DSDHH Policy Manual Revisions 2015 (1)
25
Page 1 of 25 POLICY MANUAL DIVISION OF SERVICES TO THE DEAF AND HARD OF HEARING (DSDHH) Robert G. Sanderson Community Center of the Deaf and Hard of Hearing (SCCDHH) and Southern Utah Deaf and Hard of Hearing Program (SUDHHP) (Revised November 2016)
Transcript of DSDHH Policy Manual Revisions 2015 (1)
Page1of25
POLICYMANUAL
DIVISIONOFSERVICESTOTHEDEAFANDHARDOFHEARING(DSDHH)
RobertG.SandersonCommunityCenteroftheDeafandHardofHearing(SCCDHH)
and
SouthernUtahDeafandHardofHearingProgram(SUDHHP)
(RevisedNovember2016)
Page2of25
TABLEOFCONTENTS PageNo.
1. COMMUNITYCENTERPOLICIES..........................................................................................................................................4
a. UseoftheSandersonCommunityCenteroftheDeafandHardofHearing.......................................4b. UseofLoungeArea.....................................................................................................................................................5c. GymPrioritiesforScheduling................................................................................................................................5d. UseofSCCDHHKitchen.............................................................................................................................................6 6e. PublicOffice,TelephoneandComputerUsebyPublic................................................................................6 .6f. UseofExerciseRoom.................................................................................................................................................6 6g. WorkRoomPolicy.......................................................................................................................................................6 6h. LoiteringandTrespassingPolicy..........................................................................................................................7i. PlanofEvacuationPolicy.........................................................................................................................................7 7j. BallFieldPolicy............................................................................................................................................................8k. TablesandChairs(Set-up)......................................................................................................................................8l. VandalismPolicy..........................................................................................................................................................8m. DSDHHSnowRemovalPlan....................................................................................................................................8n. LockersforSportsActivities...................................................................................................................................9o. DSDHHRestrictedFundPolicy..............................................................................................................................9
i. HistoryandPurpose....................................................................................................................................9ii. Philosophy........................................................................................................................................................10iii. Definitions........................................................................................................................................................10iv. Procedures.......................................................................................................................................................10v. UseofRestrictedFund................................................................................................................................11vi. ApprovalforuseofRestrictedAccounts............................................................................................11vii. Accounting/Reporting................................................................................................................................11
2. OTHERCONSUMERUSEANDCOMMUNITYSERVICECONCERNS......................................................................12
a. CommunityEducationClasses...............................................................................................................................12b. FeeReductionPolicy..................................................................................................................................................12c. AssistiveTechnologyDevices.................................................................................................................................13
i. UseofEquipment..........................................................................................................................................13ii. UseofStafftoRunEquipment.................................................................................................................13
d. AdvertisementsfromOrganizationsorActivitiesattheCenter.............................................................13
3. INTERPRETERPOLICIES......................................................................................................................................................14
a. InterpretingServices..................................................................................................................................................14b. Policyforstaffpreferenceforinterpretingservicesviastatecooperativecontract
vendors...........................................................................................................................................................................14 12c. Policyforschedulinginterpretingservicesviastatecooperativecontracts.....................................14d. Policywhensomeonecallsrequestingareferralforinterpretingservices......................................14e. Policyregardingnotificationofinterpretertraining...................................................................................15f. Policyforaddressingcomplaintsregardingagenciesonstatecooperativecontracts.................15g. GrievanceProceduresforConsumers................................................................................................................16
Page3of25
i. GrievanceProcedureforConsumerswantingtolodgeacomplaintagainstservicesorstaffprovidedbyDSDHH.....................................................................................................................16
4. EMPLOYEEPOLICIES.............................................................................................................................................................18
a. ComputerUsePolicy..................................................................................................................................................18b. NewsMediaPolicy......................................................................................................................................................18c. SocialMedia...................................................................................................................................................................19d. DSDHHConfidentialityPolicy................................................................................................................................19e. Police/Threats/EmergencySituations...............................................................................................................19f. Barrier-FreeCommunicationGuidelines..........................................................................................................20g. DressCodePolicy........................................................................................................................................................20
i. Employees........................................................................................................................................................20ii. Consumers.......................................................................................................................................................20
h. CellPhoneEquipmentUsebyEmployees.........................................................................................................20i. VolunteersDrivingStateVehicles........................................................................................................................21j. FamilyMembersvisitingEmployeesatWork................................................................................................21k. GeneralCash/DepositHandlingCashPolicyandProcedure....................................................................21
i. ReceiptofOnlinePayments........................................................................................................................21ii. ReceiptofMailPayments............................................................................................................................22iii. ReceivingPaymentsinPerson..................................................................................................................22iv. ReimbursementofCellPhoneService/AccessoryPurchases.....................................................22v. ReceiptofDonations......................................................................................................................................22vi. ProcessingDeposits.......................................................................................................................................22vii. VerificationofPaymentbeforeservicesrendered...........................................................................23viii. Return/DestructionofPayments.............................................................................................................23ix. CashPayments.................................................................................................................................................23
5. APPENDICES.................................................................................................................................................................................24
Page4of25
I. INTRODUCTION
A. UseoftheSandersonCommunityCenteroftheDeafandHardofHearing Alllargegatheringsmustreceivepriorapprovalthroughsubmissionofabuildingreservationrequestformincludingdate,timeandroomusagetoensureadequatestaffcoverage.Completingarequestisalsorequiredforsmallgatheringstoensureroomavailability.AbuildingreservationrequestmaybecompletedinadvancebycontactingtheBuildingScheduler,801-263-4860(v),801-657-5200(VP),(801)263-4862(tty)oremaildsdhhschedule@utah.gov.Activitiesrequiringreservationsextendingmorethan4monthsmustalsobeapprovedbytheDSDHHDirector.Activitiesscheduledmorethan4monthsinadvancemayberescheduledifroomsareneededbyDSDHHorstateagencies. UsebyDeafandHardofHearingorganizations:ThefacilitywasbuilttobeusedasacommunitycenterfortheuseofDeaforHardofHearingindividuals(themajorityofpeopleinattendancemustbedeaforhardofhearingorthepurposeofthemeetingshouldrelatetoservingDeaforHardofHearingindividuals).DeafandHardofHearingorganizationswhoregularlyusethefacilitymayalsoutilizestoragecabinetsinthestorageroom,howevertheywillneedtoprovidetheirownsupplies. Hearinggroups:HearingGroupsthatareallowedtousethisfacilitywhenitisnotbeingusedbyDeafandhardofhearingconsumers,iftheyareastateagencyordisabilityrelatedorganizations.Theseorganizationsmaymakereservations2monthsinadvanceandcanberequestedon-lineatwww.deafservices.utah.govandclickon“MeetingRoomReservations.” DeaforHardofHearingPersonal/Individualuse:ThefacilitymaybeusedforprivatesocialgatheringsforindividualswhoareDeaforHardofHearing(anniversaryorbirthdayparties,etc.)onlywhenthefacilityisalreadyscheduledtobeopenandwhenexistingstaffcoverageisadequatefortheactivity.Theywillneedtoset-upandclean-upfortheiractivity. ResponsibilityandLiabilityforDamages:Damagetothebuildingand/orlossofcontentscausedbyparticipantswillbethefinancialresponsibilityoftheschedulingorganization.Parentswillberesponsibleforanydamagetheirchildrencause.Useoftelevisionsorotherelectronicequipmentisonlytobehandledbyadultsage18orover.Complaintofmisuse,theft,disorderlyconductornoisewillbefiledinwritingbythestaffmemberassignedtobeatthebuildingduringthefunction.TheDirectorwilldecideaftermeetingwithorganizationofficersifschedulingbythatorganizationwillbepermittedinthefuture. CancellationNotice:A48hourcancellationisrequired.Anygrouporindividualwhofailstonotifythecenterwithintherequestedtimejeopardizestheirchancesofusingthebuildinginthefuture.Cancellationsshouldbemadetothebuildingschedulerbyemailtodsdhhschedule@utah.govorbycalling801-657-5200. TheDivisionDirectorreservestherighttomakeexceptionstothispolicy.
