WDVA Transitional Housing and Single Room Occupancy Operational Program Services
RFB #VA1350492
Appendix A
September 17, 2012
The mission of the Wisconsin Department of Veterans Affairs (WDVA), Veterans
Assistance Program (VAP) is to help homeless veterans or veterans at risk of becoming homeless regain, maintain or improve their status in society by providing a secure environment through which a wide array of human services can be accessed in an atmosphere of dignity and mutual concern.
The purpose of the Veterans Assistance Centers (VAC) is to provide regional transitional housing and supportive services in order to achieve the reintegration of veterans into the community. Each VAC will cooperate and coordinate with the other centers, state agencies, and the United States Department of Veterans Affairs (USDVA) to meet the unique needs of each resident. These policy and procedure guidelines provide the parameters under which all VACs will operate.
A. The program is designed to assist in providing the support services necessary for homeless veterans or veterans at risk of becoming homeless who are capable of successfully reentering mainstream society. Other veterans will be referred to federal and state programs for long term treatment or Assistance. Each VAC shall admit all eligible veterans seeking Housing into the program, unless the veteran has needs/issues beyond the scope of that VAC. VACs denying admission for the above will refer the veteran to other federal, state or local service providers. Department of Corrections referrals will be forwarded to a WDVA Veterans Benefit Specialist for screening and the information will be forwarded to the Director, VAP for approval or disapproval to allow the incarcerated veteran to continue on the referral process into the Program.
B. Veterans that have a dishonorable discharge are not eligible to participate in the program.
C. Separate and equivalent housing accommodations will be made available for women veterans.
D. Contractors will ensure that VACs develop a written plan to assist veterans in obtaining short term shelter (emergency shelter) if the veteran is ineligible for admission or the VAC is at full capacity.

E. Non-veteran spouses and/or children of veterans admitted into the Program are not eligible for housing or services at the VACs. VACs will assist families in securing housing at an appropriate shelter.
F. Re-admittance of Discharged Residents
(1). The decision to admit veterans who have been previously discharged for program violations from the VAP will be made by the Site Director in consultation with the multi-disciplinary team unless the veteran requests admission to a site other than from where the veteran was discharged and the discharge was for one of the following program violations.
(a). Acts or threats of violence to any person.
(b). Sexual abuse, sexual harassment, or sexual activity.
(c). Possession of weapons or dangerous objects.
(d). Theft.
(2). The decision to admit veterans that meet the above criteria must be forwarded for the approval of the Director, Veterans Assistance Program. Site Directors will not allow such a veteran, even on a temporary basis, to stay at a VAP center.
Veterans who conceal a previous discharge which is discovered after they are re-enrolled may be immediately discharged upon the discovery, and the VAP Director will be informed.
(3). A veteran with a program discharge who produces sufficient evidence of reformation of character and subsequent good conduct may be considered for readmittance. Evidence of such reformation of character is considered and adjudicated on a case by case basis. Information evaluated may include, but is not limited to, the following: successful completion of treatment and/or counseling programs designed to ameliorate and mitigate the behaviors attendant to the discharge; behavior record after discharge; evaluations and recommendations of the case managers, social workers, and
Site Director based on the applicant’s need for Housing at the time; goals, ability and desire to work; and willingness to abide by program rules and restrictions.
G. Referrals Referrals to the program will be accepted from any source.
Examples include, but are not limited to: CVSOs, the USDVA, public/private/religious social service agencies, or self-referral by the veteran. (Criminal justice system referrals
– see paragraph 3. A.) All referrals will be entered into the VAP database.
(1). Contractors will ensure that VACs develop a system to track referrals.
This system, as a minimum, will include county of residency of the veteran, the referral
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source, location of referral source, and whether or not the veteran was accepted into the program. Contractors will ensure that VACs forward a monthly report indicating this information to Director, VAP. A sample of the report format is located at Annex B.
(2). A criminal background check will be made on all potential residents.
The criminal background check consists of a archival check with the Wisconsin, or other state, Department of Corrections or the Wisconsin Circuit Court Website. It may include a check for current warrants if there is a reasonable belief that the person may currently be eluding law enforcement. Contractors will ensure that VACs develop a relationship (if possible) with local law enforcement agencies to conduct checks for wants and warrants.
Contractors will ensure that VACs contact the appropriate state to conduct the archival check. Contractors will ensure that VACs forward results to Director, VAP, who will maintain a centralized background check database. Director, VAP will provide a copy of the database to the VACs as needed. In the event the veteran has a history that involves felonious assault, the veteran will have to provide evidence, prior to admission, that any court ordered treatment or other mandated counseling programs, during or after incarceration, have been successfully completed. All such evidence and related documentation will be forwarded to the Director, VAP who will determine if the veteran may be admitted to the program. Also, a failure to accurately report a criminal history to the VAP may result in a denial to admit the veteran. Veterans who do not initially meet these requirements may request reconsideration if they provide information regarding subsequent successful completion of treatment programs or can show other considerations that may warrant an exception.
