kokopelli group home manager stuff...information and a business card. o. get a business card, and be...

Kokopelli Group Home Manager Stuff The following is a guide for the Managers to follow:

Table of Contents Intake Interview

Participant Agreement Participant Packet Bus Handicap Certificate

Participant Information on Computer Perform Interview

Collect their Payment Agreement and Paperwork Participant Packet

Bus Handicap Certificate Complete Participant Information on Computer

Participant Info

Contacts Employment Criminal

Transportation Legal Stay History

Health Information Notice

Show new Participant the house

Show and demonstrate Registry Computer Show Message System Show the House Door Lock

Show House Computer Work and Jobs Discuss Job Search

Discuss Day Timer Discuss Budget Form

Give New Participant our Business Card New Participants these Forms are Required Weekly Other Screens

Miscellaneous Credits Pass Request Kokopelli Group Home Manager Responsibilities 3/26/2015 P a g e | 1

Kokopelli Group Home Manager Stuff Curfew Extension

Toxicity Test Payments Payment Plan

Self Improvement Participants and Work Participant & Disruptive Behavior

Schedule Daily

Morning

Night Notices

Weekly

Participant Update Report Monthly Discharge

Change the Door Code Door Code Instructions More Discharge Instructions

Stay History Record Update Stay History

Update the New Information Notice Go to the Participant Information

ChoreAssignments

WeeklyRecap MonthlyTasks Assets

Inventory Registry Invoices

StayHistory Documents Very Important Stuff

Kokopelli Group Home Manager Responsibilities 3/26/2015 P a g e | 2

Kokopelli Group Home Manager Stuff Intake

Print and staple each group, the following, for all New Participants:

Note: These documents are located in the Documents Tab after you log on to the Kokopelli Information System Screen.

• Participant Agreement • Participant Packet Please review the agreement. Make sure they understand the rules and policies. Do Not Skim.

Then Review each section. They need to be aware of the Food Pantries and Jobs List. Most new Participants say “they did not know!”. That does not speak well and we spent a lot of time getting the information together.

• Bus Handicap Certificate. I will sign when I come by in Saturday. Complete all the information and leave for me to sign.

Do not fill in with the Agreement, Participant Packet, and Bus Handicap Certificate until after the person is accepted as a Participant after the Interview. If you have concerns Please call us.

Perform Interview.

The purpose of the Interview is for you to evaluate the perspective Participant to assure you that they will be a good fit with your house and with the Kokopelli organization. The person is not accepted until you accept the person. If the perspective Participant is NOT Paying Attention or does not seem to agree with following the rules, DO NOT ACCEPT the Perspective Participant. Just tell the person that he does not fit our criteria, walk him to the door and thank him for his time. Document the incident on the Interview and save it. We MUST have good documentation in case they file a complaint. After the Interview please call, text, or send a message to us on the result.

One question the interview concerns Pests and the Proposed Participant sanitizing the property. This is VERY IMPORTANT. The pests include Bed Bugs, Cockroaches, and Druggies, etc.

If accepted go to Save Interview and go to Participant Info.

• Collect their Payment • Skip to “Complete Participant Info”

If Rejected tell Person thank you but we cannot accept you at this time, and walk the person to the door. You do not need to give the person an explanation.

The Agreement and Paperwork

Please review the Agreement in Detail. Do not skim over as it will come back and bite you in the posterior. You do not need to fill out the information until after the review. If the person seems to object to anything in the Agreement, Stop and Explore. If the person is not paying attention or disagrees with the Agreement, we do not have to accept the person. Tell the Person that the Agreement is key to our operation and success. If the Person does not agree with the Agreement STOP and walk the Person to the door. We have had several that did not agree but then said OK, just to get accepted. They usually mess up and are asked to leave later. Document as an incident and walk them to the door and thank them for their time. If they agree to the terms and conditions then you should fill in the blanks on the first page. Print the Date, Participant Name, and the beginning Date so we can Read. Have the Participant Initial Each Page (an indication that the Participant actually read the page and understands the contents) after they have read and understand, then on the Last Page, have the Participant PRINT the name so we can read, Sign the Agreement and Date it. You will then Sign the Agreement. This infers that you explained the entire Agreement to the Participant and the Participant Agrees to follow the Agreement. Kokopelli Group Home Manager Responsibilities 3/26/2015 P a g e | 3

Kokopelli Group Home Manager Stuff The Participant Packet

Once they sign the Agreement that is it. The Participant Packet is very important. Review EACH PAGE. Do NOT gloss over. Nearly every Participant has indicated they did not know valuable information was in the Packet. This is information to Help the Participant, get a good start. If you do not do a GOOD Review, the Participant will then say “Oh I did not know that!”.

Bus Handicap Certificate.

Complete the followings Information:

Section I

Check the Appropriate box in both areas

Normally:

o Senior (Ages 65 and older)

o Medicare Cardholder

o Persons with a Disability

And:

o New Card.

o Lost Card.

o Renewal Card.

Section II

Have Applicant Print the Name, Sign & Date the Application

Section III

Check Substance Abuse Program Director - Drug and alcohol addiction

Section IV

Check Is this disability permanent? YES

Check DRUG AND ALCOHOL DEPENDENCY

Kokopelli is only Certified for this category.

Check any other areas that are applicable.

The Letter

Enter Date

Check which House

Print the Participant’s Name

Signatures

Dorothy or Steve will Sign the Bus Handicap Certificate Application and Letter Kokopelli Group Home Manager Responsibilities 3/26/2015 P a g e | 4

Kokopelli Group Home Manager Stuff Complete Participant Information on Computer

Normally Participant Info, Contacts (Medical Required), Employment, Transportation, Legal, Stay History, Health. If the Participant is not willing to provide the information, thank them for their time and walk them to the door.

• Participant Info-Complete as much as you can. The SS and ID Visual Inspection normally will come later. o Discuss the 6 & 12 Month Goals. o Update the Goals and Objectives as you do the Weekly Review. o Explain the process for the State ID and Social Security Card

Make sure they have a Business Card with the House addresses with them, so they can provide the correct address to send the card. Many have provided the wrong address and are delayed from receiving the official card.

When they get the State ID/Driver License it Costs approximately $12. It will be a paper document on watermark paper. They will send the official State ID Card in about 14 days. NOTE: Impress upon them to make sure they give the correct address, otherwise they will have a delay in getting their State ID Card.

The Social Security Office will only accept the Official State ID Card, not the Watermark Paper Document.

Once they get the State ID Card they can go to Social Security and apply for the Social Security Card.

Social Security will issue a letter (that does not have the Social Security Number) that they should keep and protect. Some employers will accept the letter and some will not.

The Social Security Card will arrive in 5-14 Days. NOTE: Impress upon them to make sure they give the correct address, otherwise they will have a delay in getting their SS Card. Tell the Participant to bring the SS and State ID Cards to you when they get it. Make a calendar notation to ask for it during the Weekly Recap.

o Enter the Social Security Number and Update the Social Security Info when they get the card. o Enter the State ID if they have it and Update the State ID when they get the card. o Enter / Update the Date Entered Program

If the Participant had been in our program before, change the Date to the new date If this is the Participant’s first participation enter the appropriate (normally current) date.

o Enter the Date the Contract was signed. This should be the current date. o Enter the Participant’s Mobile Phone, Call the Number. Please check the phone number. A phony number

does us no good, and is a Weekly Recap Item.

Note: The AZ ID is a paper document printed on “Super Secure Custom WaterMark that CAN NOT be copied, scanned or digitally photographed. The actual “ID Card” will be mailed to the Participant in 5-10 days. Social Security, currently, will not accept the paper document. Therefore the Participant either must provide a valid picture ID or wait until the State ID Card is delivered. MAKE SURE THEY KNOW THE HOUSE ADDRESS, the State and DPS require they have the State ID delivered to the actual address they are at. If they have another address on the official card, make in Information Notice.

NOTE: The news media has indicated that the Air Travel will not accept the Arizona ID after this year (2015). That means people with only the AZ ID may not be able to fly, and a Passport may be required.


Kokopelli Group Home Manager Stuff

• Contacts-Medical is required (must be direct family not friend or fiancé) or a medical power of attorney.. o Get address and phone, you may need to check the phone validity. o If you think they are bogus, call them right then and there. If bogus tell Participant we will not accept if

they are going to lie to us we do not want them. o This is NOT a Girlfriend, Boy Friend, Partner, or Friend of any type. o Get the person’s Name, Phone and other Information of Friends they visit. We may need to contact them

in an Emergency. o Check the Phone Number. A phony number is not a qualified number for an emergency.

• Employment-Most will not have when they arrive, so select Not Employed. You can change that when they get a job. Please take the time to show the New Participant the “Jobs and Work” section of the Main Kokopelli Home Page. Step though the section. If the Participant cannot use the house computer they can access the information from a permitted Internet Computer by going to “AZRECOVERY.ORG”

o As time goes by, ADD New Employment. o Do Not Delete or overwrite a previous Employment (except Not Employed). Be sure to review each week

and update when necessary (e.g., Work Schedule, Company Information, etc.). Try to get complete Information and a Business Card.

o Get a Business Card, and be like an Elephant, do not forget to get a business card. Update the Employment Screen with the Card Info.

• Criminal- We will normally have the Criminal and Prison Disciplinary actions in the Criminal record. You might review the list with them to insure accuracy. If there is a discrepancy, please enter an Information Notice so we can follow-up and correct.

• Transportation-Probably will be Bus, and when they do get different transportation enter it. o If bicycle, enter the Make, Description in the appropriate data fields and serial number in the Plate

Number field. o When they get any other Transportation add that Information (i.e., Automobile/Motorcycle License Plate,

Insurance) • Legal-Select the PO from the list.

o If the PO is not listed enter the information in the Comments (In Detail), and send us a message. o Get the current PO Name, Phone, Fax, Email, in Comments. o Add do not delete previous. o Get a Business Card from the PO. Get a copy to put in the folder for us to pick up. o Get the Conditions for Release. They all get this so tell them we want them so we know what they are

supposed to be Doing or NOT Doing o Give the Business card back to the Participant. o Review the Curfew Requirements. The Curfew will be used for several areas.

• Stay History-Usually just add the Stay History on the Initial Intake. o If they bring in bedding enter the description and check (Bedding is Participant Owned and Tagged:

Bedding is Participant Owned and Tagged). In the comment, list and describe the property. o Advise then to put their name on the property. o When the Participant is Discharged Update the current Stay History.

• Health-Enter “ALL” information. Disability, Medical, As much as possible. o Get any provider information, i.e., Doctor, Psychologist, Counselor, etc. o Get all Prescription Medication and associate with the Provider.


Kokopelli Group Home Manager Stuff • Information Notice- This screen is for you to document many different circumstances. These can be positive

or negative or just merely information. It is very important to document issues so we can evaluate the Participant.

• Show the new Participant the house, o Including the refrigerator, freezer, pantry, barbeque and gym equipment, o Assign the Participant a Refrigerator and Shelf, plus a Food Pantry Space. Put their Name on the

assigned areas. o Show the Participant their Bed Space. Make sure they have a complete set of Bedding and Towel.

