WHO IS ACCREDITED?

Private Organization Accreditation

HeartShare assist individuals with developmental disabilities through education, day, residential and recreation programs, case management, and health services, and provides foster care/adoption services, counseling, after school and energy assistance programs, and programs for people with HIV/AIDS.
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VOLUNTEER TESTIMONIAL

Bonnie Bagley

Volunteer Roles: Evaluator; Lead Evaluator; Peer Reviewer; Team Leader

I have found that being a COA Volunteer builds my professional skills and experience in ways that more traditional workshops do not. The opportunity to learn about best practices through the COA standards and then see how agencies implement them is truly a growth experience.
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Purpose

Comprehensive, systematic, and effective risk prevention and management practices reduce the organization’s risk, loss, and liability exposure.

FOC
RPM 9: Contracts and Service Agreements

The organization enters into contracts and service agreements with due regard for practices that promote efficient use of resources.

Interpretation: The standards in RPM 9 apply to all contracts entered into by the organization in which it acts as a purchaser or vendor of social and human services as well as to contracts for the purchase of support services, such as maintenance or transportation services.

RPM 9 is not applicable to contracts with individual consultants and independent contractors, which are addressed in Human Resources Management (HR).

Rating Indicators
1
The organization's practices fully meet the standard, as indicated by full implementation of the practices outlined in the RPM 9 Practice standards.
2
Practices are basically sound but there is room for improvement. as noted in the ratings for the RPM 9 Practice standards.
3
Practice requires significant improvement, as noted in the ratings for the RPM 9 Practice standards; and/or 
  • RPM 9.05 received a rating of 3 or 4.
4
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the RPM 9 Practice standards.

Table of Evidence

Self-Study Evidence On-Site Evidence On-Site Activities
    • Contracting procedures
    • Lists of contracts/service agreements/memoranda of understanding (MOU)
    • Contracts/service agreements/MOUs
    • Proof of accreditation, licensure, or certification for outside providers operating adventure-based activities
    • Interview:
      1. Governing Body
      2. CEO/CFO
      3. Contract manager(s)
      4. Vendors
    • Network Interview:
      1. Provider CEO/CFO
      2. Provider contract manager(s)

  • RPM 9.01

    The pursuit of contracts for services is consistent with the organization’s mission and purpose, and the organization:

    1. establishes a system of standardized contracting practices;
    2. conducts due diligence in contracting activities, including review of possible risks; and
    3. assigns a qualified individual to oversee contracts.

    Interpretation: The organization assigns each contract to a specific qualified individual who is charged with monitoring the progress and outcomes of each service contract.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g., 
    • One of the elements needs strengthening.
    3
    Practice requires significant improvement; e.g.,
    • Two of the elements need strengthening; or
    • One elements has not been implemented at all; or
    • The governing body does not review new contracts.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all.

  • RPM 9.02

    Written contracts contain all significant terms and conditions in accordance with applicable law.

    Interpretation: “Significant terms” include, as appropriate to the type of contract:

    1. roles and responsibilities of participating organizations;
    2. services to be provided;
    3. clearly defined performance goals;
    4. measurable outcomes;
    5. service authorization, including eligibility criteria;
    6. provisions for training and technical support, as necessary;
    7. duration of contract, including delineation of follow-up services;
    8. policies and procedures for sharing information;
    9. methods for resolving disputes;
    10. a plan and procedure for timely payment, and consequences for failure to pay;
    11. documentation necessary for, and means of reporting to, funding or oversight bodies; and
    12. conditions for termination of the contract.
    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g., 
    • Contracting procedures need strengthening, e.g. some of the elements need greater clarity or specificity.
    3
    Practice requires significant improvement; e.g.,
    • Contracts are often poorly executed and maintained, e.g., terms and conditions are general, nonspecific, or unclear; or
    • A significant element of the standard is not addressed, e.g., written inter-organizational agreements do not contain payment procedures, or procedures for resolution of disagreements.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all; e.g.
    • Contracts are totally inadequate in specification of terms and conditions; or
    • There is no written documentation of existing contractual arrangements with other organizations.

