​​​​Preface  

Section 1:  WWRC Overview
Legacy as a Comprehensive Rehabilitative Center
Federal Governance
State Governance
Core Business Drivers & Performance Metrics
Strategic Planning & Operational Cycles
WWRC Partners
WWRC Value Chain
How Business Gets Done 

Section 2: Procedures and Business Processes

WWRC Administrative Procedures Statement

Section 2.1 CORE

           2.1.1                WWRC Vision in Action
           2.1.2                Annual Training Requirements

        • Annual Training Calendar

        • Compliance Monitoring and Accountability           

2.1.3                Cashier Office Access & Use

2.1.4                Communication Transparency

        • Public Information, Public Relations, and Marketing

          2.1.5                Employee Accommodations
          2.1.6                Employee Recruitment, Selection, & Hire
          2.1.7                Ethical Conduct

      • Core Ethical Principles

      • Ethical Decision-Making Model

2.1.8                Grant Development & Administration

        • Grant Proposal Development and Approval Process

        • Processing Requests for Letters of Support/Commitment from Partner Organizations

        • Post-Award Administration

 2.1.9               Orientation for Staff, Volunteers, and Interns/Affiliates

        • New Employee Orientation Program:  Classified & Hourly Positions

        • Orientation Program:  Volunteers

        • Orientation Program:  Affiliates/Interns         

 2.1.10            Research Development & Administration 

        • Research Development & Approval Process

        • Post-Award Administration

        • Training

        • Annual Certification          

2.1.11              Staff Professional Development & Training 

        • Sponsorship Protocols:  Training & Related Travel Requests

        • Compliance Monitoring & Accountability          

2.1.12              Tobacco Product Use

        • Purchase and use of Tobacco Products by Minors

        • Use of Designated Smoking Areas

2.1.13              Volunteer Services

        • Volunteer Recruitment, Application, and Selection Procedures

        • Volunteer Service Qualifiers

        • Volunteer Service Documentation

        • Volunteer Benefits 

2.1.14              Access and Use of DHRM Employment Dispute Resolution (EDR) Services

 

2.1.15              Employee Separations

 

2.1.16              Consumer Job Shadowing on the WWRC Campus

Section 2.2: Safety and Risk Management

2.2.1                After Hours On-Call Personnel Access


2.2.2                Alcohol & Drug Use


2.2.3                Alcohol & Drug Testing Requirements for Positions Requiring Licensing as a Commercial Operator


2.2.4                Campus Safety

        • Elevator Safety

        • Emergency Alert System

        • Life, Safety, and Health Program

        • Safety and Risk Management Program

        • Identification Badges

        • Visitation Management System

2.2.5                Contacting WWRC Facility Services

        • Special Circumstance Protocols

2.2.6                Contacting the WWRC Police


 

2.2.7    Scheduled Intake Day Preparation and Delivery

2.2.7(a) Day One Dorm Room Preparation

2.2.7(b) Day One Intake Experience

 


2.2.8                Emergency Preparedness


2.2.9                Inclement Weather

      • WWRC Alert/Notification System

      • WWRC Operations During Periods of Closure

      • Staff Expectations During Inclement Weather

      • Designated Personnel Compensation During Authorized Closings

2.2.10              Key/Lock Access & Use

      • Definitions

      • Key Custody

      • WWRC Client Access:  Dorm, Lock Box, and Room Rental Keys

      • Records Maintenance and Inventory

 2.2.11             Medical Emergencies

        • Medical Emergency

        • Non-Urgent Medical Care

        • Injured Party Responsibilities

        • Transporting Clients in a Medical Emergency

2.2.12              Operation of WWRC Passenger Vans & Buses 

      • Passenger Van Considerations

      • Accountability

2.2.13              Personal Protective Equipment (PPE)


2.2.14              Prevention, Control, & Reporting of Infectious Diseases


2.2.15              Reporting Child or Adult Abuse or Neglect

        • Mandated Reporters

        • Mandated Reporting Protocol

        • Training and Resources

2.2.16              Reporting Weapon Inflicted Wounds


2.2.17              Security Video Usage


2.2.18              Temporary Emergency Shelter


2.2.19              Threat Assessment & Response


2.2.20              Safe Operation of Vehicles on Campus

      • Use of State Vehicles

      • Approval Process: Travel of Non-Center Persons in a State Vehicle

      • Safe Operation of Golf Carts and Utility Vehicles

2.2.21             Title IX Compliance

      • Assignment of a WWRC Title IX Coordinator

      • Education & Preventive Programming

      • Understanding Special Rules of Confidentiality

      • Administration of Student Complaint & Grievance Procedures

      • Management of Title IX Investigations

      • Campus, Civil, and Criminal Consequences of Committing Acts of Sex Discrimination, Sexual Harrassment, and Sexual Violence

2.2.22             Radio Communication During Emergency Events on Campus 

 

2.2.23             WWRC Consumers - Travel To and From Campus

 

2.2.24             Safe State Vehicle Backing Protocols (Operating State Vehicles in Reverse)

 

2.2.25             Hazardous Waste Management

 

2.2.26             Small Unmanned Aircraft System Operations on Campus

 

Section 2.3: Client Services 

 

2.3.1    Student Financial Assistance Programs and Coordination of Services

            2.3.1(a): Title IV Student Financial Aid Eligibility & Coordination of Services

      • Definitions
      • Governance Procedures
      • Educational Qualification 
      • Career Pathways Program Basis of Determination
      • Roles and Responsibilities 

            2.3.1(b): Participation in the State Approved Agency Veterans Education and 

                            Training Program and Coordination of Services

      • Definitions
      • Governance Procedures
      • Roles and Responsibilities


2.3.2                Assistive Technology (AT) Procurement & Loan Use for Clients

        • Definitions

        • ACT Loaner Library Programs:  Access & Use Protocols   

2.3.3                Authorization for Outside Goods & Services

 

2.3.4                WWRC Student Grievance and Appeals Management System

2.3.4(a) WWRC Student Grievance Management System

      • Filing an Informal Grievance

      • Filing a Formal Grievance

      • Withdrawal of a Grievance

      • Coordination with Accreditation Body Requirements

      • Quality Improvement Procedures

2.3.4(b) Institution Level Consumer Appeals: Triggers and Protocols

        • Definitions

        • What Qualifies for an Appeal at the Institution Level?

        • Institution Level Appeal Process Protocols

        • Coordination with Federal VR Regulations and Applicable DARS Policies and Procedures

        • Coordination with Accreditation Body Requirements

 2.3.5                Client Medication  

        • Mailing Medications

        • Receiving Medications via USPS

2.3.6                Client Records 

        • Roles and Responsibilities

        • Case Record Standards

        • Safeguarding Client Records

2.3.7                Confidentiality, Privacy, and Disclosure 

        • Information Disclosure

        • Role-Specific Program Responsibilities

        • Responding to External Requests for Client Information

        • Protocols for Changing a Client Record

        • Breach and Sanctions

        • Accountability

        • Orientation and Training Requirements

2.3.8                Consumer Harassment

 

2.3.9                Consumer Informed Choice

 

2.3.10              Consumer Participation & Input 

 

2.3.11              Daily 'Bridges':  Rehabilitation Team Shift Change Communication

 

2.3.12              Incomplete Records Closure

 

2.3.13             Maintaining Appropriate Staff/Consumer Boundaries

      • What is a Staff/Consumer Boundary Issue?

      • What Do I Do If a Potential Boundary Issue Exists?

2.3.14              Media Release Agreement

 

2.3.15              Medical Services for WWRC Day Students

 

2.3.16              Mental Health Crisis Intervention

      • Suicide Threat or Decomposition

      • Suicide Attempt

      • Physical Aggression

      • Disposition Options

      • Transportation

      • Documentation

 2.3.17              Rehabilitation Team Meetings

        • What is the Protocol to Request a Team Meeting?

        • What are Expectations for Rehabilitation Team Members?

        • WWRC/DRS Rehabilitation Team Communication Expectations and Protocols

    2.3.18              Report Distribution 

          • Multidisciplinary Programs Case Managed by a WWRC Rehabilitation Counselors

          • PERT Services Case Managed by a WWRC Rehabilitation Counselor and PERT Field Specialist

          • Outside Physician and DSA Referrals for Outpatient Evaluations

          • Assistive Technology/Outpatient DME Reports

          • Hard Copy and Electronic Copy Business Processes

    2.3.19              Reporting & Investigating Missing Clients


    2.3.20              Search & Seizure


    2.3.21              Student Work Opportunities


    2.3.22              Sexual Assault & Other Sexual Violence Procedure

        • Staff Roles and Responsibilities

        • Coordination with the WWRC Title IX Coordinator

    2.3.23             Use of Service Animals   

    2.3.24             WWRC Client Transportation

    2.3.25             Management of Student Behaviors

    2.3.26             Medication Management

        • Definitions

        • Medication Management:  General Expectations and Requirements

        • Critical Medications

        • Other Medications

        • Transportation

        • Documentation

              2.3.28              Urine Drug Screen (UDS) Administration and Management

     

          • WWRC Urine Drug Screening (UDS) Administration and Management Overview

          • Substance Abuse Assessment & Treatment Protocols

          • WWRC UDS Administration Protocols

          • Circulation of Results

     

    2.3.29            Disposition of Abandoned Consumer Property

     

    2.3.30            Consumer Death - Alert and Response System

             