Tell the Participant that if they happen to get their own bedding and towel they need to tell you and put their name on the property so you can enter on the Stay History.

• Show and demonstrate the Registry Computer. o Explain the PassCode and the requirements for Confidentiality. Tell them to NOT give their PassCode

to anyone. If they do we might DISCHARGE them and the other person. o Show the normal Sign In and Out process. o Explain this is a requirement with no exceptions and no excuse that they forgot. If they indicate they

do not want to account for their time, STOP and show them the door. Enter an Information Notice. o Explain the Curfew Time that is on the Registry Screen. They must abide by this Curfew.

• Show the Message System o How to send a message, Send one to them. o How to read a message, Read the Message o How to delete a message, Delete the Message o To put their name in the “From” data field. If they do not we may not know which house and who the

message is from. Tell them to at least put the House Name n the From Field. o They can send an anonymous message to the Administrator, but let us know which House it is from.

This in case there is suspicious activity at the house • Show the House Computer

o The logon for the Computer (Kokopelli / home) o Plus the KokoNet Logon. This is the name selected on the Facility List and the Passcode. Please

advise them that Kokopelli keeps a log of all computer activity by their name. Their PO can review the log at anytime. NO PORN or Other Illegal Activity.

o Please review the Jobs and Work Link. This is very important for them to go through to get a jump start on a Job Search. Most actually THINK they know what to do, but have never been through a Job Preparation Class. This list gives them a Path to be a little more successful, maybe not on the first job, but on getting a quality job (with benefits and good pay). Get a Bus Pass Get your State ID Get Your Social Security Card What Kind of Work? I Need Training Write a Resume Write a Cover Letter Search for A Job List of Jobs Prepare for Interview THE INTERVIEW After The Interview


Kokopelli Group Home Manager Stuff Now Go To Work

o The New Participants Tab is another good Link to review with the Participant. o Community Links Portal has a lot of information that they can use. Bus Routes, Meetings, TASC Text,

Weather for jobs, Food Pantries, and where they can possibly Rent when they are ready. o They should logout to protect themselves.

• Show the House Door Lock o Show how to lock the door on the outside. o Show how to unlock the door on the outside. o Show how to lock the door on the inside. o Show how to unlock the door on the inside

• Discuss Job Search o They have a list of a bunch of potential employers. o They MUST complete the Job Search as they apply for a job o They are to turn it in on Friday for you to copy and you will put the copy in my pick up box, until they

actually get a job. o If they lose their job they must complete the form again until they get a job. o Give their copy back to them.

• Discuss the Day Timer o They MUST complete this form until they get Good Employment and if they lose Employment. o They are to turn it in on Friday for you to copy and you will put the copy in my pick up box. o This will give us an idea on what they are doing. o This is also a good Form to show their Community Service if they are NOT Working. o If they lose their job they must complete the form again until they get a job. o Give their copy back to them.

• Discuss the Budget Form o They MUST complete this form until they get Good Employment and if they lose Employment. o They are to turn it in on Friday for you to copy and you will put the copy in my pick up box. o This will give us an idea on what their expenses are, until they get a good job o They are to turn it in on Friday for you to copy and you will put the copy in my pick up box. o Give their copy back to them.

• Give the New Participant our Business Card with the House Locations. o Circle the House Information o Tell the Participant to keep the card with them so they can call if necessary.

• For ALL New Participants these steps and Forms are required. o Tell them if they lose their job they will need to do this again. o Give the Participant the Participant Packet and a Business Card with the Addresses, plus our primary

Business Card. Circle the address they are going to be.

Other Screens (Not part of the Intake)

• Miscellaneous Credits

This is a screen that we use when reimbursing for and expense or for approved work that is performed by a Participant. Normally you would call Dorothy to discuss and setup.

o Select New Misc Credit o Select the Project Name o Select the date of the work or receipt.


Kokopelli Group Home Manager Stuff o If the Credit is for a Receipt:

Check the box Receipt Reimbursement check Receipt Reimbursement The Receipt Amount will be available Enter the Amount of the Receipt to be reimbursed Save the Miscellaneous Credit Print the Misc Credit Give the Participant one copy Place the other copy of the Receipt in a Payment Envelope and place in the Safe with the

store receipt.. o If the Miscellaneous Credit is for work hours

Enter the Time Started Enter the Time Completed Enter the Break Time Enter Work Description Enter any Comments Save the Miscellaneous Credit Print the Misc Credit Give the Participant copy Place the other copy of the Receipt in a Payment Envelope and place in the Safe.

• Pass Request

If the Participant is past the first 30 Days and Current on the Program Fees, a pass may be applied for. Kokopelli must accept, so the pass should be applied for at least 24 hours before the date of the Pass. The PO must also approve the Pass. If the Participant is going to be out past the Payment Date, the Program Fees must be paid prior to the pass. Acceptance of the Pass assumes the fees will be paid, and if they are not the acceptance will be rescinded. Tell the Participant that only Kokopelli can approve a Pass, even if the PO approves a Pass. All conditions must be verified for the approval (e.g., Payment, Chores, etc.)

o Enter the Date of the Pass o Enter the Length, Reason, and Location (address) of the Pass. o Enter the Primary and Secondary Phone Numbers. NOT the Participant’s Phone. o If the Participant has a PO, then they must get permission from the PO Prior to Kokopelli’s

Acceptance. Tell the Participant to have the PO call us. . o Enter any Comments you feel are necessary. o Kokopelli will evaluate the pass and determine if it is accepted or rejected. o A message will be automatically sent to the Participant and the Manager advising the Status. o Tell the Participant that the Pass is not valid until it is Approved. o Update the Pass Request o Kokopelli will Review the Pass Request and either Reject or Accept It.

