Children's Services Parent/Legal Guardian Handbook

CHILDREN’S SERVICES

PARENT/LEGAL GUARDIAN HANDBOOK

January 2013

of 12 revised January 2013

CHILDREN’S SERVICES

Parent/Legal Guardian Handbook

Individual’s Name______________________________________________________________

GENERAL INFORMATION Anderson Center for Autism’s (ACA) Children’s Services Parent/Legal Guardian Handbook is presented to all parents/legal guardians at time of admission. This publication describes governing practices and is utilized to consolidate several acknowledgements and authorizations by the parent/legal guardians at time of admission. Updates and Distribution ACA updates this publication on an as needed basis. Updated versions supersede all prior versions. Revisions made to the Children’s Services Parent/Legal Guardian Handbook after your child’s admission are sent to parents/legal guardians as deemed necessary but at a minimum once per year at the beginning of each school year. You are not required to acknowledge receipt of the updated Children’s Services Parent/Legal Guardian Handbook. We invite you to visit our website at www.AndersonCenterForAutism.org to obtain our full description of services provided to individuals of ACA. If you do not have access to the internet, please contact your Case Manager and they will forward a copy of the ACA brochure. Parent/Legal Guardian Communication ACA has adopted the use of email as the primary means for communicating general information and announcements about ACA program changes and activities. All parents/legal guardians are strongly encouraged to maintain an active email account for this purpose and are expected to keep us informed of any changes in your email address. ACA also utilizes our website to post updates to information provided at time of admission. Individual progress and learning is shared with families in a variety of ways including quarterly IEP reports, quarterly report cards, meetings, school open houses, phone conversations and email. • Telephone calls for individuals and teachers are not accepted during the school day as this is disruptive

to the educational process. School Administrators are generally available to take your calls throughout the school day.

• In an effort to support an individuals’ reading, language, communication and technology skills, family members may communicate with an individual during the school day if it is approved by school administrators. Telephone calls for individuals during non school hours are encouraged. Appropriate times for telephone calls should be arranged with the Residence Manager so that the child is available to accept or make the call. Telephone calls should not interfere with an individual’s programming or schedules including meal and bed times.

• As a general practice, individuals are not permitted to have cell phones (and other similar technologies) in educational and residential settings. If an individual need for cell phone use is identified, such as

http://www.andersoncenterforautism.org/


teaching independent skill development, the Treatment Team is required to make a recommendation to the Director of Children’s Services for consideration.

Computer/Tablet Devices Any parent/legal guardian of a child who wishes to purchase a computer device such as an iPad or similar tablet device must sign and adhere to the requirements as outlined in the Use of Computer Technologies in Residential Settings agreement. The parent/legal guardian is solely responsible for the purchase and maintenance of the device, disablement of cameras and other recording capabilities, the purchase of a wireless means of accessing the internet and activation of parental blocks and blocked access to inappropriate websites. Requests to use the device for educational purposes during school hours will be considered on an individual basis by the treatment team. Use of the device would need to be indicated on the student’s IEP with all associated costs borne by the school district. College/University Affiliations ACA has established collaborative relationships with area colleges/universities to promote enhanced educational opportunities for our individuals as well as for college students entering the field of human services. To this end, we provide internship and student teaching opportunities throughout the school year. Volunteer or Paid Services by Staff ACA strictly prohibits any employees, whether paid or volunteer, providing services to families outside of an employee’s regular job duties. This includes, but is not limited to, providing independent respite services or participation in private or personal functions off ACA property.

PROGRAM INFORMATION ACA’s Children’s Services provides evidenced-based programs and protocols to best address the varying needs of individuals with Autism Spectrum Disorders and related developmental disabilities. ACA has a clearly established and widely recognized educational/treatment model based on Applied Behavior Analysis (ABA) and Positive Behavioral Supports (PBS). ACA continually reviews current literature for emerging methodologies and interventions and determines appropriateness for inclusion into our program model. While many unproven treatments for autism exist, only those evidence-based programs endorsed by ACA are utilized in our program. Implementation, maintenance or discontinuation of any program is at the discretion of ACA. ACA programs have been shown to be effective however no guarantee can be made with regard to your child’s behavioral or skill progression. Individual outcomes vary widely from child to child and regression may occur. If ACA feels we can no longer meet the needs of your child, we will refer him/her back to the home school district for alternate placement. Classroom and Residence Assignments Individuals are placed in a classroom or residence by chronological age and similar functioning levels. Movement from one classroom or one residence to another may occur at any time during the course of a school year. In most instances, movement occurs because an individual is aging-out from their present classroom or residence or they have successfully increased their self-management skills and would thereby warrant a move to a less restrictive setting. In any case, a member of the individual’s team will apprise families of such changes. Room assignments will be made on a needs basis by the residential team.


