is the risk of injury or severe destruction directly resulting from the individual’s behavior?
· What would be the least restrictive/intrusive intervention for the individual?
When staff members face an emergency, they must use their best judgment. Factors that should be considered are:
· the individual and their usual response to similar situations
· actual situation and the degree of risk
· if the risk presented by the intervention is greater than the risk of allowing the behavior to continue
· the individual’s usual response to various forms of intervention
Staff must also attempt to:
· Ensure the safety of the individual
· Ensure the safety of the other individuals
· Ensure the safety of staff/others
· Minimize damage to property
The primary concern is the safety of the individual, including the following:
· Other individuals
· Staff/volunteers
· Members of the community
Physical intervention may only be used when the following situations arise:
Protection of the individual from Self Injury: A staff member may only use the force required, given the circumstances, to protect the individual from inflicting physical injury on themself or others. Remember CPI
Defense of Third Person or Property: A staff member may use the degree of force necessary to defend a third party or protect agency or personal property from damage; remember CPI. The individual will pay for intentional damage.
Self-Defense: A staff member may, as a last resort, use the degree of force necessary to protect him/herself from physical assault or to subdue a violent or physically threatening individual. Remember CPI
Note: The LEAST RESTRICTIVE alternative in managing behaviors of concern must always be used.
When a situation arises that requires staff to follow emergency handling, it is their responsibility to ensure the appropriate steps are taken:
a) Staff on duty will identify the problem.
b) Staff will use the least intrusive method possible to manage the risks.
The least intrusive approaches include:
· Non-action
· Verbal intervention (i.e., ask the individual to stop immediately)
· Getting help (management, other staff, police, ambulance, etc.)
· Request other individuals to go to their room or leave the area
· Physical restraint or removal using minimal force (only the force necessary to contain the problem). Remember CPI
Once the behavior and situation is under control, the staff shall:
· Inform the Administrator of the incident and the intervention to control the behavioral issue.
Staff on duty must complete an Incident Report for Emergency/Crisis Incidents and ensure a copy is submitted to the Administrator within 24hours.
Note: The Administrator will contact the guardian. After three instances of the same unanticipated behaviors of concern in three months, Fisher Farm Residential Association Ltd. will contact the Qualified person and request an assessment to determine whether any interventions are needed.
C31:Advance Care Planning
Policy: Advance care planning is a way to consider, discuss, and document wishes for healthcare. It’s a process that can help make healthcare decisions now and in the future.
Fisher Farm Residential Association Ltd. will assist individuals and their parents and guardians who need help planning advance care.
Procedure: When an individual has a medical condition, it is important to talk to their doctor and other healthcare providers. We can ask about what to expect in the future because of the condition. We can learn about the medical treatments for the condition and what to expect from them. This will help us make the right choices and prepare for medical treatment.
1. The doctor's information will be used to assist the individual’s family and/or guardians in making long-term plans.
2. Fisher Farm Residential Association Ltd. will assist with research and paperwork to procure the level of care that the individual will need in the future and help facilitate a placement if necessary.
3. Fisher Farm Residential Association Ltd. will assist the family and guardian in whatever is necessary to support the individual.
Developing and implementing an advanced care planning initiative is an essential step toward the care of any individual. Advanced planning includes ongoing community access, education, system infrastructure, and continuous quality improvement.
If an Incident is deemed an emergency, 911 will be called FIRST, and the appropriate services will be dispatched (RCMP, Poison Control, Fire, Ambulance). Fisher Farm Residential Association Ltd. will be notified when it is safe to do so.
When an individual ages, many changes can occur, such as obesity, osteoporosis, hearing loss, poor eyesight, high blood pressure, arthritis, and dementia. (i.e., dementia is a general term for a decline in mental ability severe enough to interfere with daily life. Memory loss is an example. Alzheimer’s is the most common type of dementia. (m.alz.org/what-is-dementia.asp))
Fisher Farm Residential Association Ltd. believes in planning for every individual’s aging health care plan to ensure an individual’s quality of life remains as stable as possible.
C32:Transition Planning
Policy: Fisher Farm Residential Association Ltd. will endeavor to provide families of individuals reaching retirement age with the appropriate information and forms to prepare for senior benefits. This includes transition planning for individuals moving from one service to another, from one service provider to another, or from a new facility.
Procedure: Approximately 18 months before the individual receiving service reaches 65, Fisher Farm Residential Association Ltd. will have conversations with guardians about how the transition from PDD to receiving senior benefits occurs. When transitioning an individual from one service to another, moving from one service provider to another, or moving to a new facility, similar procedures will be followed but adapted based on the individual’s circumstances.
At the start of services, individuals are given a Green Sleeves package, which includes, but is not limited to, Advance Care Planning, Personal Directive information, Goals of Care Designation (GCD) Order, etc.)
1. Fisher Farm Residential Association Ltd. will discuss with guardians the change in service that will occur. (Example: living situations, medical facility stays, retirement.)
2. Fisher Farm Residential Association Ltd. will, through meetings and other means of communication (mail, email, etc.) provide guardians with pamphlets on seniors’ benefits and the information from the website on how and where to apply.
3. Fisher Farm Residential Association Ltd. will, if necessary, help with any paperwork, doctor’s appointments, etc., to ensure all information is in place and prevent a disruption of service.
4. Fisher Farm Residential Association Ltd. requires parents/guardians to disclose all pertinent information about the individual’s transition to allow the smoothest transition possible. The individual's transition plan will be suited to the individual’s specific needs.
Information may include, but is not limited to:
a) Medical information
b) Green sleeve information
c) RDSP information
d) Psychological evaluations
e) Behavioral evaluations
f) Consent forms
Transition planning is intended to be as within the individual’s control as possible; it is essential to note that the definition of personal control is as follows: Being in charge of one’s life and being as independent as possible, given one’s circumstances. Person-centered planning is one of the pillars of this process. However, personal controls may need to be monitored or controlled to help an individual overcome excess consumption of substances such as nicotine, alcohol, overspending, etc. The individual will be informed of their options for the transition plan and will then be guided to decide based on these options. Service providers and staff are then made aware of this plan before it is enacted.
C33: End of Life Planning
Policy: Fisher Farm Residential Association Ltd. will inform individuals of their options for end-of-life planning.
Procedure: There are many factors to consider when discussing end-of-life planning with an individual. Some transitions may include, but are not limited to:
· Changing programs or services within a service provider
· Accessing services from a new service provider
· Preparing for other life-altering changes
· Working with individuals and their directives, advance care planning, and end of life planning
Service providers and staff will be made familiar with such plans as they are being created.
C34:Working Alone
Policy: Fisher Farm Residential Association Ltd. is committed to providing a healthy and safe work environment for all staff, individuals, visitors and volunteers.
Procedure: Working alone is sometimes unavoidable. Fisher Farm Residential Association must provide the proper framework to mitigate the risks associated with working alone or at home.
Training is essential. Some of the most critical courses that are required include:
· Non-Violent Crisis Intervention (CPI)
· First Aid: Level C
· Autism Awareness
· FASD awareness
· Mental Health First Aid Awareness
· Trauma Informed Care
· Positive Behaviour Supports
Working Alone: This can have other risks as well, particularly when it comes to individuals with complex needs, restrictive procedures, and other behaviours of concern. For this reason, all staff shall read the individual’s Behavioural Support Plan and any other documents that will assist them to better understand and handle each individual’s unique behaviour. All staff have the On-Call Phone number in case of issues. The on-call number is +1-403-586-2928 as of May 4th, 2020.
Risk Analysis: Individuals with complex needs have an annual Risk Analysis. This analysis is updated periodically throughout the year depending on what new circumstances may arise. One of the aims of this analysis is to identify, rectify, and minimise the impacts of concerning behaviours. A risk analysis does this by measuring the frequency and intensity of concerning behaviour, thus allowing everyone to come to a consensus on how to act. However, a risk assessment will be done when a staff member is expected to work alone.
Monitoring: Checks are essential to ensure everybody’s safety. For these reasons, the employee working alone shall have a phone number that they can call 24/7. The agency is obligated to provide an on-call representative who will also make regular checkups and document the conversations in the On-Call Book. The on-call number is 403-586-2928 as of May 4th, 2020.
Working From Home: Certain situations may require a staff member to work from home. We will provide the staff member with the appropriate tools in order to do so successfully. We will also check in at 9:00 AM, 1:00 PM, and 4:00 PM to check progress and answer any questions via text, email, or phone call. Staff members will also receive a first aid kit if they do not already possess one. Staff members working from home can call the office or the on-call phone when they feel that they need help. The on-call number is +1-403-586-2928 as of January 29th, 2021.
C35: Complex Support Needs
Policy: Fisher Farm Residential Association Ltd. will provide support to individuals with complex needs if we have the capacity to do so.
During intake, we review all available information to determine whether someone has complex needs. Some criteria must be met to be considered for the designation. People with complex support needs require additional, specialized support. Multiple systems, such as Mental Health, AHS, the RCMP, etc., are often necessary.
These criteria are:
· Mental health disorders
· Termination from services due to challenging behavior
· Specialized treatment for psychiatric and behavioral issues
· Multi-system involvement
· Incarceration or criminal justice involvement
· Chronic substance abuse/dependency problems.
An individual must meet at least one of these criteria to be considered for the designation. However, just because an individual may fall into one or more of these categories does not necessarily mean that the individual has complex needs.
Additional training must also be completed if a staff member works with an individual with complex needs.
This includes, but is not limited to:
· CPR/First Aid
· CPI and de-escalation
· Trauma Informed Care
· Positive Behaviour Supports/Harm Reduction
· Any other disability-specific training (FASD, Autism, etc.)
· Mental Health First Aid
· ASSIST
C36: Death of an Individual
Purpose: To ensure that staff and the agency are prepared in the case of the death of an individual.
Policy: There is always a chance that an individual could meet an untimely end. Unfortunately, we have to deal with this in the future.
Procedure:
Unexpected Death: If you arrive at a home and discover that an individual is unresponsive, you should find assistance, assess the scene, and check vitals as per your first aid training if you feel comfortable doing so. Call 911 as soon as possible. Inform administration as soon as you can of what you have discovered. The staff member/s present during this discovery must file an incident report and state the police. If the staff member is too bereaved to call 911, they are to find someone who will. On-calls or members of management are typically covered in this case.
