Booklet #1: Policies & Procedures / Asheville

TEACHER’S MANUAL Section 1 Policies and Procedures Table of Contents •

Building Bridges + History of AFL

• •

Arts For Life Contact List Arts For Life Programs

• •

Social Media Agreement General Volunteer Policies

• • • • • • •

Illness Policy & Procedure Patient Confidentiality Professional Boundaries Policy Cleaning Policies Materials Guidelines Recyclables Policy Foul Weather Policy

•

Review: ONLINE QUIZ / artsforlifenc.org

Arts For Life builds bridges and makes lasting connections between the art and healthcare communities of North Carolina. Our staff members are artists and teachers who believe the arts are key to creating and maintaining vibrant and healthy communities. Our programs teach visual arts, music, and creative writing lessons to patients and operate seven days a week, six to fourteen hours a day in each of our hospital sites. Arts For Life staff, interns, and volunteers teach the arts to patients for over 260 hours each week.

Arts For Life partners with Brenner Children’s Hospital in Winston-Salem, Mission Children’s Hospital in Asheville, Carolinas Healthcare System Levine Children’s Hospital in Charlotte, and Duke Children’s Hospital & Health Center in Durham to create successful pediatric clinic art programs, inpatient bedside programs, and art groups and special events.

Our teachers work with more than 9,700 patients, siblings, and family members annually, and we see many of those on a weekly basis. We teach the arts to children and teens who are battling serious and chronic illnesses, kids who need ongoing therapies and treatments, and brothers, sisters, and parents who are with the patient throughout the process.

Arts For Life has improved pediatric and patient care across the state of North Carolina, demonstrating the importance of vital, educational, and engaging support services for patients and their families. Our programs strive to help young patients become strong members of their communities in spite of the struggles and hurdles they face.

Arts For Life’s internship and volunteer programs train college students, artists, medical students, and community members in teaching the arts to patients. Through these programs, we have led hundreds of people in using the arts to improve their communities.

arts for life’s program goals • • • • • • • •

Utilize art stations, teachers, and lessons to transform and improve healthcare environments; Provide hospitalized and seriously ill children access to the arts and education; Help young patients and their families cope with short and long term effects of illness; Give patients opportunities to interact with peers (other patients and siblings); Foster patients’ imaginations, critical thinking skills, and creativity; Help patients to set and achieve goal Guide patients in focusing on positive activities during waiting times and stressful experiences; Provide positive educational experiences that add a sense of purpose and accomplishment to children’s lives.

history Arts For Life began as a small project in 2001 when our founding director, Anna Littman, gave cameras, film, and journals to young cancer patients. Littman became a part of the community of patients at Brenner Children’s Hospital when her 11-year-old sister, Katie, was diagnosed with osteosarcoma, a type of bone cancer. Littman spent many months in the hospital with Katie. She witnessed the struggles and triumphs of young patients, and observed that many of the children’s emotional, social, and cognitive needs were not being met.

While helping to care for her younger sister, Littman also began teaching art. First, she was teaching just Katie. Then, she started teaching Katie’s neighbors in the hospital, then six other kids on the unit got involved, then twelve, then twenty. Patients and parents responded positively to the art lessons and asked for more. Photography and visual arts quickly proved to be ways to help patients successfully cope with their medical treatments and hospital stays.

Several start-up grants and a donation of cameras, film, and film processing from Kodak allowed Littman to keep teaching. Overwhelming requests from patients, parents, and caregivers led Arts For Life’s growth. Donations from many individuals and contributions from businesses, such as the Loretta Ho Sherblom Insurance Agency, enabled Anna to form Arts For Life and to keep the program going.

Now, several years later, Arts For Life runs chapters in Charlotte, Asheville, Durham, and Winston-Salem. The organization has eight staff members, three Music Fellows, ten Board of Directors, over fifty teaching volunteers, and countless community volunteers.