Residence, bedroom &/or classroom assignments cannot be guaranteed for the duration of your child’s stay at ACA and are subject to change. Outside Service Providers On occasion a school district or parent/legal guardian may contract directly with an outside professional to provide additional support to an individual in the educational setting. They do so at no cost to or reimbursement from ACA. A contracted professional’s observation specifically about a child’s progress is always welcome. ACA staff will work with the contracted professional to make every effort to incorporate such additional support at ACA’s discretion while continuing to ensure the integrity of ACA’s established program model. Field Trips/Recreation Activities Field trips and recreation activities are an integral part of the program. Your child will attend off-campus trips with ACA’s Educational and Residential Programs during his/her placement. Scheduled Home Visits Your child’s Residence Manager will contact you to make arrangements for scheduled home visits. The parent/legal guardian is responsible for paying all transportation costs to and from home, except for those that are covered by the school district. Personal Belongings ACA, its departments and employees, cannot be held responsible for the personal belongings of individuals, nor can ACA be expected to replace or reimburse for any items that are broken, lost, or stolen. An individual’s personal belongings are brought and maintained here at the individual’s risk. The parent/legal guardian is responsible for picking up all of their child’s belongings within two weeks of the child’s discharge from ACA. Standardized Furnishings and Supplies As part of our residential program, ACA will supply your child with standardized furnishings and personal hygiene supplies. If the parent/legal guardian prefers their child utilize something other than what we provide, the parent/legal guardian is responsible for purchasing and delivering any agreed upon items to ACA. Outside Food Items in Classrooms or Residences We understand that some family members want to bring special foods for their child to enjoy- however, this puts children with food allergies at great risk and unfortunately, we are unable to permit outside food items in classrooms or houses. If you would like to bring a special treat or enjoy a meal with your child, please feel very free to do so in a Family Visiting Room or during off-campus visits.

EVALUATIONS, ASSESSMENTS AND TREATMENT All individuals are assessed within 45 days following their admission. These assessments provide us with the opportunity to evaluate the current needs of your child in order to develop appropriate treatment plans and confirm the appropriateness of continued placement. If 45 days is not sufficient for the Treatment Team


to complete assessments, ACA reserves the right to extend the assessment period for an additional 30 days. If after the initial assessments, it is determined that your child is presenting characteristics and/or behaviors not disclosed during the admission process by the parent/legal guardian and/or home school district and as a result we determine your child no longer meets program criteria, we will refer him/her back to the home school district for alternate placement. IEP Evaluation/Reevaluation All students are scheduled for 45-day evaluations and annual evaluations to determine progress and direction. Per the Federal Individuals with Disabilities Education Act, parent/legal guardian consent is required prior to conducting any educational evaluation. These educational evaluations may include but are not limited to observations, formal testing, parent/teacher consultations and a review of your child’s records. The following evaluations are conducted as needed or as required by state regulation:

• Educational Testing • Psychological Evaluation • Related Service Evaluations • Alternate Assessment • Prevocational/Vocational Testing • Functional Behavior Assessment

Behavior Assessments and Interventions During your child’s placement at ACA, it may be necessary to conduct a variety of assessments to determine the function of challenging behaviors targeted for reduction. These measures which fall under our provision of ABA services may also include: observations, interviews, record review, data collection, assessment scales, screening tools, functional analyses (analog assessment) and treatment trials. Interventions may include functional communication training and supports, teaching of replacement skills, manipulation of antecedent and consequential events such as environmental modifications, positive reinforcement, negative reinforcement, extinction and non-aversive punishment procedures (i.e. response cost or correction). Personal intervention techniques as identified and approved by the Office of People With Developmental Disabilities (OPWDD) may also be included in a Behavior Support Plan (BSP) or be utilized in the event of an emergency. Medical/Dental Evaluations and Treatment ACA schedules routine medical and dental evaluations and treatment through our consulting physicians and dentists with ACA providing the necessary transportation. These services occur as required by the child’s age and health care needs as well as physician/dentist recommendations. If the parent/legal guardian prefers their child receive treatment by their personal physician/dentist, arranging the appointment and transportation to/from becomes the responsibility of the parent/legal guardian. If routine evaluations with an outside practitioner are not scheduled in a timely manner, ACA will have your child seen by an ACA consulting practitioner as a means to maintain his/her health and well being (Reference: Medical/Dental/ Prescription Bills section) In addition, psychiatric evaluations and treatment for a child requiring this service is also provided by ACA’s consulting psychiatrist. ACA will only provide treatment and/or administer medications that have been ordered by a licensed physician. However, ACA will not implement medical treatment plans which are prescribed by a licensed physician who is related by blood/marriage or a relationship similar to blood or marriage to the child. In these circumstances, ACA will discuss with consulting physicians to assess and identify appropriate treatments.


