INSTRUCTIONS TO STAFF 340:75-1-232
1. Performance management process. A yearly training plan is completed for each Child Welfare (CW) staff member by the immediate CW supervisor and is documented on Form OPM-111, Performance Management Process, Section F, Summary/Development Plan. The yearly training plan includes job-related training needs identified through discussion between the staff member and supervisor and the mandatory training requirements.
2. Qualified training courses.
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(1) CWCTP workshops. All specialized workshops offered through the CW Comprehensive Training program (CWCTP) are considered job-related and count toward training hour requirements.
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(2) Other mandatory training. Any training determined mandatory for CW staff counts toward staff training hour requirements.
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(3) Staff meetings. Staff meetings qualify as job-related training for portions of such meetings, exceeding one hour in length, that are devoted specifically to formalized training. Review of various memorandums, statistical reports, project updates, and the like are considered program maintenance and do not count as training.
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(A) The person in charge of the meeting obtains and maintains all necessary training documentation, including a content outline and completed Form SD-2 (new form number 11PE203E), Training Attendance Record.
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(4) Oklahoma University Juvenile Personnel Training program (OUJPTP). All OUJPTP workshops are considered job-related and count toward training hour requirements. These workshops must be entered into the KIDS Non-CWCTP screen.
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(5) Child and Family Services Review. Staff participating in the Child and Family Services Review through the Children and Family Services Division (CFSD) Continuous Quality Improvement Unit receive training credit. Supervisors receive management training credit.
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(6) Other training courses and workshops. To count toward the staff training hours requirement, any other training courses, workshops, or seminars must be approved by the immediate CW supervisor as job-related and documented in the KIDS Training screens.
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(A) Other sources for training include, but are not limited to, the Office of Personnel Management, outside or independent conferences and seminars, and college and university courses.
3. Training schedules. Requirements for Level II and III workshops are found in the Supervisor and Mentor Guide that is updated at the beginning of each fiscal year. Quarterly schedules with dates and locations are disseminated to all county offices. The training schedule for the entire fiscal year is found on the Oklahoma Department of Human Services (OKDHS) InfoNet. Enrollment is completed on KIDS.
4. New Supervisor Academy. The Field Operations Division (FOD) offers a New Supervisor Academy that is mandatory for all CW supervisors. It provides necessary training for supervisors to expand management and supervisory knowledge, skills, and abilities, and provides an opportunity for cross training. In addition to the New Supervisor Academy, supervisors are required to complete program training.
5. Supervisor training. Annual CW supervisors' meetings are mandatory for CW supervisors and CFSD programs staff. The meetings are designed to share information, keep an open line of communication between the CW supervisors, CFSD programs staff, and FOD staff, and maintain a support system for supervisors. Attendance is tracked on KIDS and training hours are given for breakout sessions only.
6. Attendance requirements for CWCTP workshops. Full participation in CWCTP workshops is critical to the development of CW professionals. Any participant who misses more than a total of 30 minutes of any workshop does not receive credit for completing the training. All partial attendance is reported to the immediate supervisor. If a CW worker has a subpoena for any day during specialized training and cannot change the hearing date, the worker reschedules the training for another date.
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(1) Punctuality. Any participant who arrives late, leaves early, or returns late from lunch or breaks is advised by the workshop coordinator to return to his or her duty station for the duration of the training.
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(2) Illness. If a participant becomes ill or has sick children, and chooses to leave a training session, the participant advises the workshop coordinator and the immediate supervisor. If the training session is a mandatory training, such as the CW CORE Training (CORE), the participant must make arrangements with the appropriate CW Training liaison to attend the training at a later date. If the training is a non-mandatory training, such as specialized training, the participant enrolls in a later training session. If a participant is ill, has sick children, has a scheduling conflict, or other unexpected circumstances prior to beginning a training session, he or she advises the CFSD CW Training Section to cancel enrollment as soon as the circumstances are discovered.
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(3) Inclement weather. In case of inclement weather, participants are notified of cancellations as early as possible. When a workshop is canceled, participants are expected to be at their duty stations or take appropriate leave. Under no circumstances must participants feel forced to travel when they feel uncomfortable or unsafe in doing so.
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(4) Scheduling make-ups. A make-up session for CORE and Level I training is automatically scheduled for new CW workers by the CW Training Section. It is the responsibility of the participant to schedule any needed make-up sessions for Level II or Level III training by self enrollment in KIDS.
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(5) CWCTP training. Attendance at all training offered through CWCTP is tracked on KIDS. Attendance information is obtained by the CW Training Section contractor from the workshop sign-in logs at the time of training. Attendance records are available on KIDS, usually within 30 days after the workshop.
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(6) Non CWCTP training. Attendance at all non-CWCTP training is tracked through KIDS. The CW staff member attending the training enters the workshop information in the KIDS Non-CWCTP Training screen and requests supervisor approval.
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(7) Individual staff training records. Current training records that include both CWCTP and non-CWCTP training are available in KIDS Training Reports. Individual training records through KIDS date back to July 1995. Training records from October 1989 through June 1995 must be requested from the CW Training Section.