The How to Start A Student-Managed Wellness Center Manual

1.	Getting Started 
•	Finding Students, Faculty & Others Who Believe In Your Project 
•	Preliminary Governance Model – Steering Committee vs. Board; Other Committees vs. Task Force(s); Signing Eligibility 
•	Vision, Mandate, Objectives & Goals; Short Business Proposal 
•	Develop & Implement Surveys, Needs Assessment, Logic Model – What Is Your Reason for Existence; Who Do You Want to Serve? 
•	Develop Preliminary Budget 
•	Research & Evaluation – Plan Early 
•	Name Your Project 
•	Finding Partners; Home(s) – Clinical, Office, Programming 
•	Shifts – When, How Long, Where? After Hours isn’t easy 
•	History Keeping – Meeting Minutes; Calendar of Events; Participant Numbers 
•	Consider Your Clients & Personnel:  Plan for Longevity, Consistency, Quality & Efficiency 

2.	Funding 
•	Identify Potential Funders – Government – Federal, Provincial & Municipal; University; Community; Foundations, Corporations & Individuals.  Potential for Multi-Year Funding? 
•	If Applicable, Develop Funding Policy 
•	Develop Strategy for Contacting & Presenting to Potential Funders 
•	Remain Unincorporated; Incorporated Non-Profit &/or Registered Charity? 
•	Develop Long-Term Strategy for Funding 

3.	Operational Issues - Clinical 
•	Which Disciplines &/or Colleges Are Involved – Clinical, Programs, Committees? 
o	Students 
o	Professionals 
o	Staff 
•	What Functions Do Students Serve – Social Team; Clinical Team, Psychosocial Floater; Counsellor; Shift Supervisor; Resident, Food Prep; Childcare; Program Assistance 
•	Develop Strategy for Student Volunteer Recruitment, Training & Retention 
•	Develop Strategy for Professional Recruitment & Retention 
•	Develop Orientation Session(s) & Presenters – Agenda Issues To Include? 
•	Develop Shift Supervisor Duties & Training Session(s) 
•	Interprofessional Staffing – Clinical, Program, Cultural 
o	Physician, nurse, receptionist, cultural support worker(s), mentors, program coordinator, food prep/shopping, Kaptain Kid, shift supervisor. 
•	Liability, Directors & Officers & Malpractice Insurance – How Are Students, Professionals & Staff Covered & By Whom? 
•	Scopes of Practice/Skills Inventories for Each Student Discipline & Level 
•	Shift Structure – Intro, Client Care, Debrief Period, Interprofessional Team Building, Continuing Educational Opportunities, Case Management Discussions 
•	Programming – Developing Your Own &/Or Partnering 
•	Scheduling Personnel – Manual or Computer? Emergency Staff List; Categories 
•	Client Follow-up – Whose Responsibility & How To Manage When It Isn’t You? 
•	Policies – Charting; Code of Ethics; Reproductive Rights; Red Flag Situations; Dispute Resolution 
•	Reporting – Request for Chart; Near Miss Report; Physician Form A (Suicide); Photo Release; Client Consent(s); Intake Form; History & Patient Form; Daysheets; Lab Requisitions; Client Followup; Referrals; Shadow Billing for Services 
•	Research & Evaluation – Collecting Your Own Data & From Computer Records & Evaluation Reporting 
•	Providing Social Services – Food; Phone; Condoms; Needle Exchange; Newspaper; Chess; Puzzles; Clothes Depot; Computer Access; Advocacy; Client Assistance – Letters, Forms, Applications, Employment 
•	Volunteer Uniforms 
•	Clinical Supplies 

4.	Operational Issues – Administrative 
•	Staffing – Coordinator; Program Director; Educational Liaison; Fundraising; Volunteer Coordinator; Accountant/Bookkeeper; Lawyer; Webmaster; Scheduling – Students, Professionals 
•	Staff Issues – Hiring; Contracts; Payroll; Staff Meetings; Dispute Resolution 
•	Steering Committee or Board & Other Committees – Officers; Meeting Schedule; Focus; Annual General Meeting 
•	Updated Governance Documents – 3-5 Year Business Plan: Terms of Reference; By-Laws 
•	Finances – Budgeting; Bookkeeping; Financial Review vs. Audit & Banking 
•	Website; Scheduling Software 
•	Service Agreements With Partners & Vendors 
•	Research & Evaluation – Data Collection, Compilation & Evaluation Reporting 
•	Record Keeping – Meeting Minutes; Student, Professional, Client & Program Participant  Numbers; Calendar of Events; Personnel Files – Students, Professionals, Staff; Funding & Grant Agreements & Reports; Service Agreements; Banking & Financial Information; Receipts; Tax Receipts; Correspondence 
•	Community Development & Knowledge Transfer – Networking; Partnering; Presentations; Conferences; Publications 
•	Educational Institution Relations – Faculty Committee; Student & Faculty Recruitment; Curriculum Integration; Student Practica; Funding – Institution & Departmental 
•	Promotional Items – T-shirts, Coffee Mugs, Lanyards 
•	Contact Lists – Networking – CBO’s, Partners, Job Postings, Potential Funders; Media, Organization Newsletter; Students; Professionals; Faculty; Committee Members; Interested Parties 

5.	Paperwork is Your Friend 
•	Student Contract 
•	Student Manual 
•	Mentor Contract 
•	Mentor Manual 
•	Staff Contract(s) 
•	Faculty Letter of Recommendation 
•	Criminal Record Check 
•	Skills Inventories or Scopes of Practice Per Discipline & Program Level 
•	Shift Supervisor End of Clinic Checklist 
•	Attendance Sheet 
•	Intake Form 
•	Client Checklist 
•	History & Prescription Form 
•	Kids’ Rules 
•	Debrief Notes 
•	Policies; Protocols; Referrals & Local Resources 
1)	Policies
o	Research Policy 
o	Red Flag Situation Policy – Chest Pain, Difficulty Breathing, Heavy Bleeding, Suicide Ideation, Other
o	Personal Conduct Policy 
o	Patient Follow-up & Continuity of Care Policy 
o	Client Exam Room Policy 
o	Teaching Policy (Mentors) 
o	Interprofessional Policy 
o	Feedback Policy 
o	Prescription Policy 
o	People Under the Influence Policy 
o	Clients Seen Alone vs. With Another Policy 
o	Child Abuse Disclosure Policy 
o	Reproductive Policy 
2)	Protocols
o	Dispute Resolution Protocol 
o	Code of Conduct 
o	Confidentiality Agreement 
o	Code of Ethics (Individual Profession & Project) 
3)	Referral Information
4)	Local Resource Directory

6.	Marketing & Public Relations 
•	Logos & Branding 
•	Website Development & Maintenance 
•	Printing – Brochure, Business Cards, Recruitment Cards, Posters 
•	Signage – Conferences; Clinic; Programs 
•	Media – Media Releases; Interviews; Photos; Contact List 
•	Presentations – Student Recruitment; Professional Recruitment; Potential Funders; General Use 
•	Conferences – Submitting Abstracts; Poster Sessions; Professional Development 
•	Promotional Items - T-shirts, Trinkets 
•	Project Video 
•	Community Events – Community Dinner or BBQ; Community Cleanups 
•	Fundraising Events – Golf Tournament; Dinners; Dances; Bowling Challenges 
•	Project Monthly Newsletter 

7.	Sustainability 
•	Funding 
•	Sustaining Student Interest & Involvement – Have fun 
•	Sustaining Professional Interest & Involvement 
•	Maintaining Effective Service Delivery – Don’t Spread Yourself Too Thin 
•	Maintaining Relationships – Partner & Other