jj

Contents by Sections

Business Sections

(Click here for printable Table of Contents last updated on 7/07/21)

Administration
Systems and Data Management Human Resources
Document Management
Financial Management Board Governance
Standards Development
Travel & Transportation Safety
Confidentiality & HIPAA
Property Management Incident Reporting
Quality Improvement
Floor Plans Emergency Plans
Program Sections
SAMH Programs   Independent Living
CINS/FINS:
  C.I. & Non-Res Services
CINS/FINS:
  Residential Services
CINS/FINS:
  Prevention Outreach Services
Related Links & Publications

Internal Resources - All Programs

Community Resource Guides  
Links & Publications CINS/FINS Independent Living

 


 

administration
Policy #
Policy Name
Update Date
P-1000 Mission Statement and Programs Overview
08/23/20
na Prevention Services Program Description
01/31/18
na Independent Living Program Description
02/08/18
na CINS/FINS Program Description
02/08/18
P-1001 Cooperative Service Agreements
02/21/18
P-1002 Public Access
9/6/07
P-1003 Volunteer Program
4/19/13
P-1005 Youth Participation Policy  

Document Management 
Policy #
Policy Name
Update Date
P-1009 Record Elimination 
12/20/11

 Standards Development
Policy #
Policy Name
Update Date
P-1010 Policy Review Process
3/16/09
P-1211 Operating Procedures
08/27/15

Confidentiality and HIPAA 
Policy #
Policy Name
Update Date
P-1167 Uses and Disclosures of Confidential and Protected Health Information
7/03/21

 Quality Improvement
Policy #
Policy Name
Update Date
P-1011 Input from Stakeholders
06/17/21
P-1104 Strategic Planning
06/17/21
P-1102 Program Improvement Planning
06/17/21
P-1180 Quality Improvement Program
06/17/21
P-1049 Risk Management Planning
06/17/21
P-1103 Information Technology Planning
02/08/18
P-1198 Corporate Compliance Program
06/17/21
P-1199 Clinical Supervision
8/26/09

Systems and Data Management 
(Click here for Manual Review memo dated 2/2/18)
(Click here for Manual Review memo dated 2/4/19)
(Click here for Manual Review memo dated 2/7/20)
(Click here for Manual Review memo dated 2/9/21)

 

Policy #
Policy Name
Update Date
P-1007 Personnel Responsibilities in the Use of Information Technology Resources
08/03/21
P-1008 Electronic Transmission of Protected Health Information
02/08/18
P-1065 Backups
08/03/21
P-1066 Virus Protection
12/18/14
P-1067 Hardware
12/18/14
P-1068 Software
12/18/14
P-1072 Security
08/03/21
P-1073 IT Confidentiality Standards
08/03/21
P-1074 Standards for Software & Hardware
08/03/21
P-1075 E-Mail Systems
12/18/14
P-1076 Websites
12/18/14
P-1278 Audit Participant Billing
9/18/12
P-1077 Data Integrity
02/08/18
P-1079 Data Collection - CINS/FINS
09/27/20
P-1140 Data Submission Requirements for Staff – SAMH
09/27/20
P-1243 SAMH Data Compliance
09/27/20

Financial Management 
Policy #
Policy Name
Update Date
P-1012 Fiscal Management
10/31/19
P-1197 Refund Policy
7/11/08
P-1244 Reserve Policy
2/10/09
P-1245 Fiscal Comprehensive Annual Audit
10/31/19
P-1246 Annual Budget
10/31/19
P-1250 Property and Equipment
10/31/19
P-1251 Cash
10/31/19
P-1252 Debt and Other Liabilities
10/31/19
P-1253 Expenses and Accounts Payable for Program and Support Services
10/31/19
P-1254 Support, Program Service Fees, Revenue, and Receivables
10/31/19
P-1255 Accounting Systems Governmental Financial Assistance Programs
10/31/19
P-1256 Payroll and Related Liabilities and Timekeeping
10/31/19
P-1257 Petty Cash
10/31/19
P-1258 Purchase Orders
10/31/19
P-1259 Credit Card Payment
10/31/19
P-1276 Consultants and Contractors
10/31/19