Page5of25
Availablereservationhours(excludingholidays): Mondays: 8:30amthrough5:00pm Tuesdays: 8:30amthrough10:00pm Wednesdays: 8:30amthrough10:00pm Thursdays: 8:30amthrough10:00pm Fridays: 8:30amthrough10:00pm Saturdays: 8:30amthrough10:00pm* *ThebuildingwillbeopenonSaturdaysonlyforapprovedscheduledactivities.
Thisfacilitymaynotbeusedformeetingsforfor-profitbusinesses.FundraisersfortheDeafandhardofhearingorganizationswillbeallowedwiththeDirectorsapproval.ExceptionstothispolicyoccurduringtheBazaarorDeafandHardofHearingFestivalculturalevents.
B. UseoftheLoungeArea
Reservationsrequiredforgroupevents.1. IndividualsmustsignintousetheLounge(watchTV,playpool,sitandread,etc.).2. FoodordrinksarenotallowedintheLoungeareaforchildrenunder16years,3.
exceptunderclosesupervisionwithSCCDHHstaffapproval.Wesuggestindividualseatanddrinkinthekitchenorthegym.
EquipmentintheLoungeisexpensive.UseoftheTV,Wii,DVDplayeristobe4.handledbyadultsonly(18yearsandover).Parentsareresponsibletopayforanyequipmentthattheirchildbreaks.
ParentsareresponsiblefortheirchildrenusingtheLounge.Toys,books,etc.,must5.beputawaybeforeleaving.Alltrashmustbedisposedof.
SCCDHHStaffreservestherighttomake“on-the-spotdecisions”relativetothe6.safetyandcareoftheLoungearea.
C. GymPrioritiesforScheduling
SandersonCommunityCenteroftheDeafandHardofHearingactivities.1. DeafandHardofHearingcommunityevents(annual,seasonalorconference2.
related). USDBHomegames(notpractices).3. AdultDeafandHardofHearingSportevents(tournaments).4. Practicesbyanyteamcanbebumpedbyanotherteam’sgame.5.
Everyoneshoulddotheirbesttoaccommodateeachother,tosharethegymnasium.
Page6of25
D. UseoftheSCCDHHKitchen
Thekitchenneedstobereservedinadvanceoratthesametimeuseofotherrooms1.
attheSCCDHHarereserved.Thekitchenmaybeneedtobesharedwithanotherindividualorgroup.
Anyindividualservingorpreparingfoodpreparedonsitetobeconsumedbyothers2.mustpossessproperfoodpermits.Sellingorservingfoodthatispre-packedcommerciallyoroff-sitedoesnotrequireafoodhandlerspermit(pre-wrappedcandies,foodinbagspreparedathomeandbroughttothefacility).Anyorganizationsellingfoodthatispreparedonsitetothepublicmustalsoobtainatemporaryeventfoodpermitfromthecounty.
IfSCCDHHdishes,utensils,potsandpansareusedtheymustbewashedand3.returnedtocupboards.
Ifanypropertyisdamaged,itistheresponsibilityoftheresponsiblepartyoragent4.toreplaceorpayforthefullcostofrepairorreplacement.
E. PUBLICOFFICE,TELEPHONEANDCOMPUTERUSEBYPUBLIC
Courtesyphonesandvideophonesarepermittedincommonareas,notfroman1.
officeorreceptionistarea.Consumersormembersofthegeneralpublicarenotallowedtoenterunoccupiedoffices.
Thepublicisnotallowedtouseofficephoneswithoutexpressedpermissionofan2.DSDHHstaffperson.
Computersareavailableinthelobbyandcomputerlab(ClassroomA)forconsumer3.use.Downloadingofsoftware,pornography,orotherillegalorunsavoryactivitiesareprohibited-donotdownloadanysoftware,sexuallygraphicpictures,orconductanyotherillegalactivityortheproperauthoritieswillbenotified.SoftwaremaynotbeloadedontoanycomputerunlessthesoftwareisfirstdonatedtotheagencythroughapprovalfromtheDivisionDirector.
F. USEOFEXERCISEROOM
Nochildrenunder18-years-oldareallowedintheExerciseRoomatanytime.1. Anyadultwhoisunfamiliarwiththeequipmentmustreceiveappropriatetraining2.
fromaSCCDHHstaffmember.
G. WORKROOMPOLICY Full-timeandpart-timestaffpersons,includingASLInstructorsandUADBookstoremanager,aretheonlypeopleallowedaccesstotheWorkRooms.Theworkroomistobelockeddailyat5:00pmandremainlockedallweekend.Theroomisnotopenforconsumeruse.Consumerswillbecharged$.10percopyforafewcopies,foralotofcopiesconsumersshouldutilizeacommercialservice.TheUIPofficeis
Page7of25
accessiblebyDSDHHstaffonly,consumersshouldnotenterwithoutbeingaccompaniedbyastaffmember.
H. LOITERINGANDTRESPASSINGPOLICY TheSandersonCommunityCenterandSt.Georgesatelliteofficearefacilitiesforplannedprograms,activities,services,andtousethecommunityusevideophoneandcomputers.Comingtothecenterforthesereasonsisencouraged.Individualsmayalsocometomeetfriendsandsocializeforreasonableamountsoftimeinappropriateareaswithoutdisruptingthestaff. WhenindividualscometothecenterandstayforhourswithoutapurposeitmaybeconsideredloiteringandtheindividualmaybeaskedtoleavetheSandersonCenter.Thispolicyisinplacebecauseseveralsituationshavearisenwhereindividualscometo:
Sleep(maybehomeless)1. Eat(lookingforfreefoodbyjoiningactivitiesthatservefoodtoinvitedparticipants,2.
ortotakewhatbelongstoothers) Socializewithstaffforlongperiodsoftime3. Meeteasilyexploitable*Deafpeople4. Lookforopportunitiestostealfromtheagency,employees,clients,orvisitors5.
