Breaking It Down:
How to Achieve AIRS Accreditation
June 3, 2013 – 10:30 am
#AIRS2013
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Consultation Phase

Database Review
Carol Davis
Cathleen Dwyer
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 CEO Connect2Help
Fred Koss
 AIRS Board Member
 Standards Committee Chair
 Site Reviewer
 Document Reviewer
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• Reviewing Board, Staff and
Community Questionnaires
Consultation
Phase
• Reading written responses and
descriptions
• Reviewing documentation
• Writing a draft report
• Proofing and finalizing report
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•Level of difficulty
Premise
•Quality of submission
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The 7 deficiencies that
most often send an
application back for more
work.
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Number
Number
Number
Number
Number
Number
Number
7
6
5
4
3
2
1
 Problems with file organization
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Organizing
Files
• Uploading to
SugarSync
• Submitting on
CD/DVD, USB
Flash Drive, or
Thumb Drive
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What to do!
Organizing
Files
• Accreditation Criteria in a
separate file
• Supporting documents in
separate folders
• Files have recognizable names
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Organizing
Files
• Accreditation
Criteria file
• Folders for
documents
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Organizing
Files
• Accreditation
Criteria file
• Folders for
documents
• Recognizable file
names
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Organizing
Files
What not to do!
• Entire submission in one file
• All files in one folder
• Documents inserted in Accreditation
Criteria
(hyperlinks are okay)
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Number
Number
Number
Number
Number
Number
Number
7
6
5
4
3
2
1
• Problems with file types
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Microsoft Word (.doc/.docx)
File Type
Adobe Acrobat Document (.pdf)
Microsoft Excel Worksheet (.xls)
XML Paper Specification (.xps)
Open Office (.odf)
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“Good” PDF
Save as type:
PDF
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“Bad” PDF
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Graphic image
o Not searchable
o Not quotable
C.
Monet
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Responses / Descriptions
File Type
Microsoft Word (.doc/.docx)
Adobe Acrobat Document
(Good.pdf)
Documentation
Any Readable File
(Any.pdf)
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Number
Number
Number
Number
Number
Number
Number
7
6
5
4
3
2
1
 Low questionnaire returns
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Community
• Reasonable number to mail
• Send to people who know you
Questionnaires
Board
• Emphasize the importance
Staff
Administrator
• Include a resume’
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Number
Number
Number
Number
Number
Number
Number
7
6
5
4
3
2
1
 Overview statement, adverbs, clarity and
completeness
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 Understanding your agency
Overview
Statement
 Organizational details (not
marketing)
 Organizational structure
 Service area
 Demographics
 Programs
 Finances
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Clear and
complete
descriptions
•Answers with details
•Strengths and weaknesses
• What are the issues?
• How are they addressed?
•Include details in MOUs.
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Clear and
complete
descriptions
• Not marketing, omit adverbs and
adjectives.
“actively”
“strongly”
“rarely”
“often”
“intensely”
“small”
“fully”
“substantial”
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Example
Active rescue means actions undertaken by 2-1-1 staff that is [sic]
intended to ensure the safety of individuals at Imminent Risk or in the
process of a suicide attempt. “Active” refers to the 2-1-1 Staffs [sic]
initiative to act on behalf of individuals who are in the process of an
attempt or who are determined to be at imminent risk, but who, in
spite of the helper's attempts to actively engage them, are unwilling
or unable to initiate actions to secure their own safety.
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Example
Active rescue means actions undertaken by 2-1-1 staff that is [sic]
intended to ensure the safety of individuals at Imminent Risk or in the
process of a suicide attempt. “Active” refers to the 2-1-1 Staffs [sic]
initiative to act on behalf of individuals who are in the process of an
attempt or who are determined to be at imminent risk, but who, in
spite of the helper's attempts to actively engage them, are unwilling
or unable to initiate actions to secure their own safety.
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Number
Number
Number
Number
Number
Number
Number
7
6
5
4
3
2
1
 Response doesn’t address what is
being asked
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Example
The requirement: Provide three examples of things you learned from
an evaluation and program changes you made in response.
