01

Overview Your Responsibilities at a Glance

This guide is built around your responsibilities as the C4W Program Coordinator. You are currently managing obligations under three active funding agreements simultaneously. Use the table below to see how your responsibilities connect to the tools and grant sections in this guide.

Connection 4 Wellness is CWUW's whole-person mental health and resource navigation program. As Program Coordinator, you are simultaneously running participant services, operating an emergency assistance fund, managing a Community Health Worker embedded at two clinic sites, tracking three sets of grant obligations, and overseeing program finances. This guide exists to make sure none of those threads goes unmanaged.

Your Responsibility	What It Looks Like in Practice	Where to Find Guidance
Mental health & resource navigation	Connecting participants with mental health resources, essential needs, and the 7 Dimensions framework	Checklist Phase 1
Operate the Good Faith Fund	Processing rapid-response emergency assistance within 48 hours; tracking all disbursements by category	Checklist Phase 1 · Good Faith Fund Grant
Cultivate community partnerships	Building and sustaining relationships with orgs that provide essential needs	Checklist Phase 2
Develop webinars, workshops & educational programming	Designing and delivering mental health and wellness content grounded in the 7 Dimensions	Checklist Phase 3
Work cross-program to meet participant needs	Coordinating with Sisters Together, YWAC, and Life Rhythms staff	Role Clarity · Cross-Program
Manage the CHW & GFC partnership	Overseeing CHW clinic attendance at St. Vincent de Paul and Gleaners; managing referrals; ensuring 80% follow-up rate on abnormal results	Checklist Phase 4 · Gennesaret Grant
Monitor policies, schedule & budget	Overseeing implementation, timelines, budget, and financial tracking	Checklist Phase 4
Maintain client files & confidentiality	Accurate Daxko documentation; protecting all client information	Documentation Standards
Manage staff assignments & schedules	CHW weekly schedule, assignments, and GFC clinic coverage	Checklist Phase 4
Manage marketing & communications	Coordinating with the Engagement Coordinator on social media and outreach	Role Clarity
Grant writing, reporting & compliance — all three	Tracking required metrics in real time; submitting reports on schedule for BNF, Power to the Parent, and Gennesaret	Grant Sections

02

Part 1 Program Coordinator Checklist

Use this checklist monthly to confirm all program areas are moving, documented, and on track. Click any checkbox to mark it complete. Click each phase header to expand.

Phase 1 Participant Services, Resource Navigation & Good Faith Fund ▾

Responsibility: Provide mental health and resource navigation. Operate the Good Faith Fund rapid-response assistance. Provide a support system for women and their families.

Mental Health & Resource Navigation

Conduct or schedule intake conversations with new C4W participants
Assess each participant's needs across the 7 Dimensions of Wellness Emotional, physical, social, occupational, intellectual, environmental, spiritual
Connect participants with appropriate mental health resources Internal CWUW support, external referrals, behavioral health providers, counseling
Navigate essential needs referrals for participants and their families Housing, food, childcare, transportation, healthcare, education, utility assistance
Follow up on all open referrals within 2 weeks to confirm connection was made
Document all participant interactions, referrals, and follow-ups in Daxko within 24 hours
Maintain all client files with current, accurate information
Ensure all client information is kept strictly confidential

Good Faith Fund — Emergency Assistance (Power to the Parent #4295)

The Good Faith Fund is a rapid-response, payor-of-last-resort program. Funds must be distributed within 48 hours of a verified request whenever possible. All disbursements must be tracked by category the day they are issued.

Receive and triage all Good Faith Fund assistance requests
Conduct streamlined intake assessing household composition, urgency, and available resources
Verify eligibility: demonstrated financial hardship, immediate need, lack of alternative funding sources
Prioritize households with multiple children and/or elderly family members Open to ALICE population and broader community
Process approved requests within 48 hours whenever possible
Pay vendors or landlords directly when feasible to ensure accountability
Enforce assistance caps per the grant work plan Up to $250/household for food, utilities, housing; up to $500 for high-risk eviction; transportation limited to employment and medical needs only
Log every disbursement in Daxko by category and dollar amount the day it is issued Housing, childcare, education, transportation, food, healthcare — track subcategories per UWCI reporting template
Track total unduplicated count of individuals receiving Good Faith Fund services
Complete brief follow-up check-ins after assistance; connect to longer-term supports when appropriate

Phase 2 Community Partner Cultivation & Stakeholder Relations ▾

Responsibility: Cultivate relationships with community partners who provide essential needs. Facilitate positive relations between the program team, public, media, and all stakeholders.

Maintain active relationships with all current C4W community partners
Conduct at least one intentional touchpoint per quarter with each key partner
Identify new partner organizations that can provide essential needs Housing agencies, food access, childcare, transportation, healthcare, legal services
Log all partner contacts and activity in Daxko
Attend and actively participate in all CWUW team meetings and mandatory events
Maintain regular communication with Gennesaret Free Clinic Patient Services staff
Ensure all materials related to UWCI-funded activities carry the required UWCI acknowledgment Required under both FA #4220 and FA #4295
Provide human interest stories and participant information to UWCI as requested No personally identifiable information without prior written UWCI consent

Phase 3 Webinars, Workshops & Educational Programming ▾

Responsibility: Develop webinars, workshops, and educational opportunities addressing mental health, basic needs, and related issues. Promote the 7 Dimensions of Wellness.

Maintain a running calendar of upcoming C4W workshops and webinars
Develop content for each session at least 2 weeks in advance
Ensure all educational content addresses at least one of the 7 Dimensions explicitly
Confirm all technology is working before each virtual session
Promote each workshop in coordination with the Engagement Coordinator
Track attendance at every session and log in Daxko
Collect participant feedback after each session
Archive all session materials in organizational files after each event

Phase 4 Program Operations, Staff Management & GFC Partnership ▾

Responsibility: Monitor policies and schedule. Oversee the budget. Manage CHW assignments and GFC clinic obligations.

Program Operations

Review program schedule at the start of each month; identify conflicts or gaps
Schedule and organize all program-related meetings and events
Monitor program implementation against established policies and practices
Address schedule slippage or delivery issues immediately
Coordinate program communications across staff, participants, and partners

Community Health Worker — Schedule & Supervision

Confirm CHW weekly clinic schedule each week One day at St. Vincent de Paul; one day at Gleaners — both required under the Gennesaret partnership
Communicate with GFC Patient Services if/when CHW cannot attend a scheduled clinic Communicate before the clinic day whenever possible — do not let absences go unreported
Manage referrals from GFC Women's Health Clinics through the CHW Mammograms, follow-up testing, mental health, family planning, insurance enrollment, and more
Confirm the CHW is connecting at least 80% of women with abnormal results to follow-up care Contractual requirement — track monthly; report to ED
Monitor CHW documentation in the EMR and referral systems for accuracy
Respond to GFC data requests within 5 business days Contractual obligation — log date of request and date of response

Budget & Financial Oversight

Review program budget against actual expenditures at least monthly
Track all billing, payments, and financial transactions tied to C4W
Track every Good Faith Fund disbursement by category the day it is issued
Flag any budget variances or concerns to the Executive Director immediately

03

Part 2 Role Clarity

The C4W Program Coordinator carries participant services, community partnership, educational programming, operations, staff supervision, financial oversight, and grant compliance responsibilities simultaneously. The table below names what this role is — and is not.

✓ This IS Your Role

✗ This Is NOT Your Role

Navigating mental health and essential needs resources for participants

Providing clinical mental health services — connect participants to licensed providers

Operating the Good Faith Fund — processing, disbursing, and documenting every request

Approving disbursements outside the established caps without ED authorization

Cultivating community partners who fill resource gaps for participants

Attending community events without a follow-up plan or documentation

Developing and delivering educational content grounded in the 7 Dimensions

Facilitating sessions on topics you have not verified or prepared

Supervising the CHW's schedule, GFC clinic attendance, and assigned tasks

Letting CHW absences, documentation gaps, or the 80% follow-up rate go unaddressed

Tracking all Good Faith Fund disbursements by category in real time

Reconstructing grant data at month-end from memory or paper notes

Overseeing the program budget and flagging variances to the Executive Director

Approving expenditures outside your authority

Submitting complete monthly reports to the Executive Director by the 5th

Submitting partial reports or skipping months

Notifying UWCI within 3 business days if you discover a breach of grant obligations

Waiting to report a compliance issue until the next scheduled report

Cross-Program Coordination. One of your distinct responsibilities is working across all CWUW programs to ensure participants are receiving essential needs. C4W does not operate in isolation — your work connects directly to Sisters Together, Life Rhythms, and YWAC.

1.Know what each CWUW program offers — you cannot connect a participant to the right resource if you do not know what is available.
2.Communicate proactively with program staff when a shared participant has unmet needs — a brief message can prevent a participant from falling through.
3.Log all cross-program referrals and coordination in Daxko — cross-program activity is program activity.
4.Bring unresolved coordination issues to the Executive Director — do not let breakdowns quietly persist.

04

Framework Know the 7 Dimensions of Wellness

The 7 Dimensions of Wellness defines C4W's approach. You are responsible for promoting it and ensuring it shapes how you navigate resources for participants. You must be able to describe each dimension and connect it to a participant's lived situation.

