Title VIPolicies and Procedures Title VI Training & Technical Assistance NATIONAL TITLE VI FORUM Baltimore, Maryland April 30 – May 3, 2007
HOW MANY OF YOU HAVE TITLE VI POLICIES AND PROCEDURES?ARE THEY WORKING FOR YOU?
YES, POLICIES AND PROCEDURES ARE REQUIRED . . .But, did you know they can actually make your job easier?
POLICIES & PROCEDURES will assist you with • DAILY DECISION MAKING • PROGRAM MONITORING • STAFF DEVELOPMENT • QUALITY, INTEGRITY, AND CONTINUITY OF SERVICES
LET’S GET DOWN TO BASICS WHAT ARE THEY? WHY DO WE NEED THEM? (Yes, they’re required but what else?) WHY ARE THEY IMPORTANT?
POLICIES & POLICIES ARE INTER-RELATED • Policiesguide the implementation of programs. • Proceduresare the steps or activities needed to accomplish a specific policy. • Togetherthey provide the rules and guidelines for the program
Policies guide present and future decisions • Title VI policies must be consistent with other approved Tribal policies
Procedures are the steps or activities that implement a policy • Less formal than policies, procedures may still require approval by Program Supervisor
DEVELOPING YOUR MANUAL (Contd.) • Use the AoA “boiler plate” guide and adapt it to meet your local situation • Specifically address each Part A and Part C compliance requirement
DEVELOPING YOUR MANUAL (Contd.) • Review your tribal policies • Assure that Title VI policies are consistent with tribal policies
DEVELOPING YOUR MANUAL (Contd.) • Include Tribal policies applicable to the Title VI program • Example: Indian preference in hiring • Develop new policies to address areas not covered by Tribal policies • Example: Services provided under Part C “Caregiver Support Program”
DEVELOLPING YOUR MANUAL (Contd.) • Obtain Elder Advisory Council approval of the proposed Title VI policies and procedures • Obtain formal approval and adoption by the official tribal governing body
DEVELOPING YOUR MANUAL (Contd.) • Include a signature / verification page at the beginning of the manual showing date of tribal approval
IMPLEMENTATION AND TRAINING • For major changes, conduct a formal training session so that all staff have the same information • Information about minor changes could be provided by memo or other informal methods.
ON AN ONGOING BASIS • Review current policies and procedures annually to determine if changes are required • Procedures (more often than policies) will require revision • Revised policies and procedures need to be approved by the Elder Advisory Council and the Tribal governing body
2. Policies and procedures will ensure consistent quality services for your Tribal elders
3. Policies and procedures are your day-to-day guide in operating your program
5. Policies and procedures will help to assure all staff and clients are treated equally
6. Use standardized format or the “boiler plate” recommended by AoA
7. Approval of your policies and procedures by your Elder Advisory Council and the tribal governing body make them enforceable
8. All staff needs to be aware of new or revised policies and procedures
9. Your Policy and Procedure Manual is a living documentKEEP IT AT YOUR DESK, USE IT, AND KEEP IT UP TO DATE
OPEN DISCUSSIONSHARE WITH US HOW YOUR POLICIES AND PROCEDURES HELP YOU MANAGE YOUR PROGRAM.ANY ADVICE FOR NEW PROGRAM DIRECTORS?