Policies

This policy explains under what conditions individuals’ personal information may be accessed for research and statistical purposes.  It is one of a suite of policies as described in the Organizational Privacy Policy.  These policies are supplemented by the CLBC Privacy Guidelines which provide an overview of privacy legislation and best practices.

Click here to download the policy.

January 2010 — What to do if you believe someone with a developmental disability is being abused or neglected and needs assistance. As part of CLBC’s commitment to the health, safety and well-being of adults with developmental disabilities it is our responsibility as a ‘designated agency’ under the Adult Guardianship Act to respond to individuals at risk for abuse or neglect. The following information outlines the role of CLBC staff in responding to concerns and reflect our partnership with the Office of the Public Guardian and Trustee to assist the public in knowing how to best support individuals eligible for CLBC supports and services.

Adult Guardianship and CLBC

This policy assists CLBC staff and service providers in developing bathing practices that respect an individual’s wish for privacy when bathing or for assistance with other personal care activities while addressing possible risk.

Bathing Guidelines Policy (210KB pdf)

November 2016 — The “Behaviour Support and Safety Planning” policy outlines requirements for service providers who support individuals with challenging behaviours in CLBC funded services. It reflects a positive approach to behaviour supports for adults and emphasizes the importance of recognizing and understanding behaviours as a form of communication. The policy clarifies that a ‘Safety Plan’ is required whenever a restrictive practice, such as the use of restraints, is being considered. It is accompanied by the “Guide for Service Providers” that provides more detail and best practice guidance on the expectations outlined in the policy.

Behaviour Support and Safety Planning Policy
Behaviour Support and Safety Planning: A Guide for Service Providers

To watch a series of  interview videos with Dr. Pat Mirenda on Positive Behaviour Support, please click here.

March 2008 — CLBC has two policies related to contracted home sharing providers. Approval of CLBC-Contracted Home Sharing Providers provides guidance to analysts who are involved with the approval of home sharing providers. Monitoring of CLBC-Contracted Home Sharing Providers provides guidance to analysts who monitor home sharing contracts. Both policies apply to adults who live in home sharing arrangements that are directly contracted by CLBC.
A third policy, Respite Guidelines, covers respite which, when used effectively, promotes stability and reduces stress within home sharing arrangements. This policy also provides guidance to analysts who monitor home sharing contracts.

Approval of CLBC-Contracted Home Sharing Providers (383KB pdf)
Monitoring of CLBC-Contracted Home Sharing Providers (139KB pdf)
Respite Guidelines (360KB pdf)

CLBC’s vision is one of full citizenship in which people with developmental disabilities lead good lives, have rich relationships with friends and family, financial security, choices in how they live their lives, employment opportunities and are accepted and valued as citizens.

This policy outlines two methods of putting this vision into practice through the use of generic services and informal supports.

Community Supports Policy (95KB pdf)

November 10, 2016 – This policy sets out direction for Community Living British Columbia (CLBC) staff receiving and responding to complaints. It applies to complaints about CLBC responses or services, received from individuals, families, support network members or others.

The Complaints Resolution Policy is a formal safeguard established in part to reduce the vulnerability of individuals supported by CLBC. It reflects the CLBC culture of openness, respect, responsiveness and learning.

Complaints Resolution Policy

To learn about the Complaints Resolution Process, including instructions for filing a complaint, please click here.

The Confidentiality and Information Sharing Policy guides staff in maintaining the rights of individuals to confidentiality and privacy of personal information and assists them to comply with the Freedom of Information and Protection of Privacy Act.

It is one of a suite of policies described in the Organizational Privacy Policy. These policies are supplemented by the CLBC Privacy Guidelines which provide an overview of privacy legislation and best practices.

Click here to download the policy.

This policy sets out how CLBC manages conflicts of interest involving employees, and applies to all employees. In concert with conflict of interest provisions in other policies and standards related to recruitment, employee conduct, funding levels and contracting and procurement, it forms part of a robust risk management approach designed to protect the integrity of CLBC, the interests of the individuals supported by the organization and the public interest.

