Community Accountability Programs Information ... - Ministry of Justice
Community Accountability Programs Information ... - Ministry of Justice Community Accountability Programs Information ... - Ministry of Justice
RECORDS MANAGEMENTThe goal of a records management system is to ensure that programrecords are properly filed, stored, and protected from damage, theft, andany unauthorized access. An effective records management system helpspreserve confidentiality and privacy.When developing your records management policy and procedures,consider the following:• What types of information should be documented?• What kinds of records will be kept?• How can the program facilitate authorized access to records whilepreserving confidentiality and privacy?• What kind of security measures need to be taken?• How long will records be retained?• How will non-current files be stored?• How will records be disposed of once they are no longer needed?Case files are normally returned to the referring agent upon completion ofthe case. However, any relevant information in your program files may beaccessible through the Freedom of Information and Protection of Privacy Act(FOIPP). More information on the requirements of the FOIPP Act isavailable at http://www.lcs.gov.bc.ca/privacyaccess/index_toc.htm.HANDLING COMPLAINTS AND CRITICAL INCIDENTSAt one time or another, your program will need to deal with complaints aswell as unforeseen incidents that can put the program at risk. You will needto set up a process by which program volunteers and participants candocument and report complaints and critical incidents. Reporting,documenting, and responding to complaints and critical incidents shouldbe a simple and open process that is accessible to everyone. (Appendix Kprovides a sample of a critical incident report form.)Not all incidents or complaints need to be reported to the steeringcommittee, but some do. Here are a few examples:• A person says that he or she wants to harm himself/herself or anotherperson.Getting Started 41
• An accident involving a client, volunteer, or visitor occurs on thepremises of the program or elsewhere while program business is beingconducted.• An internal or external complaint is made, alleging harassment or unfairtreatment by program volunteers.• A workplace hazard or unsafe practice is identified.Determine who will be responsible for assessing the severity of incidents,and detail the procedures for dealing with them. You should also be familiarwith the complaints process of the agencies with which your program works.For example, any complaint alleging misconduct by an RCMP officer shouldbe forwarded to the Office of the Police Complaint Commissioner. If you areuncertain how to proceed with a complaint or critical incident, contactCommunity Programs Division. (See page 4 for contact information.)If there are reasonable grounds to believe that a child is being abused or neglected or is forany other reason in need of protection, a report must be made to the Ministry for Childrenand Family Development (MCFD). Reports can be made to the MCFD Helpline for Childrenat 310-1234 (no area code needed). Ensure that all staff and volunteers understand thisresponsibility and are familiar with the procedures and mechanisms for reporting suchcases.LIABILITYYour program must also be prepared to deal with situations that may placeit in a position of liability. Your municipal government, umbrellaorganization, or other justice-serving programs in your community may beable to help you with insurance and liability coverage. We recommend,however, that you obtain legal advice on this issue.The Province of British Columbia, through the Ministry of Public Safety andSolicitor General, Risk Management Branch, provides CommunityAccountability Programs with access to limited insurance coverage. Yourprogram may qualify for one of the following options:• Volunteer Insurance ProgramThis program provides a Comprehensive/Commercial General Liability(CGL) policy and an Accidental Death and Dismemberment (AD & D)policy. The coverage is provided for persons who volunteer directly toor for the province and also for Order in Council per diem appointees.To be eligible, volunteers must be reporting to and under the directionGetting Started 42
- Page 12 and 13: clarify the offender’s version of
- Page 14 and 15: • Who has a stake in this situati
- Page 16 and 17: Is the future addressed?• Is ther
- Page 18 and 19: Administering the program• Ensure
- Page 20 and 21: • If a young person is dealt with
- Page 22 and 23: Guidelines for working with victims
- Page 24 and 25: • Information on the justice syst
- Page 26 and 27: committed, they then decide how to
- Page 28 and 29: • The offender must accept respon
- Page 30 and 31: Diversion strategies and measures b
- Page 32 and 33: and how offences are affecting your
- Page 34 and 35: • Victim services and other justi
- Page 36 and 37: undertake each action, and set real
- Page 38 and 39: • Effects of victimization• Wor
- Page 40 and 41: • Volunteers and any other person
- Page 44 and 45: of the provincial government. The p
- Page 46 and 47: • Facilitate restorative justice
- Page 48: Before a conferenceis convened(cont
- Page 51 and 52: General criteriaCommunity Accountab
- Page 53 and 54: • Whether and how it has changed
- Page 55 and 56: AppendicesAppendix A - Categories o
- Page 57 and 58: CATEGORIES OF OFFENCES* Please note
- Page 59 and 60: VICTIMS OF CRIME ACT[RSBC 1996] CHA
- Page 61 and 62: "victim service" means a service th
- Page 63 and 64: Goals(d) if the offender is or will
- Page 65 and 66: Validity of proceeding, etc.11 (1)
- Page 67 and 68: Appendix C - References to Victims
- Page 69 and 70: • The harm done to victims and wh
- Page 71 and 72: Appendix D - References to Victims
- Page 73 and 74: Appendix E - Victim Service Directo
- Page 75 and 76: Appendix F - Extrajudicial Measures
- Page 77 and 78: measures if the YP has previously b
- Page 79: Appendix G - Restorative Justice Pr
- Page 82 and 83: Provincial Directory of Restorative
- Page 84 and 85: Port McNeillPrince GeorgePrince Rup
- Page 86 and 87: Community Youth Justice ProgramFras
- Page 88 and 89: 100 Mile House Community Accountabi
- Page 90 and 91: Justice Alternatives - Lakes Distri
• An accident involving a client, volunteer, or visitor occurs on thepremises <strong>of</strong> the program or elsewhere while program business is beingconducted.• An internal or external complaint is made, alleging harassment or unfairtreatment by program volunteers.• A workplace hazard or unsafe practice is identified.Determine who will be responsible for assessing the severity <strong>of</strong> incidents,and detail the procedures for dealing with them. You should also be familiarwith the complaints process <strong>of</strong> the agencies with which your program works.For example, any complaint alleging misconduct by an RCMP <strong>of</strong>ficer shouldbe forwarded to the Office <strong>of</strong> the Police Complaint Commissioner. If you areuncertain how to proceed with a complaint or critical incident, contact<strong>Community</strong> <strong>Programs</strong> Division. (See page 4 for contact information.)If there are reasonable grounds to believe that a child is being abused or neglected or is forany other reason in need <strong>of</strong> protection, a report must be made to the <strong>Ministry</strong> for Childrenand Family Development (MCFD). Reports can be made to the MCFD Helpline for Childrenat 310-1234 (no area code needed). Ensure that all staff and volunteers understand thisresponsibility and are familiar with the procedures and mechanisms for reporting suchcases.LIABILITYYour program must also be prepared to deal with situations that may placeit in a position <strong>of</strong> liability. Your municipal government, umbrellaorganization, or other justice-serving programs in your community may beable to help you with insurance and liability coverage. We recommend,however, that you obtain legal advice on this issue.The Province <strong>of</strong> British Columbia, through the <strong>Ministry</strong> <strong>of</strong> Public Safety andSolicitor General, Risk Management Branch, provides <strong>Community</strong><strong>Accountability</strong> <strong>Programs</strong> with access to limited insurance coverage. Yourprogram may qualify for one <strong>of</strong> the following options:• Volunteer Insurance ProgramThis program provides a Comprehensive/Commercial General Liability(CGL) policy and an Accidental Death and Dismemberment (AD & D)policy. The coverage is provided for persons who volunteer directly toor for the province and also for Order in Council per diem appointees.To be eligible, volunteers must be reporting to and under the directionGetting Started 42
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