Ifanindividualisharassingotherindividuals,askingpeopleformoney,food,transportation,housing,orperforminganyoftheabovelistedactions,theywillbeaskedtostop.Iftheycontinue,theywillbeaskedtoleave.Iftheyrefusetoleave,911willbecalled.If911iscalledtoremoveanyindividualforviolatingthispolicy,theindividualwillnotbeallowedtoreturntothefacilityforone(1)week. *ToexploitanotherDeafpersonmeanstobecometheirfriendforthepurposeofborrowingmoney,oraskingpeopleforfood,transportationorhousingforfree.Thiswillnotbetolerated.
I. PLANOFEVACUATIONPOLICY
Ifthesecurityalarmisnoton,itwillbeturnedon.1. Employeesintheadministrativewingwillmeetinthefoyer.Quickassignmentswill2.
bemaderelativetowhatroomsareoccupiedbywhatpersonsorgroups.Emergency911willbecalledifdeemednecessary.
Incaseofimmediatedangersuchasfire,smoke,earthquake,employeeswillmeet3.outsideinfrontofbuildingacrossthestreetwestofthecenter.911willbecalled.
Ifthesituationallowsstaffwilldivideintotwogroups:Onegroupwillcheckgym4.andshowerareas,andkitchen,thenexitoutthedoorsnexttothekitchen;Theothergroupwillgodownthemainhallwaycheckingallroomsincludingcraftsroom,classrooms,bathrooms,ClassroomAthenexitoutthedoorsnexttokitchenarea.
Aheadcountwillthenbemadeforallthoseknowntobeinthebuildingatthetime.5.
Page8of25
J. BALLFIELDPOLICY IfthesoftballfieldisnotreservedbyindividualswhoareDeaforHardofHearing,itcanbereservedbyhearinggroups.Asoftballfieldusageagreementmaybeobtainedon-lineandsignedpriortoschedulinganydates. AnyorganizedballteamsforgamesorpracticemaynotusetheballfieldwithoutexpressedpermissionfromtheDivisionDirector. [email protected](801)657-5200(vp)(801)263-4860(v)or263-4862(tty)toscheduleuseofthesoftballfieldandsupplythesignedagreement.Deaforganizationsmayscheduledatesforthewholesummer.
K. TABLESANDCHAIRS(SET-UP) Makearrangementsfortableset-upatthetimeofreservingroomorspace.Tableandchairset-upforactivities,meetings,etc.,mustberequestednolaterthanthreedays(72hours)inadvance.Tableandchairset-upisacourtesyprovidedbytheSCCDHHstaff.Ifforsomereasonstaffareunabletodotheset-up,thegrouprequestingtheservicemustdotheset-upthemselves.Ifarequestismadeafterthe72-hourdeadline,staffwillnegotiatetheworktobedone. AllrequestsgototheBuildingScheduler,[email protected](801)-657-5200(VP),or(801)263-4862(tty)or801-263-4860(voice). Tablesandchairsmaynotbeborrowedandtakenfromthebuildingorproperty.CommunitypartnersmayaskforanexceptionfromtheDivisionDirectorifaDSDHHstaffmemberwillbeinvolvedwithanoff-siteactivity.
L. VANDALISMPOLICY Shouldanindividualorindividualsbecaughtusingspraypaintorotherwisevandalizethefacility,theindividual(s)willbebannedfromattendingtheCenterforaminimumofonemonth.AdministrativestaffoftheCenterwillmakeadecisiononhowlongthatbanshouldlastiflongerthanonemonth. InallcasesofvandalismthedamagemustbeassessedbytheDirector,andifseriousthepolicewillbenotifiedandcalled.Ifvandalismiscaughtinprocess,policewillbecalledimmediately.
M. DSDHHSNOWREMOVALPLAN Begins:Snowremovalwillbeginasearlyas5:00amifsnowhasaccumulatedtooneinchormoreonparkinglotsandsidewalks.
Page9of25
Firstpriority:Entrances(bothpublicandemployee)andsidewalksnexttothebuildingarefirstpriority.Icemeltwillbeappliedtoreduceicebuild-up. Secondpriority:Parkingareasnexttothebuildingaresecondpriority,includinghandicappedparking.Parkingareaswillbeclearedofsnowandicemelt/saltwillbeappliedtoreduceiceandsnowbuild-up.Intheeastparking,snowwillberemovedfromthestatecars,thecarsmovedandlotplowed.Ifsnoworiceaccumulates,icemeltwillbeappliedtoremovebuild-up. Thirdpriority:Sidewalksawayfromthebuildingarethirdpriority.Theseareaswillbeclearedandtreatedwithicemelt. Largesnowfall:Intheeventsnowcontinuestofallduringworkhours,crewswillcontinueclearingwalksandapplyingicemeltasneededkeepingtheaccumulationataninchorless.Inparkingareasdrivinglaneswillbekeptopeniftrafficallows. Betweensnowfall:Duringperiodsbetweenstorms,sidewalksandparkingareaswillbetreatedwithsaltoricemeltwhenthereissnoworicepresent.Thiswillbedoneonadailybasisifnecessary. Responsibilities:ResponsibilityforsnowremovalandicemeltMondaythroughFriday,earlymorninguntilafternoonistheresponsibilityoftheBuildingandGroundsSupervisor,andtheMaintenanceAssistant.Theywillplacebagsoficemeltbyentrancesforeasyaccessandmaintainsnowremovalequipmentingoodworkingorder.ResponsibilityforsnowremovalandicemeltduringeveninghoursandSaturdaysistheresponsibilityofthepart-timeSecuritystaff. Mapofprioritiesisavailableforyourreview:Amapshowingthesnowremovalplancanbereviewedbyanyoneastheywish.PleaseseethefrontdeskortheBuildingandGroundsSupervisortoseethemap.
N. LOCKERSFORSPORTSACTIVITIESAnyindividualmayusealockerintheLockerRoomsforsportsactivitiesontwoconditions:
TheBuildingMaintenanceSupervisorisinformedthelocker#,nameandcontact1.
informationoftheindividualplacingalockonthelocker. Anylockerthatremainsunusedforaperiodofonemonthwillbesubjecttohaving2.
thelockremovedandtheiritemsdiscarded.Anotewillbeslippedinsidethelockeraweekpriortolockremoval.Ifthereisnoresponsetothatnote,thelockwillberemoved.