Dimension	What It Means for C4W Participants
Emotional	Mental health, coping, emotional regulation, stigma reduction — the core of C4W's mission
Physical	Physical health status, access to care, chronic disease, reproductive and sexual health
Social	Relationships, community connection, isolation, support systems
Occupational	Employment, economic stability, job skills, workplace stress
Intellectual	Access to education, learning opportunities, information and health literacy
Environmental	Housing stability, neighborhood safety, access to clean food and water, transportation
Spiritual	Sense of purpose, meaning, cultural and faith connections

05

Standards Documentation & Confidentiality

Accurate, timely documentation is a program requirement and an obligation under all three funding agreements. Every interaction, referral, and disbursement must be recorded. All client information must be protected without exception.

What to Document	When — and How
Participant intake	Same day — enter in Daxko with full household and need assessment
Good Faith Fund request received	Same day — log request, household composition, need type, and urgency
Good Faith Fund disbursement	Day of disbursement — log category, subcategory, and dollar amount in Daxko
Referral made (internal or external)	Same day — include program/resource, date, and follow-up plan
Referral confirmed (participant connected)	Within 24 hours of confirmation
Workshop or educational session	Within 24 hours — attendance, topic, notable outcomes
Partner contact or meeting	Within 24 hours
CHW clinic attendance confirmed	Each week — log both days (St. Vincent de Paul and Gleaners)
GFC data request received	Same day — respond within 5 business days; log response date
CHW follow-up rate on abnormal results	Log monthly; flag to ED if below 80%
Budget transaction	Day of transaction
Urgent concern or compliance issue	Same day — notify ED; document in Daxko

All participant data is confidential under all three funding agreements. No personally identifiable information may appear in any UWCI report without prior written UWCI consent. Do not discuss participant details in shared spaces, informal conversations, or any format accessible to unauthorized parties.

06

Active Grant Basic Needs Fund — FA #4220

FA #4220 · UWCI Basic Needs Fund

Basic Needs Fund — Physical, Mental & Behavioral Health

$25,000
$6,250/quarter on the 15th

This is a general operating support grant advancing CWUW's mission in the Physical, Mental & Behavioral Health focus area. It supports Sisters Together (Move More, Eat Better) and C4W services broadly. Services are delivered at Hawthorne Community Center, Edna Martin Christian Center, and the Success Center at Carriage House East.

CWUW Work Plan Commitments

Commitment	Your Action
125 women participate in no-cost fitness activities	Track participant counts across Sisters Together; maintain unduplicated count in Daxko
50 preventive screenings (BP and A1C)	Coordinate with Health Educator; compile screening totals for report
25 women receive healthcare coverage enrollment assistance	Track benefit enrollment assists; confirm documentation in Daxko
30 women referred to Gennesaret Free Clinic for well-woman exams	Track GFC referrals through the CHW; confirm in EMR/referral system
20 women connected to behavioral health providers	Track referrals to counseling/therapy; confirm connection; document in Daxko
CHW assists with health navigation at GFC clinic sites	See Gennesaret section for full CHW obligations
Reimbursement assistance when cost prevents therapy access	Track and document; include in monthly financial records

Required Reporting Metrics (Exhibit 4) — Target: 125 Unduplicated Clients

Metric	Target	Track Monthly
Unduplicated clients served — Physical, Mental & Behavioral Health	125
Individuals receiving mental or behavioral health services	20
Mental or behavioral health services provided	60
Individuals who progressed with mental/behavioral health treatment plan	12
Individuals who received care coordination (health navigation)	100
Care coordination services received	100
Individuals enrolled in healthcare benefits	25
Individuals who received health screenings and/or preventative services	50
Health screenings and/or preventative services provided	100
Individuals who received care coordination (screenings)	50
Care coordination services received (screenings)	50
Individuals who participated in organized physical activity	125
Physical activity sessions attended by individuals	125

Reporting Schedule & Key Requirements

Requirement	Details
Mid-period report	Due October 30, 2026 by 5:00 PM — covers April 1 – September 30, 2026
Final report	Due April 30, 2027 by 5:00 PM — covers full period April 1, 2026 – March 31, 2027
Format	UWCI customized reporting template + designated survey form. Submit to research@uwci.org
Unknown data threshold	Keep unknown demographics at or below 5% across all categories — non-compliance affects future funding
Missed report consequence	Constitutes a Breach under Section 4; UWCI may withhold quarterly payments until accepted
UWCI acknowledgment	All signage, marketing, and materials related to BNF-funded activities must state support by UWCI
Significant change notification	Notify UWCI within 3 business days of any leadership change, financial change, or litigation

07

Active Grant Power to the Parent Fund — FA #4295

FA #4295 · Power to the Parent

Good Faith Fund — Eliminating Emergent Barriers for Families

$20,000
One-time payment upon execution

This grant funds the C4W Good Faith Fund specifically — rapid-response, payor-of-last-resort financial assistance to households experiencing immediate financial hardship. Funding must be used exclusively for Good Faith Fund activities. Any unused funds must be returned promptly.