Travel & Transportation 
Policy #
Policy Name
Update Date
P-1013 Vehicle Use & Safety Inspection
1/5/16
P-1015 Vehicle Keys
3/1/08
P-1016 Travel and Other Reimbursable Expenses
9/9/14
Attach. to
P-1016
Mileage Rosters
7/10/08

Property Management 
Policy #
Policy Name
Update Date
P-1017 Inventory Transfer
3/3/08
P-1018 Termination of Accountability for Property
3/3/08
P-1201 Property Inventory
9/9/14
P-1202 Capitalization
4/6/09
P-1210 Facility Standards
08/16/20

Floor Plans 
Policy #
Policy Name
Update Date
P-1014 Floor Plans Policy
2/6/08
''
Bivens Complex - Gainesville (letter size)
     for legal size, click here
11/11/10
''
Bivens Rental Units - Gainesville
under review
''
Interface Youth Program Central - Gainesville
11/11/10
''
Interface Youth Program NW, Family Action NW, & IL NW - Lake City
5/16/11
''
Interface Youth Program East & FA East - Palatka
11/11/10
''
Administration & IL, 1218 - Gainesville
11/11/10

Human Resources
Policy #
Policy Name
Update Date
P-1020 Organizational Capacity
3/1/08
P-1021 Job Posting Guidelines
7/06/21
P-1022 Recruitment
7/06/21
P-1023 Resume/Application Review Process
7/06/21
P-1024 Candidate Interview Process
7/06/21
P-1025 Background Screening
7/03/21
P-1026 Applicants/Candidates Not Offered Positions
3/1/08
P-1027 Orientation
7/06/21
P-1028 Personnel Records
1/31/11
P-1029 Performance Evaluations
4/30/12
P-1030 Training
4/11/21
P-1031 Americans with Disabilities Act
7/06/21
P-1032 Behavioral Expectations for Staff
11/12/10
P-1033 Staff Dress Policy
7/10/08
P-1168 Equal Employment Opportunity and Cultural Diversity and Competency Policy
1/13/18
P-1294 Equal Employment Opportunity Affirmative Action
7/06/21
P-1295 Equal Employment Opportunity for Individuals with Disabilities and Protected Veterans
7/06/21
P-1296 Harrassment Prevention and Prohibition Against Retaliation
7/06/21
P-1182 Emergency Contact Information
11/12/10
P-1207 Personnel Policies & Personnel Records
8/27/15
P-1209 Scope of Practice
7/24/14
P-1266 Domestic Partners
10/16/13
P-1277 Conflict of Interest
9/10/14
P-1268 E-Verify
4/4/14
P-1260 Roles and Responsibilities of the Single-Point-Of-Contact and the DCF ADA/504 Coordinator
2/20/14
P-1292 Pre-employment SuitabilityAssessment
4/11/21

Board Governance 
Policy #
Policy Name
Update Date
P-1206 Provider Governance and Management & Governing Body
9/11/15
P-1203 Governance Responsibility
9/11/15
P-1204 Recruitment and Orientation of Members
9/11/15
P-1205 Structure
9/11/15
P-1263 Conflict of Interest
9/11/15

Safety 
Policy #
Policy Name
Update Date
P-1034 Worker's Compensation Normal Business and After Hours Injuries
1/13/18
P-1035 Procedures for Drug Free Work Place under Florida's Workers Compensation Law
9/9/14
P-1036 Drug Free Workplace Policy under Florida's Workers Compensation Law
9/9/14
P-1037 Signs and Symptoms of Abuse
3/3/08
P-1038 Infection Control Policy
4/4/13
P-1039 Bloodborne Pathogen Exposure Control Program
4/4/13
P-1040 Tobacco Policy
2/23/12
P-1041 Fall Prevention Policy
10/21/07
P-1043 Control and Use of Facility Keys
under review
P-1164 Law Enforcement Request for Assistance
2/6/08
P-1166 Episodic Emergency Care
9/23/13
P-1181 Environmental Stressors
3/17/08