End of Life and Expected Death: Individuals may have chronic illnesses that limit their life expectancy. When someone has reached the point where we cannot provide for their needs effectively, they will most likely be taken to the hospital. If an individual dies when in the hospital, the investigation by police will be a lot less intensive, which will be easier on the family, any roommates, and any staff. The administration will be involved heavily in this process to ensure the individual gets to where they need to be and gets the proper care.
Suspected Ailment: If a staff member suspects that an individual may be ill to the point of hospitalization, they must call the administration to collaborate and determine the best course of action, which may include calling an ambulance.
C37:Hypoallergenic Workplace
Purpose: To minimize the chance of employee and individual exposure to common allergens and irritants.
Policy: FFRA will discourage the use of strong perfumes in the workplace. We also do not allow certain common allergy-causing foods to be present in residential homes if any individuals or staff have an allergy to them. Additionally, staff will not be made to work in an environment where they may be exposed to an allergen that affects them, such as a house that has cats and/or dogs.
It is not possible to eliminate allergens completely from many homes, as some individuals may have pets and/or food preferences that are common allergens. We can control who enters these environments to a great extent, and we must accommodate.
The office should be free of common allergens, and animals (such as cats and dogs) will not be in the building unless they are registered service animals.
Here is a list of common allergens that should be kept out of the office and monitored in homes:
-Perfumes
-Strong deodorants
-Peanut Products
-Seafood
-Shellfish
-Tree Nuts
-Dogs (Unless they are registered service animals)
-Cats
We ask staff, contractors, Individuals, and their families if they are allergic to or irritated by anything. We then take steps to mitigate the risk of their exposure to said irritant or allergen. Disciplinary action may be necessary if the breach of this policy is due to negligence; otherwise, we will work our best to educate staff, individuals, and contractors about this matter.
C38:Smoking and Vaping Policy
Policy: Fisher Farm Residential Association Ltd. is committed to the health and safety of the individuals we serve. To protect and enhance indoor air quality and contribute to the health and well-being of our clients, smoking and vaping in enclosed areas, vehicles, or houses is not permitted. Smoking and vaping while on shift must only be in designated areas or 5 meters away from individuals.
Procedure: Employees who smoke or vape may do so away from building entrances in designated areas only. If an employee fails to abide by this policy, the following actions will occur.
1. The first offense will result in a written warning that is signed and dated by both the employee and the administration and placed in the staff file.
2. The second offense will result in a second written warning and a one-week suspension without pay. Again, the written warning will be put in the employee file.
3. The third offense will result in termination of employment.
C39: Social Media Policy
Policy: Fisher Farm Residential Association Ltd. is committed to protecting the confidentiality of our individuals, employees, and the organization.
Procedure: Employees are not permitted to post photos or personal information about individuals on social media unless approved by the appropriate parties before posting (FOIP Violation). Staff can use social media for personal use but should not allow it to interfere with their work; they are encouraged to use their best judgment.
1. The first offense will result in a written warning that will be signed and dated by both the employee and the administration. The written warning will be put in the staff file.
2. The second offense will result in a second written warning and one week's suspension without pay. Again, the written warning will be put in the employee file.
3. The third offense will result in termination of employment.
D1:HR Planning
Policy: As our individuals' needs change and as we grow, the need for qualified staff will also increase.
Procedure:
1. Ensure adequate human resources to meet Fisher Farm Residential Association Ltd.'s strategic goals and operational plans—the right people with the right skills at the right time and hiring the appropriate number of people to suit the agency's needs
2. Stay current with social, economic, legislative, and technological trends that impact human resources in our area and the sector.
3. Remain flexible so that Fisher Farm Residential Association Ltd. can manage change if the future is different than anticipated.
4. Continue to provide training opportunities for staff.
5. All of our staff are valuable and appreciated team members, so we encourage their input and participation in this process. We ensure that job descriptions, rights, and responsibilities are accurate and up to date and that we are not short-staffing-wise.
6. Ensure that all staff know that we have an Open-Door policy and that they should talk to us about any issues that they may have so that we can accommodate their needs.
7. Ensure contingency plans are in place when unexpected staffing shortages occur due to an employee emergency/accident, sickness, vacation, or leave of absence. There is also a process in place when staff needs to stay longer than their shift due to another employee showing up late. Additionally, upper-level management and staff will assist staff to ensure the individuals’ goals are still met during staffing shortages.
8. Hire staff with similar values and cultures to ensure they are a good fit for the individual they work with.
9. Implementing leading practices that support recruitment and retention activities.
10. We are committed to matching the appropriate staff to the services delivered.
11. Implementing succession planning for staff members to grow within the organization.
Fisher Farm Residential Association Ltd. will always comply with the Employment Standards for Alberta. **All employees can review the Fisher Farm Residential Association Ltd any time they wish. Policy and Procedure Manual**
D2:Individual File Information
Purpose: To appropriately maintain the individual's past and current records safely and securely and to be consistent with the “Freedom of Information and Protection Act.”
Policy: Every individual within Fisher Farm Residential Association Ltd. has an individual file. The contents of this file are only accessible by the individual, guardian, administration, PDD staff, and by an employee on a need-to-know basis. Individual files will be kept at Fisher Farm Residential Association Ltd.'s office and reviewed annually. When necessary, past files will be prepared for storage as per PDD’s file storage policy and sent to Red Deer to be archived.
Procedure:
1. All documentation entered into the individual’s files will be clear and concise while maintaining objectivity.
2. The file will include, but is not limited to, the following:
· Annual Service Plans/ISP’s
· Any medical or legal concerns
· Any financial information
· Behavior concerns/behavioural support plans and incident reports
· Quarterly reports
· Emergency contact information
· Individual goals, concerns
· Anything relevant to the individual’s life or care
D3:Employee File
Purpose: To ensure that Fisher Farm Residential Association Ltd. has an up-to-date personal file of all employees.
Policies and Procedures:
1. Fisher Farm Residential Association Ltd. abides by all Provincial Employment Standards.
2. Upon commencement of employment, an employee file is created that contains the following:
o Resume and application
o Qualifications checked
o Copy of criminal record check (Criminal Record checks must be completed every three years)
o References checked
o Letter of offer (effective January 2016)
o Position Description
o Orientation Checklist
o Confidentiality Agreement (signed, dated, and witnessed)
o Probationary Evaluation
o Annual Performance Evaluation
o First Aid/CPR
o Medication Administration
o Crisis Intervention (CPI)
o Abuse Reporting Protocol
o Positive Behaviour Supports or Equivalent
o Universal Precautions or Equivalent
o Proof of insurance, copy of photo ID (valid driver’s license), and home diagrams (if applicable)
o TD1’s
o Copy of all training certificates taken
o 5-year drivers abstract
3. Fisher Farm Residential Association Ltd. will assign a folder for each employee. The folder is kept confidential and stored in an office with a lock on the office door and the file cabinets. A copy of each file is kept on password-protected electronic devices with up-to-date antivirus software. Our server backs up files that are saved offsite and are accessible through our IT Specialist.
4. Administration and staff have access to the employee files. All information about employee files is to be kept confidential. Employees can access their files when/if requested.
D4:Employment Opportunities
v Staffing vacancies will first be offered to existing staff in person, by phone, or in the monthly newsletter. If no interest is shown by existing staff, the position(s) will be advertised on local job boards and newspapers.
v Once applicants have been selected for an interview, dates and times will be arranged, and the interview will be conducted.
v Before any staff commencing employment, reference checks will be conducted.
v Once the suitable applicant’s references have been verified, orientation will occur with the individual. Support plans, ISPs, and behaviour tracking/data collection will be explained and monitored. The staff member must sign a confidentiality agreement before disclosing sensitive details about the individual.
v Complaints, judgment errors, and medication administration errors will trigger early employee reviews.
v Once staff has been interviewed and we have decided to hire them, the new employee comes in to sign their employment agreement and other paperwork. This is usually done within the next day or so for efficiency, and training will commence as soon as reasonably possible after the paperwork is signed.
Cross-Training: Cross-training will take place whenever and wherever possible. This will enable us to utilize individual funding and staffing hours better.
D5:Employee Success Development
Policy: We are committed to our staff's professional and personal development.
Procedure: We will provide our staff with the proper training and ensure they feel safe and comfortable while working. We will effectively guide our staff to avoid confusion and frustration. We will also reward good work and incentivize staff members to aim higher. Additionally, there may be some instances where staff members could receive opportunities to learn new job skills or change positions within the company. We want our employees to come forward with any issues that must be appropriately addressed.
Employee Retention: Our primary focus is on promoting and nurturing a healthy workplace environment that prioritizes the mental and physical well-being of our employees. We encourage open communication with management about any concerns, and we collaborate with our staff to create schedules that prevent burnout. These initiatives significantly contribute to our retention rates.
D6:Storage of Confidential Information
A) The administration will keep all confidential information of individuals and employees on file physically and electronically. Information in individual files will only be shared with direct service workers for planning purposes with the individual's consent and their parent/guardian.
B) All individuals and their guardians can access their files anytime.
C) Information is kept on file until Fisher Farm Residential Association Ltd. no longer provides services for the individual. Once service ceases for an individual, all files will be labelled appropriately and sent to PDD in Red Deer.
D) The administration will keep the instructions on properly packaging, labelling, and sending the above information on file.
E) Files are securely kept in an on-site locked office, providing reassurance and confidence in the integrity of our system.
F) Computers are password protected.
G) Computers have up-to-date antivirus programs.
H) Files will be regularly updated and organized according to the standards provided by CET, ensuring everyone is informed and up to date.
I) All files are scanned and stored on our server
J) Files are backed up and saved to offsite storage, accessible to our IT Specialist.
D7:Confidentiality
Purpose: Fisher Farm Residential Association Ltd. will protect the individual receiving the service's right to privacy and confidentiality.
Policy and Procedure:
1. Fisher Farm Residential Association Ltd. will abide by the Freedom of Information and Protection Privacy Act as it applies to our agency. A copy of this act will be kept on file at Fisher Farm Residential Association Ltd. and made available whenever staff, an individual, or a board member requests a viewing.
2. Fisher Farm Residential Association Ltd. believes that confidentiality is one of the most important values in this work area. Employees who breach confidentiality are liable for disciplinary action and dismissal. An agreement of confidentiality will be signed during the hiring process.