Conflict of Interest Policy – Employees

Managing Conflict of Interest: A Practice Guide for Employees

CLBC complies with the Criminal Records Review Act (CRRA) that sets out mandatory requirements for criminal record checks on persons working with vulnerable adults, which includes all individuals supported by CLBC, in order to help protect those vulnerable adults from financial, physical or sexual abuse. The CLBC Criminal Record Check Policy: Service Delivery  supports CLBC’s compliance with the CRRA as it applies to service providers who work with individuals supported by CLBC. The CLBC policy also establishes CLBC’s requirement for driver’s abstracts to be completed on persons who may drive individuals supported by CLBC. Criminal record checks and driver’s abstract reviews are a formal safeguard which help ensure the safety and wellbeing of individuals and form part of CLBC’s comprehensive approach to safeguards.

Download the Criminal Record Check Policy: Service Delivery (512KB pdf)

The Questions and Answers document below provide information to service providers and families about the CLBC policy and the Criminal Records Review Act. 

Questions and Answers on the Criminal Record Check Policy: Service Delivery (600KB pdf)

November 2016 — A critical incident is a serious or unusual event that involves an individual accessing services funded by CLBC while service is being delivered. Critical incident reporting and response is part of a bigger framework that ensures the overall quality of life of the individuals we serve.

The Critical Incidents Policy, Critical Incident Report and supporting documents below provide guidance on how to:

• accurately identify, respond to and report critical incidents in an appropriate and timely manner
• continuously improve service quality and ensure that necessary supports are made available to individuals
• learn from critical incidents to reduce the likelihood of similar incidents occurring in the future

Critical Incidents Policy

Supporting documents for CLBC Service Providers:

Critical Incident Report

Critical Incidents Service Provider Requirements Guide

Critical Incidents Policy Training PowerPoint for Service Providers

Critical Incidents Question and Answer Guide for Service Providers

Incidents of Aggression Decision Points Chart

The purpose of this policy is to provide clarification on the criteria and process used by CLBC to determine eligibility for its direct or funded supports and services. In addition, this policy addresses the need for consistency and equity in determining access to services.

Download the Policy – Updated April 2018
CLBC Eligibility Form: Assessor Report – Updated to replace the CLBC Assessment Summary – Assessor Report

Note: the CLBC Eligibility Policy and Eligibility Form were updated in April 2018 to reflect the language (“intellectual disabilities”) and criteria used in the most recent edition of the Diagnostic and Statistical Manual of Mental Disorders (DSM 5) that practitioners use to assess individuals to determine eligibility for CLBC services. There are no significant changes to CLBC’s eligibility criteria.

Information Sheets: Click here to download the information sheet for individuals and families on eligibility.

Criteria for Eligibility

CLBC has two streams for eligibility:

Developmental Disability

An adult has:

• significantly impaired intellectual functioning
• significantly impaired adaptive functioning
• these limitations must have started before age 18

Personalized Supports Initiative (PSI)

An adult who does not have a developmental disability but has:

• significant limitation in adaptive functioning AND EITHER
• a diagnosis of Fetal Alcohol Spectrum Disorder (FASD) OR
• a diagnosis of Autism Spectrum Disorder (ASD)

April 2010 – This policy brings focus to the importance and value of employment in the lives of individuals supported by CLBC. The policy orients staff to the emphasis on employment and provides general guidance for integrating it into their work.

Employment Policy (128KB)

Information for Families on Employment (1MB)

This policy outlines responsibilities of CLBC staff and contracted service providers for the reporting, documenting, and review required following the death of an individual supported by CLBC?funded services. It provides guidance to CLBC staff about end?of?life care for individuals who are dying and bereavement support for members of the individual’s family and support network.