H. In the event the VAC is at maximum capacity at the time of referral, contractors will ensure that the VAC contact the other VACs to determine space at the other sites. If there is space at another site, the VAC will inform the veteran. If the veteran elects not to go to another site, contractors will ensure that VACs develop a waiting list and method of contacting veterans.
I. Notification to County Veterans Service Officers
(1). Contractors will ensure that referring Wisconsin County Veterans
Service Officers (CVSOs) are notified on the admission, denial of admission, and discharge of veterans from the VAP. Upon staffing of a veteran for admission into the
VAP, the prospective resident will inform the staff of the name of their servicing CVSO.
If the veteran does not have a CVSO that is currently providing services to them, notification will be made to their home county CVSO and/or the CVSO in which county they plan to reside upon completion of the program unless the CVSO indicates s/he does not want to be so informed.
(2). Upon admission of the veteran into VAP, contractors will ensure that the site staff will have the veteran sign a release statement (Annex C) and determine the servicing CVSO. The release will authorize the site to release information on the status of the veteran to the CVSO. Signing the release is a requirement for admission into the
VAP.
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(3). When the decision has been made on admission into the VAP, contractors will ensure that the sites notify the appropriate referring CVSO. The form will be completed indicating admission or denial of admission into the VAP. If the veteran is denied admission, the reason for denial will be included along with the location to which the veteran was referred.
(4). Upon discharge of a veteran from the VAP, contractors will ensure that the appropriate CVSO is notified (Annex C). The form will be completed indicating the reason for discharge and where the veteran was referred and/or currently resides.
J. Intake and Assessment: Each incoming veteran will be entered into the VAP computer database. The information included in the database will serve as the basis for making admission decisions and monitoring of the veteran through all program phases.
(1). Medical Assessment: The medical status of a veteran will be determined using the information disclosed during intake and follow up interviews.
Immediate medical services will be scheduled through USDVA staff as necessary.
USDVA ineligible veterans will be referred to a local medical service provider, and all costs will have to be borne by the veteran. All incoming veterans will be scheduled for a physical exam by USDVA staff to determine any health needs. This exam will include an AODA test to determine if the veteran has been using drugs or alcohol. Veterans reentering the program may not require a physical exam but will take an AODA test. The medical assessment takes priority over all other assessments and medical treatment will have priority over any other activity.
(2). Contractors will ensure that VACs, in coordination with the USDVA staff, will have a written policy, subject to approval by WDVA, on universal precautions for communicable disease hazardous to public health.
(3). AODA Assessment: Veterans presenting themselves for admission in a state of intoxication will not be admitted. Such a veteran will be referred to a detoxification program. Veterans presenting themselves for admission into the program with significant active AODA problems will be referred to the supporting VAMC or a local service provider if not eligible for USDVA treatment. Upon completion of the treatment or detox, the veteran may be considered for admission into the program.
(a). All VAP residents entering or re-entering the Program will take a base line alcohol and other drug (AODA) test and will be randomly tested thereafter at the discretion of the Site Directors. Veterans who refuse such testing will be terminated from the program.
(b). Contractors will ensure that VACs have identified local detoxification centers to which intoxicated veterans can be immediately referred.
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(c). Contractors will ensure that each VAC maintains an AODA service provider network for non-USDVA eligible veterans requiring treatment.
(4). Contractors will ensure that each VAC maintains a medical service provider network for non-USDVA eligible veterans requiring treatment.
(5). Mental Health Assessment: Initial assessments of acute or chronic mental health problems will be made by USDVA staff supporting the VAC. Whenever possible, veterans with mental health problems will be referred to the supporting VAMC.
(6). Contractors will ensure that each VAC maintains a mental health service provider network for non-USDVA eligible veterans requiring evaluation and treatment.
(7). Legal Assessment: Contractors will ensure that VAC staff verify any legal issues facing a veteran and assess the effect such issues could have on the veteran’s ability to participate in the VAP.
(8). Vocational Assessment: Contractors will ensure that VAC staff, in conjunction with Job Service and vocational rehabilitation staff, assess the veteran’s vocational goals as well as work and educational history to assist in developing the caseplan and identifying the requirement for special Housing. Job Service and vocational rehabilitation staff may assist in making vocational assessments. VACs will coordinate with local Job Service and state and federal vocational rehabilitation offices for their services.
(9). Veterans with service-connected disabilities will be referred to the
USDVA regional office for access to the USDVA vocational counseling system.
Veterans with non-service-connected disabilities will be referred to vocational counseling through the Department of Health and Family Services, Division of Vocational
Rehabilitation, USDVA and qualifying Vocational/Technical Adult Education District programs.
(10). Housing Assessment: Contractors will ensure that VAC staff assess the short and long term housing needs of the veteran. VACs will develop and maintain a provider network to refer veterans requiring long term affordable housing upon graduation/discharge. VACs will actively participate in placing veterans in SROs established to assist veterans. The SROs will act as a springboard in allowing the veterans to acquire long-term, affordable, independent housing.