3. Confidentiality between staff and individuals:
A) When an individual confides a personal issue to staff, the staff member should keep that confidence, except if there is cause or concern for the client. In this case, staff will notify the Administration at Fisher Farm Residential Association Ltd., who will go to that individual's parent or guardian.
1. Personal Opinions:
A) Any feelings confided to a staff member by another person must be confidential.
B) If a staff member disagrees with another staff member's opinion and feels that this could be detrimental to the individual or Fisher Farm Residential Association Ltd., these concerns must be brought to the administration.
2. Confidentiality as an Umbrella:
A) As members of a team working together to provide services to our individuals, staff may feel free to speak with other staff members about any events from one shift to another. These may pertain to medical concerns, behavioural issues, or other difficulties that have occurred during a shift. Anything that pertains to the well-being, safety, and quality of life of the individual is included under this umbrella.
B) Any conversations under this umbrella will not be at the expense of the individual, and the individual/staff confidentiality is not to be broken.
3. Confidentiality of Individuals:
A) Staff members are never to engage in conversation about confidential issues about other individuals in the presence of their individual.
4. Staff Confidentiality:
A) Any concerns about staff confidentiality should be brought to the attention of the Administration.
5. Electronic Files:
A) Electronic files are kept in a locked office on site.
B) Computers are password protected.
C) Computers have up-to-date antivirus programs.
D) Employees are required to sign confidentiality agreements.
E) Employees must complete the Freedom of Information Protection of Privacy Act (FOIP) training.
F) Employees will be held accountable for being terminated if an employee breaches confidentiality.
D8:Employee Responsibilities
Purpose: To ensure that all employees follow and understand their responsibilities and to cooperate professionally with Fisher Farm Residential Association Ltd., individuals, families, the general public, and coworkers.
Policy: Employees must follow the policies and procedures in the Fisher Farm Residential Association Ltd.’s Policy and Procedures manual to the best of their ability. This also applies to Occupational Health and Safety and the Workers Compensation Board. Working together will help ensure a safe, secure, and healthy workplace.
Procedure: Employees are encouraged to review the Fisher Farm Residential Association Ltd.’s Policy and Procedures manual at any time during their employment. They are responsible for ensuring a complete understanding of the manual, and it will always be available for their reference. This commitment to transparency and accessibility supports continuous and safe work practices.
D9:Employer Responsibilities to Employee
Purpose: Fisher Farm Residential Association Ltd. will do everything reasonably possible to protect employees' health, safety, and well-being.
Policy and Procedure: Fisher Farm Residential Association Ltd. has a moral obligation to accommodate and fulfill the needs of its employees so long as it is reasonable to do so. The agency shall provide training for staff members to excel at their jobs. Staff members may also have the opportunity to receive additional training that isn’t generally offered if a course arises that may assist them in their particular positions. Maintaining the relationships and lines of communication with staff is essential to properly deal with issues that may occur, such as burnout. The employer is responsible for informing staff about their employment benefits, such as insurance and RRSPs. Staff are informed upon employment that they will receive insurance benefits and a Health Spending Account after three months of employment and RRSP options at six months of employment.
The agency must also provide the staff members with all necessary information to ensure that the care we provide to our individuals is of the highest quality possible.
Sick Leave/Disability Management: We understand that employees may need to take time off work due to an illness or injury. As such, we have provided our employees with specific wellness days to take off work and receive pay. The number of wellness days each employee receives is subject to factors such as their position, years working at the company etc. If an employee has a more severe affliction, they may take a medical leave per their doctor’s request. We will then work with the employee to arrange their benefits through employment insurance and facilitate their return to work once they are able.
Diversity Within the Workplace: At Fisher Farm Residential Association Ltd, we strictly adhere to the legislation in Canada and Alberta that prohibits discrimination based on a person’s gender, sex, gender identity, sexual orientation, race, or ethnicity, spiritual or religious beliefs. We actively promote diversity within the workplace by encouraging staff to wear clothing or other garments that align with their culture or religion, and by working with the employee to take time off for religious or cultural reasons.
Staff Training: At Fisher Farm Residential Association Ltd, we are committed to ensuring all our staff are adequately trained and feel confident in their skills and abilities. This commitment begins with onboarding, where the employee reads and understands our policies and procedures, and signs off on various policies, such as our confidentiality policy. We then move into our mandatory training requirements and orientate staff on their responsibilities, such as incident reporting and using behaviour support plans.
At Fisher Farm Residential Association Ltd, we encourage staff to suggest the types of training they would like to receive, and we strive to make these opportunities available within our budget. We use grants to facilitate funding for additional training courses such as Effective Communication, Leadership, Community is Everywhere course, ASIST, and Mental Health First Aid. We are also implementing a Mentorship program to help employees develop and learn new skills. While we provide significant training and assistance, we also encourage our employees to seek out alternate resources within the community, such as physicians, counsellors, support groups, and other community resources. Training is also renewed as needed, and we continuously check to ensure that staff have retained this information and can call upon it when needed. We have a few programs in place in which this is done. One such method is medication shadowing, which allows the supervisor to ensure that medication administration protocols are being followed. We also work with our employees to ensure they know and follow the individuals’ behaviour support plan. We also frequently check to ensure staff are comfortable and understand the CPI (crisis prevention) model as per their training for resolving conflict. In addition, we use our tracking software, Folks HR, to track employee training completion, employee performance, employee attendance and various other employee analytics.
Termination of Employment: If an employee is terminated, we conduct an exit interview in order to review our HR policies and processes.
D10:Reporting Injuries
Purpose: To have all employees report injuries in the correct order and format. This includes filling out the proper forms.
Policy: To establish and ensure that all staff are aware and report injuries as Fisher Farm Residential Association Ltd., Occupational Health and Safety, and the Workers Compensation Board require.
Procedure: All staff will use the following procedure for reporting injuries. There are two ways to report injuries or illnesses.
A) Minor - cuts, bruises, etc.- fill out the Residential first aid reporting and OHS injury forms.
B) Major - requires professional medical assistance; If this includes doctors and or hospital visits, the below format needs to be followed in addition to completing the OHS injury form.
1. Fisher Farm Residential Association Ltd. will be informed immediately of the injury. Fisher Farm Residential Association Ltd. will complete and send a form to W.C.B. within 72 hours.
2. The injured staff member needs to go to a doctor, tell the doctor the injury is work-related, and they will fill out a form and send it to W.C.B.
3. The injured staff member fills out the WCB Report of Injury Form and sends it to WCB. Forms are available from the Administration at Fisher Farm Residential Association Ltd.
4. Failure to comply with the above procedure may result in disciplinary action.
Modified Duties: If possible, modified duties will be made available, and we will accommodate the staff member's needs to the best of our abilities.
D11:Prevention of Violence and Harassment in the Workplace
OBJECTIVE
To foster a safe, healthy, respectful, and inclusive workplace at Fisher Farm Residential Association Ltd. (FFRA), which supports staff’s physical, psychological, and social well-being.
To encourage an organizational culture of shared accountability and cooperation to promote and maintain a safe, healthy, respectful, and inclusive workplace.
To empower employees to be accountable to keep themselves and each other safe from
harassment and violence in the workplace.
To protect employees from the potential hazards associated with all types of harassment
and violence regardless of its source, including domestic/personal relationships.
To enhance awareness of employee rights, responsibilities, and available supports.
Who are at risk of, experience, or otherwise become aware of workplace harassment or
violence.
To outline the accountabilities of FFRA’s staff, management, board, or contracted service providers (proprietor) concerning supporting and maintaining a safe and respectful workplace free of harassment and violence.
PRINCIPLES
Fisher Farm Residential Association Ltd. (FFRA) is committed to providing a work environment where all employees are treated with respect and dignity.
FFRA does not tolerate harassment or violencefrom anyone at, in, or outside the work site, including co-employees, management, board members, volunteers, individuals, guardians, external parties, or personal/domestic partners.
Fisher Farm Residential Association Ltd. (FFRA) is committed to eliminating or, if that is not reasonably practicable, controlling the hazard of harassment.
WORKPLACE HARASSMENT
Workplace harassment means any single incident or repeated incidents of objectionable or
unwelcome conduct, comment, bullying, or action by a person that the person knows or ought
reasonable to know will or would cause offence or humiliation to a worker or adversely affect
the worker’s health and safety . Workplace harassment includes conduct comments, bullying, or
action because of race, religious beliefs, colour, physical disability, mental disability, age,
ancestry, place of origin, marital status, source of income, family status, gender, identity,
gender expression and sexual orientation and sexual solicitation and advance.
APPLICABILITY
This document must be complied with by all Fisher Farm Residential Association Ltd. (FFRA) employees, management, board, and other persons acting on behalf of FFRA, including contracted service providers (proprietors).
This Policy is subject to all applicable legislation, including the Employees’ Compensation Act (Alberta) and the Occupational Health and Safety Act, Regulations, and Code.
ELEMENTS
1. Points of Emphasis
1.1 All employees, including management, have a shared responsibility to promote and sustain safe and respectful behaviour in the workplace and are expected to participate in and work collaboratively towards ensuring a healthy workplace that is free from disrespectful behaviour,
Discrimination, harassment, and violence.
1.2 This Policy and associated procedures do not apply to harassment or violence
Against FFRA’s individuals/clients. In these situations, refer to the Protection for Persons in Care Act (Alberta).
1.3 This Policy applies to the following four forms of workplace harassment and violence:
a) Outside Party: The Party has no current relationship to the workplace or employee.
b) Individual to Staff: The party is an Individual in FFRA care, the visitor of an Individual
Or a family member of an Individual.
c) Employee to Employee: Party is any current employee.
d) Domestic/Personal Relationship: The party has had or desires a domestic or personal relationship with an employee.
Where incidents or concerns span more than one of the above forms or do not fit within the typology, all applicable procedures may be referred to, and the response will be determined on a case-by-case basis.
1.4 FFRA is committed to eliminating or effectively managing workplace harassment and
Violence, regardless of its source, as far as it is reasonably practicable to do so.
1.5 All reports of concern shall be made in good faith, in writing, and shall be taken seriously
It should be addressed objectively, appropriately, and timely, without reprisal against employees who report incidents or are otherwise involved in reviewing or investigating them.
1.6 No employee can be penalized, reprimanded, or criticized for acting in good faith while following this policy for addressing workplace harassment and violence.