End-of-Life Policy and Appendices

Mortality Information Summary Form

An External Review is a neutral third-party investigation of a situation, incident or service, that results in recommendations and possible action. This policy sets out the requirements for External Reviews to ensure that they are conducted in a consistent and transparent way.

This policy applies to CLBC Quality Service Managers, quality service analysts, and the Director of Quality Assurance.

Download the Policy

December 2017 – This policy outlines CLBC’s expectations about ownership of staffed residential homes when CLBC is providing funding for rent, lease or mortgages. This policy outlines how CLBC makes decisions about funding housing costs for residential homes so that any future change will benefit the individuals that CLBC serves. It also outlines how pre-existing arrangements that include funding for housing costs such as rent, lease, mortgage and operating costs will be managed.

Funding for Housing Costs Policy

CLBC works with many different service providers to arrange for services for people who are eligible for funded supports. We pay individuals, private companies and non-profit societies to provide approved residential, community inclusion and family support services. The process of finding the right service provider for an individual and then negotiating what they will provide and how much CLBC will pay them, is called procurement and contracting.

Our goal is to ensure that contracted services are the best possible match for the disability-related needs of each individual and that we are responsive to each person’s unique goals, dreams, and choices. Individual preference is a way for an individual and/or their family to take an active role in expressing preference for the service provider that best meets their needs. To learn more about Individual Preference, please click the links below:

Information for Families

A Guide to Individual Preference

Sample Questions

Click here to read the Procurement and Contracting Policy

November 2016 — This policy provides information about the role of CLBC facilitators in providing individual and family support.

Individual and Family Support Policy

The Individual Financial Payment Policy: Residential Services clarifies how individuals contribute towards their shelter and support costs for CLBC funded residential services and describes CLBC staff and service provider responsibilities.

Individual Financial Payment Policy: Residential Services

Click here to read the Information Sheet for Individuals and Families

November 2016 — This policy outlines the content required in Individual Support Plans and explains when plans are required for CLBC-funded supports.

Individual Support Planning Policy

Information for Families on Planning

November 2016 — Individualized Funding (IF) provides individuals and families with flexible, person-centred, self-directed payment options for arranging, managing, and paying for supports and services. For more information, please see the following policies:

Individualized Funding Policy
Direct Funding Policy
Host Agency Funding Policy

More information on Individualized Funding, including related documents, can be found here.

This policy describes how CLBC manages and responds to information incidents, including privacy breaches which are information incidents involving personal information. It is consistent with the policy of the BC government.

The Information Incidents including Privacy Breaches Policy is one of a suite of privacy policies described in the overarching Organizational Privacy Policy. The Protection of Information Policy, another policy of the privacy policy suite, describes how CLBC prevents and avoids information incidents.

Click here to download the policy.

This policy provides information and guidance to staff in responding to subpoenas, search warrants, summons, lawful investigations and other legal processes that are directly related to CLBC operations. It applies to all CLBC staff.

Click here to download the policy.

This policy describes the CLBC Occupational Health and Safety (OHS) Program and provides general guidance to employees and managers/supervisors regarding health and safety in the workplace.  It fulfills CLBC’s responsibilities under its collective agreements and B.C. law.  This policy is an overarching policy; with several policies under it that provide detailed direction about specific components of the Program.

Click here to download the policy.

This policy describes CLBC’s approach to privacy of personal information.  It provides general direction for all staff working with the personal information of individuals served by CLBC or of CLBC employees.  It is rooted in and exceeds the requirements of the BC Freedom of Information and Protection of Privacy Act (FOIPPA).  The Organizational Privacy Policy is an overarching policy which complements the CLBC Privacy Guidelines and is complemented by a suite of more detailed policies dealing with specific aspects of privacy and confidentiality.

Click here to download the policy.

This policy outlines the development, implementation and evaluation procedures for all CLBC policies. It clarifies the roles of CLBC and the Ministry of Social Development in the CLBC policy development process. It emphasizes the importance of consultation about policies with individuals, families, our staff, community service providers and government ministries that are affected by the policy. This ensures accountability to, and collaboration with, the people we support and our community and government partners.

