Annual Meetings
Annual Meeting Overview
Annual meetings are a meeting with the client, their case manager, and their guardians to talk about what’s going well, what’s not going well, their future goals, and review necessary paperwork.
We will typically have an annual meeting once a year, however, we may have one within a couple of months after getting started with services!
During annual meetings, we go over documentation and ensure Great Work’s services best fit our client’s needs. During the annual meeting, we will discuss what has been working well, what changes would our participants would like to make, and set goals for the following year of what they would like to work on.
Annual meetings must be done within a year of the Intake Date. You can also tell when an Annual Meeting needs to be scheduled by the service end date (this can be found in REV and the 6790).
Aim to schedule the annual meeting at least one month in advance of the due date.
Try to sync up your Annual Meeting with other providers’ Annual Meetings, if possible, before GW’s Annual due date. That way your client doesn’t have to sit through multiple Annual Meetings.
Important Deadlines: Annual meetings must be completed within a year of the Intake Date.
What documents do we update?
Meeting Summary
This gives an outline of things to bring up during the meeting and is an opportunity to talk about how employment fits into all aspects of their life, such as home, cultural and social life.
Annual Plan
This describes the services we provide, health concerns, and risk of abuse.
Progress Report
This gives a brief update on their progress toward achieving last year’s goal.
Release of Information (ROI)
We are ONLY allowed to talk to people/organizations identified on the ROI!
Annual Authorization
Provides contact information and requests permission to take photos, get medical info and give policies
Phase Service Document
This document outlines the specific goals being worked on in each phase of the E1MN framework (i.e. Engage, Plan or Keep).
Important Information: The Keep Phase document needs to be updated yearly!
Make sure you fill in all of the blank spots! If it doesn’t apply, type “NA”!
Annual Meeting Scheduling Email Template:
Annual meetings include your participant and members of your participant’s team!
“Hello!
Great Work’s Annual Meeting for [INSERT PARTICIPANT’S NAME] is due on [INSERT DUE DATE FOR MEETING].
During Annual Meetings, we go over documentation and ensure Great Work’s services best fit for [INSERT PARTICIPANT’S NAME] needs. During the annual meeting, we will discuss what has been working well, what changes [INSERT PARTICIPANT’S NAME] would like to make, and set goals for the following year of what [INSERT PARTICIPANT’S NAME] would like to work on.
My availability for the next couple of weeks are
[DAY], [DATE]: [TIMES]
[DAY], [DATE]: [TIMES]
…
Please let me know what times work for you and if you have any questions!
I’ve enjoyed serving Team [INSERT PARTICIPANT’S NAME] and am excited to connect.
Best,”
Annual Meeting Resources
Guided Annual Meeting Documents
Blank Annual documents with red guided text are located in 06_Guided_Documents. If your participant folder doesn’t have them, make a copy of them in your participants folder.
Example Annual Meeting Documents
Click to navigate to example Annual Meeting documents.
IAPP Examples
An IAPP stands for an Individual Abuse Prevention Plan . It assesses their risk of abuse . An IAPP is only needed for Waiver clients, not VRS .
Sexual Abuse:
Lack of understanding of sexuality.
Ellie may not recognize when someone is taking advantage of her sexually. Great Work will alert the team if they notice any behavior changes in Ellie. They will help Ellie understand what is happening to her is not okay and help her leave the situation.
Likely to seek or cooperate in an abusive situation.
Ellie may crave affection and may not understand that someone is taking advantage of her sexually. Great Work will help Ellie understand appropriate ways to show affection and alert the team, and or authorities if they suspect Ellies is being abused. Great Work will help Ellie remove herself from an abusive situation.
Inability to be assertive.
Ellie may not know how to say no or even if it’s okay to refuse someone’s inappropriate affection. Great Work will help Ellie realize she has the right to say no and leave an uncomfortable situation. Great Work will practice scenarios to help Ellie gain confidence in asserting her right to maintain her personal space if a situation arises.
Physical Abuse:
Inability to identify potentially dangerous situations.
Ellie may not recognize a violent situation that may be developing in her environment. She may not understand that an escalating argument could lead to her being physically hurt. Great Work will help Ellie identify when she or others are letting their negative emotions get out of control. If a situation arises, Great Work will help Ellie walk away from the situation to keep herself safe.
Lack of community orientation skills.
Ellie may not know where to go or who to ask for help when she is faced with physical abuse in the home or community. If Great Work becomes aware of an abusive situation involving Ellie, Great Work will notify the authorities and the team right away. Great Work will help Ellie leave the abusive situation and connect her to the resources she needs to be safe.
Inappropriate interactions with others. Verbally/physically abusive to others.
Ellie may not realize that being argumentative or yelling at others may cause someone to become violent against her. She may not recognize that the other person is reaching his or her limit of restraint. If the situation arises, Great Work will help Ellie remove herself from the area to allow herself and others to de-escalate.
“Victim” history exists.
Ellie has been a victim of physical abuse in the past. She does not have sufficient skills to know how to avoid abusive situations. Great Work will pay close attention to conversations with Ellie during check-ins and report any concerns to the team for further investigation.
Self-Abuse:
Dresses inappropriately.
Sometimes Ellie does not dress for the weather. Great Work will remind Ellie to put on a coat and hat when the temperature outside warrants it.
Refuses to eat.
Great Work will remind Ellie to eat healthy meals to preserve her strength and health.
Inability to care for self-help needs.
Ellie needs help from staff to complete basic hygiene and health needs. Great Work will remind Ellie of the importance of taking responsibility for keeping herself clean and eating a healthy diet.
Lack of self-preservation skills (ignores personal safety)
Ellie does not always pay attention to her surroundings when out in the community. Great Work will practice awareness with Ellie and help her become proficient in safely crossing streets and navigating uneven pavements, stairs, and escalators.
Engages in self-injurious behaviors.
Ellie lacks coping skills and will sometimes hit herself on the head when frustrated. Great Work will help Ellie identify what she is frustrated about and help her discover alternative ways to cope without hurting herself.
Neglects or refuses to take medications.
Ellie will sometimes forget or decide not to take her daily medication. Great Work will ask her during check-in if she took her medication. Great Work will remind Ellie of the importance of following the doctors’ prescriptions in order to avoid serious side effects.
Financial Exploitation
Inability to handle financial matters.
Ellie may not feel comfortable saying no to people who ask her for money. Great Work will help Ellie practice such phrases as, “I don’t have any money” or “I don’t carry cash” when asked for money from a friend, co-worker, or stranger.
The E1MN Framework
The Employment First Minnesota Framework (E1MN) is designed to help make sure that Great Work helps our participants explore employment, plan for employment, find a job, and keep a job that is a perfect fit for them! Click below to learn more about each phase:
