Shift Expectations

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Shift Expectations for RC's, RS's, and RA's

Detailed job descriptions for each Shelter staff position are kept in the general agency manual. General and shift expectations for each child care worker position, (the Operations Manager [OM], Assistant Operations Manager, [AOM], and Cottage Assistant [Assistant]) are discussed below and in the following pages.

All Staff General Responsibilities

1. Personal Possessions: Secure items, such as back packs, purse, etc., in a safe place where residents don't have access to them, such as in the OM closet or bathroom.
2. Check Mailbox for messages and notes.
3. Resident Board and Calendar: Check for pertinent information, such as appointments, restrictions, etc.
4. AOMs and Assistants check in with OM (vice-versa) who relays pertinent information to orient AOM and Assist. at the beginning of their shifts, such as a resident on setback, resident on bed rest, etc.
5. Change-Over: OM on duty is to relay pertinent information to OM coming on duty, such as inventorying in clothes, resident on temporary exit, etc.
6. Read Logs: OMs read Shelter Log. AOMs and Assistants read AOM/Assistant Log; can read Shelter Log if time allows and it is not in use.
7. Telephone: OM answers and depending on the shift:
   • Screens calls, takes messages or transfers call to the appropriate staff member.
   • Screens calls, gathers information, conducts interviews, makes referrals and contacts the On-Call as needed.
8. CPS Phone: OM answers line during the evening, overnight, weekend shifts, as well as all state holidays.
9. Log Entry: OM types up entry on computer. AOMs and Assistants write their Log entry by hand.
10. The OM is the shift supervisor; he/she is responsible for organizing the shift, including assigning duties to the AOM and Assistant, such as supervising resident chores, transporting a resident to an appointment, etc..

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OM Responsibilities

daytime

School Day / Week Day

1. Morning School Run: Begins at 7:30 AM, unless there are more than 2 schools or there is an Ellettesville school, then run begins at 7:15 AM.
2. Staff's daily schedules: Check for appointments etc.
3. YSS:
   1. Check in students from outside; mark their attendance, secure their personal items in the office
   2. Help YSS teacher start school, make sure TV off and any residents who are at home are in the correct room and have supplies they need for YSS
   3. Help supervise YSS by walking through the classroom 2-3 times during school hours; assist in behavior problems and/or notify the Shelter Manager of such, as needed
   4. Supervise Ys residents during YSS break; follow procedures for residents and non-residents smoking, non-residents leaving building, etc.
4. School work for under 16 y.o.'s: Organize and supervise school work for residents who are at home who and are under 16 y.o.
5. Public School Attendance: Notify Shelter Manager of any absences, appointments, tardies, etc. for residents attending public school. If Shelter Manager is not working, call schools with this information.
6. AM Security Check and Bedroom Maintenance: Check dorms and bedrooms for score.
7. Food: Check to see that items needed for later meals are available.
8. Transportation to Resident Appointments: Consult with Case Manager or Shelter Manager re: problems with transportation.
9. Check Menu: Make substitutions and use leftovers as needed; prepare items early as needed.
10. Lunch Prep, Lunch and Cleanup: Supervise and score.
11. Afternoon School Run: Send AOM or Assist.; indicate the order in which the residents should be picked up.
12. Check Residents in From School: Search residents 2-3 times a week, check and file truancy forms, check in money, etc.
13. Afternoon Snack: Supervise and score.
14. Residents' Homework: At afternoon snack make a list of resident school assignments and check to make sure residents brought home book/supplies needed to complete work.
15. Assign Residents to Small Groups:
    • If 7 or more residents home during day.
    • If fewer than 7 residents home during day, but there will be 7 or more home once the afternoon school run returns, assign small groups upon the school run's return.
    • Arrange for groups to rotate room assignments.
16. Bedroom Maintenance Problems: At school break follow up with problems with residents who are home and after school with public school residents.
17. Daily Write-Ups: Mark down +/- 's scores for the residents.
18. Medications Log: Note information in Log if any resident received medications.