Emergency Room and Hospitalizations If a child needs emergency medical or psychiatric care, ACA education or residential staff will accompany the child to the hospital. ACA will provide staff coverage for emergency room or hospitalizations for up to 48 hours. This timeframe allows the child’s family to make the necessary arrangements to assume care and oversight of their child during the hospital stay. Dietary evaluations to assess your child’s nutritional status and the need for any subsequent dietary interventions are provided through ACA’s consulting registered dietitian. All dietary interventions are reviewed by ACA’s consulting physician prior to being acknowledged as part of your child’s medical treatment. ACA’s consulting physician is solely responsible for ordering special diets, nutritional supplements, and vitamin therapies for your child subsequent to a comprehensive medical evaluation to include clinical, anthropometric and dietary assessment, biochemical/laboratory, and allergen tests to confirm and substantiate the medical need and decision for therapies, providing the best patient care for your child.

NOTIFICATIONS AND RISK Illness/Injury Notification ACA is committed to keeping families informed and involved. For this reason, we have systems that involve prompt notification of parents/guardians for any serious injury or illness including first time seizures. This system ensures family involvement in the health care of their child. Safety/Security Alert Please be assured that all informational bulletins and alerts received from government and public officials are promptly reviewed by the ACA Leadership Team or the Executive Director or designee as the situation warrants. All appropriate and necessary measures are developed and/or implemented in order to safeguard the individuals in our care. Risk for Injury There is the potential for an individual to be injured as the result of his/her behaviors or actions or by other individuals enrolled in the program. ACA will take precautionary measures to safeguard all individuals, however despite these safeguards injuries may still occur. Individual Rights and Grievance Procedure: Objection to Service Process The Individual Rights and Grievance Procedure: Objection to Service Process is distributed at the time of admission. Subsequent notices will be posted to ACA’s website. Copies may be requested at any time. Notice of Internet Safety Practices The Notification of Internet Safety Practices describes the measures taken to safeguard individuals from accessing inappropriate material in accordance with the Children’s Internet Protection Act. This notification is distributed at the time of admission. Subsequent notices will be posted to ACA’s website. Copies may be requested at any time.


Notice of Privacy Practices The Notification of Privacy Practices describes how health information about my child or me may be used and disclosed by ACA and how I may obtain access to this information. In accordance with the Health Insurance Portability and Accountability Act of 1996, it is distributed at the time of admission. Subsequent notices will be posted to ACA’s website. Copies may be requested at any time. Notice of Rights The Notification of Rights describes how educational records about my child may be disclosed by ACA, and how I may access this information or request an amendment. In accordance with the Family Educational Rights and Privacy Act, it is distributed at the time of admission. Subsequent notices will be posted to ACA’s website. Copies may be requested at any time. The Anderson Center for Autism prohibits discrimination in programs and activities on the basis of race, national origin, color, creed, religion, sex, age, disability, sexual orientation, gender identity, or associational preference. The Anderson Center for Autism also affirms its commitment to providing equal opportunities.

BILLING AND FINANCIAL INFORMATION Student Account ACA’s Finance Office can establish an account where personal money can be saved for a child. Funds received from the parent/legal guardians will only be used to benefit their child. Checks should be forwarded directly to the Finance Office with a note specifying the child’s name and spending guidelines for the use of the funds. Members of a child’s treatment team are authorized to request funds on behalf of a child. At any time, the parent/legal guardian may contact the child’s Case Manager to ask questions or review account status. ACA will be accountable for funds received directly by the Finance Office. Parents/legal guardians are discouraged from giving money for their child to staff outside the Finance Office. Medical/Dental/Prescription Bills The parent/legal guardian is responsible for all medical costs incurred by the above named individual (i.e., whatever cost is not paid by your insurance company or through Medicaid) unless your child has been placed by the Department of Social Services, or the medical costs are related to his/her disability. For all individuals, it is important that we have a copy of all current insurance cards (front and back) including Medicaid and any other information you believe to be useful in accessing insurance coverage. Please note that ACA is not able to process insurance claim forms on your behalf. Medical bills which cannot be processed using this information will be sent to you for direct submission to your insurance company or direct payment to the medical provider. It is important that you inform the Health Services Department immediately of any changes in your medical benefits in order to avoid billing errors. Prompt attention to any correspondence related to medical services will help to preserve the relationship ACA has with the medical providers who treat your child. If you feel the nature of the medical expense is directly attributed to your child’s developmental disability and that the agency is required to pay, the Executive Director may either make a determination on this issue or convene a panel of 3 internal parties to review this information. The panel will then make recommendations to the Executive Director to assist him/her in a final determination.