Incident Reporting 
Policy #
Policy Name
Update Date
P-1044 Florida Abuse Reporting & Quick Reference Guide
2/3/09
P-1045
Incident Reporting Procedures, including procedures for:
  a) DJJ Participants (DJJ Policy #FDJJ-8000, Reportable             Incident Types)
  b) PFSF Participants (PFSF Policy #817)
  c) DCF/SAMH Participants (DCF Policy #CFOP 215-6)
01/23/20
P-1051 Unusual Event Report - Internal
3/13/08
P-1052 Incident / Unusual Event Report Follow-Up Request
3/4/08
P-1208 Reporting of Abuse, Neglect, and Deaths
12/14/08

Emergency Plans

(Click here for Manual Review memo dated 10/12/20)
(Click here for Manual Review memo dated 10/11/19)
(Click here for Manual Review memo dated 10/12/18)
(Click here for Manual Review memo dated 10/12/17)

(Click here for Emergency Plan Manual Table of Contents - last updated 8/09)

 

Policy #
Policy Name
Update Date
P-1054 Emergency Disaster Call Down List
6/10/21
P-1062 Emergency Contact Information (Alachua County)
9/23/20
P-1094 Emergency Contact Information (Columbia County)
9/23/20
P-1063 Emergency Contact Information (Putnam County)
9/23/20
P-1057 Emergency Supplies - Residential
4/15/15
P-1055 Communication Guidelines for Disaster Situations
4/15/15
P-1056

Business Continuity and Emergency Disaster Preparedness Plan

6/10/21
na
    Preparation Plan (Phase 1)
6/10/21
na
    Mitigation Plan (Phase 2)
6/10/21
na
    Response Plan (Phase 3)
6/10/21
na
    Recovery Plan (Phase 4)
6/10/21
P-1064 General Evacuation Plan - Non-Res
6/12/21
P-1184 General Evacuation Plan - Res
4/15/15
P-1196 Fire Plan
6/12/21
P-1185     Fire Evacuations Drills - Residential
4/15/15
P-1191 Bomb Threat Plan
10/13/11
P-1195 Severe Weather and/or Natural Disasters
4/15/15
P-1070 Tornado Plan - Non-Res
4/15/15
P-1186 Tornado Plan - Res
4/15/15
P-1069 Hurricane Plan - Non-Res
4/15/15
P-1183 Hurricane Plan - Res
4/15/15
P-1071 Flood Plan - Non-Res
4/15/15
P-1187 Flood Plan - Res
4/15/15
P-1190 Power Failures
4/15/15
P-1083 Gas Leaks - Outpatient Services Program
4/15/15
P-1188 Terrorism, Violent, or Threatening Activity
4/15/15
P-1189 Workplace Violence
4/15/15
P-1166 Episodic Emergency Care
9/23/13
P-1192 Hostage Situation Plan
4/15/15
P-1193 Shooting Plan
4/15/15
P-1194 Chemical Spills Plan
4/15/15
P-1265 Youth Riot/Disturbance Plan
1/27/14

 


 

Common to all Programs 
Policy #
Policy Name
Update Date
Information & Referral Community Resources
(hard copies available at each site)
P-1105 Complaint/Grievance Process for Participants
02/21/17
P-1106 Auxiliary Aid Plan
3/7/14
P-1107 Psychotropic Medications and Children
10/21/07
P-1154 Individual Plan
2/1/08
P-1047 Progress Notes
11/12/10
P-1142 Crisis Intervention/Mental Health or Substance Abuse Emergencies
3/14/08
P-1222 Seclusion and Restraint & Aggression Control
1/23/12
P-1126 Participant/Staff Interactions
1/7/10
P-1212 Standards of Conduct
12/22/17
P-1178 Research Procedure
2/28/08
P-1261 Welcoming
2/3/11
P-1265 Youth Riot/Disturbance Plan
1/27/14

 