O. DSDHHRESTRICTEDFUNDPOLICY
1. HistoryandPurpose.
Page10of25
Thistrustfundwasestablishedintheearly1980’saftertheoriginalCommunityCenterfortheDeafandHardofHearingwasopenedinBountiful.ManagementandtheAdvisoryCouncilsawaneedtocreateasourceoffundingforwhichnoothermoneywasavailableornormalpurchasingprocessruleswouldbeprohibitiveforthepurposerequested.Whenitwascreateditwasreferredtoasthedeaffund.Thereisnobeginningdatedocumented.TheDeaffundisnowcalledtheDSDHHrestrictedfundpolicy.
2. Philosophy.
TheDivisionofServicestotheDeafandHardofHearing(DSDHH)recognizesthedesireofindividualbusinesses,corporationsandorganizationstocontributefundsandotherresourcestobenefitDSDHHprogramsand/orindividualDeaforHardofHearingpeople.ItisthedutyoftheDSDHHadministrationandtheAdvisoryCounciltoassurethatthefundsfromthisaccountareusedinaccordancewiththewishesofdonorsinaccordancewithstatepolicyandinamannerconsistentwithDSDHHmission.
3. Definitions.
a) Donor:Anyindividual,corporation,businessororganizationmakingadonationoffundsacceptedintotherestrictedfundsaccount.
b) Designatedfunds:MoneydonatedtoDSDHHforaspecificpurposespecifiedbythedonor,willbenotedassuch.
c) Undesignatedfunds:MoneydonatedtoDSDHHforgeneralnonspecifiedpurposesbyadonor.
4. Procedures.
a) SolicitationofFunds:SolicitationorrequestsforfundsbystaffwillbeapprovedinadvancebytheDSDHHDivisionDirector.Thepurposeforthesolicitedfundsshouldbeclearandconsistentwiththemissionoftheagency.Anyfundsreceivedasaresultofthesolicitationwillbeusedinaccordancewiththepurposesstatedintherequest.
b) Receiptandacknowledgement:AnyfundsreceivedbyDSDHHstaffmustbehandledasstatedinthe“DSDHHCashandMoneyHandlingPolicy”anddepositedintherestrictedfundsaccount.
Page11of25
5. UseofRestrictedFund.
Fundsmaybeusedfor:
a) DSDHHprogramsandactivitieswhereuseofstatefundingisnotappropriateoravailable;
(1) Examples–scholarshipstoattendacamporsocialactivity,entrancefees,prizesforsocialactivities,orfood/refreshmentsforcommunitycenteractivities.
b) EmergencyneedfundingforDeaf/HardofHearingindividualwherenoothercharitablefundingisreadilyavailable.
(1) Examples-buspass,travelfundstoafamilyfuneral,foodforimmediateneed.
c) SpecificneedrequestsforDeaforHardofHearingorganizationsneedingfundsforspecialprojectstobenefittheDeaf/HardofHearingwherenootherfundsareavailable.Proofoffinancialstatusmayberequired.
d) Otherexpendituresasspecifiedbydonorinterest.Examples—fundsfordeafchildrenactivities,orfundsforEmployeesWellnessCouncil.
6. ApprovalforuseofRestrictedAccounts.
a) DSDHHDirectorandoneormoreprogramsupervisorhavetheauthoritytoapproveexpendituresforamountsupto$1,000,whenexpendituresareinlinewithappropriateuseguidelinesandmissionstatement.
b) Requestedfundsfor$1,000ormoremustbeapprovedbyDSDHHDirector,oneormoreprogramsupervisorandtheChairoftheAdvisoryCouncil.
c) Requestinexcessof$1,000forasinglepurchasemustbeaccompaniedwiththenecessarybiddocumentationinaccordancewithstateprocurementprocedures.
d) QuarterlyreportsofdonationsreceivedandexpenditurefromtherestrictedfundsaccountwillbemadetotheAdvisoryCommittee.
7. Accounting/Reporting.
TheDSDHHRestrictedFundaccountwillbetrackedasaseparatefundundertheaccountingsystemsusedbyUSOR.ThefinancialdirectorofUSORwillprovidestatusreportsofthesefundsonthesameschedulestatefundingbudgetreportsarereleased.DSDHHcashandcheckhandlingpolicyandproceduresapplytoRestrictedFunddeposits.
Page12of25
II. OTHERCONSUMERUSEANDCOMMUNITYSERVICECONCERNS
A. COMMUNITYEDUCATIONCLASSES
DSDHH’scommunityeducationprogramwascreatedtoprovideeducationalopportunitiestoadultswhoareDeafandhardofhearingatconvenienttimesinacommunicationbarrier-freeenvironment.DeafandhardofhearingindividualsorcommunitymembersarerecruitedtoprovideclassesinAmericanSignLanguagetopromotetheabilitiesoftheconsumersweserve,classestaughtbyhearingpresenterswillbeconsideredonacase-by-casebasis.Anyinterestedindividualwantingtoteachaclassshouldcontactthecommunityeducationcoordinatortobeconsidered.Howevertheremaybesituationswherefeesarecollectedtocoverclassexpensesincurredbythecenter.ThesefeeswillbecollectedandprocessedbyDSDHH. Salesofgoodsandservicesareprohibitedonsite.Allcommunityeducationclassmustbeeducationalinnature,notrelatingtofor-profitsales.Aclassonaproductorserviceavailableforafeemaybeconsideredsalesratherthancommunityeducationandarenotallowed. DSDHHreservestherighttopreviewthecurriculumofanyproposedclasspriortoarrangementsbeingmade,andreservestherighttoincludestaffintheclasstomonitorconduct.AnyfeesthatarechargedwillbethediscretionofDSDHH.DSDHHmayelecttopaytheteacheraflatfeeforteachingtimeandpreparationtime(uptoone-hourforeverytwohoursteaching)ifapplicableandappropriateonacase-by-casebasisduetotheeducationalvalueoftheinformationprovided.DSDHHmaychoosetoprovideADAaccommodationssuchasASLinterpretersorCART,ormaydeferthatresponsibilitytothepresenter/teacherasdeemedappropriatebytheDivisionDirector.CommunicationaccesstoindividualswhoareDeaforHardofHearingmustbeprovided.
B. FEEREDUCTIONPOLICY Feeswhicharerequestedforclasses,seminars,workshops,etc.,canbereducedorwaivedbytheDivisionDirectorortheindividualstaffmemberinchargeoftheactivity. Individualswhowishtoattendfunctions,butcannotdosobecauseofthefee,canaskforafeereductionbyemailingthecontactstaffpersonindicatedontheannouncementrequestingfeereductionandabriefexplanationastotheneed. TemporaryemployeesoftheDivisionmay,atdiscretionoftheDSDHHDirectorandapplicableprogrammanager,receivewaiveroffeesforattendingworkshopssponsoredbytheprogramsofDSDHH.Interpretercertificationfeeswillnotbewaivedfortemporaryemployees.