(12). Contractors will ensure that VACs have a written emergency response plan in the event a veteran becomes violent. The plan will include measures to protect the staff, residents and the veteran.
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K. Staffing for Admission: The decision to admit a veteran into VAP will be through the consensus of the multi-disciplinary team. Consensus means that all of the team agree on the decision. If any team member disagrees, there is not consensus. This team will include, as a minimum, a social worker, an AODA therapist, a case manager, medical staff (nurse practitioner, physician, and/or psychiatrist/psychologist as applicable) and the Site Director. In the event there is no consensus, the Site Director will make the decision.
L. If the veteran is denied admission into or dismissed from the program, the site staff will complete the Denial of Admission letter or written notice which includes a
Notice of Right to Appeal form indicating the reason for denial or dismissal and indicate to the veteran their appeal rights. The site staff will have the veteran sign the form and make a copy of the form. The original will be given to the veteran and the copy will be filed in an alphabetical appeal suspense file for 65 calendar days.
M. Restriction for Veterans Entering or Re-entering the Program All veterans entering or re-entering the program will have a 30 day restriction. This restriction is to help the veteran break his or her previous habits, facilitate integration into the program and maximize participation in treatment programs, attendance at AA meetings, and other activities held in the evening hours and weekends. This restriction period affects the members “free hours” only; passes will not normally be issued, nor will members be allowed to leave the immediate vicinity of the VAC during the evenings or weekends.
Appointments at the VAMC, assessments, counseling, and other program requirements will continue as needed. The Site Director, after consultation with the multi-disciplinary team, can, as appropriate, make exceptions to this policy and can institute a “third week staffing” to determine if the veteran’s behavior and treatment status indicate that the restriction should be lifted early or continued. Variations from this policy may be also considered by the Site Director on a case by case basis.
N. Community Work by Residents All residents, to the extent they are physically / psychologically able, are required to perform a variety of duties and work activities for the common good of the center and/or Program. The Site Director, in consultation with the clinical and non-clinical staff, will determine what these duties are and when they will be performed. There will be no monetary compensation for the performance of these duties. Refusal to perform community work may be cause for termination from the Program.
A. Case management is central to the ongoing site residency phase. Case
Managers bear the primary responsibility for coordinating the clinical and functional needs unique to each resident within the Veterans Assistance Program.
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This entails ensuring that the full cycle of assessment, planning, implementation and regular review occurs for that individual.
B. The interaction and relationship between the Case Manager and the resident is an important therapeutic tool ensuring effectiveness and continuity of care. The Case Manager is counselor, mentor and advocate on behalf of the resident.
C. Ideally all case management functions for one resident should be assigned clearly to one Case Manager, although in some complex circumstances joint case management may be preferable.
D. Assignment and Notification: each resident.
(l). The site will assign a Case Manager (or joint Case Managers) to
(2). The functions of the case management system and the name of the Case Manager of each resident are given to that resident as well as other members of the site staff and VA partners. resident’s file.
(3). The name(s) of the Case Manager(s) are clearly marked on the
E. Case Management Functions: The Case Manager undertakes or ensures:
(1). The comprehensive assessment of all needs of each resident.
(2). An adequate plan, including individual program planning and identifying resources required to meet identified needs.
(3). A negotiated and documented case plan stating what the resident and the VAP expect of each other.
(4). Monitoring and review of progress of the resident.
(5). Updating and modification of plans according to progress and implementing changes.
(6). Involving the resident and all relevant site personnel in planning or changes of plans.
(7). Liaison (both orally and in writing) with relevant clinical and other services in planning or changes of plans.
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(8). Coordination of all services required by the resident in the community and with the USDVA (or other) hospital and/or clinics.
(9). Provision of necessary information and education regarding any assessed disorders to the resident.
(10). Specific, structured, practical and necessary life skills training for the resident.
(11). Counseling of the resident.
(12). Advocacy to maximize the resident’s rights and access to clinical and community resources, and to minimize exploitation of the resident.
(13). Coordinate access for the resident to the prescribing doctors and other specialized health care professionals on a routine and crisis basis.
(14). Crisis availability, including access to Case Manager or designated substitute (weekend security watch, etc.) at all times.
(15). Continuity of Case Manager's services for as long as they are needed.
(16). Full consultation with the resident, staff members, VA partners, and any team likely to take over care prior to any referral, transfer and/or discharge.
(17). Prompt documentation and filing of all relevant documents, transactions, consultation notes, medication prescriptions, etc. in the case file and data base.
F. Resident Needs: The Case Manager identifies and ensures that attention is given to all aspects of resident needs:
Improving cooperation with treatment.
Economic.
Living area (site).
Transportation.
Education.
Work.
Recreation.
Family Relations.
Self-care, grooming.
Personal dignity and self-esteem.
Social network, fellowship, acceptance, tolerance.
Sense of purpose, religion, spirituality.
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Creative and self expression of thoughts and feelings.
Cultural group contact.
Emotional dependency.
G. Case Manager/Resident Relationship: Attention should be given to maintaining the relationship between the Case Manager and the resident:
(1). The Case Manager establishes and maintains trust and rapport.