Donations Donations to ACA are always appreciated made payable to the Anderson Foundation for Autism and must be submitted to the Development Office to ensure they are properly processed and acknowledged. Staff are not permitted to receive donations on behalf of ACA. Throughout the course of your child’s placement with ACA, Development staff will seek your participation in community and fundraising events. Think of this like being involved in your PTA, vitally important to help secure the many additions not funded by tuition. Gifts for Staff ACA understands you may wish to give a gift to acknowledge a staff member who works with your child. Our policy states that staff are not able to accept cash gifts but may accept small gifts from family members “during recognized holiday seasons or other special occasions provided the value of the gift does not exceed $50.” Access to Student Records ACA provides the following types of materials as part of the overall service to the families and CSE’s upon written request.

• Annual Review Recommendations • Quarterly progress reports • Professional Service Sheets (Medical) • Related Service Evaluations and Progress Reports

Requests for copies of other materials or duplicates of materials previously provided must be in writing. There will be a nominal charge. The family or CSE will be notified of the current charge at the time of the request.

VISITATION PROCEDURES ACA supports your child’s continued involvement with his or her family. Visitation procedures are designed to outline and encourage reasonable visitation for family and friends of an individual in the school and/or residential program. The Safe Schools against Violence in Education law identifies the need for schools to proactively address risk reduction/prevention, response and recovery to a variety of emergencies a school may encounter. The visitation procedure incorporates what the SAVE legislation mandates. Please respect that our facility is a nonsmoking campus. Visitors are required to refrain from illegal driving and parking, offensive language and offensive conduct. Violators may be escorted and banned from the campus. School Visitation: • All visitors, including family members, must enter the Anderson Education Center building via the main

(front) entrance and sign in at the front office. Visitors will be given a visitor’s badge to wear for the duration of their visit. Upon departure, visitors must sign out at the front office.

• Family members and other approved visitors who are picking up your child and taking him/her out of the school building, must sign a release form prior to leaving with the child.

• Individuals will be escorted to the school’s lobby to meet the family member/visitor. • Parents or other family members who would like to observe in a classroom are directed to call a school

administrator (Principal or Assistant Principal) to schedule the observation in advance. Observations


are limited to the classroom environment unless otherwise arranged with the administrator and can be no more than 1 hour in duration.

• Siblings or other minor visitors may not be able to observe in a classroom or other school environment due to challenging situations that may arise. Administrators will consider each request based on individual circumstances.

• The number of visitors observing must be kept to a minimum so as to reduce distractions to individuals and staff.

• Visitors to the school are cautioned to respect the privacy and confidentiality of each individual served at ACA.

• If a challenging situation arises in a classroom or other area within the school building, the visitor may be asked to leave the environment.

Non School Visitation: • Family members and visitors must call the Residence Manager/Coordinator in advance of visiting,

picking up or returning your child to campus. Family members and visitors are encouraged to provide as much as 24 hours notice to allow staff to make arrangements so that programming is not disrupted.

• The Family Visiting Center should be utilized for on campus visits. Family members are directed to call a Residence Manager to schedule the use of the visiting center. The On Duty Supervisor may assist with the scheduling of the visiting center as needed.

• Upon entering the campus, family members and visitors must call the On Duty Supervisor (845-546-5672) to inform the supervisor of the visit/pick up/return.

• Family members and visitors must complete a “Visiting Release Form” in the visitor log. Please leave the form in the log book. Visitor badges are also located in the log. Please wear a visitor badge while on campus.

• After completing the release, visitors may proceed to the individual’s residence. • Visits to residences should be kept brief so as not to disrupt student programming and staff duties. • Visitors to a residence are cautioned to respect the privacy and confidentiality of each individual served

at ACA. • Environmental limitations, programming demands or challenging situations may result in the visitor

being asked to leave the environment. Residential staff will determine if and when the visitor can return to the environment that day based on the needs of the individuals living in the house.

• Adult visitors must take full responsibility for visiting minors providing close supervision, ensuring their personal safety and ensuring that no visitor disrupts programming or other students.