Page13of25
C. ASSISTIVETECHNOLOGYDEVICES
UseofEquipment1.a) EquipmentbelongingtotheSCCDHHandSUDHHPmaybeloanedtoindividualsorgroupsmeetingoutsidetheSandersonCommunityCentertofacilitatecommunication.Ifmorethanonepieceofequipmentisneeded,requestmustbesignedbytheDirector.
b) StaffmembersmayuseequipmentoutsidetheCenteraslongastheyaredirectlyinvolvedwithameetingoraneventandwillbethepersonresponsiblefortheuseandreturnoftheequipment.
c) Assistivetechnologyloanerformsareutilizedtotracktheitems,andforstaffpersonstofollowuptoensurereturnoftheloanerdevices.Ifanindividualrefusesorisunabletoreturntheitem,theywillnotbeallowedtoborrowmoreequipmentuntilthefirstpiecehasbeenreturnedorreplacedattheborrower’sexpense.
d) Ifindividualslose,break,orfailtoreturnequipmenttheywillnotbeallowedtoborrowequipmentinthefuture.
UseofStafftoRunEquipment2.
DSDHHstaffwillsetuprequestedequipmentforameeting,classorevent.AgencieswhowanttousetheequipmentattheCentermustprovidetheirownpersonneltooperatetheequipment.
D. ADVERTISEMENTSFROMORGANIZATIONSORACTIVITIESATTHECENTER Anyrecognizedorganizationof/forindividualswithdisabilitiesmaypostflyersoranadvertisementondesignatedbulletinboardsonlywithpermission.NoflyerorposterisallowedtobepostedtoapaintedwallwithoutpermissionofaBuildingandGroundsMaintenancesupervisor.
Thesizeofflyersmustbenolargerthan8½”x11".Asupervisormustapproveanyflyertobedisplayedfromanyoutsideorganizationbeforeitisposted.
Page14of25
III. INTERPRETERPOLICIES
A. InterpretingServices
StaffinterpretersprovideinterpretingservicestotheUtahStateOfficeofRehabilitation(USOR)andothersituationsofextenuatingcircumstanceasapprovedbytheDSDHHdirector,SouthernUtahDeafandHardofHearingProgram(SUDHHP)directororUtahInterpreterProgram(UIP)programdirector.Wheninterpretingneedsexceedthecapacityofthestaffinterpreters,servicesmaybeprocuredthroughstatecooperativecontractsforASLinterpretingservices.
B. Policyforstaffpreferenceforinterpretingservicesviastatecooperativecontractvendors
Theindividualschedulingtheappointmentshallmaintainaprioritizedlistofpreferredagencypreferencesforeachindividualrequestingservices.Agencypreferenceswillbebasedonavailabilityincluding,butnotlimitedto,thefollowing:
Specialtyskillsneededfortheappointment1. Meetingtheneedwithininaspecifictimeframe2. Qualityofinterpretersprovided3. Continuityofservices4. Historyofongoingqualityservices5. Requestedgender6. Otherjustifiableanddocumentedreason7.
C. Policyforschedulinginterpretingservicesviastatecooperativecontracts
AnytimeaDSDHHstaffinterpretercannotcoverarequestedassignment,thepersonmakingtherequestwillbenotifiedandadministrationstaffwillbeaskedtomakearrangementsforaninterpreterthroughoneofthestatecontractedvendors.
D. Policywhensomeonecallsrequestingareferralforinterpretingservices IntheeventthattheDSDHH/UIPiscontactedbyoutsideentitiesseekinginterpretersforprivateappointments,staffshalldirectthoserequestingreferralstotheUIPwebsite.TheUIPwebsitewillincludealistofinterpreteragencies,andaninterpreterdirectoryofcertifiedinterpretersinthestateofUtahindicatingthosewhoidentifyasindependentcontractors. Iftherequestisspecificallyseekingcourtqualifiedinterpreters,staffwillalsoreferthemtothethelistofcourtqualifiedinterpreters.
Page15of25
E. Policyregardingnotificationofinterpretertraining Divisionsponsoredinterpretertrainingsofanykindmaybeadvertisedasfollows:
PostedtotheUIPwebsite.1. Notificationviaemailforthosewhohaverequestedtobenotifiedofdivision2.
sponsoredtrainingopportunities. PostedwithintheSCCDHHorSUDHHPfacility.3. Postedtodivisionapprovedsocialmediaoutlets.4. Anyothermethodapprovedbythedivisiondirector.5.
InterpretertrainingsnotsponsoredbythedivisionarecommonlyheldattheSandersonCommunityCenterfortheDeafandHardofHearing(SCCDHH),SouthernUtahDeafandHardofHearingProgram(SUDHHP),aswellasothervenues.InterpretertrainingsnotsponsoredbythedivisionmaybepostedontheUIPwebsite.UIPreservestherightnottopostworkshopsdeemedinappropriateforastatewebsite.UIPwillnotnotifyindividualinterpretersoragenciesabouttrainingsthatarenotsponsoredbythedivision.
F. Policyforaddressingcomplaintsregardingagenciesonstatecooperativecontracts
Whenacomplaintislodgedagainstanindividualinterpreter,thecomplaintshall1.followthepolicysetforthintheUtahInterpreterProgramPolicyandProcedureManualfordisciplinaryproceedings.
Whenacomplaintislodgedagainstaninterpreteragencyonstatecooperative2.
contractswhileprovidingservicestoanystateagency,thestaffshallinformthecomplainantthathe/shemaypursueanyoneormoreofthefollowing:
a) Contacttheinterpreteragencydirectlytoresolvetheissue.b) Contactthestateagencythatscheduledtheinterpretingagency.c) ContacttheDivisionofStatePurchasingdirectlytoregisteracomplaint.d) ContacttheUIPprogramdirectorviaaninpersonmeeting,inwritingorinasignedvideotofileaformalcomplaint.
IntheeventthatthecomplaintismadetotheUIPprogramdirector,theprogram3.
directorshall:a) Documentthecomplaintandensurethatthestateschedulingagencyhasreceivednoticeofthecomplaint.b) Requestdocumentationofanyresolutionbetweenthestateschedulingagencyandthecontractedinterpretingagency.c) Submitdocumentationandanyresolutionofthecomplainttothestatepurchasingdepartment.
Page16of25
IfacomplaintisregisteredtoaUIPstaffindividual,thatindividualwillrecommendoptionsasdelineatedabove,andwilldocumentandforwardpertinentinformationtotheUIPprogramdirectortobeawareoftheissueand/orfollowup.Whenacomplaintislodgedaboutaninterpreteragency,oraserviceproviderotherthanastateagency,whichisnothonoringtheexpressedneedsandpreferencesofaDeafindividual,theclientwillbereferredtotheIndividualizedServicesprogramtoexploreoptionsinaddressingthecomplaint(seesectionII.A.).