1.7 This policy does not discourage an employee from exercising the employee’s right under any other law, including the Alberta Human Rights Act and the Occupational Health and Safety Act (Alberta) to:
a) report an incident of harassment or violence to a law enforcement agency;
b) pursue a concern or comply with the provisions of a professional or government association;
c) exercise any other legal rights the employee may be entitled to.
1.8 Non-compliance with this Policy may result in disciplinary action up to and including termination.
2. Respectful Workplaces
2.1 This Policy addresses the expectation of respectful workplace behaviour and the prevention of and response to harassment or violence.
2.2 FFRA encourages employees, individuals, families, visitors, and other members of the
public to promote a culture of safety and respect through the use of conversations,
Signage, communication materials, and other resources.
2.3 All employees must collaborate to ensure a workplace free of disrespectful behaviour, discrimination, harassment, and violence.
2.4 Individuals, family members, guardians, and other public members accessing FFRA services or workplaces must demonstrate respectful behaviour and refrain from causing or participating in harassment or violence.
3. Workplace Harassment and Violence
3.1 FFRA employees are responsible for taking action to prevent harassment and violence
Through the implementation of this policy. In some instances, that implementation may include the development of more detailed harassment and violence prevention plans and controls.
3.2 Harassment and violence are considered workplace hazards. Where risks related
These hazards are identified:
a) specifics shall be considered and documented in the Hazard
Identification, Assessment, and Control (HIAC) worksheet for the position; and
b) HIAC worksheets shall be completed by staff, management, and
Supervisor with FFRA staff involvement and will be available to all FFRA staff. FFRA employees must be aware of hazards relevant to their position and how to safely reduce and respond to risks using available controls listed in the HIAC, including but not limited to individual behaviour support plans and ISPs, training, and employee support.
3.3 All incidents of workplace harassment or violence must be reported, reviewed, investigated, and responded to. Within 24 hours, individual incident reports must be submitted to the Executive Director. The Occupational Health and Safety Injury Report will be forwarded to the Executive Director and your supervisor. Where necessary, corrective action shall be taken to address the incidents to prevent reoccurrence.
3.4 Any allegations of workplace harassment or violence shall be made in good faith. Any FFRA employee found to have made malicious, knowingly false, or other allegations not made in good faith may be subject to disciplinary action up to and including termination.
3.5 Staff may refuse to perform dangerous work and are protected from reprisal for exercising this right, as the Occupational Health and Safety Act (Alberta) states. FFRA employees must follow the established Dangerous Work Refusal Process to implement a work refusal.
3.6 FFRA shall not disclose the circumstances related to an incident of harassment or violence or the names of the individuals involved (including any person who reported the incident, any person alleged to have committed the harassment or violence, and any witnesses), except on a need-to-know basis:
a) to review or investigate the incident or to take corrective action;
b) to inform the individuals involved in the incident, to the extent permissible by FFRA’s privacy obligations, of the results of the review or investigation and corrective action taken;
c) to inform employees of a specific or general threat of violence or potential
violence; or
d) as required by law.
3.7 FFRA shall disclose only the minimum amount of personal information required to protect employees from and inform employees of a specific or general threat of violence or potential violence.
3.8 FFRA shall not disclose medical information about employees affected by harassment or violence in the workplace except where required.
3.9 FFRA shall cooperate with investigations conducted by external agencies to the extent required by law.
4. Responsibilities
4.1 All employees shall:
a) respect the dignity and human rights of all individuals in the workplace, including other employees, management, individuals, guardians, families, visitors, and other members of the public;
b) demonstrate safe and respectful behaviour in a way that respects diversity and inclusion;
c) not engage in disrespectful behaviour, discrimination, harassment, violence, or retaliatory behaviour towards another individual in the workplace; and
d) cooperate with the requirements of this Policy and any associated procedures.
4.2 FFRA employees shall:
a) fulfill all the responsibilities of employees in Section 4.1;
b) complete all required training and use safety controls/prevention strategies regarding the prevention of harassment and violence as indicated on the HIAC or as otherwise identified;
c) actively address and attempt to resolve conflict that may affect them in the workplace and seek assistance from the management or other supports (for example, Protective Services) where necessary;
d) report incidents of harassment or violence to the Executive Director and;
e) escalate issues of non-compliance with this Policy to Occupational Health and Safety and
f) consider and access supports offered, including, but not limited to, the Employee Family Assistance Program (EFAP), and seek out alternative supports if they have been affected by workplace harassment or violence.
4.3 Supervisors and Management shall:
a) fulfill all the responsibilities of employees in Section 4.1 and FFRA employees in
Section 4.2;
b) take appropriate action to ensure that none of the employees under their supervision are subjected to or participate in harassment or violence in the workplace;
c) ensure that FFRA employees are adequately trained and are using safety controls/prevention strategies to protect themselves from harassment and violence;
d) advise employees under their supervision of all known or reasonably foreseeable harassment or violence hazards in the area where employees are performing work;
e) Be the accountable agent of FFRA in ensuring incidents of disrespectful behaviour, discrimination, harassment, or violence are addressed as soon as reasonably practicable.
f) report to the Executive Director a concern about harassment or violence, regardless of how the supervisor or management became aware of the problem or incident (that being whether they received a report of the incident, witnessed the incident, or became aware of the incident through any other means).
g) Implement and follow up on any identified corrective actions to prevent the reoccurrence of harassment or violence.
h) address reprisal against a worker who has reported or witnessed an incident or concern of harassment or violence.
i) assist FFRA employees by ensuring:
a) the appropriate training, safety controls/prevention strategies, information, and resources are available to allow FFRA employees to cooperate with the requirements of this Policy; and
b) Support is available for FFRA employees who are affected by an incident of workplace harassment or violence and
j) ensure that contracted service providers are aware of their obligations
Under this Policy.
4.6 Contracted service providers shall:
a) ensure that they are meeting the expectations and obligations of this Policy before they start work for FFRA and continuously while working for FFRA.
DEFINITIONS
FFRA employee means:
FFRA staff are Community Disability Support Workers (CDSW), Residential Disability Support Workers (RDSW), administrators, and managers, but they exclude contracted service providers.
Contracted service providers mean:
Proprietors, as self-employed persons, provide services to FFRA and the Individuals in their care.
Discrimination means:
Any practice, comment, or conduct that is known or ought reasonably to
Be known to be unwelcome and related to any protected ground in the Alberta Human.
Rights Act.
Disrespectful behaviour means rude, inconsiderate, or insensitive comments or conduct. It also includes behaviours that can be addressed and stopped by bringing them to the attention of the other individual. Disrespectful behaviour can also occur between two or more employees, with both sides contributing to the discord. It is recognized that if disrespectful behaviour goes unaddressed, it can lead to harassment or violence.
Domestic/personal relationshipviolence means:
Threatened, attempted, or actual conduct that causes or is likely to cause physical or psychological injury or harm and is used to frighten, control, intimidate, or humiliate a worker by a person who is, was, or wishes to be in a personal, intimate, or domestic relationship with an employee. This can range from subtle, coercive forms to violent acts that result in physical harm or death. Examples of behaviour may include but are not limited to physical violence, sexual abuse, financial control, emotional and psychological intimidation, verbal abuse, stalking, and using electronic devices to harass and control.
Harassment means:
Any single incident or repeated incidents of objectionable or unwelcome conduct, comment, bullying, or action by a person that the person knows or ought reasonably to know will or would cause offence or humiliation to a worker or adversely affect the worker’s health and safety and includes discrimination and sexual solicitations or advances. Workplace harassment can consist of incidents that occur outside of the workplace or working hours but are related to the workplace (for example, inappropriate phone calls, e-mails, social media posts, visits to a worker’s home, and incidents at luncheons or after-work socials) or harassment from clients and service recipients. Harassment excludes any reasonable conduct of a manager/medical leader or supervisor concerning the management of employees or a workplace.
In good faith means:
By standards of honesty, trust, sincerity, and without ulterior motives.
Culture means:
An environment where everyone feels safe, encouraged and enabled to discuss quality and safety concerns.
Manager means:
The individual(s) who has the delegated authority for directly planning, monitoring, and supervising employees, which in this case is the Executive Director.
a) Next-level manager means the manager to whom a manager or supervisor reports.
b) Respectful behaviour means behaviour that shows due regard for the feelings, wishes, rights, or traditions of others. Respectful behaviours support a safe, healthy, and inclusive workplace.
Party means:
The individual against whom an allegation has been made.
Sexual harassment means:
Any unwelcome conduct or comment of a sexual nature that ought reasonably to be known or expected to cause offence or humiliation to a person detrimentally affects the work environment or leads to adverse job-related consequences for the recipient of the harassment. Such conduct or comment includes, but is not limited to:
a) conduct or comment that is related to gender, gender identity, gender expression, or sexual
orientation; or
b) a sexual solicitation or advance including but not limited to where the person making the solicitation or advance is or is perceived to be able to confer, grant, or deny a benefit or advancement to the worker.
Sexual violence means:
The threatened, attempted, or actual conduct of a sexual nature by a person, whether at the workplace or work-related, that causes or is likely to cause physical or psychological injury or harm, including but not limited to:
a) unwanted sexual contact.
b) stalking; or
c) a pattern of ongoing sexual harassment leading to psychological harm.
Supervisor or Management means:
A person in charge of a workplace or authority over an FFRA employee.
Violence means:
The threatened, attempted, or actual conduct of a person that causes or is
likely to cause physical or psychological injury or harm and includes domestic or sexual
Violence. It is understood that harassment may become violence.
Employee means:
FFRA staff members employed by FFRA.
Workplace means:
A location where a worker is, or is likely to be, while engaged in work or work-related activities. The workplace includes all locations where business or social activities organized by FFRA are conducted, including but not limited to work in the community and locations of work-related social events. Workplace includes any vehicle or mobile equipment the FFRA employee uses as part of their job.
REFERENCES
· Fisher Farm Residential Association Ltd. (FFRA) Policy and Procedure Manual
· Fisher Farm Residential Association Ltd. (FFRA) Hazard Identification, Assessment and Control Process
· Employee and Family Assistance Program (EFAP)
· Dangerous Work Refusal Policy
Outside FFRA Document Sources:
· Alberta Human Rights Act, R.S.A. 2000, c. A-25.5
· Employees’ Compensation Act, R.S.A. 2000, c. W-15
· Occupational Health & Safety Act, Regulation and Code (SA 2017, c0-2.1)
· Alberta Health Services Bylaws & Corporate Policies
· Protection for Persons in Care Act (Alberta)
· Government of Canada Canadian Centre for Occupational Health and Safety (CCOHS)
D12:Workers Compensation
Forms for WCB claims are available from the Administration at Fisher Farm Residential Association Ltd. or online. Fisher Farm Residential Association Ltd. must legally report work-related injuries to WCB within 72 hours.
