Topic Number2.1.4Effective Date

July 1, 2013

January 18, 2017 (rev)

ProcedureCommunication Transparency
PurposeTo document an organizational commitment to transparent communication related to WWRC business  and related WWRC employee responsibilities
Accountability Indicators
  • WWRC employees are informed of Center business and/or factors impacting Center business in a timely manner through a variety of strategies to include written and electronic documents, department/division staff meetings, and other communications as relevant.
  • WWRC employees perceive that they are included in regular and ongoing communications regarding Center business, as observed, reported, and documented.
  • WWRC employee responsibilities for active engagement in shared communication about Center business are documented in relevant Employee Work Profiles and evaluated annually.
Policy ReferenceN/A
Detailed Governance ReferenceN/A
Executive Staff ContactRick Sizemore, WWRC Director

 

Every Day in Every Way We…..  

Value our Staff

Are Organized, Utilized, and Valuable

Preserve Leadership Ethics, Accountability, Center Values, and Public Trust

Governance Procedures
 
WWRC is committed to transparent communication with its employees.  In addition to ongoing department and division staff meetings, commonly used organizational strategies to routinely share business information with employees include the weekly Centerline communiqué, a quarterly Director's Report, and Center-wide emails.  WWRC managers, supervisors, and Division Directors are expected to use additional formal and informal strategies, as appropriate, to keep assigned staff informed of WWRC business, performance, and outcomes on an ongoing basis.

 

WWRC employees are expected to actively engage in shared communication strategies by reading information provided in a timely manner, participating in scheduled staff meetings, and asking questions to understand and/or clarify information provided.    WWRC employees are encouraged to contribute Centerline articles, client success profiles, program updates, and other relevant information for routine communications with their colleagues and external stakeholders. 

 

The chart below summarizes routine communication strategies, their frequency, and related WWRC employee expectations: 

 

                   Communication Method                                             Frequency                                                     Standards/Expectations                   
Centerline                  Weekly – Wednesdays
  • Any WWRC employee may contribute articles or information, to be sent via email to Director's Office by Tuesdays @ noon.
  • All WWRC employees are expected to read by close of shift on day of distribution
  • Managers/supervisors to post in a common area for staff members without access to e:mail
Director's Report

                             Quarterly 

  • August 1st
  • November 1st
  • February 1st
  • April 1st
  • Any WWRC employee may contribute VR client success stories and other information that relates to WWRC/DRS shared outcomes
  • All WWRC employees are encouraged to read for "big picture" understanding of WWRC performance as it relates to the Agency.
##WWRC Distribution                           As indicated
  • May only be initiated by authorized staff  members to communicate essential business information that is time sensitive (limited use)
  • WWRC employees are expected to check emails for time sensitive communications when at work. 
  • Managers/supervisors are expected to verbally communicate time-sensitive information, as relevant, for staff members without access to email.

Department/Division Staff Meetings

 

                               Varies
  • Staff members are expected to attend all scheduled department/division staff meetings unless on approved leave or extenuating circumstances prior approved by supervisor/division director. 
  • WWRC employees unable to attend a scheduled staff meeting are expected to follow-up with a colleague or their supervisor within 1-2 business days of their return. 

 

Public Information, Public Relations, and Marketing
 
WWRC shares resources with its parent Agency, the Virginia Department for Aging and Rehabilitative Services (DARS), for formal operations of its public information and community relations program, which includes all media releases and other communications with the general public under the direction of the DARS Commissioner and/or WWRC Director.

 

The DRS Public Relations Director, housed through the DRS Central Office in Richmond and reporting to the DRS Commissioner, has lead accountability for development, implementation, and evaluation of the Agency public information and community relations program, directly and/or through delegation to assigned staff. This position coordinates activities with the WWRC Director and/or his designee, for events specific to WWRC. This position also manages and directs all media communications for the Agency, both print and web-based, including social media venues. The DRS website houses current and archived news releases, you-tube videos, and other media communications on behalf of the Agency, including WWRC.

 

Staff members who are contacted by the media are expected to immediately notify the WWRC Director's Office for guidance.  Staff members are not permitted to speak directly to the media without authorization from the WWRC Director, or designee.

 

For more information:   DRS Public Relations