Colorado WIC Program Policies and Procedures Section 4: Organization and Management
Revised: 03/01/2026
Page 1 of 1
Scanned Documents and Obtaining Signatures/Verbal Acknowledgements
Policy: Scanning Documents – Certain documents must be scanned in to Compass for later reference. When scanning to Compass is not possible or the document is too large to scan, scan it and maintain an electronic copy or paper copy in a central file. Staff must note in the participant’s care plan that the document is in a central file.
Participant Signatures/Verbal Acknowledgements – Participant signatures/verbal acknowledgements are required within the Compass system. If a participant is in-person for their WIC appointment, and a signature is required, capture their signature on the signature pad. When providing remote services to a participant (e.g. remote recertification) and a physical signature is not possible, clinic staff may get a verbal acknowledgement from the participant and mark “Remote Appt - Verbal Acknowledgement” in the appropriate dropdown field of Compass.
Regulation: CO WIC State Policy
Procedure/Additional Guidance Scanned Documents The following documents must be scanned and attached to the family Compass record. ● Physician Authorization Form (completed by physician, approved and signed by WIC High Risk Counselor). ● Proxy self-statement. ● Endorser’s self-statements. ● Interim Endorser’s self-statements. ● Foster papers or guardianship documentation. ● Endorser relinquishment/change of endorser.
No Signature Available If a signature is not available, staff must check the No Signature Available checkbox and select one of the following reasons: ● Remote Appt – Verbal Acknowledgement ● Equipment malfunction ● Mailed ● Refused ● NE Class
Signatures for Nutrition Education Classes There are two ways to capture an electronic signature from those attending a NE class: ● Signature can be captured at the time benefits are issued. ● If benefits are issued while the participant is in the NE class, staff can capture the participant's signature after the class by accessing the NE Class in Scheduler and clicking on the Signature button.