A copy of Alberta Employment Standards is available from the Administration at Fisher Farm Residential Association Ltd. This manual is also available online.
D13:Code of Conduct
Policy: Fisher Farm Residential Association Ltd. will adhere to and uphold the principles of the Code of Ethics. Employees, volunteers, and proprietary families must perform their duties in a manner that maintains and enhances confidence, compassion, trust, integrity, objectivity and impartiality. Trust and mutual respect are the cornerstones of any relationship. As it is our most valuable and important asset, Fisher Farm Residential Association Ltd. expects everyone to demonstrate the highest standards of behaviour, professional integrity, supporting individuals, and fellow staff both in person and in writing. Employees are expected to govern their conduct and behaviour in a manner consistent with the guidelines set out herein.
Procedure: In order to earn and retain the trust and respect of each other within Fisher Farm Residential Association Ltd. as well as external stakeholders – including community members – principles of honesty, integrity, fair dealing and the highest ethical standards must underlie everything we do and every decision we make. We must not take unfair advantage of anyone through manipulation, concealment, abuse of privileged information, misrepresentation of facts, or any other unfair dealing or unethical activity. We will be judged not only in terms of how competent we are at conducting our business, but also on our integrity and how we behave at work, in the community and in the public expression of personal views. Accordingly, before embarking on any course of action we need to be able to answer “yes” to each of the following questions: Is it fair? Is it right? Is it legal?
Each of us must be aware of and comply with applicable laws, rules, and regulations of all levels of government, related public and regulatory agencies, as well as Fisher Farm Residential Association Ltd. policies that affect how we do our jobs. Individually, we must never knowingly violate laws or willfully blind ourselves to our legal or regulatory responsibilities or be a party to such actions or omissions.
D14:Concern Resolution
Objective: Fisher Farm Residential Association Ltd. is committed to responding fairly and equitably to any complaints it receives.
Informal Concern Resolution
Procedure: Fisher Farm Residential Association Ltd. has outlined the following guidelines for any concern:
1. The individual lodging the concern must do so in writing and submit it to the agency.
2. The individual lodging the concern may, if they desire, be supported by another person of their choosing until the concern has been resolved. This includes both the formal and informal resolution process.
3. Once Fisher Farm Residential Association Ltd. receives the concern, we will meet with the parties involved, face-to-face or with a mediator.
4. If the concern cannot be resolved and all efforts to do so at the informal level have been exhausted, including management, we will start the formal conflict resolution process outlined below
Formal Concern Resolution
1. All appeals or grievance proceedings will be documented by recording meeting minutes. These minutes will be supplied to all in attendance and signed off on as being accurate.
2. All findings will be documented, and both parties will receive written documentation of the board's findings.
3. If the concern cannot be rectified during this process, a neutral third party will be brought in to mediate and work with both sides toward a satisfactory outcome.
4. While each party has a right to this process, it also has a responsibility to seek early resolution, present the facts fairly and honestly, cooperate fully with the process, and accept the final decision that is made.
5. Fisher Farm Residential Association Ltd. will take corrective action to prevent further situations that have led to concerns.
D15:Conflcit of Interest
Definition: A conflict of interest can occur when an individual or organization is involved in multiple interests, one of which could corrupt the motivation for an act in the other.
Policy and Procedure: Stakeholders (Staff, Administration, Board Members) must disclose information about any situation in which the staff may be in a conflict-of-interest situation, whether perceived or real. Failure to do so may result in disciplinary action, including dismissal. It is very easy to find yourself in a situation where your interests may be conflicting; it is always best to disclose any issues. If disclosed, we can work with you to handle the situation appropriately. People who disclose potential conflict of interest situations will not be punished unless they have acted in a way that has caused harm or they have been particularly negligent. Stakeholders shall not seek to use their authority or influence to gain financially or materially at the expense of others. Additionally, stakeholders should not seek to gain power or influence at the expense of others.
Some activities that may be considered as being a conflict of interest but may be acceptable if disclosed:
-Buying or selling items from/to an individual.
-Selling or buying services to/from an individual.
-Renting to individuals.
-Buying something beyond a modest gift for a birthday, Christmas etc.
Unacceptable activities:
-Getting individuals or staff to do favours for you (Abuse of authority).
-Referring individuals to a private service in which the violator may gain, monetarily or otherwise.
-Trading influence for favours.
-Using authority to influence policy in a way that would intentionally benefit/harm certain groups or individuals.
-Using authority or power to exploit or extort others.
D16: Public Relations
Purpose: To ensure the following:
a) Staff should know to whom they are to direct inquiries about Fisher Farm Residential Association Ltd.
b) That staff are aware of their responsibility to provide a positive impression and impact within the community
c) Staff should know who is authorized to speak to the media on behalf of Fisher Farm Residential Association Ltd.
d) The only persons who are permitted to speak with the media are the Executive Director, the President of the Board, or a person designated by the Executive Director and Board.
e) The executive director may wish to use promotional strategies to promote the agency. Any such strategies will be subject to the approval of the Executive Director and/or the Board of Directors.
f) We are aware that we need to be culturally sensitive and aware of diversity in our dealings with the media.
Procedure: To ensure the agency is free from any risks associated with our public relations, Fisher Farm Residential Association Ltd. is responsible to:
D17:Drugs and Impairment Policy
Policy: To ensure that everyone understands the guidelines and rules for the consumption of certain medications, such as medical marijuana.
Policy and Procedure: Prescription drugs can create a safety hazard in the workplace. Coming to work while impaired by any medication or drug is illegal. Workers are expected to disclose if they are taking any prescription medications that may affect their ability to work
Some impairment-causing drugs include, but are not limited to:
· Opioids (Morphine, heroin)
· Codeine (Tylenol 3, 4 etc.)
· Benzodiazepines
· Muscle relaxants
· Medical Marijuana
· Alcohol
Alcohol:
Alcohol shall not be consumed on company time. If a staff member is caught at work while under the influence of alcohol, they will face disciplinary action, including immediate dismissal, which will likely result in termination or criminal charges.
Cannabis:
Medical: People who have medical marijuana may carry their marijuana with them in case they need it. However, if marijuana is consumed, then they must stand down from work, and they must inform us before consuming it so that we can make alternate arrangements. The staff member must prove that their marijuana is medicinal before being permitted to carry it. If staff are caught under the influence of marijuana, they will face disciplinary action depending on the severity of the infringement, which could include dismissal.
Recreational: Staff caught under the influence of marijuana without a prescription shall be disciplined depending on the extent of the infraction. This will likely end in termination or criminal charges.
Prescription Drugs
Prescription drugs are permitted in the workplace. However, any staff holding a safety-sensitive position must disclose the use of impairment-causing prescription drugs to their direct manager. Prescription drugs that do not cause impairment are permitted to be carried at any time. Still, staff are to ensure that individuals accessing services cannot access their medications.
Staff are not to be impaired at work, even if by prescription drugs. We reserve the right to request medical documentation that states that the staff member will not be impaired by their medications.
Failure to disclose the use of impairment-causing medications may result in disciplinary action, up to and including termination.
Non-Prescription Drugs
Certain over-the-counter medications can impair you, such as Nyquil, analgesics, Gravol, etc. If an employee becomes impaired by these medications, they must immediately inform their supervisor. Disciplinary action will most likely not occur or be significantly lessened as long as the employee’s actions weren’t negligent. If the employee continues to work while knowingly impaired, they will face more severe disciplinary action.
Illegal Drugs
There is a zero tolerance for the possession, or consumption of illegal drugs during work hours. Staff will be immediately terminated if they are caught with illegal substances while at work. If a staff member comes seeking help for an illegal drug addiction, we will offer resources to help them, so long as this drug use does not threaten the well-being of our individuals.
Other
If a staff member is severely fatigued or sleep-deprived, they should stay home. Driving while tired can be extremely dangerous and may be considered impaired, depending on the situation and severity. Severely fatigued staff should remain at home. They may be sent home if they are too tired or disciplined if the staff member's actions could be considered negligent.
Impaired Driving
Any staff member caught while driving impaired will be disciplined, dismissed, or criminally charged.
Safety Sensitive Positions
A safety-sensitive position can be defined as one in which incapacity due to drug or alcohol impairment could result in direct and significant risk of injury to the staff, others or the environment. When determining whether a job is safety-sensitive, one must consider the context of the industry, the particular workplace and a staff's direct involvement in a high-risk operation. Any definition must take into account the role of properly trained supervisors and the checks and balances present in the workplace. (Canadian Human Rights Commission definition)
Examples of safety-sensitive positions include, but are not limited to, Job Coach, Instructor, Respite Worker, CDSW, Caregiver, Manager, or Executive Director.
Staff holding safety-sensitive jobs must report the use of impairment-causing prescription medication to their direct manager. Safety-sensitive staff must not report for duty impaired by any substance.
Any safety-sensitive staff member who believes there is a risk of impairment should notify their direct manager to assess their fitness for duty.
Drug Testing
FFRA will only complete drug testing for staff in safety-sensitive positions. The company may complete drug testing under the following conditions:
• As a pre-condition to employment
• When the company has grounds to reasonably suspect that a staff member is impaired by drugs or alcohol (reasonable suspicion)
• After a safety incident
• Upon transfer or promotion into a safety-sensitive role
• As part of a rehabilitation program
Staff who fail to adhere to the above requirements or who engage in illegal activities such as selling drugs while on company time or on company property will be subject to disciplinary action, up to and including termination of employment.
Reasonable Suspicion
FFRA may have reasonable grounds to believe the actions, appearance or conduct of staff while on duty are indicative of the use of drugs or alcohol. This is a suitable reason to require staff to take a drug and alcohol test at a Manager's request. Reasonable suspicion will meet the following criteria:
• The staff has shown signs of impairment such as their physical appearance, actions, behaviour, work performance (which include speech difficulties, unsteady on feet, yelling, odour - alcohol or other), witness observations, admission of use, or other signs
• The supervisor has facts, such as witnessing a situation personally, or a witness has provided firsthand information
• Impairment is current today while on the job or company property. The facts of the situation should be documented, and your direct manager must be informed immediately.