• Curfew Extension

If a Participant needs their Curfew Extended for work (Probably Permanent), or for a family function (Temporary one time).

• Complete all Information for the Curfew Extension. • Update the Curfew Extension


Kokopelli Group Home Manager Stuff • Kokopelli will review the Curfew Extionsion and either Reject it or Approve It.

• Toxicity Test If a Participant is suspected to have used alcohol or drugs we must perform a Toxicity Test, and enter the results in the Toxicity Test Screen. If there is a suspicion, ALWAYS enter a Toxicity Test even if you conclude they were OK. Enter and explanation in the comments.

o First ask the Participant if they have used alcohol or drugs. o If they respond NO, Ask them why they are acting strange. o If their response sounds OK, the issue is resolved o If the response does not seem good, let them know you are going to give them a test. o The Alcohol Test costs $10.00. o The Drug Test costs $20.00. o Tell the person if they did admit that they used there would be no test, but they would be required to

go to a Detox Center. o You must collect the fee up front before the test. If they do not pay and you have serious concerns, tell

them they will need to go to a Detox Facility, i.e., Community Bridges. The Phone Number for Community Bridges Detox is (480) 962-7711. If they refuse, Discharge the Participant.

o If they test Negative the cost will be returned. o If they test Positive they will be required to go to a Detox Center. o If they go to a Detox Center, they MUST be transported To and From. o When they return, they will be on an 8:00 PM Curfew. o If they refuse to go to a Detox Center, DISCHARGE the Participant, Immediately. o Update the Toxicity Test o In any case you should complete an Information Notice.

• Payments

Payments are very important. It is how we can provide the things we do. All payments are to be with a Money Order or Cashiers Check ONLY and are due on Friday at 8:00 PM. You MUST Process all Payments right Away, and place in the Safe, to prevent the Payment being lost or misplaced.

If, for some reason the Participant does NOT pay the Bill Invoice, Create a Payment Plan. This is Necessary to communicate with us so we have an idea of the issue. Enter the Reason in Comments.

You can take a Payment from any Participant from any Facility. This is in case the Manager at another facility is unavailable.

o Check the Money Order. The Participants Name should be Printed as the Issuer and the receiver should be Printed “Kokopelli Group Home”. If these are not completed, then Stop and Fill them In.

o Check the Payments Screen. This lists all Participants in your Facility. o When taking the Payment, compare the Payment with the Payment Value on the Payment Screen. If

there is a difference, analyze the difference. If they still owe, ask them if they are going to pay the difference. Collect the difference or make a Payment Plan after they talk to Dorothy. If they are paying ahead, then their next bill will reflect an adjusted amount.

o When Entering the Information Make sure you Fill in The Date on the Money Order in the Date Field, not necessarily Today’s Date. Fill In the Complete Money Order Number including any leading or lagging characters.


Kokopelli Group Home Manager Stuff o DOUBLE CHECK THE MONEY ORDER AND PAYMENT INFORMATION! Fold the receipt

lengthwise. Do not fold the money order. Place the Receipt and Money order in the Participant’s Payment Envelope (do not Seal the Envelope..

o If you make a mistake, you can Edit the Payment and Correct the error. o Update the Payment o If you receive separate payments, each payment must have a separate Payment Transaction. If you

do collect coins, tape the coins to the receipt. Otherwise they can fall out and get lost. o A key Deposit MUST be on a separate Payment Transaction, and the Participant must read,

understand and agree to the Key Agreement. The Key Deposit must be a separate Payment Processed/Receipt.

• Payment Plan

Payment Plans are NOT to just be issued on a whim. If they claim they need a Payment Plan, They will have to discuss with Dorothy before a Plan can be entered. Participants that claim they cannot pay have a record of trying to “book” by staying as long as they can then getting Discharged. This is a Loss for Kokopelli that usually will result in an increase in Fees for Everyone.

o Anyone that gets behind MUST Have a Payment Plan approved by Dorothy. The Budget Plan and Pay Stub is REQUIRED. NO EXCEPTIONS.

o Dorothy will advise what the terms of a Payment Plan will be, If she accepts their Proposed Plan. o The Payment Plan data will include: o What they owe at the time of the plan o You MUST add what they owe by the date they plan on Paying, including any Late Fees, or the

Amount Dorothy Agrees to. o They MUST complete a Budget Form before calling Dorothy. Enter the Budget amount in the Budget

Amount Data Field. Copy the Budget Plan and put in the Black Pickup Tray. o If they lost their Job, They MUST have a Job Search Form. o Enter a short Comment why they need a Plan. o If they lost their job, get a copy of their last Pay Stub and give their stub back to them. o If the employer is skating on their pay check have them get a document from the employer as to why they

did not get paid. If the Participant claims the check did not post, we will REQUIRE a document from the Employer.

o If the Participant claims that the PO kept their money, we need a document from the PO stating the money was withheld, and a copy of the Statement from the PO.

o Dorothy will review the Payment Plan and if it what she agreed to, Dorothy will Approve. If it is not she will let you know what needs to be done.

o Dorothy will either Accept the Plan or Reject it. o The Curfew is 8:00 PM if the Participant is not Current on the Fees, with the exception of Work and

Counseling. • Self Improvement

o The Self Improvement is a way for us to determine if they are progressing in the Transitional Program. If the Participant’s score is Low, then look at the Self Improvement and see if there is missing or incomplete information.

o You can edit a selected Self Improvement or Add a Self Improvement Item. o If the Participant Signs Out for certain Destinations, the Self Improvement Information will be

Automatically Updated. o Note: There is a value calculated in the Weekly Recap. I check this value each week.



