Categorized In: Administrative - General Administration
Approved Date: December 01, 2022
Owner: Holly Enriquez
Each Program Manual chapter has at least one person assigned. Some chapters have shared responsibilities. Ownership responsibilities, included in the chapter owner’s annual review, are as follows:
The intent of Program Manual chapter ownership is to ensure:
Policy and procedure decisions/updates should be made after considering the following:
A decision may come from one of these leadership groups of which the Director is a member.
The Director may make a policy/procedure decision independent of a leadership group.
When making draft policy changes:
In a Word document:
PROGRAM MANUAL EDIT PROCESS
Note: Use staff member position/role rather than individual name when possible to avoid need for updates due to personnel changes. When updating names and/or making spelling edits only, make necessary changes in Program Manual Edit, add a Summary of Changes, and request approval.
Who? |
Does What? |
Person Responsible for the Chapter |
Note: The Program Team is required to review all documents and must include in "Add Comments", they have reviewed the draft chapter. |
Program Team |
4. Determines if proposed changes should be presented at the next QE2 Committee meeting, DIG, and if training or field staff workgroup feedback is required.
|
Person Responsible for the Chapter |
5. Presents program policy/process draft changes during a DIG meeting including the outline presented in step #3. |
Person Responsible for the Chapter |
6. If changes do not impact forms, (name/email/web-link, etc., changes only) or QE2, proceed to #10. 7. Emails QE2 Change Committee to add change item to agenda for next meeting. 8. Emails staff person assigned to making changes to forms approved changes to forms. |
Person Responsible for the Chapter |
9. Discusses during QE2 meeting:
|
Person Responsible for the Chapter |
10. Ensures all changes (Chapter, QE2 and forms) are finalized. 11. Schedules training and sends invite. Make sure to check Meetig and Training Calendar for training already schedule and remember to invite Meeting and Training Calendar when date is chosen. 12. Creates and/or completes the VRIS Update. To create a new VRIS Update, go to in-progress chapter from Program Manual Edit. Click "Make Edits to 'In-Progress' Version", scroll to bottom in edit mode, click "Add VRIS Update". VRIS Update must outline all substantive changes including:
13. Requests approval of Chapter and VRIS Update from the VR Director from Program Manual Edit. 14. Provides training(s) to ensure staff are informed of policy/process changes. 15. May develop QE2 training modules |
VR Director |
16. Approves changes in VRIS.
|
Person Responsible for the Chapter |
17. Requests feedback at next DIG meeting regarding implementation and if any further guidance needed.
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Approved Date | ||
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April 23, 2020 | Show this Archived Version | |
December 11, 2018 | Show this Archived Version | |
December 11, 2018 | Show this Archived Version | |
October 02, 2018 | Show this Archived Version |