Arts For Life has received support from the North Carolina Arts Council, the FleshmanPratt Foundation, NFL Charities, the Stephenson Pope Babcock Foundation, the Leon Levine Foundation, Community Foundation of Western North Carolina, the Mary Duke Biddle Foundation, Panther’s Charities, Johnson & Johnson Charities, the Janirve Foundation, the Asheville Area Arts Council, the Winston-Salem Arts Council, the Winston-Salem Foundation, Ronald McDonald Charities of NC, and other foundations.

Individuals, churches, school groups, and community organizations across North Carolina have embraced Arts For Life and support the organization with much-needed funds and volunteer hours. Arts For Life also receives contributions from our hospital partners to sustain and grow our offerings to patients and families.

Arts For Life Asheville Contact List Arts For Life Asheville Program Director: Annie Rogers Phone/Text: (828) 301-2093 Email: annie@artsforlifenc.org For teachers in the Zeis Clinic and/or Pediatric Inpatient Unit, Annie is your main point of contact.

Arts For Life Asheville Program Coordinator: Anna Long Phone/Text: (828) 708-2674 Email: anna@artsforlifenc.org For teachers in the Reuter Center (Huff Center and/or Pediatric Specialties Clinic), Anna is your main point of contact.

Annie and Anna will be your supervisors and main points of contact. Call, text, or email them with any programming questions, or to report an absence or late arrival.

Arts For Life Asheville Program Assistant: Cara Steinbuchel (Zeis + Inpatient) Phone/Text: (828) 280-5659 Email: cara@artsforlifenc.org

Arts For Life Asheville Music Teacher: Melissa Hyman Phone/Text: (516) 457-0541 Email: melissa@artsforlifenc.org

Other Arts For Life Contacts Arts For Life Executive Director: Rachel Zink Phone: (828) 712-8120 Email: rachel@artsforlifenc.org

Arts For Life Main Office: Snee Howard, Office Manager 50 S. French Broad Avenue Suite 258 Asheville, NC 28801 Office Phone: (828) 772-5339 Website: artsforlifenc.org

Mission Clinic and Unit Contacts In addition to your AFL supervisor (see above,) you’ll also contact the clinic directly to report an absence or late arrival.

Olson Huff Center (Clinic Desk) Contact: Lou Tippett Phone (828) 213-1780 Security: (828) 213-1740

Zeis Pediatric Hematology/Oncology Clinic Contact: Amy Fisher, Child Life Specialist Phone: (828) 213-2547 Security: (828) 213-2500 or dial “0” from a hospital phone

Pediatric Inpatient Child Life Office Contact: Alysha Austin, Child Life Coordinator Phone: (828) 213-7337 Security: (828) 213 - 2500 or dial “0” from a hospital phone

Pediatric Specialties Clinic at Reuter Outpatient Center Phone: (828) 213-1740 Security: (828) 213-1740

Other Hospital Contacts Mission Department of Volunteer Engagement: Contact: Judy Haney, Aubrey Gilbert, Mandi Fritts, Sammy Allen Volunteer Services can assist with any questions regarding hospital volunteer onboarding and logistics.

Location: Memorial Campus Visitor’s Lobby Phone: (828) 213-1057

Mission WorkWell (Employee Health) The WorkWell office will help you get through all of the necessary testing and immunizations required to volunteer at Mission.

Phone: (828) 213-9600

Child Life Department The Child Life department has staff members in each of AFL’s programming areas. Often, Child Life Specialists and Assistants can be a great resource to AFL teachers, providing information and insight on pediatric patients.

Pediatric Inpatient Unit Aimee McNeil, CLS, and Alysha Austin, Child Life Coordinator

Office Phone: (828) 213-7337 Reuter Mission Children’s Outpatient Center Jordyn Coalson, Unit Cell Phone: (828) 775-3141 Zeis Pediatric Hematology/Oncology Amy Fisher, CLS Office Phone: (828) 213-1792 Unit Cell Phone/Pager: (828) 207-2716

Zeis Pediatric Hematology/Oncology Social Work Social workers work closely with the patients and families and might have useful information to share regarding who might need some extra special art time. Check with your chapter’s PD to understand your relationship with your hospitals’ Social Workers.

