Revised 5-11-06

INSTRUCTIONS TO STAFF

1.  New Child Welfare (CW) Worker Development Plan. 

• (1) CW CORE training (CORE).
  • (A) Schedule.  CORE sessions are presented multiple times each fiscal year in Norman.  Schedules are included in the Supervisor and Mentor Guide that is updated each fiscal year.  The guide is available in Outlook Public Folders/All Public Folders/ STO DCFS/CW Training/Supervisor and Mentor Guide.
  • (B) Enrollment.  Enrollment in CORE is completed by the new CW worker's immediate supervisor, as soon as the CW worker's start date is known, by e-mailing the Children and Family Services Division CW Training Section with the worker's name and county of service
    • (i) Each CW worker must start CORE no later than six weeks after the hire date.  The new worker does not receive caseload assignments until completion of CORE.
    • (ii) At the time of enrollment, the CW Training Section sends the CW supervisor a packet with necessary information to prepare the CW worker for attending and fully participating in CORE.
  • (C) Attendance.  Successful completion of CORE is the new CW worker's only job responsibility; therefore, absences must be minimal.  Annual leave is not approved during CORE.  If planned annual or sick leave is scheduled during CORE, the CW worker must attend the next available session.  If the CW worker is absent during CORE, the CW supervisor immediately e-mails the CW Training Section liaison listed in the Supervisor and Mentor Guide.  The CW Training Section and respective CW supervisor communicate as necessary regarding any absences.
  • (D) Make-up days.  Decisions regarding making up days missed are jointly made by the CORE CW liaison and CW supervisor.  The decision is based on the amount of time missed, content missed, and CW worker's progress in training.
  • (E) Punctuality.  Tardiness exceeding a total of 30 minutes in any week of classroom training is reported to the CW supervisor by the CW liaison.
  • (F) Lodging. Cost of the new CW worker's lodging is directly billed to OKDHS.  Mileage and per diem for the CW worker in travel status is filed on the worker's regular travel claim and is paid from the Field Operations Division budget.
  • (G) Pre-CORE activities.  Pre-CORE activities are listed in the Supervisor and Mentor Guide.  If the activities are not completed, including the CORE Checklist, the CW worker reports to the county office until the next scheduled CORE.
  • (H) On-the-job training (OJT).  OJT activities are part of the transfer of learning process, and the new CW worker must be allowed time and support in completing the activities listed in the Supervisor and Mentor Guide.  For classroom training to have an effect on practice, workers must use their newly acquired skills in the work setting through OJT activities.  The CW supervisor ensures the CW worker has an opportunity to complete the assigned OJT activities before and during CORE.
  • (I) Observation reports.  A liaison from the CW Training Section is assigned to every CORE session.  The liaison completes an Observation Report on each CW worker and forwards it to the CW supervisor no later than three weeks after completion of CORE.
    • (i) Prior CORE, the CW supervisor advises the CW worker that the Observation Report is sent and may be used in determining recommendations on permanent employment status. 
    • (ii) Input for the Observation Report is obtained from the CORE trainers, on-site coordinator, and liaison's personal observations of the worker.
      • (I) The Observation Report includes information on group participation, attitude, relevance of questions, commitment to CW, attendance, punctuality, and identified strengths and needs of the CW worker.
      • (II) The liaison is available to meet with the CW worker and supervisor in the county office, if requested.
      • (III) The supervisor discusses the report's contents with the worker.
• (2) Structured mentoring.
  • (A) Mentoring relationship.  Working with a skilled mentor is the most effective method for a new CW worker to transfer learning from the classroom to the job.  A mentoring relationship is essential in giving the CW worker the opportunity to take new concepts, knowledge, and skills and integrate these into supervised real-life situations that cannot be replicated in training.
  • (B) Assignment.  A mentor is assigned to each new CW worker at the beginning of CORE and continues in that role until graduation.  The CW supervisor selects the most appropriate mentor available, based on the skills of the mentor and the specific job duties of the new worker upon graduation from CORE.
    • (i) Ideally, the mentor is a CW worker from the same supervisory group.  If there is no qualified CW worker available, a mentor may be assigned from outside the new CW worker's group.
    • (ii) A CW supervisor may serve as a mentor only if able to fulfill all of the mentoring responsibilities.
  • (C) Qualifications.  A mentor is a CW staff member with one or more years of CW service, unquestionable ethics, and outstanding social work skills, who can expose the new worker to the overall CW program.  The mentor understands the intent and spirit of CW policy and models the philosophy and mission of CW in the daily work routine.  The mentor is respected by CW staff and children and family services professionals in the community.
  • (D) Responsibilities.  Specific instructions for mentors are found in the Supervisor and Mentor Guide.
  • (E) Documentation.  The CW supervisor documents the name of the assigned mentor and dates of the mentoring relationship on Form OPM-111, Performance Management Process, Section F, Summary/Development Plan.
• (3) Mandatory specialized training.  Each CW worker must complete Level I training within one year of the hire date.  The CW worker is automatically enrolled in the training and a schedule is provided to the worker and CW supervisor at the end of CORE and included in the Observation Report
• (4) Intensive supervision for new CW workers.  The CW supervisor must provide intensive supervision for new workers throughout CORE and for 12 months thereafter.  Intensive CW supervision responsibilities are listed in (A) through (C).
  • (A) Prior to CORE
    • (i) Do not assign the new CW worker a caseload
    • (ii) Review all pre-CORE information with the CW worker and explain the New CW Worker Development Plan format.
    • (iii) Assist the CW worker in making lodging arrangements for CORE if necessary.  Lodging requirements are found in the Supervisor and Mentor Guide.
    • (iv) Complete all activities on the Pre-CORE Checklist included in the Supervisor and Mentor Guide.
    • (v) Assign a mentor to the CW worker, recognizing that the mentor has great influence on the worker's attitude and philosophy.  Make sure the mentor is familiar with his or her responsibilities.
    • (vi) Allow the CW worker to shadow experienced workers on a variety of job assignments.
    • (vii) Discuss with the CW worker the role of CORE and the Observation Report in the probationary period.
  • (B) During CORE
    • (i) Provide and explain OJT assignments and monitor completion of all activities during the OJT week in the county office.
    • (ii) Discuss OJT activities with the CW worker, complete the comments section, and sign documentation forms as required.
    • (iii) Ensure the CW worker returns to CORE with completed OJT assignment sheets with signatures and comments as required.
    • (iv) Assist the CW worker in filing mileage and per diem, if appropriate, on the regular mileage claim.  Use the CORE workshop announcement to document travel.
  • (C) After completion of CORE.
    • (i) Assign only 1/3 of a caseload when the CW worker returns from CORE.
    • (ii) Assign another 1/3 of a caseload one month post-CORE and the remaining 1/3 caseload two months post-CORE.
    • (iii) Review with the CW worker the mandatory training schedule for the next year.
    • (iv) Hold scheduled conferences weekly.
    • (v) Do not allow the CW worker to perform a new activity if the worker has not shadowed an experienced CW worker on a similar activity, such as supervise visits and testify in court.
    • (vi) Review the accountabilities on the worker's Form OPM-111.