 SAMH 65D-30

(Click here for printable Table of Contents last updated on 8/19/20)
(Click here for Manual Review memo dated 09/4/18)
(Click here for Manual Review memo dated 08/15/19)
(Click here for Manual Review memo dated 08/17/20)


Standard #
Policy #
Policy Name
Last Update
.004.1 P-1211 Operating Procedures
8/27/15
na Prevention Services Program Description
08/16/20
.004.2 P-1180 Quality Assurance Program
8/27/15
.004.3 P-1206 Provider Governance and Management & Governing Body
9/11/15
.004.4 P-1207 Personnel Policies & Personnel Records
08/15/15
.004.5 P-1212 Standards of Conduct
08/15/15
.004.6 P-1234 Medical Director
9/11/15
.004.7 P-1235 Medical Services
12/14/08
.004.8 P-1213 State Approval Regarding Prescription Medications
12/14/08
.004.9 P-1038 Infection Control Policy
4/4/13
.004.10 P-1038 Infection Control Policy
4/4/13
.004.11 P-1214 Meals
12/14/08
.004.12 P-1289 Verbal De-escalation
08/16/20
.004.13 P-1223 Compulsory School Attendance for Minors
08/16/20
.004.14 P-1243 SAMH Data Compliance
08/16/20
.004.14 P-1140 Data Submission Requirements for Staff – SAMH
08/16/20
.004.15 P-1224 Special In-Residence Requirements
08/16/20
.004.16 P-1208 Reporting of Abuse, Neglect, and Deaths
08/16/20
.004.17 P-1045 Incident Reporting Procedures, including procedures for:
  a) DJJ Participants (DJJ Policy #FDJJ-8000, Reportable       Incident Types)
  b) PFSF Participants (PFSF Policy #817)
  c) DCF/SAMH Participants (DCF Policy #CFOP 215-6)
01/10/20
.004.18 P-1167 Uses and Disclosures of Confidential and Protected Health Information
12/22/17
.004.19 P-1220 Certified Recovery Residence Referrals
08/16/20
.004.20 P-1221 Telehealth Services
08/16/20
.004.21 P-1222 Group Counseling
08/16/20
.004.22 P-1238 Overdose Prevention
08/16/20
cds.23 P-1225 Participant Rights
08/16/20
cds.24 P-1226 Participant Records
08/16/20
.004.46 P-1027 Orientation
01/17/18
P-1030 Training
11/07/17
na Training Staff Development Plan
07/15/17
.004.47 P-1210 Facility Standards
08/16/20
.013 P-1233 Standards for Prevention Services
08/16/20
na For Prevention Project Code Explanations see page 2 of:
             Prevention Services Tracking Form Level 1
6/11/07



CINS / FINS:
C
entralized INtake  &  Non-Residential Services

(Click here for printable Table of Contents last updated on 1/23/20)
(Click here for Manual Review memo dated 1/20/18)
(Click here for Manual Review memo dated 1/04/19)
(Click here for Manual Review memo dated 1/23/20
)
(Click here for Manual Review memo dated 1/20/21)

 

Policy #
Policy Name
°  Applies to Centralized Intake and Non-Residential
±
  Applies also to Residential

Last Update
 

P-1108 Goals and Approach to Services    °±
12/7/07
P-1109 Referral Sources    °±
9/20/07
P-1110 24-hour Telephone Access    °±
12/22/17
P-1111 Screening for Eligibility and Target Population    °±
7/14/14
P-1112 Screening Process    °±
3/06/21
P-1113 Program Services    °±
12/22/17
P-1151 Intake/ Assessment    °
11/17/14
P-1019 Needs Assessment   °±
11/17/14
P-1152 Mental Health, Substance Abuse and Suicide Risk Screening (Non-Residential)
8/23/11
P-1262 Suicide Assessment - Non-Res
8/23/11
P-1153 Substance Abuse Services
2/1/08
P-1162 Individual Plan - DJJ QA  ±
11/17/14
P-1155 Family Participation    ±
2/5/08
P-1163 Case Management, Counseling and Service Delivery ±
1/06/18
P-1048 Residential Counselor's Role and Responsibilities And Linkage with Family Action Services ±
11/17/14
P-1156 Transition Plan/Discharge Summary - Youth/Family
11/17/14
P-1046 Youth Case Record ±
9/21/15
P-1135 30/60 Day Follow_Up Procedures  ±
7/16/14
P-1291 SNAP in Schools
3/06/21
Case Staffing Committee (CSC) /CINS Petition:
P-1157 Review and Committee Composition
2/2/08
P-1158 Notification
2/2/08
P-1159 Parent/Guardian Request
2/2/08
P-1160 Plan of Services
2/2/08
P-1161 Discharge Summary and Process
2/2/08