Karen Duncan, Noelle Nicholson Office Phone: (828) 213-9789

Security: You can call security if you are alone at night and need an escort to your car; if you witness a disturbance and are the nearest to the phone; If you are in the hospital and need to call security, pick up the nearest in-house and dial 0. Please add the security numbers to the contact list in your cell phone.

Hospital Main Campuses & SECU Cancer Center: (828) 213-2500 or dial "0" from a hospital phone.

Reuter Children's Outpatient Center: (828) 213-1740. Security is also at the front desk.

Outline of Arts For Life Programs at Mission Hospital Program Locations Olson Huff Center Location: art table in large waiting room Hours: 8:30am-5:30 pm, five days a week What: Visual Art projects lasting from 15 minutes to 4 hours Who: Group or one-on-one lessons with patients and their family members How: Set-up art tables with pre-planned projects for all ages and skill levels Pediatric Specialties Clinic at Reuter Location: art table in large waiting room Hours: 8:30am-5:30 pm, five days a week What: Visual Art projects lasting from 15 minutes to 4 hours Who: Group or one-on-one lessons with patients and their family members How: Set-up art tables with pre-planned projects for all ages and skill levels Zeis Cancer Center Location: art table and private clinic rooms Hours: 8:30am-5:30 pm, five days a week What: Visual Art projects lasting from 15 minutes to 6 hours Who: Group or one-on-one lessons with patients and their family members How: Set-up art tables with multiple projects for all ages and skill levels Inpatient Units Location: Pediatric Unit and Pediatric Intensive Care Unit (PICU: 3rd floor, Mission Campus Hours: 10:00am-8:00pm, seven days a week What: Bedside art and music lessons lasting from 15 minutes to 2 hours Who: One-on-one or patient plus family members How: Take materials and projects to patients in their rooms.

stay connected with arts for life Follow our pages and help us gather content to post on our sites. If you have a story you would like to share about a patient, get a consent form signed by the parent and share the information with your Program Director.

FACEBOOK

www.facebook.com/artsforlifenc INSTAGRAM

www.instagram.com/artsforlifenc Under no circumstances should a volunteer/intern post any content on an Arts For Life or their personal social media page that contains any information or photos of the patients and families that they work with through Arts For Life.

Volunteers/interns may only give patient information and signed consent forms to the Program Director who will make any final decisions on posting information.

Volunteers/interns that disregard this rule are subject to dismissal from their position with Arts For Life and the hospital. *Volunteers and Interns ARE allowed to re-post information that has already been posted by Arts For Life or the hospital.* I have read and agree to the above statement: Print name: _______________________________________________ Signature:

_______________________________________________

Date:

_______________________________________________

general volunteer policies Commitment of Services • Volunteers must commit to 90 hours or at least 9 months of service.

• Volunteers must commit to at least 3 services hours per week.

Completion of Training • Hospital Application and Orientation: (Total 3-4 hours) ▪ Volunteers must complete the Chapters’ Hospital’s Volunteer Application Process including reference forms, criminal background check, vaccination review, TB screening, and mandatory annual flu shot.

▪ Volunteers must complete the Chapters’ Hospital’s Volunteer Orientation Session • Arts For Life Training: (Total 7-12 hours) ▪ Volunteers must complete one or two Arts For Life Training Sessions (3-4 hours) ▪ Volunteers must complete two session of shadowing and observation with an Arts For Life Teacher (4–8 hours) Confidentiality • Volunteers must uphold the patient confidentiality agreement outlined by the Chapters’ Hospital in the Volunteer Orientation Session.

