Title VI Policies and Procedures

1. Title VIPolicies and Procedures Title VI Training & Technical Assistance NATIONAL TITLE VI FORUM Baltimore, Maryland April 30 – May 3, 2007

2. HOW MANY OF YOU HAVE TITLE VI POLICIES AND PROCEDURES?ARE THEY WORKING FOR YOU?

3. YES, POLICIES AND PROCEDURES ARE REQUIRED . . .But, did you know they can actually make your job easier?

4. POLICIES & PROCEDURES will assist you with • DAILY DECISION MAKING • PROGRAM MONITORING • STAFF DEVELOPMENT • QUALITY, INTEGRITY, AND CONTINUITY OF SERVICES

5. LET’S GET DOWN TO BASICS WHAT ARE THEY? WHY DO WE NEED THEM? (Yes, they’re required but what else?) WHY ARE THEY IMPORTANT?

6. POLICIES & POLICIES ARE INTER-RELATED • Policiesguide the implementation of programs. • Proceduresare the steps or activities needed to accomplish a specific policy. • Togetherthey provide the rules and guidelines for the program

7. Policies guide present and future decisions • Title VI policies must be consistent with other approved Tribal policies

8. Procedures are the steps or activities that implement a policy • Less formal than policies, procedures may still require approval by Program Supervisor

9. DEVELOPING YOUR TITLE VI POLICY AND PROCEDURE MANUAL

10. DEVELOPING YOUR MANUAL (Contd.) • Use the AoA “boiler plate” guide and adapt it to meet your local situation • Specifically address each Part A and Part C compliance requirement

11. DEVELOPING YOUR MANUAL (Contd.) • Review your tribal policies • Assure that Title VI policies are consistent with tribal policies

12. DEVELOPING YOUR MANUAL (Contd.) • Include Tribal policies applicable to the Title VI program • Example: Indian preference in hiring • Develop new policies to address areas not covered by Tribal policies • Example: Services provided under Part C “Caregiver Support Program”

13. DEVELOLPING YOUR MANUAL (Contd.) • Obtain Elder Advisory Council approval of the proposed Title VI policies and procedures • Obtain formal approval and adoption by the official tribal governing body

14. DEVELOPING YOUR MANUAL (Contd.) • Include a signature / verification page at the beginning of the manual showing date of tribal approval

15. IMPLEMENTATION AND TRAINING • For major changes, conduct a formal training session so that all staff have the same information • Information about minor changes could be provided by memo or other informal methods.

16. ON AN ONGOING BASIS • Review current policies and procedures annually to determine if changes are required • Procedures (more often than policies) will require revision • Revised policies and procedures need to be approved by the Elder Advisory Council and the Tribal governing body

17. SUMMARY

18. Policies and procedures actually make your job easierKEEP THEM CURRENT

19. 2. Policies and procedures will ensure consistent quality services for your Tribal elders

20. 3. Policies and procedures are your day-to-day guide in operating your program

21. 4. Policies and procedures will help avoid confusion

22. 5. Policies and procedures will help to assure all staff and clients are treated equally

23. 6. Use standardized format or the “boiler plate” recommended by AoA

24. 7. Approval of your policies and procedures by your Elder Advisory Council and the tribal governing body make them enforceable

25. 8. All staff needs to be aware of new or revised policies and procedures

26. 9. Your Policy and Procedure Manual is a living documentKEEP IT AT YOUR DESK, USE IT, AND KEEP IT UP TO DATE

27. OPEN DISCUSSIONSHARE WITH US HOW YOUR POLICIES AND PROCEDURES HELP YOU MANAGE YOUR PROGRAM.ANY ADVICE FOR NEW PROGRAM DIRECTORS?

28. I APPRECIATE YOUR SHARING YOUR WISDOM WITH US.THANK YOU FOR COMING!