CINS / FINS:
Residential Services

(Click here for printable Table of Contents last updated on 6/17/21)
(Click here for Manual Review memo dated 1/20/17)
(Click here for Manual Review memo dated 1/20/18

(Click here for Manual Review memo dated 1/04/19
)
(Click here for Manual Review memo dated 1/23/20)
(Click here for Manual Review memo dated 1/20/21)


Policy #
Policy Name
± Applies also to Centralized Intake & Non-Ressidential

Last Update

IYP Shelter Services:
P-1108 Goals and Approach to Services ±
12/7/07
P-1109 Referral Sources ±
9/20/07
P-1110 24-hour Telephone Access ±
12/22/17
P-1111 Screening for Eligibility and Target Population ±
7/14/14
P-1112 Screening Process ±
3/06/21
P-1113 Program Services ±
12/22/17
P-1143 Admission and Discharge Standards
7/14/14
P-1048 Residential Counselor's Role and Responsibilities And Linkage with Family Action Services ±
11/17/14
P-1119 Medical and Mental Health Alert Process
11/09/16
P-1163 Case Management, Counseling and Service Delivery ±
3/06/21
Participant Process:
P-1114 Admission/Intake and Participant Orientation
7/14/14
P-1115 Residential Admission: Youth Assessment
7/14/14
P-1116 Residential Admission: Sleeping Arrangements
3/06/21
P-1144 Residential Admission: Mental Health and Substance Abuse Screening
8/23/11
P-1117 Residential Admission: Preliminary Physical Health Screening
3/06/21
P-1118 Residential Admission: Medical Follow-up
10/15/07
P-1247 Suicide Assessment - Res
8/23/11
P-1019 Needs Assessment  ±
11/17/14
P-1162 Individual Plan - DJJ QA  ±
11/17/14
P-1155 Family Participation  ±
2/5/08
P-1135 30/60 Day Follow_Up Procedures  ±
7/16/14
P-1136 Disposition /Aftercare Plan
11/17/14
P-1046 Youth Case Record  ±
9/21/15
Shelter System and Rules:
P-1123 Behavior Management System
4/11/21
P-1125 FACE System
1/26/16
P-1128 Rule Violations
1/26/16
P-1264 Outings
1/28/16
P-1122 Leisure and Education Activities Program
7/14/10
P-1137 Faith-Based Activities
11/13/07
P-1129 Participant Contact with Family and Others
7/16/14
P-1130 Telephone Contact
10/6/07
P-1145 Meals and Planned Menus
2/1/08
P-1146 Special Diets
2/1/08
P-1147 Personal Hygiene
2/1/08
P-1148 Youth Dress Policy
2/1/08
General Shelter Procedures:
P-1121 Supervision and Staffing Ratio / Scheduling
3/06/21
P-1127 Do's & Don't's
9/9/07
P-1131 Managing Participant Movement (Part A)
2/20/09
P-1132 Participant Supervision
9/14/16
P-1133 Bed Time Supervision & Bed Checks
1/30/20
P-1280 Video Surveillance System
3/06/21
P-1149 Program Log Book
3/06/21
P-1138 Search Policy
9/3/10
P-1139 Laundry Procedures
11/13/07
P-1150 Chemical Control
2/1/08
P-1120 Medication Provision, Storage, Access, Inventory, and Disposal
3/06/21
P-1200 Medication - Training and Education
08/27/15
P-1165 Maintenance Plan and Safety Inspections
11/10/16
P-1293 Shelter Environment
06/17/21
Special Populations: Staff Secure and Domestic Violence
P-1249 Staff Secure Program Overview
1/28/16
P-1248 Staff Secure Services
1/28/16
P-1279 Probation Respite
4/11/21
P-1267 Domestic Violence Respite
3/06/21
P-1282 Domestic Minor Sex Trafficking
05/19/18
P-1283 Family/Youth Respite Aftercare Services FYRAC Non-Res
12/26/19
P-1284 Sexual Orientation,Gender Identity Gender Expression
12/26/19
     

