Who?

Does What?

Program Director

1. Introduces the need for Program Manual and form edits/changes, technical assistance documents or policy/process clarification during Program Team meeting.

• Any of the above information must be routed through the Program Team prior to dissemination to VR field offices.

• Present the information in any format (word or Program Manual Edit on VRIS)

• Include a date on the document

• If making changes to an existing chapter, form or technical assistance documents, track/show the changes

• If possible use positions instead of names

Note: For updating names and/or spelling edits only, proceed to VRIS Program Manual Edit and make necessary changes and request approval.

Program Team

2. Determines if Program manual edits, forms or technical assistance documents must be presented at the next QE2 Change Committee, DIG or if training is required.
• Special considerations will be made to expedite this process if immediate changes to policy/form is necessary. Program Director will discuss exception to the process with VR Director.

Program Director or Office Director

3. Presents program policy/process change during a DIG meeting. The following will be discussed:

• Reason for needed change

• Possible solutions

• Impact of policy/process change (e.g., forms, Service Agreements, QE2)

Program Director

4. Drafts chapter in VRIS/Program Manual Edit:

      • Highlights changes in yellow (Reminder:  remove yellow highlights before sending out final chapter. May send a highlighted chapter copy to the office directors or may include all highlighted changes on the VRIS Update.)

      • Uses Arial Font Size 14

      • If drafted in Word, go to File Format: Rich Text Format

5. Emails Program Directors and Assistant Director to:

• Review In-Progress Version
• Indicate a deadline for the review

 • Feedback from Program Directors and Assistant Director should be noted in Program Manual edit to track suggestions/revisions in Add Comments. The Program Team is required to review all documents and must include in Add Comments, they have reviewed the draft chapter.

6. If changes do not impact forms,(name/email/web-link, etc., changes only), service agreement or QE2, proceed to #10.

7. Emails Tibor to add to QE2 Change Committee agenda for next meeting.

8. Emails Sandy Ham proposed overview of changes to forms 

9. Discusses during QE2 meeting:

    • Program change

    • QE2 solutions

    • Changes to forms/Service Agreement

    • Timeline for changes

Program Director

10.    Ensures all changes (Chapter, QE2 and forms) are finalized.

11.    Reserves video conference equipment/rooms and sends invitations to offices for training if needed.

12.    Completes the VRIS Update in the Program Manual Edit on VRIS:

    • VRIS Updates

    • New VRIS Update

    or

    • Create a VRIS Update while completing revisions to the Chapter.

13.    VRIS Update must outline all substantive changes including dates/times for video conference training(s).

14.    Requests approval of Chapter and VRIS Update from the VR Director using VRIS/Program Manual Edit.

    • If the VRIS Update is completed separate from the Chapter Update, an email is sent to the VR Director indicating the Update is complete and ready for approval.

15.    Provides video conference training(s) to ensure staff are informed of policy/process changes.

VR Director

16.    Approves changes in VRIS.
• Changes the status of the edits to “Active”.

    • Generates the email notification to all staff.

Program Director

17.    Requests feedback from DIG members regarding implementation and if any further guidance needed.