Absences •

When possible, volunteers must inform the Program Director of an absence at least 24 hours in advance. (For more information on illnessrelated absences, please see the Illness Policy in Section 7)

Attire • •

Volunteers should adhere to the dress code outlined by the Chapters’ Hospital.

Volunteers should dress comfortably, yet appropriately. This means: No open-toed shoes No torn/cut-off clothing No leggings or jeggings as primary pants No sheer or lace clothing No T-shirts with inappropriate slogans No short skirts or shorts higher than 1” above the knee No halter tops, tank tops, low-cut shirts, or shirts that show any part of the stomach or back. (Even when raising arms) Check with your chapter regarding blue jeans

•

Volunteers should always clearly display a nametag bearing the Arts For Life logo, in addition to their Hospital badges.

Cell Phones We ask that no cell phones are present during your shift with Arts For Life. Locked cabinets are available to keep your cell phone safe.

Remember, be present even when kids are not present! If a child sees you on your phone, they might choose not to approach you and they could miss out on an art lesson.

Additionally, if you are in a session and stop for a call or text, this shows our children that they are not your focus. Always be present with your students!

Relationship to Healthcare Staff—including MDs, RNs, CNAs, Nurse Practitioners, Social Workers, Therapists, Administrative Support Staff, and any other professional employed by your Chapter’s Hospital • Volunteers should not impede the work of any healthcare staff.

Volunteers should be a source of support for all staff members.

• Volunteers should refrain from assessing or commenting on the health of a patient that in any way may suggest a proficiency in medical knowledge and/or patient history • Volunteers should do all they can to maintain positive relations with healthcare staff.

Standard of Excellence • Volunteers must treat all students equally.

• Volunteers must maintain a positive, compassionate attitude.

• Volunteers must come for each shift completely prepared for the day’s lessons, with back-up lessons in mind.

• Volunteers should do all they can to involve the family members (especially siblings) of students in lessons.

Arts For Life Illness Policy Due to the compromised health status of the children Arts For Life serves, maintaining the personal health and wellbeing of Arts For Life teachers is of the utmost importance. Teachers should do all they can to maintain their own physical, mental, and emotional health in whatever ways they are accustomed.

Self Care In order to preserve the health of themselves and others at the art table during their shifts, Arts For Life teachers should: • Wash hands immediately upon arriving for a shift and just before leaving at the end of a shift • Wash hands or use hand sanitizer periodically throughout the shift (Hand sanitizer will lose effectiveness after three consecutive uses) including after bathroom breaks or use of facial tissue • Cover mouth completely when sneezing or coughing, using elbow • Avoid all physical contact with any individual who is visibly sick • Wear a mask and/or gloves (available upon request) if coming into contact with a student with a contagious illness.

Illness-Related Absence Arts For Life Teachers should avoid coming in for their shifts if they: • Know themselves to be sick in a way that might be contagious.

• Have been exposed to a contagious virus or condition, even if they are not exhibiting symptoms • Have physical symptoms of being sick—including (but not limited to) coughing, sneezing, sore throat, vomiting, diarrhea, fever, or rash.

• Have any question about their ability to physically execute their volunteer duties due to illness or injury.

Arts For Life Teachers who are feeling ill may come for their shifts only if their symptoms have been properly diagnosed to rule out contagiousness (ie, are allergyrelated, or attributed to another non-contagious-source.)

Arts For Life Teachers should notify their Supervising Teacher or Program Director via text or phone of an illness-related absence 24 hours prior to a shift, when possible.

Patient Confidentiality It is the policy of each hospital to protect patient’s Protected Health Information, in accordance with the Health Insurance Portability and Accountability Act, and other regulations protecting patient’s privacy.

Protected Health Information is information unique to an individual that can identify them: -

Patient Name Social Security Number Address Telephone Number Email Address Web Page (such as Caring Bridge for our patients) Medical Record Number All patient related dates Full face photography Any other unique identifiers that we may have access to on the census.