Assistance Caps and Rules

Assistance Type	Cap / Stipulation
Food, utilities, housing-related expenses	Up to $250 per household
Rental assistance — high-risk eviction only	Up to $500 per household
Transportation aid	Bus passes and Lyft rides for employment and medical needs only
Disbursement timeline	Within 48 hours of a verified request whenever possible
Payment method	Paid directly to vendors or landlords when feasible
Eligibility priority	ALICE population and broader community; adult caregivers; households with multiple children and/or elderly members; must demonstrate financial hardship, immediate need, and lack of alternative sources
Unused funds	Must be returned promptly — do not hold unused Good Faith Fund dollars past the grant period

Good Faith Fund Monthly Tracking — Log Each Disbursement the Day It Occurs

Three required metrics: (1) Total unduplicated individuals served, (2) Number of requests fulfilled by category, (3) Dollar amount disbursed by category. Categories marked * are contingent on types of requests received.

Assistance Category	# Requests Fulfilled	$ Amount Disbursed
Housing Access & Retention *
Utility assistance
Rental assistance
Mortgage assistance
Access to safe, stable emergency housing
Housing navigation services
Legal assistance to obtain/retain housing
Supportive services under housing (other)
Other housing
Childcare *
Funds to parents/caregivers for childcare assistance
Other childcare
Education *
Funds for tuition expenses
Other education
Transportation *
Funds for transportation aid
Funds for car repair expenses
Other transportation
Food Access *
Funds for food
Healthcare *
Funds for healthcare expenses

Reporting Schedule & Key Requirements

Requirement	Details
Final report deadline	Due January 29, 2027 by 5:00 PM — single reporting deadline covering full grant period (May 1 – December 31, 2026)
Format	UWCI customized reporting template + designated survey form link. Submit to research@uwci.org
Required demographics	Client Unique ID, Family Unique ID, Age, Gender, Race, Ethnicity, County, Zip Code, Employment status (adults), Number in household (adults), Gross Annual Income (adults)
UWCI acknowledgment	All materials related to Good Faith Fund activities must state support by UWCI
Significant change notification	Notify UWCI within 3 business days of any leadership, mission, financial, or reputational change

08

Active Partnership Gennesaret Free Clinic — Community Health Worker

Addendum A · Scope of Work

Gennesaret Free Clinic Partnership — CHW Embedded at Two Clinic Sites

Ongoing
Review annually

This is a formal partnership agreement with Gennesaret Free Clinic (GFC). CWUW hires and employs the Community Health Worker and is responsible for all CWUW-side obligations below. GFC oversees CHW conduct while at clinic and provides clinic equipment, training, and scheduling.

CWUW's Obligations — Your Responsibility to Manage

CWUW Must	Your Action
Partner with GFC to expand free Women's Health services in Marion County	Maintain active coordination with GFC; communicate proactively on any issues
Hire and employ the Community Health Worker	Ensure the CHW position is filled; manage HR onboarding per CWUW policies
Train CHW on CWUW resources, procedures, and protocols	Provide thorough onboarding; re-train when procedures change
Ensure CHW attends at least one clinic/week at St. Vincent de Paul	Confirm schedule weekly; report absences to GFC Patient Services before the clinic day
Ensure CHW attends at least one clinic/week at Gleaners	Confirm schedule weekly; report absences to GFC Patient Services before the clinic day
Communicate to GFC if CHW cannot attend a scheduled clinic	Contact GFC Patient Services proactively — do not let an absence go unreported
Manage referrals from GFC Women's Health Clinics to external resources	Mammograms, follow-up testing, mental health, family planning, insurance enrollment, and more
Connect at least 80% of women with abnormal results to diagnostic follow-up	Track this metric monthly; report to Executive Director; flag if below threshold
Maintain thorough documentation in the EMR and referral systems	Review CHW documentation regularly; address gaps before they accumulate
Share data outside the EMR with GFC within 5 business days of any request	Non-negotiable contractual obligation — log date of request and date of response
Ensure CHW conducts themselves per GFC clinic policies	You are accountable for CHW behavior in the clinic; address any concerns promptly