The agency description:
• Transportation needs for the elderly. We now work with the local
city bus system to provide bus tokens.
• We follow up with agency complaints and provide them the
feedback received.
• It was identified which programs needed assistance, so additional
money was allocated for assistance within the community.
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Accurate
Responses
•Follow-up and Quality
Assurance
•Crisis Calls and Risk
Assessment
•Individual Advocacy and
System Advocacy
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Number
Number
Number
Number
Number
Number
Number
7
6
5
4
3
2
1
 Governance is governance
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“In situations where the I&R service is part of a larger organization
and the Board is remote from oversight of the I&R service, an
Advisory Committee handles these responsibilities.”
Advisory Committee: A formally constituted group of local stakeholders that provides
information about community needs and issues, recommendations regarding program
planning and development activities and other forms of support that help to ensure that
the agency maintains effective connections with the people it serves.
Board of Directors: The governing body of an organization that is responsible for
program planning and evaluation, policy setting, personnel administration, program
oversight, public relations and fiscal management.
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o Boards govern
o Advisory committees provide
feedback, help with marketing,
etc.
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Number
Number
Number
Number
Number
Number
Number
7
6
5
4
3
2
1
 Information is missing or not complete
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•77 “Descriptions” needed
Missing
Information
• 25-plus documents
•Have a plan for organizing
• Double-check requirements
•Use the checklists
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b. Other Channels for Access: In what other ways are the agency’s information and/or
services made available? Describe what you do.
Pamphlets are made available within the community; there is access through
Facebook; there is an email feature on the web site; and there are links to other
web sites such as United Way and the American Red Cross.
c. Timeliness of Response: Where the public can contact the I&R service through
additional channels (e.g., E-mail, Voicemail, Instant Messaging), a minimum
expectation is that there are guidelines in place for “timeliness of response”. Describe
your guidelines.
Agency policy requires that a follow-up from staff be made within 24 hours.
d. Contacting an I&R Specialist: When using the online database or other means of
access, the public must be told how to contact an I&R specialist for assistance.
Describe what you do?
There is a link on the agency website that encourages a call to 211. There also is a
direct link for email. They can click “contact us” and select the county they are
inquiring about. An email will be sent to the center where that information resides.
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b. Other Channels for Access: In what other ways are the agency’s information and/or
services made available? Describe what you do.
Pamphlets are made available within the community; there is access through Facebook;
there is an email feature on the web site; and there are links to other web sites such as
United Way and the American Red Cross.
c. Timeliness of Response: Where the public can contact the I&R service through
additional channels (e.g., E-mail, Voicemail, Instant Messaging), a minimum expectation
is that there are guidelines in place for “timeliness of response”. Describe your
guidelines.
Agency policy requires that a follow-up from staff be made within 24 hours.
d. Contacting an I&R Specialist: When using the online database or other means of
access, the public must be told how to contact an I&R specialist for assistance. Describe
what you do?
There is a link on the agency website that encourages a call to 211. There also is a direct
link for email. They can click “contact us” and select the county they are inquiring about. An
email will be sent to the center where that information resides.
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b. Other Channels for Access: In what other ways are the agency’s information
and/or services made available? Describe what you do.
Pamphlets are made available within the community; there is access through Facebook;
there is an email feature on the web site; and there are links to other web sites such as
United Way and the American Red Cross.
c. Timeliness of Response: Where the public can contact the I&R service through
additional channels (e.g., E-mail, Voicemail, Instant Messaging), a minimum
expectation is that there are guidelines in place for “timeliness of response”.
Describe your guidelines.
Agency policy requires that a follow-up from staff be made within 24 hours.
d. Contacting an I&R Specialist: When using the online database or other means
of access, the public must be told how to contact an I&R specialist for
assistance. Describe what you do?
There is a link on the agency website that encourages a call to 211. There also is a direct
link for email. They can click “contact us” and select the county they are inquiring about.
An email will be sent to the center where that information resides.
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That’s it…
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