Weekends & School Vacation Week Days

1. Breakfast Prep., Breakfast and Cleanup: Supervise and score.
2. Saturday Chores:
   1. Arrange for assignment.
   2. Organize with other staff who is going to supervise and evaluate which chores.
3. Residents Showers: Assign residents to shower.
4. Special Activity: Arrange for the winning residents to go on Special Activity.
5. Regular Activity: Arrange for residents to go if there is time and staff after Special Activity.
6. Sunday Visitation: Supervise per visitation policy.
7. Highest MP Tally Winner: Give out coupon to winning resident.
8. Extra Chores: On weekdays assign residents to do 1/2 to 1 hour extra chores between breakfast and lunch.

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evening om responsibilities

Week Nights

1. Small Group Assignments:
   • Check assignments and re-assign as necessary.
   • Arrange for groups to rotate room assignments.
2. Organize Evening Chores: can do part of them before dinner and complete the rest after dinner. Arrange for AOM and Assistant to help supervise chores.
3. Dinner prep. Dinner and Cleanup: Supervise and score.
4. Resident Phone Calls: Organize residents use of phone, assign staff to supervise, plan the order in which residents can make calls.
5. Study Time:
   • Organize study time, assign staff to supervise small groups and inform staff of what assignments residents are to do.
   • If there are 6 or more eligible residents and enough staff, send 1 group out on activity while the other group studies; when the 1st group return, send the 2nd group out while the 1st group studies; reassign small groups as needed.
6. Activity:
   • Organize away from Shelter activities, check schedule and make sure there is proper coverage.
   • Complete activity paperwork, make sure there is a receipt for paid activities. When money is used balance the money sheet and count the money in the envelope. Leave a note for the Director if there is a discrepancy.
7. Showers: If population is 6 or more be certain that at least half of the residents, preferable residents attending public school, shower before bedtime.
8. Evening Snack: Supervise and score.
9. Chore Assignments: Complete chore list for following day's assignments.
10. Curfew Checks: Call or assign AOM to call and make notations on curfew check forms.
11. Bed Time: Make certain residents are sent to bed at appropriate time.
12. Bed Checks: Do check on residents on the average of every 15 minutes until residents are asleep, then every 1/2 hr. to make certain all are in bed. Usually need to assign staff to sit in dinning room and/or at top of stairs until residents are asleep.
13. Daily Write-Ups: Mark down +/- 's scores for the residents.
14. Medications Log: Note info. in log if any resident received medications.
15. Food Up: Make a list of the food for AOM to bring up from the basement needed for the next day's menu.
16. Security Check: complete check before overnight OM comes on duty.
17. Trash and Recyclables: Sunday evening put out trash. Put out the recyclables on the Sundays preceding the 1st and 3rd Mondays of the month.

Weekend & School Vacation Week Days

1. Quiet Time: There is not a study time or a quiet time on Friday and Saturday nights. On week nights, during school breaks, we have 3/4 to 1 hour quiet time.
2. Activity: On Saturday nights we rent a movie.

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overnight om responsibilities

Nightly Duties

1. Laundry:
   1. Start laundry only after residents are settled, preferably asleep.
   2. When laundry is finished, fold and place on dining room table so residents may claim clothes in the morning.
2. Bed Checks: Do checks on residents on the average of every 1\2 hour to make certain all are in bed.
3. Overnight OM Chore: Complete chores listed on list, check off (with initials) as done.
4. Client Log: Type entries on the computer. Client Logs summarize the highlights and significant events for each resident as noted in the daily entries of the Shelter Log. OMs need to start new files for new residents.
5. Daily Tallies
   1. Compute tally for each resident.
   2. Note scores in the Log and post score on the Daily Tally Sheet and on a scrap piece of paper on the refrigerator.
   3. Indicate who has highest MP tally and MN tallies that result in a consequence.
6. Write-up Sheets
   1. Post clean sheets for the next day.
   2. Remove old sheets and place in folder.
7. Food Defrosted: Make certain food needed for next day's menu is defrosted.
8. Shelter Linens and Clothes: Put away.
9. Security Check: On school days complete check approximately 1/2 hour before awaking; on non-school days complete Check approximately 1 hour before daytime OM comes on duty.
10. *Organize Wake-up Stuff: What has to happen once the residents are awakened:
    1. Resident showers and the shower order.
    2. Resident medications at wake-up and/or breakfast.
    3. School stuff: who needs lunch money, t-forms, and write out the order of morning school for the day time OM.
    4. If there are 7 or more residents assign residents to small groups
11. *Wake Up: On school days, awake residents between 5:30-6:00 AM. Residents should take their showers, should pick up their clothes and clean their rooms before they leave for school or YSS starts.
12. *Breakfast cook, Breakfast, and Breakfast Cleanup: assist, supervise and score.Assist with or assign AOM to assist with . Run dishwasher.
13. *Give coupon to resident with the highest MP tally.
14. *School Run:
    1. prepare for day time OM list of the order of school run
    2. give residents lunch money, t-form and any other necessary forms.
15. *Confiscate clothes residents do not pick up from the clean laundry set out in the AM.
16. *School Room: Make sure room is clean and in shape for YSS.
17. *Check in YSS students:
    1. Hand out parking passes.
    2. Mark attendance on sheet on bulletin board.
    3. Store students items in office closet.
18. Monthly Calendar: On the overnight preceding the 1st day of the month, post upcoming months schedule on the dry erase calendar, transfer over resident appointments.