Participants and Work All Participants should work or do Community Service. Only those that are retired do not have to WORK, But they certainly can do some community service. If the Participant is not Retired, they MUST Work. If they are counting on their family to support them, too bad. If they are Disabled, they must bring in a Medical Waiver explaining their Limitations.

• Anyone that is NOT Working must get out of the house by 7:00 AM and be back By 6:00 PM. They can leave and return by 8:00 PM. Tell them, and if they violate do an Information Notice.

• If the Participant is performing Community Service, that is the same as having an Employer. Add the Community Service as an Employer with the Schedule. Add all Information.

• They MUST turn in Job Search, Day Timer, and Budget to you every Friday. NO EXCEPTIONS. Participant and Disruptive Behavior

• Anyone that is NOT Doing what they should MUST Have an Information Notice. NO EXCEPTIONS. This includes Chores, Cleanliness, etc.

o This is very important. Someone that moves the fan from a common area to their room, just thinks they can do what they want. I had a guy exclaim, “I am a criminal”, when I caught him doing something he should not. I shuttered, “Oh Gosh I should be scared”, and laughed. He just walked away.

o Another is when a guy disconnected the TV converter and hooked it up to his Room TV. I told him to remove it and put it back. The Manager had not reported the incident.

o Then a guy removed the lock mechanism from the Garage Door. o One guy was using drugs and was in the Bathroom smoking Crack. I Went over and he actually asked to

wait until he was done. That didn’t happen, he was extricated and discharged. o Another woke up at 5:30 AM and had either misplaced or lost, or used all of his cigarettes. He began

screaming “who took my cigarettes” in the house, then went outside and began screaming “Who took my fucking cigarettes” so the entire neighborhood could hear. This should have been stopped immediately by telling the Participant to calm down and be quiet. If he did not the Police should be called and the “DISTURBANCE” reported as a potential dangerous situation. BE SAFE and keep the house safe. Note: Only one other person in the house smokes and he rolls his own.

o If someone is suspected of using drugs TEST HIM. ALWAYS Enter a Toxicity Test Record. o People that do use drugs and get violated ALWAYS blame the house. Everyone in the house is using and

the Manager is selling it. It is much better if we test them and catch them. Otherwise we look bad, and I do not like to look bad when I am not told of a problem. In any and ALL cases Test them for Drugs and do an Information Notice Immediately.

• Anyone that IS Doing what they should, should be commended and should have an Information Notice. Give them a copy.

You should plan on providing a copy of the Information Notice to the Participant. This is like a Review of their Behavior.


Kokopelli Group Home Manager Stuff Schedule

Daily

• Morning, make the rounds. Check Registry computer to see who is there and who signed out. If someone is signed IN and is NOT make a notation and Information Notice. We will try to call them if they are not normally out in the morning. If they “forgot” include that in their Information Notice.

• Check the Chore Sheet. Anyone who did not sign off, send them a message and copy Admin. Tell them chores should be signed off daily. Anyone who does not want to do their chore, gets to pack their property and leave immediately. They can have a chance to rethink, but not for long. They should lose computer privileges and their curfew will be 8:00 PM for 2 weeks. There are too many that think sleeping is a chore. The house must be kept clean and organized.

• Review the Weekly Report Information and begin updating the Monthly Report Data. • Check the beds (are they made), and the room contents. DO NOT allow anyone to begin to accumulate too

much property. If they are smart they will wait until they leave then buy it and have delivered to their own place. A storage room, just does not make sense. Make sure all Kokopelli property is tagged and in place (i.e. power strips, bedding, etc.).

• Check out the Participant. Is the Participant sleeping all day and does not have a job? Tell the Participant to get out and get a job. Are they going to counseling, meeting or church. If not tell them that is a requirement. Do they seem OK? Are Drugs or Alcohol a possible issue? Do you think they should be tested? Always make a Toxicity Test Report if you think they are using. Better to catch it earlier than later.

• Be one of the Participants. Do not seclude yourself. It may seem as if you are not interested. Watch a movie with them. Organize a barbeque, pop some popcorn. Do something as a group. Don’t allow someone to become a hermit. Socialize.

• Review the Assets every once in awhile. If something needs updated then you can. We must keep the Assets current, including Brand, Model Number, Serial Number, and Value. If an Asset is missing, report to Kokopelli immediately. If a new Item is added, make sure it is added to the Assets.

• Night, make the rounds. Check Registry computer to see who is there and who is still signed out, Check the Curfew. If someone is supposed to be IN and is Not try calling to find out why. You may need to make an Information Notice.

• Notices. Anytime you feel that there is some Participant might not be truthful or is possibly sneaking out, DOCUMENT with an Information Notice.

Please remember, Documentation is a good thing. The Information Notices keep us informed and provides background information in the event we must discharge them. But, Also it is equally important to document good things too.

Weekly

• You must meet with each participant and update their information. Cell Phone, Parole Officer, Probation Officer and their information, Medical/Health Information, New Medications, Contact Information, Their Goals and objectives, how was their week, Review their Meetings, review their Chores, Self Improvement, and anything else. Use the Weekly Recap to guide you and update the information You can work on the Weekly Recap during the week and Save It. When you are finished click Save and Submit. This must be completed by Saturday afternoon before the Billing is run. The Billing sets up the week. We use this report to evaluate how the Participant is doing.

• Participant Update Report. To help with the Weekly Update there is a report for you that can be printed for selected Participants. You can use this in event computer access is limited.


Kokopelli Group Home Manager Stuff • Assign the Chores. Everyone must have a chore, and they must do the assigned chore. They should also sign

off that they did it. Print the next weeks Chore assignment and post it. Make sure you rate the chore accurately. If the Participant does not do the chore give the chore the lowest rating and make an Information Notice.

