Record Keeping and Files. 1. Grantee shall maintain all eligibility and inspection documentation in the Online Navigation and Entry (ONE) System2 and maintain hard copy files with eligibility, including homelessness verification documents.
2. Grantee shall maintain confidential files on the served population, including developed plans, notes, and progress.
3. Grantee shall also keep support services files, which contain the record of complaints, services requests, grievances, warnings and denials of service for shelter rule infractions and the outcomes and responses to guests.
Record Keeping and Files. The Contractor and all Subcontractors and sub-subcontractors shall maintain a master or central file for safety and health related documentation on the jobsite. Files shall be maintained in such a manner that distinguishes each contractor and their subcontractors from other subcontractors and sub-subcontractors. Contractors shall submit and/or have available on site: REPORT NAME Annual Immediately 24 Hr. Weekly1 Monthly2 Per Occurrence Per Request Annual Crane Inspection x x Chemical Inventory x x Contractor Weekly Inspection x x Critical Lift Checklist x x First Report of Injury x x Incident Investigation x x MSDS’s x x OSHA 300 Log x x OSHA Citations x x Safety Observation x Safety Plan of Action or JSA3 x x x Safety Statistics x x Safety Training x x Substance Abuse Policy compliance notarized letter x x Toolbox Safety Meetings x x Daily equipment / Vehicle Inspections x Daily -- Daily inspections are required on all equipment / vehicles. 1 Weekly – Weekly reports are due the following Tuesday morning 2 Monthly – Monthly reports are due by the 6th of the following month.
Record Keeping and Files. 1. Grantee shall maintain confidential files on the served population, including developed plans, notes, guest agreement, ROI and progress notes.
2. Grantee shall maintain confidential files for active and previously active guests, and document support service usage.
3. Grantee shall maintain confidential files regarding complaints, grievances, warnings and exits/denials of service for shelter rule infractions including written notices, warnings, exit paperwork and related communications with guests.
4. Grantee shall maintain appropriate documentation to validate the approval of the shelter extensions to shelter guests according to HSH policies.
Record Keeping and Files. The Contractor and all Subcontractors and sub-subcontractors shall maintain a master or central file for safety and health related documentation on the jobsite. Files shall be maintained in such a manner that distinguishes each contractor and their subcontractors from other subcontractors and sub-subcontractors. See Insurance manual for claim reporting procedures.
Record Keeping and Files. Grantee shall maintain confidential tenant files that document the services and supportive work provided for the purpose of tracking and reporting objectives and outcomes.
1. Grantee shall maintain client program enrollment, annual status updates and program exit information in the ONE System and maintain hard copy files with eligibility, including homelessness verification documents.
2. Grantee shall maintain a program roster of all current tenants in the ONE System.
3. Grantee shall maintain services information in the ONE System, including information on households receiving eviction notices, as instructed by HSH.
4. Grantee shall maintain confidential files on the served population, including developed plans, notes, and progress as described in the Service Description and Service Requirements.
Record Keeping and Files. IF IT IS NOT RECORDED IN THE PROJECT’S CONSTRUCTION OFFICE, IT HAS NOT BEEN COMPLETED!
Record Keeping and Files. 1. Grantee shall maintain required, appropriate and confidential participant records to support tracking and analysis related to the service and outcome objectives, as well as successes of the program
2. Electronic participant records shall be maintained accurately and up to date in the Navigation Center Database, until such time as all data are moved into the ONE System, unless otherwise directed by the City in cases of public health emergencies or other emergency situations. As appropriate, case management files should be maintained separately from operational participant records.
3. Grantee shall upload copies of participant documents and records that support securing housing (e.g. birth certificate, identification, social security card) into the ONE System.
4. Grantee shall document outcomes related to every participant exit. Grantee shall collect data on the reason for exit, location upon exit, and other information related to exit tracking, and report this data to HSH upon request. Grantee shall notify Coordinated Entry and/or HSH Outreach as directed by HSH when Priority status participants exit their SAFE Navigation Center program.
Record Keeping and Files. 1. Contractor shall maintain documentation in the ONE System and maintain hard copy files with eligibility, including homelessness verification documents.
2. Contractor shall maintain confidential files on the served population, including developed plans, notes, and progress.
3. Contractor shall maintain all required confidential files for the served population, including service plans, progress notes, and releases of information.
4. For those served with PATH funds, Contractor shall maintain a participant file, which includes an intake form, a service plan (if case management is provided), progress notes, and a discharge summary.
a. The intake form shall contain participant information to determine eligibility for PATH services, and to obtain data needed for quarterly and annual reports. A service plan, also known as the Client (Participant) Service Plan, is required for all PATH enrolled participants receiving case management services to outline goals tailored to the participant’s needs. The plan shall be reviewed by the case manager and supervising clinician every three months. Client Service Plans may include the following, as appropriate:
i. Methods to obtain community mental health services;
ii. Assistance in obtaining and coordinating needed services, including shelter, public transportation, linkage to medical care, habilitation, and documents for permanent housing;
iii. Assistance in obtaining income and benefits;
iv. Strategies that describe the referral process to other appropriate services. Appendix A to P-600 FSP #: 1000030849 Page 7 of 12 January 1, 2024
b. Progress notes shall be utilized to assist in the tracking of the progress made towards the goals recorded on the Client Service Plan.
Record Keeping and Files. Contractor shall update applicant referral status information in the Online Navigation and Entry (ONE) System in accordance with HSH policy and instruction.
1. Contractor shall maintain confidential tenant files on the served population, including signed lease agreement and addenda, notices or lease violations issued to the tenant, copies of payment plans or other agreements to support housing stability.
2. Contractor shall track receipt and completion of maintenance work orders.
3. Contractor shall maintain all eligibility and inspection documentation in the ONE System and maintain hard copy files with eligibility, including homelessness verification documents.
Record Keeping and Files. Grantee shall maintain confidential files on the served population, including developed plans, notes, and progress as described in the Description of Services and Service Requirements.