Substance Abuse
We recognize that substance abuse is a form of illness that is treatable. A staff member who discloses a substance abuse problem with us will probably not be subject to disciplinary action so long as their addiction hasn’t harmed anyone or affected their duties or their performance. We are morally and legally obligated to assist staff members suffering from addictions. Depending on the severity, this could include referring the staff member to mental health, an addictions counsellor, a psychologist, or even a rehabilitation program.
D18:Agreement of Confidentiality
Policy: Fisher Farm Residential Association Ltd. will protect the individual receiving the service's right to privacy and confidentiality.
Procedures:
1. The service provider will ensure that no information about the individual receiving service is shared without the guardian's consent.
2. All persons working with the individual will sign and agree to the Confidentiality Agreement. The Agreement of Confidentiality will be signed and reviewed annually.
3. If staff does not comply and breaches the individuals’ confidentiality, the guardian will be notified, and disciplinary action may occur up to and including possible termination.
Agreement of Confidentiality
I, the undersigned, do hereby agree that I will not discuss any private or personal information shared with me for the purpose of serving the individual for whom I provide support or relief. If I do not comply, I understand that my services may be terminated and that the guardian will be notified immediately to determine if further action is necessary.
D19:Accounting Policy
Basic Accounting Concept
Canadian generally accepted accounting principles (GAAP) are the standard for preparing financial statements in Canada. Every individual involved with accounting or dealing with auditors has heard this term. The list of principles is difficult to explain as it covers many things and can vary from one organization to another.
The definition of GAAP is as follows:
“The common accounting principles, standards and procedures used to compile financial statements. GAAP are a combination of authoritative standards and simply the commonly accepted ways of recording and reporting accounting information.”
Accounting procedures dictate how to record and report financial information. Generally accepted accounting principles (GAAP) are the account standards. These principles provide a basic understanding of how to record information for internal and external financial reporting. Because these principles are based on a conceptual framework, management can develop accounting policies for applying GAAP to their financial procedures and reporting.
Accounting Method
The accrual-based accounting method records financial transactions as they occur, regardless of when cash changes hands. The Association is required to use this procedure because it presents a clearer picture of the financial transactions and activities in any given period of operation (monthly, quarterly, semi-annual, or annual).
Accounts Payable
The accounts payable module is used for this accounting procedure. The Association will match vendor invoices to the correct period prior to issuing payments. For accounts payable purposes, the date of the invoice is the date it is received. If no invoice is received, the Association can accrue the expense by estimating the cost, and an adjustment can be made to clear the manual A/P and record the invoice as paid. This is particularly important when doing a cut-off between fiscal years.
Accounts Receivable
Accounts receivable represents money owed to the Association for services provided to clients. Invoices are usually sent to vendors, such as clients and PDD, so outstanding balances can be collected.
Reconciliations
Reconciliations can be used as an accounting procedure or to balance individual accounts for various reasons. Cash accounts are reconciled with the bank statements to ensure all money is accounted for in the Association’s bank accounts. Balance sheet reconciliations help the Association ensure all information is accurately recorded for accounts receivable and accounts payable in addition to the bank accounts.
Accounting Period
The Association will record financial information according to specific accounting periods, which coincide with calendar months. The Association will prepare year-to-date accounting information for Senior Management and Board meetings. At a minimum, the Association will prepare aggregate information based on quarterly and annual periods in addition to monthly accounting periods.
Accounting Procedures
Policy Objective
To provide direction regarding the retention of receipts or other relevant source documents that support the Association's receipt or disbursement of funds.
The parts of an accounting system that are used regularly are as follows:
· Chart of Accounts
· Source Documents
· Source Journals
· Subsidiary Ledgers
· Journal Entries
It is important to keep accounting records as up to date as possible instead of rushing everything at month's end.
Time should be set aside each week to update source journals, file source documents and generally review the records for reasonableness and possible necessary adjustments.
Source Documents
Source documents are defined as the original record or evidence of a transaction. All invoices should be kept to support a payment transaction. Any third-party contracts should be kept and updated to support the amount of the payments made to the contractor. The PDD contract will be kept on file to support the amounts collectible.
Source documents can be of two types:
Internal: Documents produced by the Association, for example, purchase orders, work orders, Association cheques, credit card receipts (original receipt, not just the payment receipt), cash receipts, and the Association’s invoices for monthly services provided to the client(s) or to fulfill a third party contract.
External: Documents received from outside parties, such as a creditor’s invoice, creditor’s statements, packing slips, service contracts, and bank statements.
Acquisition of Goods and Services
Policy Objective
To provide direction regarding the acquisition of goods and services for the Association and specify requirements for expenditure commitments, purchases, and contracts. Before committing to the expenditure of funds, there must be sufficient funds in a budget approved by the Board of Directors. When the availability of funds is confirmed, steps to purchase the goods and services can proceed.
1. Commitment of Funds
1.1 The authority and limits for signing for purchase shall be up to Sr. Management for amounts in the approved budget or up to $5,000.00 for unbudgeted funds that are required for the daily operation of the Association.
1.2 Sr. Management can recommend approval to the Board for amounts over $5,000.00. These disbursements will be supported by an authorizing motion of the Association’s Board.
1.3 No Board Member may commit the association’s funds without an authorizing motion by the Board of Directors.
1.4 Under no circumstances are the purchasing limits of each authority to be circumvented through the use of two or more purchase orders to commit funds to purchase any one item or service.
2. Purchases
2.1 At least three quotes are required for all purchases with a value over $50,000.00.
2.2 For all purchases with a value over $50,000.00, a formal Request for Proposal (RFP) should be publicly advertised locally and on the website or distributed to the known individuals or firms that supply the goods or services. All RFPs shall identify the Association, the date of closing, and where to send the RFP.
2.3 Management will screen all RFPs and recommend them to the Board for acceptance. The lowest bid on a given RFP is not necessarily the one that will be awarded.
2.4 When the Board motion for acceptance is completed, management will notify the successful individual/firm that they will be awarded the contract and manage the progress to the completion of the contract. Any modifications to the original contract will require review by the Board and may require a motion to make the change.
3. Contracts
3.1 A contract is required for the purchase of services over $50,000.00.
3.2 The approval of contracts shall be the same as the signing of purchases.
3.3 The President of the Boards shall report to the directors all contracts awarded in excess of $50,000.00
3.4 All contracts shall, at minimum, provide for clauses that include the scope of service, specific deliverables, timeline, budget, non-performance, payment, arbitration, non-competition, copyright (if applicable), and confidentiality of work.
4. Exclusions
4.1 The Acquisition of Goods and Services policy does not apply to staff recruitment and retention. The Board of Directors delegates this responsibility to management.
Accounts Payable Processing and Reporting.
Policy Objective
To provide direction and ensure timely, efficient, cost-effective and transparent processing and reporting of all accounts payable.
The Association will promptly pay all legitimate invoices received within 15 days of the 15th and 30th of each month. Through the A/P and reporting process, the Association will present a fair picture of its operations and financial position while ensuring accountability to both the Board of Directors and its funding agencies.
Accounts payable procedures
The general procedure for source documents from ad to suppliers and creditors is as follows:
1. Vendor accounts are opened for any person, company, or government department that provides material, goods, or services to the Association.
2. Board approval (or an annotation to the approved budget) will be on file for any supplies or materials over $50,000.00 before an invoice is set up in the A/P module and before payment can be made.
3. Approvals are not required for services such as office or house rent payments and/or other regular office expense service charges included in the approved budget if the expense exceeds the approved budget. Suppose the cost is greater than the approved budget. A variance of 10% is within Management's approval as long as it is within the policy on commitments and purchases noted above.
4. When the items are received from the supplier, appropriate back-up [i.e., packing slip] is checked by the person receiving the order. Any missing items must be clearly marked on the packing slip. Also, be sure to advise the supplier right away if any items are missing. The packing slip is then also placed in the A/P file
5. When the invoice is received from the supplier/creditor, verified against the work performed or the goods delivered, the date of the invoice, the invoice number, and the amount of the invoice, the invoice is coded to the appropriate account(s) and recorded in accounts payable for that vendor. The invoice is then placed in the accounts payable file to support the transaction.
6. If a statement is received from the supplier/creditor after the end of the month, it is also placed in the accounts payable file.
7. When it is time to pay the suppliers and creditors, sort the accounts payable documents for each. All invoices should be matched with statements or packing slips. The invoice will be coded by approved administrative personnel, and senior management will then check the work and approve the posting and payments.
8. An Association cheque or online payment is produced for the total amount of the invoices for each supplier/creditor. All the information will be written or posted on the invoice, cheque, or print-off of the payment and placed with the invoice or sent with the cheque to the vendor.
Cheque Issuance
Policy Objective
To provide direction and ensure a standard of practice in streamlining the accounts payable process.
As approved by the Association Board of Directors, disbursements of cheques are authorized by 1 signing authority.
· All cheques require 1 signing authority.
· Under no circumstances will cheques be signed before they are prepared.
· Cheques are to be processed by the Financial Coordinator or the Executive Director and given to authorized signing personnel with copies of receipts or invoices to review.
· A cheque request form or expense report must be submitted for cheques issued for reimbursement for mileage or advance pay.
· All cheques are to be numbered sequentially so as to be accounted for.
· Cheques are never to be issued blank
· Cheques will only be postdated if the Executive Director or Financial Coordinator has approved the payment
· Once the cheques are produced, one signature is required. All invoices should be attached to the unsigned cheque for review by the Executive Director or Financial Coordinator.
· Once the cheques have been approved and signed, they should be sent via mail to the supplier/creditor, and the support documents should be filed.
· Lost or stolen cheques must be reported immediately, and a stop payment order must be issued to the bank.
· All cheques not cashed six months after issuance are to be followed up on and either cancelled or a new cheque issued only on the payee's request. (stop payment must be used for the uncashed cheque before a new cheque is issued).
Accounts Receivable Processing and Reporting
Policy Objective
To provide direction and ensure timely, efficient, cost-effective and transparent processing and reporting of all accounts receivable.
The association will promptly record all PDD or client invoices for services provided by the Association. Through its accounts receivable and reporting process, the Association will present a fair picture of its operations and financial position while ensuring accountability to both The Board of Directors and its funding agencies.
