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DSS instructor orientation august 2014
- 1. DSS Instructor Orientation August 13, 2014 PANEL: Jennifer Pryor, Training Coordinator Jay White, CEU Contact, Content Development Annette Kelley, DSS, Division of Licensing Programs Dr. E. Ayn Welleford, Department of Gerontology Chair
- 2. Introductions • Mary Beth Alford • Ellen Phipps • Sonya Barsness • Lindsey Slaughter • Annette Clark • Nakia Speller • Ronda Greene • Stacy Sutherland • Carolyn Merriman • Rhonda Whitmer • Courtney Petley • Gail Ziemba Welcome Returning and New Instructors!
- 3. Agenda • Review of Spring 2014 • Fall 2014 • What’s New? • Policy & Procedure Manual • Department Preamble • Fairfax/VA Beach Training Sites • CEUs • Questions from YOU!
- 4. Review: Spring 2014 • ISP • Working With Families • Organizational Diversity (new) • Agitation and Aggression Overall: Well Received and very positive feedback (great tips/tricks/information) Constructive Feedback: Practice better time management and engage the group – do not just read to them!
- 5. Looking Ahead: Fall 2014 • ISP • Activities for the Cognitively Impaired: Part I • Updates by Ellen Phipps • Mental Health in Later Life Part I: Mood Disorders & Anxiety • Updates by Jay White
- 6. What’s New? Policy and Procedure Manual New sections include information on: Mandatory Semiannual Webinar Meetings Department Preamble Enhanced Expectations of our Instructors New online CEU process Blackboard Training Summaries Conditions of Employment
- 7. Department Preamble A dynamic program in place since 1976 in the School of Allied Health, the Gerontology Program prepares students for a variety of capacities and settings including allied health, public sector, education and research, as well as impact in those professions serving senior consumers. With a broad, integrated view of gerontology, our perspective is that whether one is a degree/certificate seeking student, or pursuing continuing education, the application of gerontological knowledge can support optimal aging. What’s New?
- 8. What’s New? • New Training Sites New Fairfax Training Site! • Historic Blenheim (Fall only) • There will be a new site in the Spring New VA Beach Training Site! • VA Department of Social Services, Eastern Regional Licensing Office
- 9. What’s New? Each trainer folder will continue to have hard copy forms. Continuing Education Units (CEUs) NEW FOR FALL 2014 Online application and advance payment of CEU’s will now be accepted during online registration for each training course. Upon registering for a training, you will be asked to select if you want to receive CEU credit for the course. A $10 processing fee will be added to your total. You must complete the online CEU application form during registration. Refunds will not be given for no-show attendance. If you have any questions, please email agingstudies@vcu.edu.
- 10. Hard Copy Online + $10 check or money order + $10 credit card payment Turned in at training Completed before training CEU Applications
- 11. How will we know if someone applied for CEUs online? Carolyn paid with a check for the class, and did not apply for CEUs online Derrick paid with a credit card for the class, and applied for CEUs online
- 12. What’s New: CEUs • Only those who register for the training online are able to apply for CEUs online • Online CEU applications cannot be completed at or after the training Questions?
- 13. Tips, Tricks, and Fun Activities
- 14. “I always use tented name cards…this helps to keep the training more personal. I can reengage someone if I feel that attention is drifting” – Annette Clark “Establish up front what they hope to gain from the workshop and then explain the goals and objectives” – Ellen Phipps “Identify with specific disciplines, how hard they work at what they do, and what motivates them to do well at their work (i.e., CNA versus DON versus social worker).” – Lindsey Slaughter “I use the agenda as my nametags. It really helps to have them. You can call on people and acknowledge them when they engage” –Carolyn Merriman
- 15. Making It Fun! “I always have some type of ice breaker even if one is not included in the training” – Annette Clark “Playing an ice breaker game for the attendees to get to know each other a little but also to help them relax and make a fun learning experience” – Rhonda Whittmer “Use humor/be personally accessible… use real- life examples to engender a “group peer supervision” feel. Make info meaningful to what they really do and have folks learn from each other and give tips.” – Lindsey Slaughter “I usually try to come up with an exercise relative to the topic of the class or just a fun ice breaker” – Gail Ziemba
- 16. M&M ICE BREAKER shared by Rhonda • Give each participant a fun size bag of M&Ms • Have them select 2 or 3 colors from the bag • During introductions have them introduce themselves by using the color of the M&Ms as follows: Red Describe your personality in one word. Orange What is your favorite food? Blue What is one thing your parents taught you? Brown What is one thing you want to learn today? Yellow What do you like the most about your job? Green Which cartoon character best describes you?