(2). The Case Manager achieves an appropriate balance between being actively and assertively involved (while the resident is at risk) and being non-intrusive in the individual’s life.
(3). The Case Manager uses the therapeutic relationship as a means to ensure co-operative endeavor with the resident and continuity of care.
(4). The Case Manager involves the minimum number of staff required, all of whom know the resident's needs and goals.
H. System Maintenance: In order to ensure that case management functions continue to provide the best care possible for the needs of the resident, the Case Manager should:
(1). Consult regularly with colleagues of all relevant disciplines and with members of the multi-disciplinary team concerning the residents’ problems, plans for treatment, and requirements for when the Case Manager is off duty.
(2). Be familiar with all relevant service providers and facilities working with the program, and in the general community.
(3). Organize help with case management by sharing tasks or, where necessary, arranging joint case management (e.g. if the resident needs more services than one Case Manager can realistically provide, or if the resident has more than one type of serious disability).
(4). Attain specific knowledge and skills through training, relevant to the duties of Case Manager.
(5). Seek and ensure adequate expert supervision and advice on cases managed.
The site staff to include the VA partners should:
(a) Recognize as legitimate the Case Manager’s responsibility for the care of the resident at every stage of the program. There should be no
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substantive changes in the management and treatment of that resident without consulting the Case Manager.
(b) Ensure that the ratio of residents per Case Manager is appropriate according to the number of staff available and the complexity of needs of the resident.
A. Caseplan Development of a resident’s case plan will begin as soon as the intake process is complete. A preliminary caseplan will be developed within seven days of the initiation of site residency if the intake process is incomplete. Such case plan shall detail steps necessary to complete the intake process.
(1). The basic caseplan should contain the following elements but need not be limited to them and should be as flexible as the individual’s case warrants:
(a). Short term goals for treatment, counseling, and Housing to be provided at the center, VA facilities and allied service providers.
(b). Long term goals including the rehabilitation and return of the resident to the community as a self-supporting member.
(2). The staff involved in the development of the caseplan shall include the multi-disciplinary team, Site Director and other professional staff as appropriate.
Areas warranting immediate response such as AODA, mental/general health, residents’ treatment goals, civil/physical limitations or program limitations should be taken into consideration when deciding on staff for caseplan development.
(3). The caseplan will be a simple agreement between the resident and appropriate staff as to the resident’s initial and long term goals and the steps in the resident’s progression to achieve those goals. It may or may not be a lengthy document as long as all issues are covered.
(a). Verification of information disclosed by the resident, such as a possible service-connected disability, mental health treatment, etc., must be obtained as soon as possible.
(b). If staff feels a caseplan cannot be properly developed without verification of the above disclosures, a resident not in need of immediate housing will be kept on an intake or deferred admission status until verification is obtained.
(c). A resident’s most critical needs must be dealt with first in the caseplan. If a severe need for mental health, AODA, or medical treatment exists, a preliminary caseplan can be developed to provide these initial services with further plan development being deferred until after treatment is completed.
(d). It may be possible that treatment for these initial problems could take several months of in-patient treatment. In such cases, staff may not be able to gather enough information about a resident to know what further treatment is possible in the
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future. In such instances the caseplan will simply consist of immediate referral to the appropriate treatment facility.
(e). An evaluation will be conducted upon completion of the caseplan, after which the resident will either graduate from the program or go on to receive additional Housing.
(f). Each caseplan shall include an agreement with the resident that between 50% and 70% of any wages earned shall be placed in a savings account established at a local financial institution for the purpose of securing housing upon graduation from the program.
(g). Each caseplan shall include an agreement with the resident that he/she will take the necessary actions to establish or re-establish credit.
(4). Resident contract for completion of caseplan. A formal contract for services will be developed between the resident and the VAP specifying the duties and responsibilities of each in completing the caseplan.
(5). Failure of the resident to execute his/her portion of the caseplan contract could be cause for dismissal from the VAP. If a previously dismissed resident re-enters the program, a new assessment screening will be developed, the data base will be modified (if necessary) and a new caseplan and service contract will be developed.
(6). Periodic plan reviews
(a). Case Managers will be responsible for monitoring the progress of the resident on a weekly basis. A review of the caseplan by the multi-disciplinary team will occur monthly or after a resident completes outside treatment from an allied service provider.
(b). Modifications to the caseplan may occur after the mandatory review or after one of the periodic reviews, with the agreement of the resident.
A. Completion of the caseplan by the resident will constitute completion of the program and the resident will be considered to have graduated.
B. A resident that has an established income stream, can function independently, has had any health or AODA problems resolved and is making satisfactory vocational/employment progress, may be graduated before the expected date to make space available for new admissions.
C. Residents are considered to complete the program, albeit on a negative note, through self-termination (at the option of the participant they will be discharged or leave program without notice) or as a result of program violations.
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D. What does the discharge process look like?
(1). The discharge process begins with an assessment of the participant’s needs in the community. The assessment will review and document (discharge summary) each of the following elements:
(a). Participant’s further need for structured activities.
(b). Participant’s areas of competence.
(c). Participant’s own goals.
(d). Participant’s strengths.
(2). The next step in the discharge process is to apply a system team approach (multi-disciplinary staffing to include resident) in the planning of discharge goals and outcomes (discharge planning). Discharge planning evaluates the participant in the following areas:
(a). Current Status: health and wellness, self-image, problematic behaviors, sobriety, frequency of crisis situations.
(b). Needs: improving or maintaining health and wellness, improving or maintaining self-image, support groups, individual counseling, overview of medical/mental health/medication/dental, identifying need for additional services or training.
(c). Goals: meeting educational and vocational goals, maintaining adequate employment and permanent housing, overall financial planning, crisis management.
(d). Capabilities: discuss work, education, progress and challenges to living independently in the community, identify life skills that have been internalized.
(e). Motivation: developing steps necessary to keep participant involved in the community and keep the community responsive to the participant.
(f). External Resources: providing information through knowledge of community.
E. Discharge planning applies to all residents leaving the program. The plan should identify areas that the resident needs to maintain or improve in order to integrate into the community or re-enter the VAP. The plan is a key instrument in assisting the resident after discharge and should be specific whenever possible.
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F. Based on the assessment and discharge plan the following areas that apply to the individual will be provided to the individual in the form of a discharge packet:
(1). List of AA support groups.
(2). List of name address and phone number of various organizations to include: County Veterans Service Office, veteran and other organizations that can assist with federal or state benefits.
(3). List of agencies and organizations in the community that offer free or reduced rate services for medical, dental, mental health, food pantries, meal sites etc.
(4). List of community resources that can be used to assist in skill development/behavioral changes.
(5). List of VAC staff members, position titles and phone numbers (the system team should be part of the crisis intervention response upon contact from former resident after graduation and/or discharge from VAC program).
(6). If the resident is being discharged involuntarily, site staff will complete a VAP Notice of Right to Appeal form. Site staff will have the resident sign the form and indicate to the resident his/her appeal rights. The original form will be given to the resident and a copy will be filed in an alphabetical appeal suspense file for
65 calendar days.
G. At the end of the assessment and discharge planning process a discharge summary will be documented (as additional comments to case plan). The discharge summary will include key points made in the assessment and discharge plan. Further, the discharge summary will include where the resident was referred/relocated to and the answers to the following questions:
(1). Is the participant willing to form, upon discharge, a working alliance to the community? community?
(2). Has the participant accepted his/her new role in society and the
Contractors will ensure that the following operational requirements are met.
A. Hours of Operation: VACs will be open 7 days a week, 365 days a year.
Hours of operation must allow day program veterans access to services offered and allow residential veterans to partake of meals and sleep a minimum of 8 hours. Specific hours of operation will be approved by WDVA on a site by site basis.
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B. Service Provisions: VACs will provide a day program which will assist veterans in obtaining benefits for which they are eligible such as health, AODA and mental health care, vocational and employment training, and a residential program which will offer safe housing and meals while services are provided to the veteran.
C. Contractors will actively research and access additional funding sources, public or private, to augment the program revenue. Contractors will coordinate with
Director, VAP for information that may assist with the application. Contractors will provide a quarterly report on the progress of accessing additional funding.
D. VAC staff and USDVA staff assigned to the site will meet on a weekly basis to discuss any issues arising from implementation of VAP policies and procedures.
Resolution of issues will be through consensus of the site specific staff as appropriate.
Policy and procedural issues for which there is not a consensus will be forwarded to the
Contractor for possible resolution. In the event there is no resolution, the issue will be forwarded to the Director, VAP. The Director, VAP will review the issue with the operational review board which consists of a representative of WDVA and USDVA with coordination from the contracted agent.
E. Contractors will ensure that VACs develop a structured work experience in the community which provides employment and training to veterans and additional operational funding to the contractor.
F. Policies, Rules and Regulations: Contractors will ensure that each VAC establish a Standard Operating Procedures (SOP) book under which the site will operate.
All policies, rules and regulations developed by the VACs will be staffed through the multi-disciplinary team and are subject to prior approval by WDVA and will be made available for review upon request. As a minimum, the SOP will contain the following:
(1). Contractors will ensure that VACs furnish each resident and staff member a copy of the site’s occupancy rules and regulations. Normally it is in the form of a handbook.
(2). Contractors will ensure that VACs provide each resident a copy of the
VAC grievance policy. This may be included in the handbook. This grievance policy will be based on the following:
(a). All contractors receiving funding to operate a Veterans Assistance
Center will establish formal grievance procedures for each site. The purpose of the grievance procedures is to provide a system that allows residents and staff members to voice their concerns/complaints to the VAC staff and receive prompt, considerate, and adequate attention.
(b). In developing the grievance procedures, it is intended that all complaints/concerns made by residents and staff members be free from restraint, coercion, reprisal, or discrimination. It is expected that the grievance be resolved with
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the source or at Case Manager level. Unless there are extenuating circumstances, all grievances should be addressed within seven working days.