• For those visits where a family member takes their child home or off premise for an activity, the family member is responsible for the child’s return to campus as staffing ratios do not allow for the deployment of staff to a family’s location. In the case of an emergency, either at home or in the community, please access local law enforcement or medical services for immediate assistance.


Employee Code of Conduct

Anderson Center for Autism expects all employees to engage in conduct that is consistent with the agency’s Mission and Statement of Values, and outlined in the Standard Operating Procedures and policies of our agency. Employees whose conduct is inconsistent with these areas are subject to disciplinary action as identified in Human Resources procedures.

• All employees are expected to perform their job responsibilities in a professional and ethical manner which supports the safe and effective provision of services to individuals.

• All employees are expected to adhere to agency Standard Operating Procedures and/or policies in the performance of job responsibilities.

• Any identification of nonprofessional, unethical or abusive conduct must immediately be reported to appropriate supervisors or the Compliance Officer.

• Retaliation for good faith reporting of nonprofessional, unethical or abusive conduct is not tolerated. • All specifically licensed or certified employees must perform their job responsibilities in accordance

with their licenses or certifications and not be excluded from service provision. • All employees are required to engage in conduct that places the interests and rights of individuals,

their families and the agency above their own personal interests. • Agency operations, property or information must be safeguarded by all employees and may not be

used to achieve personal gain or benefit to a relative. • Any actual or potential conflict of interest must be disclosed promptly or as part of an annual review

process. • All employees are expected to engage in safe conduct that will not place any individual at risk and is

in compliance with applicable laws and regulations: Any observance of abusive behavior towards individuals must immediately be stopped, the

individual safeguarded and the event reported and documented according to agency and regulatory standards.

The use of alcohol or drugs while on duty is not permitted. The possession of any type of weapon or firearm while on duty is prohibited. Personal dress must be safe for individuals being served as well as the employee. Smoking is permitted only in designated areas off grounds and never in the presence of

individuals. • All employees are required to maintain the confidentiality of personal information, records and care

and treatment plans of individuals. • Confidential information may not be shared with other individuals, families, employees not involved in

care and treatment or other business contacts or through social networking sites. • All employees are expected to cooperate with investigations into quality and corporate compliance

systems conducted by internal and/or oversight agencies.


CHILDREN’S SERVICES Parent/Legal Guardian Handbook

Consents

Photograph/Video/Use of Child’s Name Photographs and video are sometimes taken as part of the individual assessment process, programmatic evaluation, training or promoting the positive aspects of “life at ACA”. Occasionally, ACA may contract with a third party to assist with these initiatives. Photographs are taken and may be utilized in the agency newsletter, posters, pamphlets or video about ACA, photo displays in the school or residence, graduation ceremony, on our website or as part of our public relations or capital campaign. These forms of media may include your child’s name. _____________________________ ___________________________ ________ Parent/Legal Guardian (please print) Parent/Legal Guardian (signature) Date ______________________________________________________________________________ Swimming Program ACA’s swimming program includes both on and off campus activities. All individuals with a diagnosis of seizure disorder are required by ACA to wear life jackets when participating in activities in or around water unless otherwise determined by the individual’s physician. If your child does not have a history of seizures, please choose one of the options below: I want my child to wear a life jacket _____________________________ ___________________________ ________ Parent/Legal Guardian (please print) Parent/Legal Guardian (signature) Date I do not want my child to wear a life jacket _____________________________ ___________________________ ________ Parent/Legal Guardian (please print) Parent/Legal Guardian (signature) Date


CHILDREN’S SERVICES Parent/Legal Guardian Handbook

Acknowledgements As the parent/legal guardian, I have read and understand this handbook. I acknowledge that ACA will provide information on evaluations, assessments and treatments, and that I will be contacted for consent in those situations that require it, such as non-routine procedures and treatments and orders for new behavior modifying medications. I give my consent to conduct educational evaluation(s) as needed or as required by state regulation. ________________________________ ________________________________ __________ Parent/Legal Guardian (Print) Parent/Legal Guardian (Signature) Date I have received the following acknowledgements and consents:

1. Individual Rights and Grievance Procedure: Objection to Service Process 2. Notice of Internet Safety Practices 3. Notice of Privacy Practices 4. Notice of Rights 5. Consent for Photograph/Video/Use of Child’s Name 6. Consent for Use of Life Jacket

________________________________ ________________________________ __________ Parent/Legal Guardian (Print) Parent/Legal Guardian (Signature) Date

Children's Services Parent/Legal Guardian Handbook

Documents

Transcript of Children's Services Parent/Legal Guardian Handbook