    Section 2.4: Accountability

    2.4.1                Campus & Facility Use

          • Facilities Available for Use

          • General Guidelines for Use of WWRC Campus & Facilities

          • Use of WWRC Campus and Facilities for Routine Events

          • Use of WWRC Campus and Facilities for Non-Routine Events

          • WWRC Special Events Campus/Facility Use Form

              2.4.2a              Children in the Workplace


              2.4.2b              Animals in the Workplace


    2.4.3                Continuing Education Provider Administration & Management

          • Administration & Management of CE Activities for WWRC Employees

          • Administration & Management of CE Activities for Non-WWRC Staff

    2.4.4                Contracts and Service Agreements

    2.4.5                Director's Discretionary Fund

    2.4.6                Employee Educational Assistance

        • Eligibility Criteria

        • Allowable Education Assistance Award Limits

        • Agreements Required

    2.4.7                Forms Development, Approval, and Management (Client-Related)

        • Definitions

        • Forms Development Guidelines

        • Forms Review and Approval Protocols

    2.4.8                Inventory Management & Control

        • Roles and Responsibilities of WWRC's Materials Management Department

        • Roles and Responsibilities of WWRC Employees 

    2.4.9                Procurement of Goods & Services

        • Roles and Responsibilities of WWRC's Purchasing and Contracts Office

        • Roles and Responsibilities of WWRC Employees

    2.4.10              WWRC Education and Training Refund Policy Implementation Standards,                                         Expectations and Protocols


    2.4.11              Responding to External Requests for Information and Engagement with Elected                          Officials

        • Contact with the Media

        • Contact with Local, State, and Federal Legislators and Other Elected Officials

        • Freedom of Information Act (FOIA) Requests

        • Deposition, Subpoena, and Court Orders

        • Data Requests

    2.4.12              Space Management

        • Roles and Responsibilities of WWRC's Building Managers

        • Approval for Purchase, Erection, or Placement of Structures on Center Property

        • Movement of Staff, Computers, Printers, & Other Technologies

    2.4.13              Staff Participation in Speaking Engagements

        • Approval Process

        • Use of Data in Speaking Engagements

    2.4.14              University Internship/Affiliate Experiences

        • Program Options

        • Standardized Protocols for Partnerships with University Programs

    2.4.15              Use of State Property After Hours

    2.4.16              Donations and Private Funding/Sponsorships/Resources: Role of the

                                WWRC Foundation and Council of Organizations

                   
    2.4.17              WWRC Recycling Program  

    2.4.18               Loaner Mobility Device Program

    2.4.19               Data Requests, Data Management and Data Use 

        • Definitions

        • Standardized Business Processes:  Roles, Responsibilities, and Expectations           

    2.4.20              Customer Satisfaction

        • Customer Satisfaction Written Plan 

        • WWRC Customer Satisfaction Distribution Plan 

                2.4.21               Portable Space Heaters

          • Procedure:  Request to Verify the Set Point in a Given Area 

          • Procedure:  Reasonable Accommodation Request

                2.4.22             WWRC Capital Outlay Program

          • Capital Outlay Project Execution

               

                2.4.23            Providing Tribute to Others: Named Locations, Memorials, Dedications, and

                                       Service  Signs

          • Naming of Locations on the WWRC campus

          • Designation of a Memorial or Dedication

          • Employee 40 Year (or More) Service Signs 

    Section 2.5: Technology

                2.5.1                Information Security Access Agreement (ISAA) Use

     

    2.5.2                Information Technology (IT) Security Training Management and

                             Accountability System

        • Scope

        • Roles & Responsibilities

        • Training Compliance Monitoring and Documentation

      2.5.3                Facility Services Work Order System

      2.5.4                Rehabilitation Technology Acquisition and Use

          • Definitions

          • Guiding Principles

          • Role of the Champion

          • Acquisition & Replacement     

      2.5.5                Video-Conference & GoToMeeting Events

        • Before the Event

        • On the Day of the Event

        • After the Event

      2.5.6                Website Maintenance

        • Role & Function of Departments/Divisions

        • Role & Function of OD&QA

        • Role & Function of the WWRC Executive Team 

     2.5.7                SharePoint Site Administration and Management

        • Definitions

        • WWRC Users:  Requesting a New SharePoint Site

        • WWRC Site Owner Expectations:  SharePoint Administration and Management 

    Section 3: Administrative Policies

    WWRC Policy Statement

    Section 3.1: CORE

    3.1.1                Agency Guidance Documents


    3.1.2                Alcohol & Drugs   

         
    3.1.3                Capital Outlay


    3.1.4                Fixed Asset Screening


    3.1.5                Grants Development & Management


    3.1.6                Non-Discrimination for VR and WWRC Services


    3.1.7                Personnel Records Disclosure


    3.1.8                Research Policy


    3.1.9                Smoking Policy


    3.1.10              State Travel Regulations


    3.1.11              Strategic and Financial Planning/Management


    3.1.12              Tobacco Product Use by Minors


    3.1.13              Use of Consultant Services


    3.1.14              Workers Compensation & Return to Work


    3.1.15              WWRC Recycling Program

     