Policy Development and Implementation Policy (124KB pdf)

On this page, you can find links to information which supplements CLBC’s policies:

Positive Behaviour Support: A Conversation with Dr. Pat Mirenda

CLBC has a policy about “Behaviour Support and Safety Planning” that outlines requirements for service providers who support individuals with challenging behaviours in CLBC funded services. It reflects a positive approach to behaviour supports for adults and emphasizes the importance of recognizing and understanding behaviours as a form of communication. The policy clarifies that a ‘Safety Plan’ is required whenever a restrictive practice, such as the use of restraints, is being considered. The policy is accompanied by the “Behaviour Support and Safety Planning: A Guide for Service Providers” that provides more detail and best practice guidance on the expectations outlined in the policy.

The behaviour support and safety planning approach builds on successful person-centred practices in BC, and establishes CLBC and our contracted service providers as leaders in supporting people with developmental disabilities. This approach advances the evolution of community living supports in terms of values and the rights of the people being supported.

To learn more, please watch the following series of videos, “Positive Behaviour Support: A Conversation with Dr. Pat Mirenda”. Dr. Mirenda is a Professor in the Department of Educational and Counselling Psychology and Special Education, University of British Columbia.

1.) Part 1: What is Positive Behaviour Support (PBS)? (11:00)

2.) Part 2: Positive Behaviour Support : Predictability and Choice (3:30)

3.) Part 3: Positive Behaviour Support : Addressing Communication Needs (3:00)

4.) Part 4: Positive Behaviour Support : The Importance of Teaching New Skills (3:20)

5.) Part 5: Positive Behaviour Support : The Importance of Living an Inclusive Life (8:00)

6.) Part 6: Positive Behaviour Support : Building Organizational and Staff Capacity (9:00)

The CLBC Organizational Privacy Policy describes CLBC’s approach to privacy of personal information as required by the B.C. Freedom of Information and Protection of Privacy Act (FOIPPA). It complements the CLBC Privacy Guidelines that provide an overview of privacy legislation and best practices. The policy is supported by a suite of more detailed policies which address specific aspects of privacy.

Organizational Privacy Policy (192KB pdf)

The Right to Access Personal Information Policy describes how CLBC supports individuals to exercise their right to access their own personal information held by CLBC.

Right to Access Personal Information Policy (180KB pdf)

The Access to Personal Information for Research Purposes Policy explains under what conditions individuals’ personal information may be accessed for research and statistical purposes.

Access to Personal Information for Research Purposes Policy (150KB pdf)

Confidentiality and Information Sharing Policy

The Confidentiality and Information Sharing Policy describes how CLBC staff maintain the rights of individuals to confidentiality and privacy of personal information and assists them to comply with the Freedom of Information and Protection of Privacy Act.

Confidentiality and Information Sharing Policy (494KB pdf)

CLBC Personal Information Consent Form (365KB pdf)

This policy describes CLBC staff responsibilities for protecting sensitive and personal information in CLBC’s custody. It also describes specific required practices for staff when they are working in the office as well as working outside the office, to preserve confidentiality and prevent information incidents and privacy breaches.

This policy is one of a suite of privacy related policies listed in the Organizational Privacy Policy. These policies are supplemented by the CLBC Privacy Guidelines which provide an overview of privacy legislation and best practices.

Click here to download the policy.

November 2016 — This policy describes how requests for service are recorded and how decisions are made about their priority order for funding.

Request for Service Policy
Information for Families on Requests for Service

November 2016 – This policy provides direction for CLBC staff about three of the five components of resource allocation ? determining an individual’s disability-related need, matching it to the type and amount of service(s) that CLBC may fund, and then making funding decisions.

