Shelter, Support & Housing Administration

July 1, 2010

Hostel Services Guideline Leave with Permission Request 2010-36

Number: Date Issued: Last City Guideline Received: Subject:

2010-36 July 1, 2010 2010-35 Special Circumstance Beds Leaves with Permission Section 4.4 of the Toronto Shelter Standards Effective Immediately The policies and procedures in this City Guideline are mandatory and are to be implemented by all shelter providers. Leave with Permission Request form Agency Review Officer

Effective Date: Applicable to:

Attachment: Who To Call for Information:

Background:
Dear Shelter Provider: Section 4.4 of the Toronto Shelter Standards outlines the requirements related to Overnight Passes and Leaves with Permission. As the 4.4 Standard indicates leaves may not exceed three days without the approval of the Agency Review Officer. This Guideline outlines the process to receive approval for leaves beyond three days. Considerations prior to making a request: The situation must be an exceptional/emergency circumstance There must be an established active case plan in place There must be an expectation of continued service (client/resident is continuing to receive services) The request can not entail an alternate per diem with another shelter The shelter must be able to meet system demand issues i.e. clients/residents must be able to access beds All other alternate solutions have been exhausted No approval under any circumstance may exceed seven days
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Hostel Services Guideline Leave with Permission Request #2010-36

Action Required:
1. Granting a leave with permission must be based upon a residents case plan and must only be approved in exceptional and limited circumstances. 2. If a shelter determines to make a leave with permission request that is beyond three days, the manager must immediately call the Agency Review Officer (ARO) to review the situation. If the ARO is away the shelter must contact an alternate ARO to review the situation. 3. The shelter will explain the situation and generally the reasons why the request is being made. These must include a description of the situation, alternate solutions that were considered, and the rationale for the request. If the situation occurs on a weekend the shelter must contact the ARO immediately on the following Monday. If the ARO considers that the circumstance possibly warrants approval then the shelter will be directed to complete the Leave with Permission Request form (attached). If the ARO considers that the situation does not warrant a leave with permission then the ARO will explain the reasons why the request will not be approved. 4. The Shelter must complete the Leave With Permission Request form and submit it to Hostel Services within 48 hours of the initial call to the ARO. The form may be emailed, couriered or faxed to Hostel Services. The shelter must comply with legislation related to confidentiality and ensure that the information sent includes a cover page indicating that the material is for restricted/confidential use only. The form should be sent to the attention of the assigned ARO. 5. Once the shelter has sent in the information, the Agency Review Officer will review the information on the form to confirm that the request is reasonable. If there are any questions or concerns about the information the ARO will call the shelter immediately to review the concern and seek additional information to clarify the situation. Once the form has been reviewed and the information considered adequate and complete the ARO will sign the form which approves or denies the leave request. The ARO will also complete the Reason section. 6. The ARO will then fax the signed copy of the approved leave to the shelter. The shelter must include the approved leave form in the regular per diem invoicing process. Scan the approved leave form, and email it to smisbill@toronto.ca with the SMIS Per Diem submission Claim form for the same period. 7. If the ARO upon review of the leave information determines that the leave is not appropriate the ARO will meet with the Manager of Operations (his/her designate) to review the recommendation. If the decision is to not approve the leave then the ARO will complete the Not Approved section of the form and indicate the reason. This form is then signed, faxed back to the shelter and forwarded to the Hostel Services Finance Department. If you have any questions or concerns, please contact your Agency Review Officer.
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Hostel Services Guideline Leave with Permission Request #2010-36