*Applies to school mornings.

Sunday Night Duties

1. Menu:
   • Post next week's menu.
   • Place old menu in Shelter Manager's mailbox.
2. Resident Paper Work:
   • File previous week's Chore Expectation Sheet, Bedroom Maintenance Sheet, Daily Write-Up Sheet, Weekly Tally Sheet, and AM Security Check List
   • Fill out new forms for following week.
3. Client Status Sheet:
   • Post updated sheet for upcoming week.
   • Put old sheet in Shelter Manager's mailbox.
4. Staff Chore Lists: Post Overnight OM and AOM chore lists.
5. Staff Schedules:
   • Place old OM schedule in Director's mail box.
   • Place old AOM/Assist. schedule in Shelter Manager's box.
   • Place individual staff's weekly schedules in the respective staff's box.

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AOM Responsibilities

In general the AOM assists the OM in providing for the care and supervision of the residents and in keeping the shift organized and the schedule running on time. When the OM is busy in the office with an intake or an in person crisis or crisis call, the AOM assumes more responsibility for managing the residents and overseeing the schedule. The AOM and the Assistant have many similar responsibilities. The OM will assign tasks to the AOM and Assistant, such as transportation duties, supervising chores, taking the residents out of the Shelter on activity, etc. as it best fits the needs of that particular shift.

day time aom responsibilities

AOMs are regularly scheduled to work day shifts on the weekends. Although AOM's are not usually scheduled to work during the day on week days, occasionally the resident population necessitates a 2nd person working, especially during school vacations.

Week Day Responsibilities

1. AM Security Check and Bedroom Maintenance: Assist the Om as needed in checking dorms and bedrooms and scoring bedroom maintenance chore.
2. YSS: Assist OM in supervising YSS.
3. Lunch Prep, Lunch and Cleanup: Assist OM in supervising and scoring.
4. Daily Write-Ups: Mark down +/- 's scores for the residents.

Weekends & School Vacation Week Days

1. Breakfast Prep., Breakfast and Cleanup: Assist OM in supervising and scoring.
2. Saturday Chores: Assist OM as needed in arranging for assignment, organizing with other staff who is going to supervise and evaluate which Sat. chores.
3. Special Activity: Take out and supervise the winning residents.
4. Regular Activity: Take out and supervise residents.
5. Sunday Visitation: Assist OM as needed in supervising per visitation policy.
6. Extra Chores: Assist OM in arranging and supervising residents doing 1/2 to 1 hour extra chores between breakfast and lunch.