- 17. Making the Best of Group Activities! • “Group activities are key in making the program more interesting. They are heavily encouraged to do these activities with attendees that they do not work with or know.” – Annette Clark • “The group counted off by 6, which helped get a balance of experienced and inexperienced participants in the group, and mixed up the different facilities.” – Carolyn Merriman
- 18. Bringing it all Home! • “If time allows, I always attempt to let the attendees discuss best practices, tips, and tools that they use. It promotes engagement, self-esteem, etc. and others always learn from the shared information.” – Annette Clark
- 19. Questions from YOU! For Annette Kelley: “What is going on with Person-Centered Care related to the regs that DSS is trying to get though our state government? Annette spoke about that sometime this past year.” For Gerontology: “What exactly is needed for the Leadership Program [CEGL] that is being offered?”
- 20. Questions from YOU! • How can we better engage adult day centers? • Could we have prizes or candy to hand out? • Is it possible for the department to provide laptops to instructors in addition to projectors? • Can we have a one day conference for all the trainers so that we can meet one another?
- 21. Questions from YOU! “Some attendees seem to register for all of the training sessions regardless if they have attended them in the past. I know and understand that they need the training hours and many of them are engaged in the repeat session, but some seem to be less interested. I do attempt to use other examples and change up activities as much as possible, but feel a responsibility to keep true to the curriculum… any one else have suggestions?”– Submitted by Annette Clark
- 22. Wrap Up Questions and Comments Jennifer Pryor – pryorjm@vcu.edu Jay White – whitejt2@vcu.edu Department of Gerontology 804-828-1565 | http://www.sahp.vcu.edu/gerontology/ Department of Social Services http://www.dss.virginia.gov/
Notas do Editor
- To sum up the Spring semester, over all we had very great ratings and positive feedback about our trainings. The providers said that they received a great deal of information in these trainings that helped them to solve problems in their own communities, gave them insight into how to change or add to their current processes, and they took away strategies to share with the staff who were not in attendance. The constructive feedback that was received from providers included suggestions to better prepare for time management, to not simply read the slides/notes/handouts, but to engage everyone in conversation. A few notes about our newest topic that was offered this spring: First of all thank you to all who facilitated this new topic, and thank you to Jay and Jenny Inker who developed the content. You may have noticed that attendance numbers were lower at this training, probably because the providers felt that it mostly applied to administrative staff and managers rather than to also apply to hands on staff. Even though we had lower attendance numbers for this topic, the feedback from the evaluation forms showed that those who attended really appreciated the information. They especially commented on the fact that they found the section on diversity helpful.
- In July we had a separate ISP webinar meeting to discuss all the changes and feedback we’re getting on that curriculum. The ISP trainers were all invited to that webinar, so if you did not attend, and you would like to listen to it, it has been uploaded to our blackboard site. I don’t think we need to spend any more time talking about ISP for fall. As you can see we are doing our Part I’s for Activities and Mental health this fall, which means next spring we will be offering our Part II’s. Our Activities curriculum has been updated by our newest addition to the DSS Instructor team, Ellen Phipps. Ellen, do you want to give us a little background on what you updated and your vision for this curriculum since you have so recently spent time with it? Jay, Can you tell us about what updates we can expect from the Mental Health curriculum?
- These are some of the items that have been added or updated in the newest version of the Policy & Procedure Manual. I am not going to go into detail about all of these items as you can read them yourselves once the latest version is published. I hope to have this P&P out by early next week for you to read and sign. With that said, there are a couple of things on this list that we will discuss in a little more detail.
- The Department Preamble was written by a work group to describe the way that we talk about Gerontology. This preamble will become a part of every single curriculum that we facilitate. You will see this as one of the first slides in your presentation, and you will go over this slide with all attendees. If any of the attendees want to know more about our Department and what we do, want to know more about our programs, please give them one of the brochures that we send along in your packet. Also, please have them call or email if they would like to discuss anything further.
