NJ Division of Developmental Disabilities 158
Supports Program Policies & Procedures Manual (Version 9.0) April 2024
o Ensuring these resources are used and making referrals as appropriate; and
o Coordinating services between and among the varied agencies so the services provided by the
Division complement, but do not duplicate, services provided by the other agencies.
Developing a thorough understanding of the services funded by the Division and ensuring these services
are utilized in accordance with the parameters defined in Section 17 of this manual.
Interviewing the individual and ensuring they are at the center of the planning process and in determining
the outcomes, services, supports, etc. that they desire. Also interviewing, if appropriate, the family or other
involved individuals/agency staff; reviewing/compiling various assessments or evaluations to make sure
this information is understandable and useful for the planning team to assist in identifying needed supports;
and facilitating completion of discovery tools, if applicable.
Scheduling and facilitating planning team meetings in collaboration with the individual; informing the
individual and parent/guardian that the service provider(s) can be part of the planning team, asking the
individual and parent/guardian if they would like to include the service provider(s) at the ISP meeting, and
inviting the service provider(s) to the ISP meeting; writing the PCPT and ISP; and distributing the ISP (and
PCPT when the individual consents) to the individual, all team members, and the identified service
providers; and reviewing the ISP through monitoring conducted at specified intervals.
Ensuring that, for individuals assigned an acuity, the Addressing Enhanced Needs Form is updated at least
annually and revised more frequently during the plan year as necessary. The individual/guardian shall have
the opportunity to be involved in the process. See Section 3.4 for more information.
Ensuring that there has been a discussion regarding a behavior plan for individuals with behavioral concerns
and that a behavior plan is in place as needed, particularly when the individual is assigned acuity due to
behavior. This shall be documented in the individual’s ISP.
Ensuring that there has been a discussion regarding the medical needs of the individual and that these needs
are documented in the ISP. This is to include the need for data collection of bowel movements, urine output,
seizure activity, etc. Should the planning team agree that such data collection is medically necessary, and
the individual’s primary care physician provides a prescription for it, this shall also be documented in the
ISP along with the responsible party who will record and store the information.
Writing the PCPT and ISP; and distributing the ISP (and PCPT when the individual consents) to the
individual, all team members, and the identified service providers; and reviewing the ISP through
monitoring conducted at specified intervals.
Annual completion of the Participants Rights and Responsibilities form with the individual/guardian,
uploading it to iRecord, and providing a signed copy minimally to the individual/guardian, residential, and
day service provider (as applicable).
Obtaining authorization from the SC Supervisor for Division-funded services.
Monitoring and following up to ensure delivery of quality services, and ensuring that services are provided
in a safe manner, in full consideration of the individual’s rights. This includes ensuring that for individuals
residing in provider-owned or controlled residential settings (i.e., Group Homes, Supervised Apartments,
etc.) and/or attending day habilitation programs, pre-vocational programs and group supported employment
programs that any restriction (Examples include, but are not limited to: Inability to access food at any time
due to a medical disorder; Inability to have access to items due to PICA) is supported by a specific assessed
need and justified in the person-centered service plan (i.e. ISP). Please see section 11.7 Home and
Community Based Services (HCBS) Settings Compliance for more information.
Notifying the Division’s HCBS Helpdesk at DDD.HCBShelpd[email protected]j.gov if they are notified that a provider-owned or controlled setting is not in compliance with section 11.7 Home and Community Based
Services (HCBS) Settings Compliance.
Maintaining a confidential case record that includes but is not limited to the NJ Comprehensive Assessment
Tool (NJ CAT), completed Support Coordinator Monitoring Tools, PCPTs, ISPs, notes/reports, annual
satisfaction surveys, annual physical and dental examinations (for those who reside in a licensed residential
program), and other supporting documents uploaded to the iRecord for each individual served.
Ensuring individuals served are free from abuse, neglect, and exploitation; reporting suspected abuse or
neglect in accordance with specified procedures; and providing follow-up as necessary.
Ensuring that incidents are reported in a timely manner in accordance with policy and follow-up
responsibilities are identified and completed.