afternoon/evening aom responsibilities

1. Afternoon School Run: Assist OM by doing school run, consult with OM re: the order in which the residents should be picked up.
2. Transportation to Resident Appointments: Assist OM by providing transportation as needed.
3. Check Residents in From School: Assist OM in searching residents and their possessions 2-3 times a week. 4. Afternoon Snack: Assist OM in supervising and scoring.
4. Residents Small Groups: Assist OM as needed in assigning small groups. Help supervise small groups.
5. Leisure Time: Encourage residents to play games and cards, do puzzles, draw, etc.; check with OM re: outside activities.
6. Evening Chores: Assist OM in supervising and scoring.
7. Dinner prep. Dinner and Cleanup: Assist OM in supervising and scoring.
8. Resident Phone Calls: Supervise residents using phone as requested by the OM.
9. Study Time/Quiet Time: Assist OM in organizing and supervising study or quiet time.
10. Activity: Take out and supervise residents on activity.
11. Evening Snack: Assist OM in supervising and scoring.
12. Chore Assignments: Assist OM as needed in completing chore list for following day's assignments.
13. Curfew Checks: Place calls and make notations on curfew check forms.
14. Bed Time: Assist OM in supervising residents at bed time.
15. Bed Checks: From 11PM - 1AM, do bed checks on residents on the average of every 15 minutes until residents are asleep, then every 1/2 hr. to make certain all are in bed. Sit in dining room and/or at top of stairs until residents are asleep as needed.
16. Daily Write-Ups: Mark down +/- 's scores for the residents.
17. Food Up: Per OM's list, bring up food the basement needed for the next day's menu.
18. Security Check: Assist OM as needed in completing check before overnight OM comes on duty.

overnight aom responsibilities

AOMs are expected to be awake and completing necessary tasks for at least 5 hours of each overnight shift. They may sleep the remaining hours of the shift if all tasks are completed and the OM does not need assistance.

1. Bed Checks: After 1AM, assist OM as needed in doing bed checks on residents on the average of every 1\2 hour to make certain all are in bed.
2. Overnight AOM Chore: Complete chores Overnight Chore List; check off (with initials) as done. Assist OM as needed with gathering and doing laundry, putting away linens, clothing, completing security checks, inventorying residents' clothing.
3. *Wake Up: Assist OM with wake up and morning routine for breakfast and residents' preparing for school.
4. Breakfast cook, Breakfast, and Breakfast Cleanup: Assist OM supervising and scoring.*4. YSS Students: Assist OM as needed to be sure YSS room is ready for school and in checking on YSS students.
5. Other Chores: Complete chores assigned by Shelter Manager or OM, e.g. inventorying donated clothing or clerical tasks.
6. *YSS: Assist OM as needed to make sure room is clean and in shape for YSS. Assist OM as needed in checking in YSS students.
7. *AOM Leaves at the discretion and with permission of the OM, will depend on the number of residents who are not going to public school and/or the difficulty of managing the residents who do not go to Public School. Usually the latest an AOM will have to stay is 9:00 AM when administrative and counseling staff arrive.

* Applies to school mornings.

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Cottage Assistant Responsibilities

The Assistant helps the OM and AOM provide for the care and supervision of the residents, as well as helping supervise the various activities on the schedule. The AOM and the Assistant have many similar responsibilities. Each shift the OM will assign tasks to the AOM and Assistant, such as transportation, supervising chores, taking the residents out of the Shelter on activity, etc., as it best fits the needs of that particular shift.

daytime assistant responsibilities

Assistant are regularly scheduled to work day shifts only on the weekends. Although Assistants are not usually scheduled to work during the day on week days, occasionally the resident population necessitates a 2nd person working, especially during school vacations.

Week Day Responsibilities

1. YSS: Assist OM in supervising YSS.
2. Lunch Prep, Lunch and Cleanup: Assist OM in supervising and scoring.
3. Daily Write-Ups: Mark down +/- 's scores for the residents.

Weekends/School Vacation Week Days

1. Breakfast Prep., Breakfast and Cleanup: Assist OM in supervising and scoring.
2. Saturday Chores: Assist OM as needed in organizing, and help supervise and evaluate chores.
3. Special Activity: Take out and supervise the winning residents.
4. Regular Activity: Take out and supervise residents.
5. Sunday Visitation: Assist OM as needed in supervising per visitation policy.
6. Extra Chores: On week days Assist OM in arranging and supervising residents doing 1/2 to 1 hour extra chores between breakfast and lunch.

afternoon assistant responsibilities

1. Afternoon School Run: Assist OM by doing school run, consult with OM re: the order in which the residents should be picked up.
2. Transportation to Resident Appointments: Assist OM by providing transportation as needed.
3. Check Residents in From School: Assist the OM in searching residents 2-3 times a week.
4. Afternoon Snack: Assist Om in supervising and scoring.
5. Leisure Time: Encourage residents to play board games and cards, do puzzles, draw, etc. check with OM re: outside activities.
6. Residents Small Groups: Assist OM as needed in assigning small groups. Help supervise small groups.
7. Dinner Prep.: Assist OM in supervising and scoring.
8. Evening Chores: Assist OM in supervising and scoring some of chores before dinner.
9. Daily Write-Ups: Mark down +/- 's scores for the residents.