• You can start a supply list (Inventory) at anytime during the week, Submit it and then return to edit it if you need to add more supplies or to make adjustments. Please be reasonable. We try to use Just In Time (JIT) and not have a large stockpile of supplies at the house. I will Print the Supply Order on Saturday morning to fill your order and make the rounds.

• Normally on Sunday the Billing is processed, sometimes Saturday. Dorothy will notify you to print the Statements. You should distribute the Statements to each Participant. New Participants should be explained the Statement, as many are somewhat confused and don’t understand. Please try to have everything completed by around 3:00 PM on Saturday, because if Dorothy gets all the billing stuff completed she might just run the billing Saturday Afternoon.

• Collect the Fee Payment by Friday at 8:00 PM. Use the Invoice Summary to see what each Participant Owes. Print the next week’s Summary when you print the Statements so you can use it for the next week. If they claim they do not have their Fees, then ask them how much they can pay. Collect something reasonable. They must complete a budget form and include a copy for us to review and make a reasonable Payment Plan. We might require a copy of their Pay Stub. We do not have to accept any Payment Plan. The plan must Make Sense. Kokopelli does not pay Probation Fees, Polygraph Fees, Court Fines, Phone Bills, Car Payments or repairs, Insurance, nothing but Kokopelli’s bills.

Monthly

Each month we review the Monthly Tasks Report. There are many monthly tasks that need to be done, but not all at the same time. You can do some of the things, enter the information and “Save” the report, do not Save and Submit until the last Saturday of the Month. The report is based upon the Billing Cycle, so the final time for the report MUST be Submitted before the Billing is run for that last week.

Discharge

Whether we discharge a participant, or the participant moves out we do the following:

When the participant gives notice, Make an entry in the Stay History in the Notice Date field. Make an entry in the Discharge Date. If we discharge then both dates will be the same. Select the Discharge Type and Discharge Reason. Make comments if necessary. Double check the bedding to make sure the bedding is Kokopelli or Participant owned. Check other Kokopelli property (i.e., Power Strips, Hangers, etc.) When the Participant is packing please witness this process, in Person. We lose Power Strips, Towels,

Bedding and other Participant Property if you do not. When the Participant leaves check the room and Kokopelli Property. If Kokopelli property is missing make a

list, enter in the Stay History Comment and Call Dorothy. If applicable, did they return the Door Key? Make a notation in the Comment that the Door Key was or was

not returned. Advise them to put in a change of address for the postal service and their correspondence. Kokopelli will

“Return to Sender” all mail that is for a Participant that is not in our program. Talk to the Participant and ask why they are leaving. Put the reason in the Stay History Comments Field.


Kokopelli Group Home Manager Stuff When someone leaves, they must launder/clean their bedding and their area. If they do not, we will bill them. If the Participant just leaves and does not return or they just do not pack their property, so we must pack them, Take a picture of the property. I am having the Stay History to include 4 pictures. You can text or email the

pictures to us to add to the Stay History. Make a short Inventory of the property. This will also become part of the Stay History. For clothing just make an

entry “Misc Clothing”. If there is expensive items (i.e. TV or Computer, list them different and take a picture to post (you can take one picture of several items.

Enter the Number of Bags that were used to pack in the bag count in the Stay History. If the participant had suitcase or other property storage include that in the number of bags and pack in the Participant storage. Note: Please keep bagging to under 20 pounds, as I have to lift it.

Use the Grey Duct Tape to attach to EACH Bag/Box where it can be seen, and put their Name and the Discharge Date on the Grey Duct Tape. We will pick the property up and place in storage at $3.00 per day.

Please secure the property until I can pick it up. DO NOT JUST SET IT OUT IN THE GARAGE OR BACK PORCH. If they leave a bike or some other item then it must be accounted for. You must secure the item.

After the Participant has left the facility:

Change the Door Code.

CHANGE the Door Code. Message the New Code to Us. That way if someone calls because they cannot get in (about 2 times per year) we can give the code.

Give the New Code to all the Participants.

Door Code Instructions:

Open the Door. Remove the Back Cover. Press the Change Button only ONCE. Enter the New Code (4 digits). Press the lock button. Press the Lock Button again to activate the door lock. Enter the New Code to test. Replace the Back Cover Close the Door Give to New Code to the other Participants. Tell the Participants to “Not let the Discharged Participant” in the facility. Only you (the Manager) should

permit entrance.

Make the Stay History Inactive

Double check all information.

Make the Participant Information Inactive. You will not be able to see the Participant Information after this is completed. If you do need to make additional comments you can call us to make the Participant active, until you have completed the information.

More Discharge Instructions

Stay History Record. Whether the Participant discharges after giving notice or not, the following are the Discharge Procedures (Note do not create another Stay, Edit/Update the Current Record: Kokopelli Group Home Manager Responsibilities 3/26/2015 P a g e | 15

Kokopelli Group Home Manager Stuff • If the Participant gives the customary 7 day notice, Select the Stay History tab within the Participant

Records. • Edit/Update the Current Record

o Check the 90 Day Date to see if the Participant has satisfied the Agreement obligation. o If the Participant has satisfied the Agreement then the Deposit will be refundable. o If the Proposed Discharge Date will not be within the Agreement Requirements, then the

Deposit may not be refundable. • Enter the Date of the Notice • Always Enter the Date of the Proposed Discharge • Tell the Participant we expect the area to be cleaned and bedding to be laundered. • Check to make sure the Participant does not have personal bedding. • The bedding should be marked “Kokopelli” if it is Kokopelli Property. • If the bedding is Participant make sure the Stay History indicated Bedding is Participant Owned and