G. GRIEVANCEPROCEDURESFORCONSUMERS
GrievanceProcedureforConsumerswantingtolodgeacomplaintagainstservices1.orstaffprovidedbyDSDHH:
a) Purpose:ToassistanyindividualorgroupwhofeelstheyarenotreceivingappropriateorcourteousservicesfromstaffoftheDivisionofServicestotheDeafandHardofHearing.b) ComplaintProcedure:EveryeffortwillbeusedtoquicklyresolveanyissueorconcernthatanindividualmayhavewiththeDSDHHservices.Ifanindividualhasagrievanceregardingservices,theyshouldadheretothefollowingchainofcommand:
(1) TheindividualwillfirsttalktotheDSDHHemployeeregardingconcerns.Ifthereisnosolutionfoundtheindividualmay:(2) Talktotheindividual’ssupervisor.Theycanbereachedbycalling(801)657-5200(VP).Thesupervisorisresponsibleforinvestigatingacomplaintandrecommendingtheappropriateresponseoractionwithintwo(2)weeksofreceivingagrievance.Ifthecomplaintisaboutaspecificindividual,thesupervisor’sresponsemayinclude:
(a) Informingthepersonaboutwhomthecomplaintismadeandseekingtheirviewsandperspective(b) Givingconsiderationtotheuseofaneutralstaffmembertomediate.(c) Informingthecomplainantabouttheoutcomeofthecomplaint.
(3) Ifthematterremainsunresolved,theindividualmaycontact:
(a) TheDivisionDirector,MarilynCallat801-263-4887(v)[email protected]
Page17of25
(4) Ifthecomplainantisstillnotsatisfiedwiththeresponsefromthedivisiondirector,thentheexecutivedirectoroftheUtahStateOfficeofRehabilitationshouldbecontacted.(5) IfthecomplainantisstillnotsatisfiedwiththeresponsefromtheExecutiveDirector,thanaMemberofthe“AdvisoryCounciltotheDivisionofServicestotheDeafandHardofHearing”shouldbecontacted.(6) Allgrievanceswillbeexploredassoonaspossiblebythestaffand/ortheAdvisoryCouncil.Aresponsewillbepreparedwithin30days.(7) Ifnecessarytoaddressthecomplaint,ameetingmaybeheldwiththecomplainant(s),SupervisororManageroftheappropriateunit,andothersasappropriatetodiscussthefindingsandmanagement’sresolutiontothecomplaint.
NOTE:Complaintsregardinginterpretingservicesprovidedorscheduledbyastateagency,pleaserefertotheInterpreterPoliciessectionofthisdocument.
Page18of25
IV. EMPLOYEEPOLICIES TheUtahStateOfficeofEducation(USOE)andUtahStateOfficeofRehabilitation(USOR)policies,andDept.ofHumanResourceManagement(DHRM)policiesapplytoallDSDHHemployees.Forcompletepolicyinformation,pleasevisit: http://www.schools.utah.gov/humanresources/Policies.aspx http://www.rules.utah.gov/publicat/code/r477/r477.htm AnyemployeepolicieslistedinthefollowingsectionarespecifictoemployeesofDSDHHandarenotmeanttosupersedetheabovementionedreferences.
A. COMPUTERUSEPOLICY StaffmustfollowtheStateofUtah“AcceptableUsePolicy”whichcanbefoundontheUtahStateOfficeofRehabilitationwebsite:http://deafservices.utah.gov/USOR-Acceptable-Use-Policy.pdf. Nodownloadingofpornographyorotheroffensivematerials.Nodownloadingofanysoftwareontothecomputers.Allsoftwareonthesystemmusthavealicensetoprovepurchase.Ifyouwishtodonatesoftwaretoinstallonthecomputerforcommunityuse,pleasecontactDSDHHDirector. Computeraccessisforofficialbusiness.Useofcomputersforpersonaluseisprohibited.Inadditiontoacceptableuseoftechnology,timemanagementisofutmostconcern.Employeesareexpectedtouseon-lineresourcesforthepurposeoftaskcompletion,timemanagement,andeffectiveness.Abuseofthisprivilegewillnotbetolerated.
B. NEWSMEDIAPOLICY Beingquotedbythenewsmediaissuchapowerfulwayofreachingthousandsofpeople.ItisextremelyimportantthatwhatissaidiscompletelyaccurateandinaccordancewiththepoliciesofUSOR. Thefollowingareguidelinesforinterviewsbythemediabythenewspaper,radio,ortelevision:
TalktotheDivisionDirectorfirst.IftheDirectorisnotavailablecalltheUSOR1.ExecutiveDirector,etc.oramanagingsupervisor.
Ifaninterviewisdone,sayonlywhatis100%accurateandalsoonlyifitis2.
politicallyastute...inotherwordsdonotsayanynegativestatementsaboutanyoneoranyprogram.
Page19of25
Ifyouareinterviewedforatelevisionspotalwayssignforyourself.Evenifthereis3.aninterpreter,signforyourself;itispossibletheTVstationwillnotshowtheinterpreterontheair.(Talkandsign?-Discussthis-isSIMcomokay?)
Getcopiesofallreleaseswheneverpossible.4.
C. SOCIALMEDIAThepubliciswelcometomakecommentsonanyofoursocialmediasites,however,DSDHHstaff
reservestherighttodeleteorremovecommentsthatarenotappropriateormaybedemeaningtoothers.
D. DSDHHCONFIDENTIALITYPOLICY
Allstaffmustcomplywiththehighestregardforclientconfidentialityatalltimes. FrontlineorgeneralemployeesoftheDSDHHwill:
Nevergiveoutpersonalinformation(emails,addresses,phonenumbers,etc.)of1.othercommunitymemberswithoutpermissionofthesaidcommunitymember.TheexceptionwouldbeinformationthatisalreadymadepublicintheUADDirectory.
Employeeswillneverrevealtootherswhichcounselor/casemanagerisservinga2.specificcommunitymember.
Employeeswillneverrevealifacommunitymemberisevenseeingaspecific3.counselor/casemanager.
Employeeswillnotshareiftheyhaveseenaclientreceivingservicesorattending4.events.
Theresponsetheemployeeisinstructedtouseifanyoftheabovesituation5.happens,“Followingourconfidentialitypolicy,wearenotabletosharethatinformation.”
CounselorsandCaseManagersoftheDSDHHwillfollowconfidentialityguidelinesandrulesastheypertaintoUSOR“ClientServiceManual”andtheirspecificprofessionallicensingcodes.
