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Vocational Training Department staff are expected to comply with required documentation standards and protocols related to student service documentation, in accordance with relevant administrative governance and IT Data and Security controls, both of which are covered during orientation of new employees and annual training requirements.  Compliance with established protocols has a significant impact on data integrity not only for student documents but organizational reporting and trend analysis.

 

Student Services

  • AWARE – Vocational Training Department staff are expected to use AWARE as the official source for obtaining and sharing information. Staff may access up-to-date information regarding client status and scheduling, and communications between rehabilitation team members.  AWARE should be utilized as the primary mode of communication between team members to ensure all members are aware of client programming and status. Information shared may be updates to programs, service changes, medical statuses, etc.
  • DocFinity – Vocational Training Department staff are expected to access client records for information detailing a client's documented disability, mental and physical health, and social history. Records of services and assessments may also be available and accessed. Being aware of the information within client records may best prepare staff for providing a comprehensive approach to the client's program.
  • Observation Notes – types of observation notes and documentation standards are articulated in AGM 2.3.25 – Management of Student Behaviors and are also reviewed annually in the Behavior Education and Supports Training (BEST), when provided.  As behavioral issues that are inconsistent with campus expectations emerge in a client's program, they are to be systematically documented by designated staff following immediate intervention.  Staff report behavioral observations using an approved form with objective, impartial and professional attention.  Staff are trained on least restrictive behavioral intervention techniques and all interventions are mandated to focus on safety and to the extent possible, provide orientation, assistance and instruction, as opposed to a punitive response.  On a daily and ongoing basis, behavioral observation reports are reviewed and analyzed to identify patterns of behavior that require remediation.
  • Progress Notes - Progress notes document clients' performance throughout their enrollment. Team members utilize progress notes to communicate and disseminate updates, changes, and other pertinent information. Staff document progress notes in the AWARE system. Although this is the method of communication and documentation for daily client progress, notes requiring immediate attention should also be emailed to rehabilitation team members as necessary.
  • Completion Reports - At the conclusion of each client's program, a completion report is completed to document the client's progress and performance in their training program. The client's attendance and work readiness traits are rated and documented. An instructor will provide a summary of the client's progress and outcomes. Attached to the report is the vocational skills record, which identifies skills for obtainment and quarterly ratings. Instructors have 14 calendar days from the program completion date to complete this report.

 

Administrative Documentation

  • Occupational Advisory Committee Minutes – Per the written charter for each Occupational Advisory Committee, the WWRC CWDD Director, or designee, is expected to assign staff to provide logistical support in preparation for scheduled meetings and to provide a written record of the meeting discussion, to include topics covered, recommendations provided, and follow-up actions needed.    Written minutes shall be used for continuous quality improvement of the training program.​