§ 950-1-10-.07. Manual Of Operating Procedures
(1) A manual of operating procedures shall be developed by each Program or center and submitted to the Department as an application for license by the Department.
(a) The manual/application must be signed by the Chairman of the Board and the Program or center's administrator.
(b) It is the responsibility of the center or program administrator to forward any proposed changes or revisions in the manual of operating procedures to the Department.
(c) The Department will offer consulting assistance in the development of these operating procedure manuals regarding all prescribed minimum Standards and regulations for the operating of the particular program or center.
(2) The Manual of Operating Procedures shall include information and a thorough explanation of the following areas, but is not limited to the listed areas:
(a) Project Title:
2. Date submitted;
3. Program description (brief description of the project)
4. Date of projected implementation.
(b) Board of Directors:
1. Names, positions, addresses;
2. Size and representative membership distribution;
5. Articles of incorporation;
6. Policies, target areas, and priorities;
8. Advisory board members -- names, profession and address;
9. Organization flow chart.
1. Budget for current year;
2. Accounting system and responsibility;
3. Budget justification of each category;
4. Funding sources and amounts contributed;
5. Evidence of availability of funds to carry the Program or Facility through the first year;
6. Long range fiscal plans;
7. Cost analysis with comparative Programs;
8. Cost analysis per Youth;
9. Auditing procedures.
(d) Administration Positions and Titles:
1. Staff job qualifications, responsibilities, list of positions necessary to operate Program or center, current staff, name (when possible), positions, qualifications, personnel Policy (sick leave, vacation, compensatory leave, medical retirement, accidents);
2. Organization flow chart;
3. Work schedules of all staff and time sheets;
4. Annual medical examinations of staff;
5. Staff meeting schedules; purpose;
6. Method for staff evaluation;
7. Employee records and applications;
8. In-service Training:
(i) Name and dates of Training Program;
(ii) Type of Program (conference, workshop, etc.)
(iii) Number of trainees;
(iv) Materials to be used;
(v) Evaluation criteria;
(vi) Funding sources for Training.
9. Staff orientation Policy and requirements:
(e) Building and Grounds:
1. Lease or purchase agreements;
2. Insurance coverage, types;
4. Methods of upkeep;
5. Zoning requirements;
6. Building inspection (last date)
7. Annual fire inspection (last date)
8. Annual health inspection (last date)
9. Annual heating/cooling facilities inspections;
10. Number and size of bathrooms;
11. Renovations (cost);
13. General furnishings (complete or incomplete);
14. Recreational outlets and equipment.
1. Office hours and policies;
2. Phone answering Policy;
3. Record keeping and filing system;
4. Office equipment;
5. Confidentiality provisions.
(g) Records Kept:
1. Intake sheets (testing, social, legal, medical, school information);
2. Progress reports;
3. Volunteer time sheets;
4. Log of visitors, functions, and events;
5. Petty cash;
6. Travel vouchers and Policy;
7. Counseling notes;
9. Tax exemption forms;
10. Evaluation Sheets;
11. Staff notes;
12. Group notes;
14. Fact sheet on clients;
15. Court orders;
16. Property inventory list;
17. Purchase orders;
18. Statement of compliance with Section 504, Rehabilitation Act of 1973;
20. Statement of Compliance with Civil Rights Act of 19 64;
21. Other forms.
(h) Children's Files:
1. Complete social history of child and his/her family;
2. School data;
3. Staff notes regarding behavioral observations and adjustment;
4. Intake information report;
6. Referral source;
7. Medical and dental records;
8. Testing results;
9. Court records and custody order;
10. Placement notes;
11. Evaluation forms;
(i) Program Information:
1. Project setting:
(ii) Social setting.
2. Basic objectives and information.
3. Selection of children:
(i) Admission criteria;
(ii) Admission policies;
(iii) Admission practices;
(iv) Diagnostic differentiation.
4. Referral sources;
7. Casework-treatment planning;
8. Treatment policies:
(i) General philosophy;
(ii) Orientation program;
(vi) Education and Training:
(V) Special resources.
9. Method for evaluation and follow-up of the Program and each youth enrolled in the Program;
10. Consultation plan:
(i) Written agreements specifying responsibilities.
11. Personal and social adjustment:
(i) Individual and group Counseling;
(iv) Rap sessions;
(v) Topic areas -- sex, drugs, law, jobs, education, Training, family, authority figures, hygiene, personal appearance, self concept, identity crisis, etc.;
(vi) Family Counseling.
(iii) Arts and crafts;
(iv) Community Resources, libraries;
13. Counseling and rehabilitation technique practices (indicate major technique and practices being demonstrated in project).
15. Treatment team meetings:
(i) Notes and documentation;
(iii) Evaluation of techniques;
(iv) Evaluation of self;
1. Staff and responsibilities;
2. Youth's role;
7. Inspection and Standards.
(k) First aid and medication plans
(l) Youth involvement
(m) Program linkages:
(3) Examination and Investigation of Operation Manual:
(a) Upon receipt of the completed operation manual, an examination of the premises of the Program or center and an investigation of the persons responsible for the function of the Program or center shall be made by a representative of the Department.
(b) The examination and investigation will include, but not be limited to, visits to the center and interviews with appropriate officers and staff, and with other persons who can help to verify the allegations of the manual.
(4) Disposition of the Application:
(a) Upon receipt of the complete operating manual, a decision to approve or to deny the application will be made within thirty days by the Department based on the findings of the examination and investigation.
(b) If the decision is to license the Program or center, a license will be issued to the center.
(c) The license becomes effective on the date it is issued by the Department and it must be appropriately displayed in the Program or center.
(d) A license may be issued only upon a determination by the Department that the minimum Standards prescribed for the type Program or center for which the application has been made have been fully complied with.
(e) A license will remain in force and effect for a period of one year from the date it was issued unless revoked by the Department for due cause.
(f) If denial of the application is indicated, the Department will notify the applicant, verbally and in writing, of the decision, pointing out and discussing those areas of the minimum Standards which have not been met. Consultation will be provided by the Department to advise the Program or center on how to attain prescribed minimum Standards.
(5) Renewal of a License:
(a) Application for renewal of a license to continue operating a program or center shall be made to the Department three months prior to the expiration date of the current license.
(b) The Department shall re-examine and re-evaluate every area of the center included in the application process. Attachments or revisions to the operating manual must be submitted with renewal request.
(c) A renewal, for one year, of a license shall be issued, if, upon re-examination, the Department is satisfied that the Program or center, officers and staff of the center continue to meet and to maintain the prescribed Standards.(New Rule: Filed December 17, 2004; effective January 21, 2005. Amended by Alabama Administrative Monthly Volume XXXVII, Issue No. 02, November 30, 2018, eff. December 21, 2018.)
Author: Alabama Department of Youth Services, Office of Licensing and Standards
Statutory Authority: Code of Ala. 1975, §§ 44-1-27(a)(b), 44-1-24(4)(6), 38-13-4.
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