E. POLICE/THREATS/EMERGENCYSITUATIONS Whenindoubtwhethertocall911-rememberthesepeoplearetrainedtoknowifasituationisanemergencyornot.Don’tbesorryyoudidn’tcallifsomeoneiscomplainingofwhatcouldbeaseriousmedicalproblem. Situationsmayariseinvolvingthepolice,threatsofviolence,weaponsinthefacilityoronthegroundsoftheSandersonCenterorSt.Georgeoffice.Ifthishappens,immediatelycontactamemberofthemanagementteam.Amemberofthemanagementteamshouldbeinvolvedwithanypoliceaction,verifywarrantsandauthorizedaccess,andensureeffortsaremadetoensurethesafetyandsecurityof
Page20of25
thestaff,clients,andfacility.Ifthesituationsisanon-emergencyandamanagementteammemberisnotavailable,askthemtocontactamemberofthemanagementteamtomakeanappointment.Ifitisanemergency,contact911,useyourbestjudgment(andcontinueeffortstoreachamemberofthemanagementteam).Neverchaseorconfrontapotentiallyviolentperson.
F. BARRIER-FREECOMMUNICATIONGUIDELINES
AlthoughAmericanSignLanguage(ASL)isthechosenmodeofcommunicationfor1.mostconsumers,wethestaffshallrespectthepublic’schosencommunicationmethod.
EmployeesondutyareencouragedtouseASLinthepublicareasofthisbuilding2.(i.e.,lobby,hallways,gym)whethertheotherpartycansignornotforrespectofotherswhomaywalkby.Ifahardofhearingpersonwhodoesnotsignhasproblemsreadinglipswhileemployeesaresigningtothem,theemployeemaystopsigning.
EmployeesareencouragedtouseASLinallstaffmeetings.Anexceptioncanbe3.considerediftheemployeeisintrainingoralongconferenceatwhichtimeaninterpreterwillbemadeavailabletointerpret.
G. DRESSCODEPOLICY
Employees1.
EmployeesoftheSandersonCommunityCenteroftheDeafandHardofHearingshouldbeprofessional,clean,andappropriatefortheworkbeingperformedeachday.Maintenanceandotherstaffwillbeallowedtowearappropriateclothingforthephysicalworktobeperformedasneededwithconcernforappropriatenessinanofficesetting.Employeesshoulddresscomfortablyandappropriateforthetimeofyearbutprofessionallytopresenttheagencyinapositivelight.Reasonablejewelryisacceptableunlesscausesconcernforone’ssafetywhileoperatingequipment.Oncasualday,Fridays,jeans,casualdressarepermissibleunlesseventsormeetingsareplannedwhichrequireprofessionalattire.
Consumers2. Consumersmustwearappropriateclothingandshoesatalltimesunlessthepersonischanginginthelockerroom.Athleticshoesmustbenon-markingifusingthegym.DSDHHreservestherighttoaskanon-compliantcommunitymembertoleavetheSandersonCommunityCenterfortheDeafandHardofHearingtochangeclothing.
H. CELLPHONEEQUIPMENTUSEBYEMPLOYEES Thepurposeofsupplyingspecifiedstaffmemberswithcellphonesistobeabletocontacttheemployeeforwork-relatedneeds,orfortheemployeetomakework-relatedcontactswhichallowDSDHHtoprovidebettercustomerservice.Beingassignedacellphoneisaprivilege,notaright,andshouldnotbeabused.Employeesmustcarefortheequipmenttopreventthecellphonefrombecoming
Page21of25
damaged,lostorstolen.Ifanemployeelosesordamagesadevicethedirectorwilldetermineifareplacementwillbeprovided.Ifavailable,anolderphonemaybeassigned.
I. VOLUNTEERSDRIVINGSTATEVEHICLES TheUtahStateDepartmentofRiskManagementrequiresthefollowingconditionsbemetforanyvolunteerornon-stateemployeetodrivestatevehicles(includingEnterpriserentals).
Successfullypassafingerprintcriminalbackgroundinvestigation.1. Passthestatedefensivedrivingtest.2. Acopyofthefrontandback(showingexpirationdate)ofavaliddriverslicense3.
mustbeonfile. Individualmustbeatleast25yearsold4. UseofMinivanorsmallerisencouragedfortransportingindividualsforsafety5.
reasons.ChildrenmayNOTbetransportedina10or15passengervan. TheProgramSecretaryfortheDeaf,HardofHearingandCommunityEducationprogramsshouldmaintainup-to-datefilesoneveryvolunteerornon-staffpersondrivingstatevehiclesinadvance.
J. FRIENDSANDFAMILYMEMBERSVISITINGEMPLOYEESATWORK TheSandersonCommunityCenterisanaturalplacetovisitwhichmakesitchallengingattimesforemployeestogettheirworkdone.SandersonCommunityCenteremployeesarebeingpaidtowork40hoursaweek.Whenfriendsorfamilymembersarehereanddivertattentionawayfromjobduties,employeesshouldcommunicatewiththeirsupervisorandarrangetotaketimeofftotakecareoffamilyneeds.Itisnotpermissibletocarefordependentfamilymemberswhileworking.Friendsandfamilymembersarenotallowedtousetheemployee’sworksstations.Theyarewelcometousethecommunitycomputersandphones.Ifvisitingfamilymembersareindependent,theyshouldentertainthemselvesusingcommonareasoftheCentersuchaslobby,lounge,craftroomorthegymasopposedtospendinglonghoursinemployeeoffices.Asstateemployeesweneedtoguardagainsttheimpressionofanoverlylaxworkenvironment.
K. GeneralCash/DepositHandlingCashPolicyandProcedure
AllmoniesreceivedwillbesecuredinalockeddrawerinDSDHH/SUDHHP/UIPandkeptovernightifnotprocessedonthesamebusinessday.Moneywillnotbeacceptedbysecuritystafforotherstaffnotauthorizedtoacceptmoney.Intheabsenceofthepersonresponsibleforacceptingorprocessingpayment/deposit,theDSDHHSectionAccountantwillprocessintheirbehalforappointanotheremployeetodoso. 1. ReceiptofOnlinePayments
Onlinepaymentsreceivedareprintedandkeptinthedepositbookwithacopyintheappropriatefile,ifneeded,suchastheeventorpurposeforwhichthedepositisconnectedtowithastampmarked“COPY”toshowthatitisacopyoftheoriginalonlinepayment.
Page22of25
2. ReceiptofMailPayments
Twoindividualswillopenthemailtogetherandcreateahandwrittenlogofmoniesreceived.Each
ofthetwoindividualswillinitialtheenvelopeverifyingfundsanddate,count,andconfirmthetotalofthemoniescollectedfortheday.
3. ReceivingPaymentsinPerson
Oneindividualreceivesthepaymentandprovidesthepayeewithareceipt.Thereceiptandpaymentaretakentoasecondpersonandaddedtothelogofmoniesreceived.Eachoftheindividualswillinitialtherecordsverifyingamountoffundsanddate.