The general procedure for preparing an invoice for services provided to fulfill the PDD contract or to individual clients is as follows:
1. Customer accounts are opened for the PDD contract or any client that receives services or is renting a residence from the Association.
2. Board approval will be required for changes to the approved PDD contract or services provided to a client that are not included in the agreed contract before an invoice is created in the A/R module.
3. Approvals are not required for new clients accepted into service if they are part of the PDD contract amount already approved. Also, Variances in the approved budget for adjustments up to 10% if service(s) provided to a client can be approved by Management and do not require Board approval as long as they are within the policy on commitments as stated in the policy objective.
4. The general procedure for Association’s invoices to receivables is as follows:
· Senior management prepares the invoices to ensure the amounts are correct. The invoices will include the G/L Codes.
· All invoice date(s) and are pre-numbered.
· If an invoice has been cancelled, record it as “cancelled,” and it will be maintained on file for record-keeping purposes.
Cash Receipts/Deposits
Cash, cheques etc., must be kept in a secure place (a safe or locked cabinet) until it is deposited to the bank.
1. Direct deposit remittance advice is provided to account for bank account reconciliation. All cheques, money orders, and bank drafts received are stamped “for deposit only” (photocopied and deposited as soon as possible in the Association’s bank accounts)
2. Deposits are entered into the system once they have been prepared.
3. The bank deposit summary and the bank book are to be used to record the entry into the accounting system
4. Remember: Cash is an extremely liquid asset and, as such, is susceptible to loss or misappropriation by theft or embezzlement. All those responsible for handling cash will benefit when they ensure that proper internal controls are in place and adhered to. Then, the Association and those responsible for handling cash will be protected from the risk of loss.
5. Additional procedures to strengthen internal Association control over cash include:
· The use of a valid receipt is the only acceptable proof that payment has been received.
· The person making the cash payment and the Association staff person who receives or accepts the payment must initial the office copy of the receipt
· All cash deposits must be deposited intact. Only what is received is deposited, and cash cannot be used to make cash cheques.
Handling of Cash for office and individual spending accounts
1. For each account, petty cash, house or individual, a record must be kept and reconciled to each month.
2. Each account is to be handled by the Financial Coordinator and accessed only by SR. Management and transactions on these accounts must be recorded and initiated by each person authorized to make such a transaction. (IE: spending money must be put in an envelope with the date, name of the client or home, and the amount on it and initiated by the person taking the money out as well as on the tracking sheet provided)
3. All money must be kept in a safe or locked cabinet and only accessed by those who know the combination or have a key. (Sr. Management ONLY)
4. Any Association staff member who assists the house or client with their money must ensure receipts are put in the proper order, written on the tracking sheets provided, and initiated.
5. At the beginning of each month, ALL receipts MUST be handed to the Financial Coordinator for each account and reconciled.
6. If a receipt or money goes missing, senior management MUST be notified immediately, and a proper investigation and documentation must be attached to the reconciliation.
General Journal Entries
The General Journal Entries are to be approved and written by the Financial Coordinator and or the Executive Director prior to posting. All entry backups should be fully explained or attached to the entry and put in a separate folder for future reference.
Insurance Coverage
The Association should review its insurance coverage annually to ensure adequate protection against various possible claims.
The Association will maintain Officers and Directors liability insurance. Insurance coverage is designed to provide the broadest protection for the Association’s officers and directors, who can be found personally liable for their actions in the event that they are negligent in their duties. Insurance coverage is to be reviewed periodically by the Board, and any changes to be made shall be noted and taken care of by the Association’s authorized representative.
Safeguarding of Assets
To clarify, there are two types of assets that need to be defined. They are:
· Financial assets consist of cash and other monetary assets and receivables held by the Association. Examples of financial assets are cash balances, investments and accounts receivable.
· Physical (or Capital) assets consist of personal property owned by the Association. Examples of personal property include computer systems and goods purchased for resale.
The Physical (Capital) Asset management process should make sure that the Association:
1. Adequately tracks the assets through the respective life cycles.
2. Determines whether the asset is being utilized correctly, as well as identifies which assets should be suitable for disposal and
3. Provide an accurate asset valuation for financial statement (audited and unaudited) purposes.
4. Capital Assets represent the property plant and equipment of the Association.
Capitalization
The Association shall treat as capital assets any assets for which the Association has title with an expected useful life beyond one (1) year and an original cost of $500 or more. A capital asset, to be classified as such, must meet the following criteria:
· A useful life in excess of one (1) year and a per-item cost in excess of $500.
· A total cost per bulk purchase order for furniture and office equipment in excess of $500; and
· A purchase and/or work order for residential /office renovation in excess of $1000 per project.
Amortization
Every month, the capital assets Amortization is calculated using the following:
· Building a 4% declining balance
· Leasehold 5% declining balance 5-year straight-line method
· Equipment 20% declining balance
· Automotive 30% declining balance
· Computer hardware 55% declining balance
Capital assets are recorded at cost less accumulated amortization.
Disposal
Any physical assets sold or disposed of with a value of more than $5000 (net book value) require the approval of the Board of Directors before action is taken. A list of sold or disposed assets will be reported to the Board.
YEAR-END ACCOUNTING PROCEDURES
If all month-end procedures have been performed regularly and on time, year-end accounting procedures should not be arduous. Some additional matters that should be attended to are as follows:
· Deposit all cheques (or cash) on hand by noon on March 31
· Make sure that all transactions recorded at the end of the day on March 31 are properly recorded in all subsidiary records and that any transactions made the following day (April) are not recorded as March transactions (i.e., ensure that year-end cut-offs have been properly made)
· Review all accounts for adjustments that are normally required only at year-end (e.g. allowance for doubtful collections on accounts receivable, accrued wages and expenses)
· Review revenue and expense accounts that have regular monthly charges to ensure that all transactions have been recorded for the full twelve months and that all necessary accounts receivable and payable have been accounted for.
· Ensure all required accounting functions are completed.
Preparing the Budget
Prepare the budget carefully AFTER planning for all revenue and expenditures that will arise throughout the year.
Several sources of information may be used in developing a budget:
1. Prior years’ financial information can be useful to help determine expense patterns; however, be sure to look at each budget expense item realistically and not simply increase the items by a percentage of last year’s total.
2. Some expenses, such as lease costs, may be known in advance and can be incorporated into the budget
3. Available funding may determine how much money can be allocated to a particular activity or type of expense.
The important point is to consider the operations the Association expects to have during the coming year and to determine the revenues and expenses associated with those operations.
Budgeting Process
The Associations Financial Coordinator initiates the budgeting process along with the Executive Director. Once the budget packages are complete and approved by the Board, they are entered into the accounting system.
During the course of the year, the account-by-account details will be used to provide the budget column in the monthly operating statements against actual expenses to determine variance from planned expenditures.
Budget Preparation Instructions
Each revenue and expense account in the general ledger should be reviewed to determine if any financial transactions are anticipated during the course of the upcoming year.
In practice, most of the budgeting effort will focus on those accounts used in the current year, with a quick review of the other GL accounts to see if anything new will be added in the upcoming year.
An Excel spreadsheet will be set up to record the assumptions made for each account, the budget amounts for each month, and the total for the year.
D20:Computer Use Policy
Intent
Fisher Farm Residential Association Ltd is dedicated to ensuring that our employees have the necessary technology in order to maximize their efficiency and improve work processes. Employees are encouraged to utilize all internal computer-based technology (computer, email, internet, network systems) to their fullest to fulfill their job requirements effectively. This policy aims to outline and ensure that company computer resources are used appropriately at all times when conducting Fisher Farm Residential Association Ltd’s business.
Guidelines
Fisher Farm Residential Association Ltd's computer-based technology and internet systems will be used only for appropriate company business. All Fisher Farm Residential Association Ltd information and correspondence, including email, transmitted/received using our computer-based technology, is considered the company's business property and is to be managed accordingly for appropriate business-related matters.
Password Protection
Security
Any passwords may not be disclosed or shared with other users or third parties. Internet accounts are to be accessed only by assigned users for legitimate business purposes. Employees are not permitted to obtain anyone else's account password. If a user has reason to believe their password has been compromised, they must inform the Executive Director immediately.
Internet users at Fisher Farm Residential Association Ltd must comply with the following security guidelines, rules, and regulations:
1. Personal files or data downloaded from the internet may not be stored on Fisher Farm Residential Association Ltd’s ' PC hard drives or network file servers.
2. Video and sound files must not be downloaded from the internet unless their use has been authorized to conduct Fisher Farm Residential Association Ltd’s business.
3. Users must refrain from online practices or procedures that expose the network or resources to virus attacks, spyware, adware, malware, or hackers.
4. Users are responsible for familiarizing themselves with procedures for downloading and protecting information in a secure manner, as well as for identifying and avoiding any online material deemed sensitive, private, and copyrighted.
5. Employees using the Internet must conduct themselves professionally at all times, especially while participating in collaborative activities, and must not disclose Fisher Farm Residential Association Ltd’s information or intellectual capital to unauthorized third parties.
Internet Appropriate Use
Fisher Farm Residential Association Ltd employees may use the Internet only to complete their job duties under Fisher Farm Residential Association Ltd’s business objectives. Permissible, acceptable, and appropriate internet-related work activities include:
Unacceptable Use of the Internet
Inappropriate and unacceptable internet use includes, but is not limited to:
1. Usage for illegal purposes, such as theft, fraud, slander, libel, defamation of character, harassment (sexual and non-sexual), stalking, identity theft, online gambling, spreading viruses, spamming, impersonation, intimidation, and plagiarism/copyright infringement.
2. Any usage that conflicts with existing Fisher Farm Residential Association Ltd’s policies (e.g. bandwidth limitations, network storage, etc.) and any usage that conflicts with Fisher Farm Residential Association Ltd’s mission, goals, and reputation.
3. Copying, destroying, or altering any data, documentation, or other information that belongs to Fisher Farm Residential Association Ltd or any other business entity without authorization.
4. Downloading unreasonably large files that may hinder network performance. All users shall use the internet in such a way that they do not interfere with others' usage.
5. Accessing, downloading, or printing any content that violates any of Fisher Farm Residential Association Ltd’s existing policies, e.g. pornography.
6. Engaging in any other activity that would bring discredit, disgrace, or litigation upon Fisher Farm Residential Association Ltd.