evening assistant responsibilities

1. Small Group Assignments: Assist OM as needed in making re-assignments. Help supervise small groups.
2. Dinner and Cleanup: Assist OM in supervising and scoring.
3. Evening Chores: Assist OM in supervising and scoring.
4. Study Time/Quiet Time: Assist OM in supervising study or quiet time.
5. Activity: Take out and supervise residents on activity.
6. Evening Snack: Assist OM in supervising and scoring.
7. Chore Assignments: Assist OM as needed in completing chore list for following day's assignments.
8. Bed Time: Assist OM in supervising residents at bed time.
9. Bed Checks: Assist in doing bedchecks every 15 minutes until residents are asleep, then every 1/2 hr. to make certain all are in bed. May need to sit in dining room and/or at top of stairs until residents are asleep.
10. Daily Write-Ups: Mark down +/- 's scores for the residents.

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Other Shelter Staff

shelter manager

Among other things, the Shelter Manager is responsible for helping oversee the daily operation of the Shelter, assisting in certain administrative tasks, supervising the AOM and Assistants, and maintaining the general upkeep of the building and property. The following issues should be referred to the Shelter Manager:

1. Public School & YSS Issues: The Shelter Manager is the agency's liaison to the schools. The Shelter Manager contacts the school regarding resident's attendance and performance matters. Refer inquiries regarding YSS to Shelter Manager or YSS teacher. Only the Shelter Manager or teacher can suspend or expel a student from YSS.
2. Maintenance Issues: The Shelter Manager is responsible for overseeing the upkeep of the interior and exterior of the building, including all the appliances. The OM should Log maintenance problems, as well as leave a note for the Shelter Manager. OMs should attempt to fix minor problems, such as plunging a toilet, covering a hole in the wall until it can be patched, etc.
3. Van Maintenance: The Shelter Manager is responsible for maintaining the van in safe operating condition. The OM should Log problems with the van, as well as leave a note for the Shelter Manager.
4. AOMs & Assistants: The Shelter Manager supervises the AOMs and Assistants.
5. Residents' Personal Possessions: Refer any questions to the Shelter Manager.
6. Residents' Medical Matters: Refer any questions, concerns, issues to the Shelter Manager.
7. Resident Behavior Problems: Refer to the Shelter Manager residents' acting out behavior that escalate beyond what the OM can handle.
8. Household Supplies: Refer any questions to the Shelter Manager.
9. Referrals from Monroe County Probation Dept, schools and out of county agencies: Refer to the Shelter Manager inquiries re: admissions from the aforementioned agencies.
10. When the Executive Director is absent, the Shelter Manager is the acting Director.

shelter counselor

Among other things, the Shelter Counselor is usually the Case Manager and Counselor for all of the residents. He/she also provides in person and crisis phone counseling. The following issues should be referred to the Shelter Counselor:

1. Parental & Self Referrals: Refer to the Counselor all phone inquiries from parents and youth re: admissions.
2. Drop Ins: Refer to the Counselor all in person inquiries from parents or youth about admissions or other help.
3. Monroe County DFC (formerly DPW) Referrals: Refer to the Counselor all inquiries from the local DFC.
4. Crisis Calls: Refer to the Counselor all crisis calls or calls from persons seeking help.
5. Calls Re: Shelter Residents, except for school and medical matters which are referred to the Shelter Manager.
6. Visits: Refer any questions or requests for special visits to the Case Manager.

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office manager

Among other things, the Office Manager is responsible for managing the daily operation of agency office, including bookkeeping, duplication and other various secretarial tasks. The following issues should be referred to the Office Manager:

1. Duplication: Place in the Office Manager's mailbox all requests for copies.
2. Computer: The Office Manager is the resource person for and questions of problems with the computer.
3. Inquiries about bills, supply orders, etc.

executive director

Among other things, the Executive Director is responsible for the overall administration of the agency, and supervising the OMs, Shelter Manager, Counselor and Office Manager. The following issues should be referred to the Director:

1. Referral Calls or Drop Ins: usually referred to the Shelter Manager or Counselor when they are not available.
2. Staff: Inquiries requesting information about current or former staff members.

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