4. ReimbursementofCellPhoneService/AccessoryPurchasesForsomeDSDHHemployeescellphoneserviceiscovered.Additionalchargesarethefinancialresponsibilityoftheemployee.Whenanemployeemakesapurchasethatisreimbursable,theywillattachacopyoftheorder/invoicealongwiththereimbursementtothestatetotheDSDHHSectionAccountant.TheDSDHHSectionAccountantwillsubmitthereimbursementrequestwiththeorder/invoiceforprocessingpaymentofthecellphonebilltotheAdministrativeSecretarywhowillhandletheprocessingofthedepositasoutlinedin“ProcessingDeposits.”Additionalcellphoneexpensesthatarereimburseableinclude:protectivecovers,screenbreakage(1timeperemployee)orotherworkrelateddownloadsorADAaccessoriesasapprovedbysupervisor).
5. ReceiptofDonationsRequestthatindividuals/entitieswhowishtomakeadonationtoDSDHH/SUDHHP/UIPsendaletter/emailtotheDSDHH/SUDHHPDirector/UIPDirectorofCertificationinformingthemoftheirintent.OncethedonationarrivestheDSDHH/SUDHHPDirector/UIPDirectorofCertificationandasecondemployeewillcreatealogofmoniesorgoodsreceived.
6. ProcessingDeposits
Theindividualresponsibleforprocessingdepositswillcomparetherecordsofthelog(s)ofmoniesreceivedwiththemoniestobedeposited.Asecondlogwillbecreatedtobeattachedtothedeposit.Asecondemployeewillverifythatthedepositandlog(s)matchandinitialbycomparingthedepositslipanddepositreceipttotheoriginallog.
Onceverificationiscompleteacopyofthedepositandlog(s)willbemadeandkeptonrecord.Thedepositistobesealedandinitialedbytwoemployees.ThedepositwillbetakentoUSORAccounting/BankingInstitution.
OncethedeposithasbeenprocessedareceiptfromUSORAccounting/BankingInstitutionwillbeprovidedtotheDSDHHSectionAccountant/SUDHHPDirector/UIPDirectorofCertificationtoverifytheamountdepositedmatchestheamountonthereceipt.Acopyofthereceiptistobekeptonrecordwiththecopyofthedepositandlog(s).
DSDHHSectionAccountantwillverifythatthefundsarerecordedproperlyinFINETforthecorrectfundingsources.
Page23of25
UIPdepositswillbeprintedongreenpaper.ICANdepositswillbeprintedonpurplepaper.
DSDHH/SUDHHPdepositswillbeprintedonyellowpaper.Restrictedfunddepositswillbeprintedonpinkpaper.
7. VerificationofPaymentBeforeServicesRendered
a) CertificationTesting-CertificationSpecialistwillprovideproofofpaymentorauthorizationofpaymenttotheUIPDirectorofCertificationforeachtestingcandidate.TheUIPDirectorofCertificationordesigneewillnotallowtheapplicanttotestwithoutproofofpayment.b) AnnualCertificationRenewal-CertificationSpecialistwhooverseesannualrenewal/recognitionwillincludeacopyofthepaymentwiththerenewal/recognitionletterthatissignedbytheUIPDirectorofCertification.Acopyofthesignedletterandpaymentwillbeputintheinterpreter’sfile.
8. Return/DestructionofPayments
a) CheckPayments-IntheeventthatapayeerequeststhattheircheckbedestroyedorreturnedtheemployeeresponsibleforprocessingdepositswillseekapprovalfromtheDSDHHSectionAccountant/UIPDirector.Thedateandtimeoftherequestmustberecordedifmadeviaphone.Iftherequestismadeviaemailacopymustbekeptonrecord.Acopyofthecheckwillbemade,twoemployeeswillreturn/destructthecheckasperthepayee'srequestandinitialthecopyverifyingcompletion.Thecopywillbekeptwiththedepositsandlog(s).
9. CashPaymentsIntheeventthatapayeerequeststhattheircashbereturned,theemployeeresponsiblefor
processingdepositswillseekapprovalfromtheDSDHHSectionAccountant/UIPDirector.Thedateandtimeoftherequestmustberecordedifmadeviaphone/inperson.Ifrequestismadeinpersonhavethepayeeinitialthereceiptornoterecordingtheirrequestforrefund.Iftherequestismadeviaemailacopymustbekeptonrecord.Acopyofthecashwillbemade,twoemployeeswillreturnthecashviacertifiedmailasperthepayee'srequestandinitialthecopyverifyingcompletion.Thecopywillbekeptwiththedepositsandlog(s)andrecordedinappropriateentries.
Page24of25
V. APPENDICES
A. ADDITIONALSOFTBALLFIELDRULESAGREEMENT:
Followtherulespostedonsoftballfieldnearhomeplate.Youmustusesoftballs,1.andthesizeindicated.Children12yearsoroldermustalsousesoftballsindicatedforwomenandmenonthesign.Ifanyoneoverage12isnotusingtherightball,youwillbeaskedtoleaveandnotreturnuntilyouhavetherightball.
DONOTCLIMBOVERFENCES!Ifyouyourballgoesoverthefence,youloseyour2.
ball.Itisprivatepropertypastthatfenceandyoumaynotclimboverthatfence.Ifyourballcausesanydamage,pleasereportthecircumstancestoSandersonCommunityCenterstaffimmediately.Ifnostaffareavailable,calltheofficefromMonday-Friday,8:00am-5:00pmtoreportthedamage.
Hearinggroupsmayusetheballfieldforpracticeonly,mustfirstcallforreservation3.
fordateandtimeoneweekinadvancebycalling(801)263-4860(v),(801)657-5200or(801)263-4862(tty)
Thescheduleforhearinggroupsmaybemadeoneweekatatime.Ifadeafgroup4.
wantstoscheduleanactivityatthesametime,thehearinggroupwillbecanceledwithasmuchnoticeaspossible.
Ifahearinggrouphasareservationandadeaf,hearing,orhardofhearinggroup5.
arriveswithoutreservation,thehearinggroupmaycontinuetoplayduringtheirreservedtimebutmustleaveimmediatelywhentheirreservedtimeisover.
Deaforhardofhearinggroupshavefirstpriorityandmayreserveanytimethey6.
wishforthewholesummerorperiodoftime.Ifthisreservationismadeinadvanceandconflictswithatimethatahearinggrouphasreserved,thehearinggroupwillhavetorescheduleorfindanothersite.
Ifthereisnoreservation,localchildrenmayusetheballfieldwithadultsupervision.7.
Ifyouwouldliketouseitonaregularbasis,pleasecalltheofficeforreservation.
Nofighting,drinkingofalcoholicbeverages,vandalism,orimproperbehaviorwill8.betoleratedbyanygrouporindividual.
Page25of25
IhavereadtheabovelistedrulesandagreetoitstermsinordertousethesoftballfieldattheSandersonCommunityCenteroftheDeafandHardofHearing.IalsoagreethatI,asteamrepresentative,willensurethatourwholeteamwillfollowtheserulesaswell.
• Name: ________________________________Title: ______________________________
• OrganizationName: _______________________Date: ________________________________
• PhoneNumber: ___________________(Day) ______(Evenings)