(c). In the event that the grievance cannot be resolved at the Site Director level, the contractor corporate president/executive director will make the final ruling unless the grievance is based on discharge from the program or non-admittance into the program. WDVA will not entertain appeals to rulings made by the grantee corporate president/executive director unless the grievance is based on non-admittance into the program or discharge from the program.
(d). If the grievance is based on non-admittance into the program or discharge from the program, the resident may appeal the ruling to the Wisconsin
Department of Veterans Affairs. The appeal shall be in writing and shall be filed with the
Office of Legal Counsel, State of Wisconsin Department of Veterans Affairs, 30 W.
Mifflin St., P.O. Box 7843, Madison, WI 53707-7843. The appeal must be received by the Department within 60 calendar days after the date of non-admittance or discharge from the program. The WDVA will entertain recommendations for policy change or improvement for the program in general, but not for individual cases (except for nonadmittance or discharge from the program). Recommendations will be forwarded to the
Director, VAP.
(3). Contractors will ensure that VACs develop a policy on treatment of residents that are HIV positive, have AIDS, have TB, or any communicable disease that is hazardous to the public.
(4). Contractors will ensure that VACs develop a savings plan for residents and make necessary coordination with local banks with the goal of the veteran saving 50-70% of their earnings.
(5). Contractors will ensure that VACs develop a plan to establish or reestablish credit for residents prior to graduation.
(6). Contractors will ensure that VACs notify the Director, VAP of any death, serious injury/accident or any incident involving law enforcement agencies occurring to or caused by any resident in the program. The notification will be made as soon as possible, may be made by phone, but no later than 8:00 A.M. the following working day. VACs will use the Serious Incident Report format in Annex A when making the final report.
(7). Contractors will ensure that VACs develop, post and follow grievance, leave and vacation policies for staff according to the individual’s employing agency.
(8). Contractors will ensure that VACs develop, post and follow work rules for all staff members which are compatible with the site’s operation and the regulations of the individual’s employing agency.
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(9). Contractors will ensure that VACs develop a policy regarding the storage of residents’ prescription drugs and medications.
(10). Contractors will ensure that VACs refer all media inquires to WDVA public information office at (608) 267-3582unless prior arrangements or agreements have been made.
(11). Contractors will ensure that VACs develop a policy for tracking residents’ whereabouts and for notification of VAP staff or authorities (when appropriate) upon learning of a resident’s premature, unexpected or unexplained departure.
(12). Contractors will ensure that VACs develop a Pro Bono relationship with attorneys or paralegals to assist residents with any legal problems.
(13). Contractors will ensure that VACs develop an evacuation plan for all buildings. The plan will include a map with evacuation routes and exits marked and a list of emergency telephone numbers.
(14). Contractors will ensure that VACs require all departing residents to complete a questionnaire that provides feedback on the operations and their experiences during their stay at the site. Questionnaires will be made available for review upon request.
(15). Contractors will ensure that VACs develop a health and welfare inspection program to ensure the safety and well-being of all residents and staff members.
(16). Contractors will ensure that VACs develop an AODA testing program to ensure all new and re-entering residents undergo an AODA test. The program will include random testing on a periodic basis and on suspicion of active
AODA.
(17). Contractors will ensure that VACs develop a Serious Incident
Reporting (SIR) plan. The plan will address what actions are taken in the event a serious injury/death, accident or any incident involving law enforcement agencies occurs at the site.
(18). Contractors will ensure that VACs develop a standardized resident folder that contains as a minimum:
Release Forms (CVSO, request for information, and release of information)
WDVA eligibility form establishing eligibility to enter program
Copy of DD214
Case Plan
Copy of resident information from database
Resident Contract
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(19). The folders of residents that have been discharged will be filed separately from folders of residents currently in the program. Inactive folders will be retained for two years from last contact with the veteran. After two years with no contact with the veteran or when the site is informed of the veteran’s death, the folder will be destroyed. The site will maintain a log of all files that are destroyed indicating the veteran’s name, date of last contact or death, date of destruction, and initials of the staff member that destroys the folder. The destruction log will be maintained indefinitely and made available upon request.
(20). Contractors will ensure that VACs develop and maintain a provider network in referral of veterans requiring long term affordable housing upon graduation/discharge. Contractors will ensure that VACs actively participate in placing veterans in SROs established to assist veterans. The SROs will act as a springboard in allowing the veterans to acquire long-term, affordable, independent housing.
(21). Contractors will ensure that VACs develop and maintain a mental health service provider network for non-USDVA eligible residents requiring evaluation and treatment. This will include the required referral procedures.
(22). Contractors will ensure that VACs develop and maintain an AODA service provider network for non-USDVA eligible residents requiring treatment. This will include the required referral procedures.
G. Fees: The rationale for assessing fees is to offset program expenses. It is also essential to reinforce a sense of personal responsibility in each veteran as they transition to self-reliance upon graduation.
