Social Services of America Inc. 

SSA Texas – Community Service Program Policy Booklet
Version: 1.0
Effective date: 02/21/2025
Prepared by: Dr. Lane Shunta Littleton 
Organization: Social Services of America Inc. (SSA)

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Table of Contents:

1) Policy Statement
Social Services of America Inc. (SSA) establishes a Hybrid Community Service Program to provide structured, supervised, and verifiable community service hours for participants who require service hours for court, licensing, or agency requirements. The program combines remote/online activities with community-based in-person opportunities conducted at SSA-approved partner sites. All activities are designed to align with the participant’s Initial Service Plan (ISP) and are supervised by qualified professionals. Participants may earn hours through online courses, therapeutic sessions, and supervised community service activities, with completion certified by SSA.

Texas-specific note: This policy aligns with Texas licensing standards for credentialed staff (LPC/LCSW/LMFT as applicable) and with Texas court/order reporting expectations. Retain records per Texas funder requirements.

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2) Program Scope and Definitions

• Participant: Individual completing required community service hours under SSA supervision.

• ISP (Initial Service Plan): Documented plan with goals, activities, hour targets, milestones, and risk considerations.

• Remote Activity: Off-site activity conducted via secure telehealth, online platforms, or at-home assignments under SSA supervision.

• Community-Based Activity: In-person activity at SSA partner sites or approved locations in TeTexas.

• Hours Log: Secure record of start/end times, activity type, supervisor verification, and site information.

• PII/PHI: Personal Identifiable Information/Protected Health Information managed per SSA privacy policy and Texas state requirements.

• Certified Certificate: An official SSA-issued certificate indicating completion of the required course(s) and hours.

• Texas-specific note: Ensure alignment with Texas privacy rules and any required release of information for partner sites.

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3) Eligibility and Admission
Eligibility: Referral by SSA or collaborating agency; meets program eligibility criteria; no imminent safety risks requiring alternate services.

Screening: Intake interview, risk assessment (including safety and transportation needs), review of any court or licensing obligations.

Exclusions: Activities outside SSA authorization; unsafe environments; non-consenting to privacy policies.

Residency/Location: Texas-based services with allowance for remote participation when appropriate; non-local participants may engage primarily via remote activities with periodic in-person commitments as feasible.

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Texas-specific note: For court-ordered participants, verify orders and reporting obligations. Maintain documentation in accordance with Texas court requirements.

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4) Roles and Responsibilities
Program Director: Policy oversight, regulatory compliance, approvals.

Program Coordinator: Daily operations, scheduling, partner liaison.
Licensed Clinician/Therapist: Assessments, ISP development, therapy, and sign-off on progress.

Case Manager: Logistics, transportation planning, barrier resolution.
Supervisors (Internal/Partner): Direct supervision, hour verification, and record maintenance.

IT/Data Security Lead: Security of telehealth, LMS, and documentation systems.

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5) Initial Assessment and ISP
Intake: Standardized intake including needs, risks, goals, and service history.
ISP Development: Goals, activities, target hours, milestones, risk factors, and measurement criteria; signed by supervising clinician.
ISP Review: Reassessments at defined intervals (e.g., every 4–6 weeks) with participant input and supervisor sign-off.

Texas-specific note: Include state-specific risk factors (e.g., transportation access, technology readiness) and align with any Texas case management standards.

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6) Program Components
Educational/Structured Classes: Alcohol/drug education, driving safety, life skills, etc. Online modules or live sessions, with evidence of completion.
Therapy/Support Sessions: Regular sessions with licensed clinicians (telehealth or in-person).
Community Service Activities: A mix of remote tasks (virtual volunteering, administrative tasks) and community-based projects (partner sites). All activities must align with ISP goals and be supervised.

Hours Tracking: Centralized log with supervisor verification, automated reminders for upcoming milestones.
Case Management: Address barriers (transportation, childcare, technology access), connect to resources.

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7) Supervision, Documentation, and Privacy

Supervision: Each activity must have a designated supervisor with defined expectations; supervision ratio and frequency per policy.

Documentation: ISP, activity plans, attendance logs, supervisor notes, and completion certificates; stored securely.
Privacy: Informed consent for participation, telehealth, and data sharing; access controls and minimal necessary data retention.

Records Retention: Maintain records for Texas-required periods and funder requirements (default 5–7 years; adjust as needed).

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Texas-specific note: Include a Texas retention schedule if provided by funders.

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8) Hours Tracking and Certification
Hours Log: Document start/end times, activity type, site, and supervisor verification.

Verification: Supervisors sign off upon completion or at regular intervals (weekly or per milestone).

Certification: At course completion and hour target achievement, SSA issues a Certified Certificate indicating course title, provider, hours earned, completion date, and participant ID.

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9) Technology, Security, and Telehealth
Platform Standards: Secure telehealth platform; LMS for courses; Hours Tracking System; Document Management.
Data Security: HIPAA-adjacent privacy safeguards; encryption; RBAC; audit trails.
Continuity: Backups and disaster recovery for critical systems; accessible remote access for participants as allowed.

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10) Safety, Risk Management, and Incident Reporting
Risk Assessment: Conduct during intake and periodically; include safety planning for remote activities.

Safety Plans: Remote activity safety protocols; clear contact procedures for emergencies.

Incident Reporting: Prompt reporting and investigation of safety incidents, privacy breaches, or policy violations.

Site Safety: For in-person activities, complete site risk assessments and safety trainings for staff and participants.

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11) Quality Assurance and Compliance

Compliance Monitoring: Regular audits of ISP adherence, hours logs, and documentation.

Outcome Measurement: Track hours completed, ISP milestones, course completion rates, and participant satisfaction.

Ethics: Adherence to professional ethics and confidentiality; applicable state guidelines.

Audits: Internal and external audits as required by funders or regulatory bodies.

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12) Intake and Grievance Process
Complaints: Accessible process for participants to raise concerns; timely investigation and resolution.

Appeals: Clear steps for reconsideration or modification of ISP or program decisions.

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13) Appendix: Templates and Forms
A. Initial Service Plan (ISP) Template
B. Attendance/Hours Log Template
C. Supervisor Feedback Form
D. Consent for Telehealth and Data Sharing
E. Participant Welcome/Orientation Packet (Texas)
F. Partner Organization Agreement (MOU) Template
G. Privacy and Data Handling Policy
H. Certificate of Completion Template
I. Incident Report Form
J. Risk Assessment Checklist

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