Documentation
This is how often groceries can be ordered for shelter clients.
Weekly
True or False: Incoming shelter clients can be given the address to physical shelter prior to meeting with an advocate in person.
False: clients should meet with an advocate at the main office and follow staff to the physical shelter (or ride with staff if they do not have transportation).
What should never be used when making a hotel reservation for a shelter client?
What is their real name or initials?
These are kept in the staff bathroom. Extras are kept in the basement.
What are hygiene items at shelter?
Hotline> Action Alliance/state hotline. LAP> on-call phone.
Where are lines forwarded if there is no coverage or an after-hours advocate has to leave shelter or will be away from their desk?
What is updating the cab spreadsheet, calculating the estimated cost, and completing a cc request form?
These are not allowed at shelter to provide transportation for clients.
What are cabs?
If someone is immuno-compromised, a LAP or high danger client if physical shelter is full, a client with a service animal, if there are tracking concerns.
What is when to use a hotel?
These are in the petty cash box on the white shelves in the advocate office at shelter by the printer and have to be signed out.
What are gift cards at shelter?
The process for notifying staff/On-Call of a FNE/SANE scheduled the same day.
What is emailing Shelter Staff and On-Call Team, and calling/texting On-Call cell phone?
This is the documentation required for ordering groceries.
What is screenshots of the itemized list saved to a cc request form and updating the Instacart spreadsheet?
Only place items in this that could be kept in a hot car. Items should be fluffed up to improve air flow. Once plugged in and turned on, check to make sure warm air is coming out of the top.
What is how to use the bed bug cooker?
The only time the hotel address should be shared with a third party.
This is where bed bug stickers are located.
What is in the advocate office, next to the keys, near the alarm panel?
Under these circumstances, a burner phone can be offered.
What is when it is unsafe for a client to use their own phone or they do not have access to their personal phone?
The process for getting gas for the shelter van
What is complete the Credit Card Use Request Form Shelter Van (with Jenni's signature), saving receipts, and submitting completed form and receipts to Jenni?
Where is the white shelves in the advocate office next to the printer?
Comfort Suites allows these, but not Hyatt House Herndon. Homewood will take any.
What are hotels that allow service animals?
The three locations of FACT Departments where accompaniment is provided by LAWS.
What are Fairfax INOVA Hospital, Fairfax Dunn Loring, and Cornwall (Leesburg)?
Minor children can not be left unattended at shelter. Child care agreements between shelter clients should be done in writing and a copy provided to staff. Staff can assist with watching minor children so parents can shower or complete other brief tasks.
What is active supervision at shelter?
The process for booking a hotel room includes this documentation
What is update Shelter Quick View, CC Auth form for appropriate hotel emailed to hotel and lawsfinance@lcsj.org and saved to the in-house drive, email sent to shelter team and on-call team
This is the bare minimum information that should be gathered when entering someone into shelter
What is the full name of each family member entering shelter, DOB, emergency contact, any medical information, and dietary restrictions?
Comfort Suites, Homewood Suites, and Hyatt House Herndon have these, but Hyatt Place and Clarion do not.
What are kitchenettes?
In-house Drive> Financial Requests>Updated Instacart Procedures
Where is the weekly grocery budget for shelter clients (and other Instacart procedures)?
True or False: Extended family of shelter clients can come to shelter with the survivor.
True: with approval by Shelter Director and depending on the situation.