  • RPM 9.03

    All contracts are reviewed by legal counsel or another qualified individual prior to signing.

    Interpretation: Depending on the organization’s resources and policy, the organization’s CEO or a member of the Board or management team may be qualified to review contracts. The review should ensure that the contract is both legal and the terms of the contract are clearly understood and agreed upon by both parties.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g., 
    • Though all contracts are reviewed, contacting procedures do not address the standard.
    3
    Practice requires significant improvement; e.g.,
    • There is evidence that some contracts have not been reviewed.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all; e.g.
    • Contracts are not routinely reviewed.

  • RPM 9.04

    Non-contractual service agreements include, as appropriate:

    1. services exchanged or provided, and/or the goals and objectives of such collaborations;
    2. roles and responsibilities of each organization, including reporting responsibilities;
    3. procedures for sharing information;
    4. confidentiality protections, including signed written consent forms;
    5. assignment of case coordination responsibilities;
    6. service authorization procedures, including accepting or rejecting cases;
    7. how to resolve communication difficulties.

    Interpretation: This standard applies to non-contractual arrangements, also known as Memorandums of Understanding (MOUs), in which organizations collaborate with providers to deliver specific services to a person or persons. For example, a service in which a provider voluntarily comes into the host organization’s facility to provide weekly smoking cessation classes.

    NA The organization does not enter into non-contractual service agreements.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g., 
    • Procedures need strengthening; or
    • One element has not been implemented at all.
    3
    Practice requires significant improvement; e.g.,
    • Service agreements are often poorly executed and maintained, e.g., terms and conditions are general, nonspecific, or unclear; or
    • At least two of the elements have not been implemented at all.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all.

  • FP
    RPM 9.05

    Organizations that purchase services from providers that operate adventure-based activities with a significant degree of risk request proof of accreditation, licensure, or certification with a nationally recognized authority for the activity being conducted.

    Interpretation: Adventure-based activities with a significant degree of risk can include, white water rafting, climbing walls, or ropes courses.

    NA The organization does not purchase services from providers that operate adventure-based activities.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g.,
    • Some documentation is out-of-date but updated documentation has been requested.
    3
    Practice requires significant improvement; e.g.,
    • Documentation of accreditation, licensure, or certification is incomplete.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all.

  • RPM 9.06

    Contracts for the provision of network services also include:

    1. the network’s requirements regarding provider participation in network quality improvement activities;
    2. access to case record provisions;
    3. utilization management protocols;
    4. required levels of insurance; and
    5. agreement to participate in network training.

    NA The organization is not a network management entity.

    Rating Indicators
    1
    The organization's practices reflect full implementation of the standard.
    2
    Practices are basically sound but there is room for improvement; e.g., 
    • Procedures need strengthening; or
    • One element has not been fully implemented..
    3
    Practice requires significant improvement; e.g.,
    • Service agreements are often poorly executed and maintained, e.g., terms and conditions are general, nonspecific, or unclear; or
    • At least two of the elements have not been fully implemented; or
    • One element has not been implemented at all.
    4
    Implementation of the standard is minimal or there is no evidence of implementation at all; e.g.,
    • Contracts are totally inadequate in specification of terms and conditions.

  • RPM 9.07

    When services are offered on a regular and ongoing basis in a location that is not owned or leased by the organization, the organization establishes a formal written agreement with the host that includes, but is not limited to:

    1. methods of communication; 
    2. health and safety expectations;
    3. each group’s responsibility for cleaning, maintenance, liability risk, and other costs (e.g., utilities, insurance, and repairs); 
    4. the facilities and resources at the host site to which the organization will have access (e.g., classroom space, private space to provide services in a confidential manner, fields, gymnasiums, bathrooms, kitchens, etc.);  and
    5. how facilities and resources will be used.

    Update:

    • Revised Standard - 06/15/17
      The language of the standard and the NA were revised for greater clarity. 

    Note: See ASE 1.06 for more information on establishing health and safety expectations.  

    Note: This standard is not intended to apply in situations where a location is used intermittently to accommodate the needs of a particular client. 

    NA The organization does not offer services at locations it does not own or lease.

    Rating Indicators