A. Student Tuition Rates
Student tuition rates are established by the Commonwealth of Massachusetts Executive Office for Administration & Finance, Operational Services Division (OSD). This rate documentation is furnished to all agencies that engage in business with Hillcrest Educational Centers, Inc. According to our regulations, Hillcrest may not charge less than this rate that includes tuition and residential costs. These rates are on file in the HEC Business Office.
B. Attendance Forms
Student attendance is taken daily. The daily attendance forms are maintained at the campus and submitted to Accounts Receivable on the first day of the following month. These forms confirm the student’s attendance and identifies the specific nature of any and all absences if the student is not in attendance during the month, i.e. vacation, AWOL, hospitalization, home visits, etc.
C. Student Clothing
Most students placed by social service agencies are provided an allowance for initial and replacement clothing. Campus administrators may request the allotment when they plan to take the student shopping, and return the receipts so agencies may be billed. In situations where the student does not have a funding agency and the student’s placement is fully / privately funded by the parents / guardian, then the parents / guardians are required to provide clothing and/or clothing monies for students. The parents are sent a Parent Funded letter stating that they are responsible for any clothing costs.
D. Student Personal Funds
A student’s personal funds, those received from their agencies and/or received as allowance and/or accumulated wages from student jobs, are held in custody at the student’s campus or in a local bank account maintained for the student. The student can access these funds by following standard procedures, and all use of these funds by the student are approved and documented.
E. Securing 1:1 Funding
If student is decompensating generally the special emergency team meeting policy (explained below) will go into effect. This process takes care of the notification to the Executive VP, Vice President of Program Services and Clinical Director. The clinician and/or case manager is responsible for ensuring that the appropriate parties – guardian/funding source/managed care – know that this process is underway and the outcome of these meetings. 1:1 funding or ITU placement can be a recommendation of either of these meetings. The designated campus staff is then required to complete all necessary documentation and requests for funding, and ensure that the appropriate funding letter, agreeing to the funding is on record from the appropriate party before all service changes can be initiated.
When 1:1 staffing is required for the Day Program a separate 1:1 funding addendum is prepared for each funding source as needed, in addition to contracts or placement agreements already in place.
Special/Emergency Team Meeting Policy:
1. Special Team Criteria
• Student is not in acute crisis, but Team wants to problem-solve around particular behaviors and/or treatment issues.
• Student is not compliant with medication.
• Student is not participating in therapy.
• Treatment Plan is not effective after review and amendment.
Participation: CCW-Day & Residential, Nursing, Clinical, Teacher or TA, Supervisor, Program Director, APD, Lead Clinician.
Notification: Psychiatrist, Clinical Director, ITU, Executive Vice President, Vice President of Program Services, Medical Director.
2. Emergency Team Criteria
• Student is in acute crisis.
• Student is at high risk/danger to themselves or others.
• Student is being considered for transfer to a more restrictive environment or emergency discharge.
Participation: CCW-Day & Residential, ITU, Clinical Director, Nursing, Nursing Coordinator, Clinician, Lead Clinician, Clinical Director, Program Director or APD (or Lead Clinician if the student is an ITU student), Executive Vice President, Vice President of Program Services, Teacher & TA, Supervisor, or Assistant.
Notification: Psychiatrist, Medical Director.
3. Protocols
• The Program Director or designee will decide whether or not to schedule a special/emergency team meeting.
• Emergency Team meetings should be conducted within 72 hours of the determination of the need for an Emergency Team meeting.
• The Program Director or designee will notify all staff according to criteria listed above.
F. Contracts
Contracts with public agencies and school districts are maintained in the Business Office. Student travel, which may be reimbursed by the agency and funding for students’ absence from program varies by contract.