(1). Residents in the VAP that are working (full-time, part-time or seasonal) or are receiving supplemental security income (SSI), Social Security Disability
Insurance (SSDI), or any other disability or pension benefits other than Compensated
Work Therapy (CWT) or Industrial/Incentive Therapy (IT) will be assessed a program fee. The fee shall be 30% of monthly income, after a deduction for medical expenses, child care expenses, court ordered child support payments, or any other court ordered payment.
The assessment will begin upon receipt of the pay or benefit check.
(2). A resident of a regional transitional housing site who has full–time, part–time or seasonal employment or who is receiving supplemental security income, social security disability insurance payments or any other disability or pension benefits, other than compensated work therapy or industrial/incentive therapy where the hourly rate of pay is below the prevailing hourly minimum wage, shall be assessed a monthly program fee of 30% of monthly gross income or $350, whichever is less.
(3). Case Managers will track the income of the residents who are working (Phase IV) and those residents that are receiving SSI, SSDI, or any other
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disability or pension benefits and determine the monthly program fee to be assessed the resident. The resident will remit payment no later than the 7 th day of the assessment period. Failure of the resident to pay the assessed program fee will be cause for immediate termination from the Program. The cost of money orders, cashier’s checks, etc. may be deducted from the amount of the fee. A staff member appointed by the contractor will collect program fees and provide a receipt (using a three copy receipt book) to the resident. All collected program fees will be given to the Site Director who will forward the collected fees and copies of receipts to the contractor. The contractor will deposit the collected fees in a separate revenue account. The contractor will report the amount of collections with the monthly invoice and submit a copy of the bank statement of the revenue account. WDVA reserves the right to inspect the receipts and accounts upon demand.
A. Release of Information to Governmental Agencies Which Identifies Individual
Veterans: Wisconsin Administrative Code states that information contained in office files pertaining to applications for benefits which is required for official use by any agency of the United States Government, by any agency of the State of Wisconsin, by any law enforcement or social service agency of any Wisconsin county or municipality, or by any school participating in the department’s grants programs, may be furnished in response to official requests. Such requests must include information as to the purpose for which the information is to be used.
(1). All requests to identify individual residents in the VAP will be forwarded to the Director, VAP for consideration. Within 5 working days after receipt of such a written request, in accordance with Wisconsin Code, the Director, VAP will make a reasonable effort to contact the resident concerning the request, notify the individual of the request for information, and provide the individual with a statement of the action taken.
(2). The Director, VAP will determine the appropriate action to take in each case. The Director will not release identifying information when, in the Director’s opinion, the release of such information would be detrimental to the welfare and progress of the resident in the program.
(3). VAP policy encourages responsible behavior in our veteran residents.
The following examples of potential requests for the identification of residents and the response of the Director, VAP illustrates this policy.
(a). A law enforcement agency contacts VAP wishing to serve a restraining order to a person they believe is a VAP resident: after receipt of an appropriate official request from the agency, the Director will normally release identifying information and request the agency to contact the appropriate Site Director to coordinate the delivery of such an order.
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(b). A Wisconsin social service agency contacts the VAP regarding a person, believed to be in the VAP, who owes back child support payments: after receipt of an appropriate official request from the agency, the Director will normally release identifying information and request that the agency coordinate with the veteran through the appropriate Site Director to facilitate a reasonable schedule for re-payment and payment amount, if possible.
B. Authorized Drivers of State Vehicles: State employees, full time and limited term, who have a valid driver’s license, two years licensed driving experience, and an approved DOA Form 3103 on file at the WDVA may drive state vehicles. The 3103 must be signed by the supervisor and forwarded to the Director, VAP for approval/coordination with the Department of Administration (DOA). VAP state employees will be informed of their “approved” driving status by the receipt of the pink copy of the 3103 or by telephonic notification.
(1). An “Agent of the State” who has been pre-approved by The Bureau of
State Risk Management at the DOA may drive state vehicles. An Agent of the State is defined by DOA as “a volunteer who is performing business of the state under an agreement established by an agency.” An individual under contract with the WDVA and/or a VAP resident, who will be required by the Site Director to drive a state vehicle, must complete a DOA Form AD-91, Volunteer Driver Request Authorization Form. The
Site Director authenticates the request by signing in the “Supervisor” block and forwarding the completed form to the Director, VAP for processing. The Site Director will be notified when the application is approved by DOA.
(2). Note that all individuals authorized to drive state vehicles must acknowledge that they have received and/or read a copy of the Statewide Fleet Policies and Procedures and understand the contents.
C. Staffing Requirements: Staffing at regional VACs will consist of, as a minimum, one Site Director, case managers, and security personnel sufficient to provide for the safety and security of residents and the site during off duty hours.
(1) Personnel responsible for the day to day operations of a VAC are considered to be Site Directors and are considered key personnel. Contractors will make no substitutions of key personnel unless the substitution in necessitated by illness, death or termination of employment without notifying the Director, VAP, in writing, at least 15 days prior to making any permanent substitutions and provide the following information:
A detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Director, VAP. Proposed substitutes shall have comparable qualifications to those of the persons being replaced.