7. Engaging in personal online commercial activities, including offering services or products for sale or soliciting services or products from online providers.
8. Engaging in any activity that could compromise the security of Fisher Farm Residential Association Ltd host servers or computers. Any passwords may not be disclosed to or shared with other users.
9. Engaging in any fundraising activity, endorsing any products or services, or participating in any political activity, unless authorized to do so as part of completing one's assigned job duties and responsibilities.
10. Any individual internet usage that violates any of the policies of the accessed information's source network.
11. Allowing unauthorized or third parties to access Fisher Farm Residential Association Ltd network and resources.
Social Networking Sites and Blogs
Social networking sites such as Facebook, My Space, Friendster, etc. and personal Blogs / Twitter have been deemed unacceptable for internet use at Fisher Farm Residential Association Ltd during working hours. The use of these sites during normal work hours outside of breaks is prohibited unless for work purposes. The abuse of personal internet use on these sites using either Fisher Farm Residential Association Ltd owned and operated equipment or personal internet access devices during normal working hours will be subject to disciplinary action, up to and including termination of employment.
Employees who use these sites are prohibited from disseminating private organizational information or any negative comments regarding the organization.
Fisher Farm Residential Association Ltd’s email communications must be conducted with respect to the Fisher Farm Residential Association Ltd standards of conduct and should be created with professionalism and attention to detail.
To ensure the consistency of email communications, the following practices shall be followed:
Client, Visitor and Employee Privacy
The following measures have been adopted to ensure the ongoing privacy of our clients, visitors and employees:
Accessing & Monitoring Usage Records
Fisher Farm Residential Association Ltd may access and monitor staff use of company email and internet systems in the following ways:
Only authorized staff may examine such usage/records for business-related issues. Staff will act:
Fisher Farm Residential Association Ltd will do its best to accommodate employee privacy while being diligent and thorough when conducting investigations regarding company email and internet usage.
Employee-Owned Property
Fisher Farm Residential Association Ltd employees are prohibited from using personally owned equipment or property for the creation, transmission or storage of Fisher Farm Residential Association Ltd business information.
Suppose a Fisher Farm Residential Association Ltd employee creates, stores or transmits Fisher Farm Residential Association Ltd business information on the personally-owned property (including, but not limited to, laptop computers, desktop computers, mobile telephones, memory cards, notebooks, PDAs, or loose-leaf paper, etc.). In that case, the business information remains the express property of Fisher Farm Residential Association Ltd.
Fisher Farm Residential Association Ltd reserves the right to inspect and audit the property of Fisher Farm Residential Association Ltd’s employees on Fisher Farm Residential Association Ltd’s premises, where it is either known that they use personally owned property to conduct Fisher Farm Residential Association Ltd business, or where it is reasonably suspected that such properties contain Fisher Farm Residential Association Ltd’s business information. These inspections/audits may be conducted at any time, with or without notice. These inspections/audits are not intended as a punitive measure and are employed only for the protection of Fisher Farm Residential Association Ltd’s business interests.
Disclaimer
Fisher Farm Residential Association Ltd’ does not accept responsibility for any loss or damage suffered by employees as a result of employees using Fisher Farm Residential Association Ltd’s internet connection for personal use. Fisher Farm Residential Association Ltd is not responsible for the accuracy of information found on the internet. Users are responsible for any material they access, download, or share online.
Upon Retirement, Layoff or Termination
Upon retirement, layoff, or termination of employment with Fisher Farm Residential Association Ltd, employees must promptly return (without duplicating or summarizing) any material about Fisher Farm Residential Association Ltd's business in their possession.
If a device containing Fisher Farm Residential Association Ltd’s business information is password-protected, the employee must provide the correct username and password.
Disciplinary Action
Any policy violation will be treated like Fisher Farm Residential Association Ltd’s policies. All misconduct will be addressed according to established procedures. Violations of this policy may result in one or more of the following:
1. Temporary or permanent revoking access to Fisher Farm Residential Association Ltd’s internet and other IT resources.
2. Temporary or permanent revoking of Fisher Farm Residential Association Ltd devices.
3. Disciplinary action according to applicable Fisher Farm Residential Association Ltd’s policies, up to and including suspension or termination of employment.
Responsibilities
Management
Management should monitor and investigate Fisher Farm Residential Association Ltd’s computer-based technology to determine and deal with any inappropriate usage. Management should respect employees' privacy as much as possible while thoroughly maintaining the appropriate use of all computer-based technology. Management may contract with a third party to provide IT technology services; as such, the third party may have access to information like Fisher Farm Residential Association Ltd.
Employees
Employees should use Fisher Farm Residential Association Ltd computer-based technology for business purposes only and be aware that any information they transmit/receive may be monitored for appropriate business use.
D21:Discipline Policy
PURPOSE:
Employees should recognize that the FFRA must expect specific performance standards to ensure the safety, morale, and well-being of all staff, the protection of its property and equipment, and its ability to ensure continued operation. Employees who fail to maintain proper standards of conduct or commit a disciplinary offence shall be subject to disciplinary action.
POLICY:
FFRA will follow a progressive discipline approach allowing employees every reasonable opportunity for improvement. Should improvement not result, FFRA is responsible for following through with corrective action. The discipline philosophy of FFRA is based on correction rather than punishment; as
such, the emphasis should be identification and isolation of the problem situations before formal correction.
Action is required. The corrective approach dictates that the employee be aware of the reasons for and desired results of the discipline and understand that discipline flows from the employee’s own actions.
PROCEDURE:
Four questions must be addressed to address corrective action: i) Did the employee neglect their job duties or responsibilities? ii) Did the employee violate any rules or practices that endangered themself, their clients or co-workers? iii) How would a reasonable person act in a similar circumstance? iv) How has the Employer responded to similar situations in the past?
FFRA may conduct investigations either internally or by utilizing external resources. The investigation may include reviewing corporate information such as emails and system access. The past discipline record of an employee may be used to determine the degree or penalty for an offence. When a possible misconduct or a breach of a rule or policy occurs, it is essential to fully investigate the matter before coming to a decision about what to do. Ensure the following areas are covered before meeting with an employee: (a) Interview all other participants or witnesses to gather as many objective, concrete facts as possible; (b) Check the employee’s personnel file for the history of work performance or any prior discipline; (c) Arrange to interview the employee as soon as possible after the offence and, if possible, near the end of the employee’s workday; (d) Check legislative requirements and past precedents. The employee MUST be given an opportunity to tell their side of the story before any discipline can be imposed.
Discipline is usually a progressive process except for certain kinds of misconduct, which justify moving immediately to a more severe stage of discipline because of their seriousness.
1) A verbal warning with documentation kept by the supervisor as to the date and nature of the issue.
2) A written reprimand in the form of a disciplinary letter. Human Resources will develop/review all written letters of reprimand before giving them to the employee. The written reprimand should only be given after management knows all circumstances surrounding the specific employee’s performance. If required, this information should become evident through discussion with the employee or other employees before the letter is issued. The disciplinary letter will state the infraction, any previous disciplinary action and the consequences of such further action. A copy of the Letter of Reprimand will be placed on the employee’s personnel file.
3) Suspension may result if previous corrective action has proven unsuccessful. This step is significant in the ongoing trust relationship between employer and employee, and consideration must be given to determine if the suspension will result in improved behaviour/performance. Human Resources must be informed of all suspensions. A letter documenting the suspension will be completed and placed on the employee file.
4) In most instances, following the procedures in progressive discipline will result in an employee correcting the problem that caused disciplinary action to be taken. However, sometimes, an employee will not respond to even the most sincere and well-intentioned efforts to bring about change through the previous corrective action taken. Termination of employment becomes the next appropriate step.
5) Termination of employment will also result when an employee commits an act so serious that continued employment cannot be tolerated. Termination of employment may also result when an employee has taken previous corrective action that ultimately affects their ability to be effective in their overall duties. For example, multiple corrective actions may be taken that may or may not be of the same type of incident.
All terminations will be discussed with Human Resources before the discussions with the employee. Managers should suspend employees until a full review of the circumstances and discussion with Human Resources can be completed.
6) In determining the degree of discipline, FFRA will review all information available. Consideration will be given to the seriousness of the disciplinary offence and its effect on the ability to carry out effective operations, maintain a trusting relationship with the employee, and ensure the protection of the clients, staff, and property. Given the seriousness of the offence, progressive discipline may be bypassed, and termination becomes the immediate option. Human Resources must always be consulted when determining the appropriate level of discipline.
D22:Whistleblower Policy
Purpose
At Fisher Farm Residential Association Ltd., integrity and transparency are at the heart of everything we do. We are committed to creating a safe and supportive environment where employees feel empowered to raise concerns without fear of retaliation. This Whistleblower Policy is designed to encourage and protect employees who report unethical, illegal, or unsafe activities within our organization.
What is Whistleblowing?
Whistleblowing is the act of reporting misconduct, such as:
● Fraud: Any fraudulent financial practices or theft.
● Abuse: Physical, emotional, or verbal abuse towards clients or colleagues.
● Safety Violations: Any actions that compromise the safety and well-being of our employees or the people we serve.
● Legal Violations: Any activity that breaches local, provincial, or federal laws.
● Policy Violations: Any breach of Fisher Farm Association’s policies and procedures.
Reporting Channels
We provide multiple confidential channels for you to report concerns:
● Whistleblower Hotline: 1-403-586-2928
● Email: brendafisher@ffra.ca
● Online Form: Accessible through our intranet or website
● In-Person: Speak directly with your supervisor or the HR department.
Confidentiality
Your privacy is our priority. All reports will be treated with the utmost confidentiality. You may choose to remain anonymous, though providing your identity can help us investigate and resolve the issue more effectively.
Protection Against Retaliation
Fisher Farm Residential Association Ltd. strictly prohibits retaliation against employees who raise concerns in good faith. Retaliation includes but is not limited to:
● Demotion or dismissal
● Harassment or intimidation
● Unfair treatment or discrimination
Any form of retaliation will result in disciplinary action, up to and including termination.
Investigation Process
Every report will be taken seriously and investigated promptly:
Conclusion
Fisher Farm Residential Association Ltd. values your courage in speaking up and is committed to maintaining a culture of integrity and accountability. By reporting unethical or unsafe behaviour, you are helping us uphold our values and protect the well-being of our community.
Together, we can make Fisher Farm Association a better place for everyone.
Remember: When in doubt, speak out.
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