Do not discuss any patient’s conditions or circumstances with those who do not have a work-related “need to know.” Many parents, and occasionally other patients, will ask how a patient is doing, if they are inpatient, what room they are in, their caring bridge site, etc. If they request this information, politely tell them that you are not allowed to share such information.

Any information you overhear or accidentally obtain should not be repeated.

Photos can only be taken if a parent or guardian signs the Arts For Life and hospital media release forms. Never take a photo of a patient without their consent. Never take a photo of a patient with a personal device such as a cell phone or ipod.

Standard hospital policy is to shred sensitive paper information. Check with your Program Director to locate your assigned shredding bin. This will include the census and any notes taken during the day; be careful with patient lists and check your pockets before leaving the medical center.

Be careful not to discuss patient information or post photos of patients on any social networking sites (such as Facebook or Twitter, blogs, etc). Do not discuss patients with friends or family members.

It is important that you are mindful and respectful of patient’s privacy at all times.

In addition to the above precautions, please keep the following in mind at all times: -

-

Do not talk about a patient or patient’s family if they are not present.

If a patient requests information about another patient or family, politely tell them that you are not allowed to share such information.

Do not use last names or any other identifying factors.

Use extra precaution when you are in the hallway. Use a lowered voice when conversing with a patient or family member where others may hear. Take precautions to minimize the chance of being overheard by others. This is especially important when you are speaking with other staff members, such as the school teachers. You may want to suggest that you step inside the library or their office to talk.

Always keep patient notebook locked in the appropriate cabinet.

If a visitor requests to see a patient, refer them to the unit secretary.

When you are visiting patients in their rooms, keep records and documents (such as the census) face down or closed when at the bedside.

Be careful when speaking about patients in public areas (elevators, hallways, cafeteria) because you never know who may be listening.

Professional Boundaries Policy Observe all privacy practices as reviewed in your chapter’s volunteer orientation. If you have any questions about the patient’s Protected Health Information, ask your Program Director or the Volunteer Department at your hospital.

Refrain from: •

giving out personal contact information

•

discussing personal matters, especially those involving religion, politics, or other controversial subjects

•

meeting families outside the hospital unless it is at a hospital-sponsored or Arts For Life event

•

becoming friends with patients, parents, or other family members on Facebook or other social media sites

•

giving gifts to patients or families

•

helping families financially (note: families can talk with social workers)

•

calling patient rooms for any reason

•

bringing food or treats to patients or families

•

taking photos of or with patients, unless there is a release and it is for an AFL publication

•

using last names within earshot of others

•

discussing kids at the art table who are not present

Guidelines for Cleaning Materials Cleaning Materials Throughout the Day 1. Wipe the art table and chairs with the assigned wipes at the beginning of the day, in between patients, and at the end of the day.

2. Keep disinfectant wipes and gloves near the Arts For Life table or in your tote or cart. Use the wipes to clean all used materials after use. Clean each item thoroughly, covering the entire item with disinfectant.

3. Wipe each material until it is visibly wet and allow to air dry. Do not touch the surface for 2 minutes.

4. In accordance with each hospital’s infection control policy, all materials must be cleaned between each student use.

5. Rinse brushes, cups, and other containers in the sinks assigned by your Program Director. DO NOT use patient sinks for cleaning tools.

6. When needed, obtain all the paper towels you will need for the project from a dispenser in the general playroom, or from one of the dispensers at the hallway sink. DO NOT use paper towels from the dispensers in the patient rooms or bathrooms.

7. Make sure to maintain control of all materials. This means: a. Ensure each student has access to his or her own materials in the case of several students working together. Explain that they can share or trade once the supplies have been cleaned. b. Give the child a small amount of the porous materials at one time that are not able to be sanitized (i.e. – paper, feathers, google eyes, pom poms, pipe cleaners, model magic, play doh, etc.). These items need to be either left with the patient or discarded once they have been touched or placed on the patient’s table.

Self Care 1. Always wash hands in the hallway sink, staff bathroom sink, or general playroom sink; NEVER wash hands in a patient’s personal sink.