Resource Allocation Policy

Information for Families on Getting CLBC Services

This policy sets out expectations regarding workplace behaviour at CLBC, and establishes procedures for the reporting, investigation and resolution of complaints from employees related to workplace behaviour. It further defines and operationalizes the section of the Standards of Conduct for CLBC Employees related to workplace behaviour. It applies to all CLBC staff; for bargaining unit staff, it supplements but does not supersede the related provisions of the Collective Agreements.

The policy applies to all CLBC worksites; other locations where an employee is carrying out work duties; and work-related locations or activities such as travel, conferences, training events, and work-related social gatherings.

Click here to download the policy.

This policy describes how CLBC supports individuals to exercise their right to access their own personal information or request changes to their personal information held by CLBC as provided for under the Freedom of Information and Protection of Privacy Act.

It is one of a suite of policies described in the Organizational Privacy Policy. These policies are supplemented by the CLBC Privacy Guidelines which provide an overview of privacy legislation and best practices.

The CLBC Confidentiality and Information Sharing Policy provides guidance to staff regarding circumstances when an individual’s personal information may be shared with other persons.

Click here to download the policy.

November 2016 – This policy clarifies the roles and responsibilities of legal decision makers in assisting individuals with developmental disabilities receiving CLBC supports and services.

Role of Formal and Informal Representatives

November 2016 — This policy outlines the exceptional circumstances under which an immediate family member can be paid to provide service to a relative who is eligible for CLBC supports.

Service Provision by Family Members 

After a formal consultation process that invited feedback from key stakeholders, the Standards for Home Sharing were formally endorsed and adopted by CLBC in April 2007. These are now used as provincial guidelines for all home sharing providers.

Standards for Home Sharing (112KB pdf)

These Standards establish the expectations for conduct and behavior of all CLBC employees. They form a condition of employment and must be reviewed and signed by each employee upon hire, and whenever they are significantly revised.

To read the full Standards of Conduct document, please click here.

For Policies related to the Standards of Conduct, please see the links below:

• Conflict of Interest Policy – Employees
• Legal Requirements Policy
• Occupational Health and Safety Program Policy
• Operational Privacy Policy and related Privacy Policy Suite
• Respectful Workplace Behaviour Policy
• Ethical Reporting Policy
• Post-Employment Restrictions for Executives Policy

January 2013 — This policy establishes principles related to the development, implementation and regular review of processes designed to mitigate the risk of theft, fraud or corruption impacting either CLBC or an individual supported by CLBC.

Click here to read the Theft, Fraud and Corruption Policy.

To learn more about ways that CLBC encourages the reporting of wrongdoing and protects whistleblowers, please click here.

This policy provides direction to CLBC staff on the use of email and fax communications at work.

The Organizational Privacy Policy is the overarching policy for a suite of related policies, including the Use of Email and Fax Policy. These policies are supplemented by the CLBC Privacy Guidelines which provide an overview of privacy legislation and best practices.

Click here to download the policy.

May 2015 – This policy establishes a framework for reporting suspected or known irregularities, including theft, fraud and corruption, impacting either CLBC or individuals supported by CLBC and for the protection of persons making such reports.

Click here to read the Whistleblower (Ethical Reporting) Policy.

To learn more about ways CLBC encourages the reporting of wrongdoing and protects whistleblowers, please click here.

You can call 604-664-7953 to report irregularities through the CLBC whistleblower process.

(NOTE: If you want your report to go only to the Board of Directors, send it by email to: CLBCboardreportline@gov.bc.ca) 

CLBC works in collaboration with youth and their families and other government organizations and ministries to support youth transitioning to adulthood. Supporting a smooth transition for youth and their families is an important priority for CLBC.

This policy describes the role of CLBC facilitators for assisting youth and their families before a youth turns 19. The policy outlines processes that should be completed before a youth turns 19. It also includes a timeframe for completing required processes, based on a youth’s age.

Youth Transition Support Policy 

For more information, please read the Information sheet for Families on Youth Transition.