CINS / FINS:
pREVENTION oUTREACH Services
Policy #
Policy Name
Last Update
P-1050 Outreach Plan for Targeting Youth for Program Services
02/15/18
P-1053 Roles and Responsibilities
9/21/15

INdependent Living

(Click here for printable Table of Contents last updated 2/3/11)
(Click here for Manual Review memo dated 9/2/15)
(Click here for Manual Review memo dated 9/1/16)
(Click here for Manual Review memo dated 9/5/17)
(Click here for Manual Review memo dated 9/4/18)
(Click here for Manual Review memo dated 9/5/19)
(Click here for Manual Review memo dated 9/8/20)

Policy #
Policy Name
Last Update
P-1169 Eligibility of Participants
5/30/17
P-1170 Goal Setting for Participants
5/30/17
P-1281 Life Skills Assessment
10/04/17
P-1171 Individual Plan for Participants
5/30/17
P-1269 Changes in CDS Function or Purpose
5/30/14
P-1272 Case Record Independent Living
5/30/17
P-1174 Independent Living Life-Skills Services for Youth Age 16 and 17
5/30/17
P-1177 Extended Foster Care and Services to Young Adults Ages 18-23
7/04/17
P-1275 Statement of Purpose
5/30/17

 


 

Internal Resources - All Programs
Document Name
Last Update
Community Based Services Safety Guide
6/7/08
Inventory of CDS Literature
11/2/07
First Aid Guide
11/1/07

Community Resource Guides
Document Name
Last Update
Alachua County Coalition for the Homeless and Hungry (ACCHH) Resource Guide - 2013
5/20/13
DCF - ACCESS Community Partner Resource Guide
12/05/17
DCF - SAMH - Circuits 3 & 8 2008 Resource Guide
9/17/08
DCF - Circuits 3 & 8 Child Abuse/Neglect and Domestic Violence, A Guide forProfessionals
3/26/09
Alachua County Community Resource Guide 2019
10/27/19

Links & Publications
CARF
DCF Substance Abuse & Mental Health Publications           (updated 10/16/14)
65D-30 Rules           (updated 10/16/14)
Marchman ACT           (updated 10/16/14)
Baker ACT           (updated 10/16/14)
Florida Statutes Chapter 397 for Substance Abuse           (updated 10/16/14)
Florida Statutes Chapter 394 for Mental Health           (updated 10/16/14)
Overview of 42 CFR and HIPAA Power Point Presentation Document
U.S. Department of Health and Human Services
Office of Minority Health, U.S. Department of Health and Human Services

Links & Publications - CINS / FINS 
FNYFS - CINS/FINS Operations Manual           (updated 10/27/19)
CINS/FINS QI Standards            (updated 12/06/17)
Florida Statutes Chapter 985 for DJJ            (updated 10/16/14)

Links & Publications - Independent Living
2013 Standards           (updated 10/16/14)
Florida Statutes Chapter 39.701:   Procedings Related to Children - Judicial Reviews           (updated 10/16/14)
Florida Statutes Chapter 409.1451:   Social and Economic Assistance - IL Transition Services            (updated 10/16/14)
Florida Administrative Code Rule 65-C.28.009:   Family and Safety Preservation Program - Out-of-Home Care - Adolescent Services            (updated 10/16/14)