Tagged: Yes/No, and briefly describe in Comments. • Update the Stay History • If the Participant does not give 7 Day notice, moves out with no notice, is violated by the PO, then

Select the Stay History tab within the Participant Records. • Edit/Update the Current Record • Enter the Current Date as the Notice Date • Enter the Discharge Date as the Current Date • Select the Appropriate Discharge Type • Select the Appropriate Discharge Reason • Check if the Room was Cleaned: Yes/No • Check the Kokopelli Bedding is at the Facility: Yes/No • Check that the Bedding is Laundered: Yes/No • If applicable, was the door key returned? • Enter any appropriate Comments • Update the Stay History • Go to the Information Notice and add any appropriate Information. Select Discharge Notice. The

Discharge does not have to be negative. • Update the New Information Notice • If the Discharge was involuntary then document in the Information Notice. • Go to the Participant Information

o Change the Status to Inactive. o Note: this action will cause the Participants record to be removed from your viewing. So make

sure you have made all the appropriate information updates. If you need to make additional entries please call us so we can make the Participant active and then you can update and again make the Participant inactive.

Chore Assignments

Chore Assignments are crucial to the House. Everyone must pull their weight and do their assigned Chore DAILY. If the chore is not done the house becomes a mess. There should be a weekly House GI. The cleaning should include Ceiling Fans, Door and Window Sills, Closets, Yard Trimming, and any other areas that need attention.

• Select the Participant • Select the Chore Assigned


Kokopelli Group Home Manager Stuff • You can copy Chore Assignments from a Previous Period. • You can Schedule a House GI • Submit the Chore Assignment • Print the Chore List to Post so the Participants can Sign Off. • If a Participant does not do the assigned Chore Enter an Information Notice. • Discuss the Chore Quality with All Participants. Positive and Negative Comments.

Weekly Recap

The Weekly Recap is where the Information is to do the Weekly Review for each Participant. This review is EXTREMELY Important. We are committed to discuss with each Participant, each Week to update their Information and review how they are doing. This is a function that MUST be done. If anyone indicates they do not want to do this, please tell them to move to another place that does not care if they Transition back to their Community.

Most Review Questions are Yes/No, Fill In, or have which allows you to click on and it will take you to the screen that needs Updated. When you click on the The No will change to a Yes.

Note: You do not have to do the review at one time. You can do part of one Participant then come back later to continue and finalize by Saturday Morning. The Weekly Recap Report is generated with the Billing Invoice.

• Select the Participant from the List. • Review Each Question • Rate the Chore • Indicate if the Participant Participated in the House GI • Review the Self Improvement Score. • You can SAVE and come back to make additional Review Ratings later. • You can Save and Submit the Review for Final Completion.

Monthly Tasks

The Monthly Tasks are Extremely Important. Most of the Items are for Health, Safety, and Maintenance of the House.

Note: You do not have to do the review at one time. You can do part of the Monthly Task then come back later to continue and finalize by Saturday Morning. The Monthly Task Report is generated with the Billing Invoice.

• The questions are predominately Yes/NO. • A few questions have the dates that the Task was accomplished. • You can SAVE and come back to make additional Monthly Task notations later. Do Not “Save and Submit”

until you are Ready to Finalize. • You can Save and Submit the Review for Final Completion.

Assets

The Assets is a database of What is at the House Property, Inside and Out. From Fire Extinguishers, Wall Hangings, Refrigerators, Tables, Beds Etc. To Barbeques, Air Conditioner, Patio Tables, Etc. and everything in between. All Property MUST be accounted for. The Asset data is necessary for us to make an accurate determination for Insurance and reporting teft to Police..

• Select the Building • Select the Room


Kokopelli Group Home Manager Stuff • You can add, update and Asset. • If you get a new table the Add it. • If you need to update a Serial/Model Number then update it. • If you need a value call, text or message Kokopelli Administrator. • Complete all the information you can. • If there was a repair to an Item, Select Repair Log and enter the Information. • Always Save/Update the Asset

Inventory

The Inventory is where you would order Supplies. Please note: Do Not over stock your House Inventory, as we come by each week yo pick up the payments and drop of the supplies you need, based upon your Inventory Supply Request.

• Go down the list • Review the Last Received Date. If you recently received the Item, make sure you do actually need the Item. • Select the Needed Button for the Item you want. • A value of 1 is inserted in the Quantity • You can change the amount needed. • When you are finished • Select the Submit Request Button • You can come back later and Update your request.

Registry

The Registry is the Sign In/Out for the house. This is our way of getting the Accountability established. Please go over the Registry Sign Out and the Destination Selections. It is important to make sure they sign out for the correct Destination.

• This screen displays the participant’s current activity. Signed Out or In and Destination. • This should be reviewed to insure the Participant is signing out and In as they should. • The Manager can Sign Out and In their Participants. • There are Messages available to view. If they have Not been Read, the Msg Indicator will be “RED” and

Flashing. After the Message has been Read the Msg will appear “Black” and Steady. • If a Participant has NOT read the Message, have that Participant READ the Messages. • Check the Messages in the Morning and Afternoon/Evening.

There is the Ability to Sign In and Out various Guests using Guest Sign-In. This is an Area that should be Enforced. All Guests Must Sign In and Out, so Kokopelli knows who is visiting our Participants and Facilities.

• Select the Category that matches the Guest relationship (Contacts, Legal, Participants, and Registered Guests).

There is also the ability to Register a New Guest that is Not Listed in one of the Previous Categories. The Guest List is the Contacts, Legal Supervisors, and Registered Guesta.