    Section 3.2: Safety and Risk Management

     
     3.2.1                Campus Safety and Security 

     3.2.2                Emergency Management

     3.2.3                Employee Health Program

     3.2.4                Employee Health: Tuberculin Exposure Control Plan

     3.2.5                Employee Health: Workers Compensation & Treatment to Stay on the Job

     3.2.6                Infection Control and Prevention

     3.2.7                Key & Lock Control

     3.2.8                Reporting Child or Adult Abuse or Neglect

     3.2.9                Reporting Weapon-Inflicted Wounds

     3.2.10              Safety & Risk Management Program

     3.2.11              Sexual Assault & Other Sexual Violence Policy

     3.2.12              Threat Assessment Policy

     3.2.13              Transporting Non-Center Persons in State Vehicles

     3.2.14              Workplace Violence

     3.2.15              Title IX Policy

     

    Section 3.3: Client Services


    3.3.1                Student Financial Assistance Programs

                             3.3.1(a) TItle IV Student Financial Aid Eligibility

                             3.3.1(b) Department of Veteran Affairs (VA) Education and Training Services

    3.3.2                Consumer Appeal System

    3.3.3                Consumer Record Standards

    3.3.4                Confidentiality

    3.3.5                Consumer Harassment Policy

    3.3.6                Consumer Informed Choice

    3.3.7                Consumer Participation & Input

    3.3.8                Privacy and Disclosure

    3.3.9                Service Animals

    3.3.10              Student Workers

    3.3.11              WWRC Consumers – Travel To/From Campus 

     

    Section 3.4 Accountability

    3.4.1                Procurement of Goods & Services

    3.4.2                Records Management

    3.4.3                Refund Policy

    3.4.4                Report Distribution
    Section 3.5: Technology


               3.5.1                IT Security Training Management and Accountability System


    Section 4: Reference Documents

     

    Section 4.1:  WWRC Emergency Prevention, Preparation, Response, and Recovery Plans

    4.1.1     School Safety Statement

    4.1.2    Continuity of Operations Plan (COOP)

    4.1.3    Emergency Action Plan

    4.1.4    Hazard Communications Plan

    4.1.5    Infection Control Manual

    4.1.6    Life, Safety, Health Program

    4.1.7    Respiratory Protection Program

    4.1.8    Risk Management Program

    4.1.9    Safety Data Sheets

     

    Section 4.2: WWRC Systems Development Initiatives

     

    4.2.1                WWRC Scope of Services, Access, and Maintenance of Residential Status


    4.2.2                Achieving the Mission:  Workforce Driven Training Programs


                  4.2.2a              WWRC Vision for Business Engagement
                  4.2.2b              RSA Roundtable Report

     

    4.2.3            Achieving the Mission through Medical Rehabilitation

     
    4.2.4            Rehabilitation Team Operations


    4.2.5            Facilitating Vocational Success & Employment Outcomes Through  Community Support                           Services


    4.2.6            Facilitating Successful Transitions to the Home Community


    4.2.7            WWRC Performance Management System

     

    Section 4.3: WWRC and DSA Operations Manuals/Links 

    4.3.1               WWRC Department Manuals, Forms and Documents

    4.3.2                Human Resources Policies, Procedures and Forms

    4.3.3                Fiscal Policies, Procedures and Forms

    4.3.4                Information Services Policies Procedures and Forms

    4.3.5                Other Useful Links

          • Internet Sites

     

          • Intranet Sites:

     

    Section 4.4: WWRC Student Services

     

          4.4.1                   Student Code of Conduct

     

          4.4.2                   Student Handbook

     

          4.4.3                   Behavioral Menu of Services


    Section 5: Appendices  

     

    Section 5.1: WWRC Physical Operations

    5.1.1                Organization Chart


    5.1.2                Campus Map


    5.1.3                Master Planning Calendar

     

    Section 5.2: WWRC Business Operations 

    5.2.1                A Macro Level View
    5.2.2                Sanctioned WWRC Teams, Committees, and Workgroups
                              How Business Gets Done in a Comprehensive Rehabilitation Center

    5.2.3                Sanctioned WWRC Team Charters 

    Executive Leadership Charters

    Operational Charters

     

    Section 5.3: Miscellaneous

    5.3.1                  Acronyms

     

    5.3.2                  Logic Model: WWRC Performance Management System

     

    5.3.3                  WIOA Measures and Documentation and Reporting Protocols