Monthly Gennesaret Compliance Checklist

CHW attended all scheduled clinic days at St. Vincent de Paul this month Log each day; note any absences and whether GFC was notified
CHW attended all scheduled clinic days at Gleaners this month Log each day; note any absences and whether GFC was notified
Any clinic absences were reported to GFC Patient Services before the clinic day
CHW is meeting the 80% follow-up connection rate for women with abnormal results Calculate monthly; flag to ED if below threshold
CHW documentation in the EMR and referral systems is current and complete
Any GFC data requests this month were responded to within 5 business days
Data outside the EMR was shared with GFC within 5 business days of any request
CHW referrals this month are logged in Daxko Mammograms, follow-up testing, mental health, family planning, insurance enrollment, etc.

09

Monthly Report What Is Required by the 5th

Your monthly report is not a summary of how busy you were. It is an account of what was produced — how many participants served, how many Good Faith Fund requests fulfilled and at what dollar amounts, how many referrals made and confirmed, how many clinic days completed, and what is coming next.

Total participants served this month — new and returning
Good Faith Fund — requests received, fulfilled, and denied with reason Break out by assistance category; include dollar amounts disbursed
Good Faith Fund — total unduplicated individuals served this month (cumulative toward grant total)
Mental health and resource navigation referrals made By resource or program type; include follow-up status
Community Health Worker clinic attendance Days at St. Vincent de Paul and Gleaners; any missed days and reason
CHW follow-up rate for women with abnormal GFC results Percentage connected to diagnostic follow-up; flag if below 80%
GFC data requests received and response status
Workshops or webinars held this month Topic, attendance count, and notable outcomes
Budget status — where the program stands against monthly budget; any variances
BNF grant metric progress toward annual targets Physical activity participants, screenings, care coordination, and benefit enrollments
Community partner activity this month
Marketing and communications activity in coordination with the Engagement Coordinator
Highlights — participant success, program win, or notable outcome
Challenges or barriers — what slowed you down or where you need support
Top three priorities for next month

10

Reference All Grant Deadlines at a Glance

Check this at the start of each month. Every deadline here is a contractual obligation — missed reports can trigger payment withholding or breach notice.

October 30, 2026

BNF Mid-period metrics outcomes report + qualitative success story (April 1 – September 30, 2026) — due by 5:00 PM to research@uwci.org

January 29, 2027

Parent Final data report + qualitative success story (May 1 – December 31, 2026) — due by 5:00 PM to research@uwci.org

April 30, 2027

BNF Final metrics outcomes report + qualitative success story (April 1, 2026 – March 31, 2027) — due by 5:00 PM to research@uwci.org

Within 5 business days

GFC Respond to any Gennesaret data request — log the date of request and date of response in Daxko

Within 3 business days

BNF Parent Notify UWCI of any significant organizational change (leadership, mission, financial, litigation) under both agreements

Quarterly — 15th

BNF $6,250 quarterly payment received — contingent on timely, accepted report submission

11

End of Month Monthly Self-Assessment

Work through these questions at the end of each month before submitting your report. If you cannot answer yes to most of these, that is the conversation to have with your supervisor.

Participant Services & Good Faith Fund

Did I follow up on every open referral from this month and prior months?
Were all Good Faith Fund requests processed within 48 hours whenever possible?
Is every disbursement logged by category and dollar amount the day it was issued?
Are all client files current, complete, and accurate in Daxko?
Is all participant data confidential and protected?

Community Health Worker & GFC Partnership

Did the CHW attend all scheduled clinic days at St. Vincent de Paul and Gleaners?
Were any clinic absences reported to GFC Patient Services proactively?
Is the CHW meeting the 80% follow-up rate for women with abnormal results?
Were any GFC data requests responded to within 5 business days?
Is CHW documentation in the EMR and referral systems current and complete?

Program Operations & Education

Did all scheduled workshops or webinars happen this month?
Were session materials prepared at least 2 weeks in advance?
Is the program on schedule this month?
Did I attend all CWUW team meetings and required events?

Grant Compliance — All Three Agreements

Are Good Faith Fund disbursements logged by category and subcategory in real time?
Am I tracking BNF metrics continuously — not reconstructing at reporting time?
Do I know the next grant deadline and what is required?
Are all materials related to UWCI-funded activities carrying the required UWCI acknowledgment?

Budget & Reporting

Have I reviewed the program budget against actuals this month?
Are all financial transactions tracked and logged?
Have I flagged any budget variances to the Executive Director?
Do I have everything needed to submit my monthly report by the 5th?
Have I communicated any challenges, risks, or capacity concerns to my supervisor?
Am I clear on my top three priorities for next month?