2. Wash hands immediately when you come onto the unit. Wash or use hand sanitizer between patients before you enter their rooms. Also wash before you leave the unit.

3. Observe and follow all universal precaution signs as posted by hospital staff.

4. Use the staff bathrooms. NEVER use patient bathrooms.

Cleaning Materials at the end of the Day

1. Use your Chapter’s assigned disinfectant wipes to clean all materials and surfaces (tables and chairs) that have been used. Please wear gloves when using the wipes to protect your hands from the strong and possibly irritating chemicals. Reorganize materials into their assigned containers.

Monthly Cleaning 1. See your Chapter’s “Deep Cleaning” schedule. This can be easily done on a slow day and will be much appreciated by your fellow volunteers!!!

Please remember to NEVER re-use Model Magic or Play Doh. These materials can absolutely NOT be cleaned and need to always be left with the patient or discarded.

Arts For Life Materials Policies Just for Arts For Life Teachers These are supplies AFL has in its storage cabinets. These supplies should only be used by teachers, and should be kept out of reach of children and parents at all times. In addition to the specific items on this list, any sharp, hot, or toxic material should also be used only by trained AFL instructors.

Large Scissors Xacto Knives Paper Cutters Any sharp object Any object with a blade Any material that is NOT non-toxic Any glass or breakable object that will shatter Toaster Oven (for shrinky dinks or sculpey) Blow Dryer (due to water cups for painting being on the tables)

Items Not to be Left in Patient Rooms and Only to be used with teacher supervision These are items that should not be left in patient rooms. In addition, please do not leave beads or other small objects with children 5 years old or younger. In addition, the children and their parents should only use the following items with the supervision of an AFL teacher.

- Any electrical item (glue gun, hair dryer, toaster oven, etc) - Scissors, needles, awls, circle cutter, etc (any sharp, pointy, or hot object/tool) - Entire boxes of materials - Specialty supplies like paper crimper or other high quality supplies.

- Skewers with pointed ends - Speedball carving tools.

- Any glass or breakable object that will shatter

For Teens Only (14 or older) The following supplies should be used by teens only, and even then only with close teacher supervision.

Hot Glue Gun Awls Dull needles for sewing Blow Dryer Sharpies Acrylic Paints

In all circumstances, please use your best judgment and always put the children’s safety as your number one priority. Please also put the cleanliness and preservation of hospital furniture and environments and children’s clothing as a priority. Please do not leave paints with unsupervised children under the age of 6.

Policy on the Use of Recyclable Materials in Art Projects Because the health and wellbeing of all Arts For Life students is of the utmost concern, certain recyclable materials are not suitable for use in our art projects. Please keep this in mind as you are planning and facilitating your lessons.

Materials Not Approved for Use in Arts For Life Art Projects: • ANY items from the Bathroom Including (but not limited to): Toilet Paper Rolls Used magazines that have been stored in the bathroom • Non-washable materials from the Kitchen Including (but not limited to): Egg Cartons Paper Towel Rolls Cereal or other paperboard boxes • Any food containers that cannot be boiled or disinfected.

• Any item that has any trace of mold or scent such as perfume, dampness, or smoke.

Approved Materials: • Washable materials from the Kitchen Including (but not limited to): Glass Jars (must be boiled for 5 min.)

Plastic Items—Soda bottles, berry baskets, yogurt cups, lids—that can be soaked in hot soapy water and dipped in a bleach solution.

Aluminum cans (soaked in hot soapy water) • Non-Kitchen Items (i.e. items that have not come in contact with food or any other kitchen-based bacteria) Including (but not limited to): Cardboard boxes Styrofoam blocks Cardboard notebook backing Wrapping paper tubes Packing materials (bubble wrap, Styrofoam peanuts, etc) Ribbon spools If you have questions or concerns about specific materials not listed here, please ask your Program Director before facilitating the lesson plan that includes it.