(2). A minimum of one staff member will be present on site during duty hours and at least one security person during non-duty hours.
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(3). A female staff member will be on duty or on call any time a female veteran is a resident.
(4). Contractors will ensure that VAC Site Directors notify Director, VAP when they will be away from the site for one week or more and inform the Director who is the acting Site Director.
(5). At least one staff member (including security)that is first aid and CPR qualified will be on duty at all times.
(6). Contractors will ensure that VACs designate one staff member to perform the duties as AIDS Education Coordinator. This staff member will provide access to AIDS outreach workers and will be knowledgeable of current AIDS related information.
(7). Contractors will inform the Director, VAP of all non-key personnel
(excluding security and food service personnel) changes within two days and provide a copy of new personnel resumes.
D. Health and Safety Requirements: Contractors will ensure that VACs preserve the physical safety and well-being of all veterans and staff working at or residing at the site.
(1). Contractors will ensure that each VAC meets or exceeds all applicable state and local building codes and regulations, that utilities and appliances are kept in good working order, and that steps and walkways are kept clear of debris/snow/ice.
(2). Contractors will ensure that all applicable health codes are met, and that each VAC is kept clean and sanitary.
(3). Contractors will ensure that VACs provide each veteran with a separate bed with fire retarding mattress, blankets to maintain personal comfort, a pillow with pillow case, 2 clean sheets and 2 towels. Blankets will be cleaned a minimum of every 3 months, more frequently if required. Linens will be laundered at least once a week. Common use of towels is prohibited.
(4). Contractors will ensure that VACs provide meals that meet or exceed the minimum daily nutritional requirements as set forth by USDA policy. Veterans in the day program will be provided lunch.
(5). Contractors will ensure that VACs have an evacuation plan clearly posted in all buildings. Emergency routes will be lit and marked according to code.
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(6). Contractors will ensure that VACs conduct quarterly unscheduled fire drills. New residents into the program will be briefed of fire drill procedures upon admission.
(7). Contractors will ensure that VACs have at least one fully equipped first aid kit that is accessible at all times.
(8). Contractors will ensure that VACs provide sufficient personal hygiene supplies to fulfill the needs of the residing veterans.
(9). Contractors will ensure that VACs do not permit pets at the site.
(10). Contractors will ensure that VACs conduct periodic health and welfare inspections of the site to include residents’ property and motor vehicles, if applicable. All incoming residents into the program will have a health and welfare inspection of their personal property and motor vehicle, if applicable. Health and welfare inspections will be conducted by staff members.
E. Record Keeping: Contractors will ensure that VACs maintain accurate records and will be made available for review upon request of WDVA. The following records will be maintained as a minimum:
(1). Daily census sheet (includes veterans receiving day services).* services).*
(2). Nightly census sheet (does not include veterans receiving day
(3). Number of meals served by day.*
(4). Weekly status reports, weekly outreach reports, monthly graduate synopses and monthly referral reports.
(5). Copies of all rules, regulations, policies and procedures that the VAC uses. site.
(6). Copies of all licenses, permits, certificates or approvals issued to the
(7). Grievance and disposition file.
(8). Fire drill log*.
(9). Copies of accident/incident reports.
(10). Copies of staff position descriptions.
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(11). Copies of staff member resumes or statement of qualifications.
Items marked with an “*” will be retained until a WDVA audit is conducted. Upon completion of the WDVA audit the items may be destroyed. All other items will be retained indefinitely unless otherwise directed by the Director, VAP.
F. Program Assessment: Both the Contractors and WDVA will conduct ongoing assessments of the VAC’s program.
(1). Contractors will ensure that each VAC monitor its operation and evaluate its performance at least annually. Contractors will develop a program assessment plan with WDVA approval. The assessment plan, as a minimum, will include evaluation of measurable performance outcomes based on:
(a). Overall contacts, day program utilization rates and residential program rate of occupancy.
(b). Number of discharges and placements.
(c). Referrals to employment, education, training, health, housing, counseling and support services.
(d). Compliance with staffing and reporting requirements.
(e). Compliance with health and safety requirements.
A. WDVA will provide technical Housing and media/public relations functions as necessary.
B. WDVA will review Contractor’s invoices and service delivery reports each month to verify billing information.
C. WDVA will conduct a desk review and a site visit semi-annually to evaluate
Contractor’s performance. The review will include the following:
(1). Utilization of the site, service reports, staffing issues, and corrective action compliance.
(2). On site visits will include a review of the site’s compliance with health and safety requirements, records keeping, program standards, all licenses/permits that would have expired since last visit, and corrective action compliance.
D. WDVA will conduct an annual program performance evaluation, through the desk side review and onsite visits, to ensure compliance with all program requirements.
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E. WDVA will conduct a financial audit of the Contractors at least once during the two year cycle. The audit will include all aspects of the site’s accounting, bookkeeping and billing procedures as well as documentation of expenses.
F. WDVA will develop and maintain cooperative agreements (Memorandums of
Agreement) with supporting service agencies as required. WDVA will provide copies of these documents to the respective contractor/VAC.
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