• Enter the New Guest’s First Name • Enter the New Guest’s Last Name • Enter the New Guest’s Phone Number


Kokopelli Group Home Manager Stuff • Enter the New Guest’s State ID # • Sign the New Guest In. • Save the New Guest or Cancel the Transaction.

The category View Current Guests is a listing of all Guests that are currently Signed In.

• Check this Category frequently to make sure all Guests have Signed Out. • If someone is Signed in and it is Past Curfew, Verify they are In or Not. • If the Guest is In past Curfew request they leave the Facility Immediately. • Note: We feel that all Guests should leave the Facility 30 Minutes prior to the actual Curfew Time. This would

be 9:30 PM Sunday – Thursday and 11:30 PM on Friday and Saturday. • Verify the Guest Signed Out. • The Guest visitation should NOT be a daily occurrence.

Invoices

Kokopelli will generate the invoices on Saturday or Sunday Afternoon. You can select all Participants in your facility or only a few. You can also print the entire list so you can validate what the Participant should pay the next collection cycle. The Printing of the Invoices is normally not permitted after Wednesday.

• Select the Facility. This is open so you can possibly print other Facilities in the event of another Manager not able to print.

• Select the Period to print. This probably only the Current Billing Period. • Select the option to Print Billing Summary. This report is very useful when accepting payments the next

Billing, to verify what is actually owed. • Print the Selected Invoices • Hand out the Invoices to the Participants • Explain the Invoice to New Participants

Stay History Update

This gives the ability to update several items in the Stay History after the Participant becomes Inactive.

• Select the Facility: • Enter the Participant Name or partial Name • Select the Status Inactive/Active. Normally Inactive • Select Search to find the Participant • Select the Participant from the List to View/Edit • Locate the Item(s) you want to Update. Contacts, Legal, Stay History. • Complete the Updates • Update the Changes

Documents

This is where the Main Application, Participant Package, Bus Handicapped Certificate and many other forms and documents reside. There is also the Training for ADA Training and Exam.

• Please Review the Kokopelli Documents so you are familiar with them. Kokopelli Group Home Manager Responsibilities 3/26/2015 P a g e | 19


Client Forms Periodic Documents Notices

Budget Form Chore List Laundry

Daily Schedule Form Exit Sign Food

Goals & Objectives Fire Evacuation Maps Group Home

Notice to Leave Program AzRHA Inspection Form The Consequences

Computer Usage Approval Managing Your Client in A Group Home

Key Lock Agreement US Courts - Federal Daily Sign-In Log Kokopelli Book-To Come

Participant Interview Form For US Courts Second Chance-Weekly Forms

AZRHA Prison Movie

Proposed Participant Rental History Form

Weekly Participant Review Form

• Review the ADA occasionally to maintain your knowledge. o Kokopelli Special Notices o Disability Information o ADA Guide o Training Videos for Potential Disabled Participants. o Disability Awarness o Disability Ettiquette o Interview Disabled o Evaluate Therapy Dog o Please Note: o The State Attorney General's office was supposed to send us information on training for our company on the

Disabled. They did NOT, so we searched the Internet for these videos as the most appropriate. o ADA Training and Exam. o ADA Course 120 Min o ADA Exam 80% Pass

This is Very Important:

Any Business tracks their Losses and Expenses. There is a budget for these, but when the Loss or Expense is out of the boundary, the cost of business is affected. We have had to raise our fees to accommodate losses and increased expenses.


Kokopelli Group Home Manager Stuff The average American pays $400 more per year for products due to shoplifting. Utility expenses are on the rise. Kokopelli tries to anticipate expenses and losses. One big loss is when someone does not pay their bill. They leave and think they are off the hook. We have included a small amount for loss of not paying, not an appreciable amount, but something to anticipate the loss. The loss has normally exceeded our estimate. We will probably be Discharging more Participants for not paying their bill. Nearly every time they get behind is because they are not working enough. Some feel the world owes them. We do Not. Some try to quit paying because they think we are “stupid” and they are just trying to use the deposit and a little more. We will be more diligent to evaluate and prevent those that are trying to scam us. To help us keep expenses down:

• Make sure Windows and Doors are closed. • Turn Off Lights and Fans when leaving a room. • Turn Off the TV’s when not watching them. • Lock All Doors when leaving. This is just a safety issue that should not be ignored. If someone does not, Do an

Information Notice. Maybe a Message first and copy the Administrators. • Check each room/bed for things like Heating Blankets, extra fans, small refrigerators, etc. They are NOT Allowed.

It costs money to run them. Tell them to remove from the house immediately. • Check Doors and windows to make sure they are sealed. • We have found a couple of windows that have cracked. These are new issues and whoever cracked them should

have the window repaired. In the mean time a bead of clear RTV should help. • If someone breaks something then they should repair or replace it, IMMEDIATELY. We need to know Immediately.

Yup an Information Notice. • Use the supplies sparingly. • If someone misuses the supplies tell them they must replace the supply, Immediately and yes again we need the

Information Notice as well when it will be corrected. • Laundry Soap should be the proper amount. If they use too much, it may not rinse out and cause itching. • Paper Towels should consider using Rags too, old T-shirts work. • Do Not run water for longer than needed. Be sensible. In the Summer the water just may not get very cold. • Collect the Program Fees. If someone says they cannot pay their fees, ask them if they have something to pay.

Anyone that says they do not have some funds and smokes, has a cell phone or a car, are not interested in having a roof over their head and a bed to sleep in. Many will say they need to buy food, when they could get a food box until they get back on their feet. Oh gee whiz, should the “world” continue to support them?

PLEASE NOTE: This document is a work in progress. If you identify additional items or things that need changed, let us know.