- You will notice in the brochure that we have two new sites. Our Fairfax site is just moving down the road from the community center for those of you who facilitate in Fairfax. This change was made because the community center could not accommodate our training dates for the Fall, and they have referred us to one of their sister sites. In the Spring we will be working with a completely new vendor, so our site will change again. Hopefully we won’t have to keep bouncing around Fairfax after we move in the Spring. In Virginia Beach, we had several complaints about the library from providers, instructors, and inspectors. The VDSS Eastern Regional Licensing Office has been very gracious in lending their conference room to our monthly trainings. For those of you who facilitate in Virginia Beach, please make sure that we are being respectful of their space so that they will invite us to come back in the spring. As always, you know that you can find all of the addresses to our sites in your brochure, on our website, and for new sites I will be putting them on the folder for the first semester that the site is new. Just as a reminder of what it says in your P&P manual: It is your responsibility as instructors to know where your training site is and to look it up ahead of time.
- We have made a change to how we do CEU applications for this fall. I expect there will be some kinks to work out, but we are happy to offer online CEU applications to our attendees. The yellow box is a new addition to our training brochure, so if someone has a question about the online application you can refer them to this page of the brochure which will direct them to email agingstudies@vcu.edu. We will still be sending some hard copy forms to the trainings in addition to having the online form. Please review these forms as they are handed in. We are still receiving illegible and incomplete CEU forms.
- In order for you to identify who has complete the online CEU application, on your roster you will see a new column called “CEU”. In this example, we can see that Derrick Stultz has applied online for our CEUs for this training. He will not need to complete a hard copy form at the training. His money also has already been collected via credit card. If Derrick is not in attendance, he will not receive any CEUs for this training. If he sends somebody in his place, and they would like CEUs, they will need to complete a hard copy application form and submit payment. If we look at Carolyn Wooten, she has not applied for or paid for CEUs, but she did pay for the class with a check or money order. If she would like to apply for CEUs, she will need to complete a hard copy application form and submit payment.
- Does anyone have any questions about how the online CEU process is going to work or what is expected of you as trainers for CEU applications?
- These tips, tricks, and fun activities were taken from your surveys, and I wanted to share them with everyone! So here we go….
- Here are some tips on how to make the training personal. Annette and Carolyn pointed out that they like to use tented name cards so that all participants can feel engaged and it’s always wonderful to recognize someone by name. Because of Carolyn’s suggestion for us to supply name cards and markers, each trainer will receive two markers and some name cards for use at your trainings. At the end of the semester, please send back the tented cards you do not use and we will recycle them for the spring. Ellen pointed out that being able to establish the goals of each participant and the goals of the program can help inform both the instructor and the other participants about what information is most important for each topic. And Lindsey reminds us that recognizing the efforts of everyone in the room can help them feel rewarded and ready to learn more skills to add to their toolboxes!
- Here are some suggestions on how to make the training fun. Annette, Gail, and Rhonda all mentioned having ice breaker activities and games. When you do this at the beginning of the training, it can help set the tone to make it more interactive and lets the participants know that they are here to learn AND have fun. Lindsey makes trainings fun by using humor and real-life examples to make the materials meaningful and exciting. Now let’s look at an Ice Breaker game that Rhonda shared with us
- This is a really fun ice-breaker activity, that I stole for a training I facilitated in Fairfax on Team Building. Some of the questions are hard, as we found out at our GeroRetreat –especially which cartoon character are you? But it really made for a fun way to get to know the people in the room at the training! It’s a fun way to start the day, so thank you Rhonda for sharing this with us!
- Annette – how about you kick of our Q&A with this question from the trainer survey about the draft regs? CEGL – The CEGL which is the Continuing Education in Gerontological Leadership program is our Continuing Education program that tracks hours spent in continuing education with VCU Gerontology. Everyone who attends our DSS trainings and GeroSTAT forums are automatically tracked for what we refer to as our Level 1 track. Once they reach 15 hours of training with us, they will receive recognition from our department as completing this Level 1 track and will be invited to pursue additional continuing education hours with us that may be tailored to their specific interests (e.g., administrative vs. hands-on care, etc.) outside of DSS and GeroSTAT that will continue further their gerontological leadership. We hope to have brochures made for the CEGL so that we can give these to you to pass out at the trainings. We are still in the process of sketching out the exact curriculum for this program, but we are planning to send out recognition certificates and invitations for a focus group soon.
- As we all know, when we have folks from Adult Day in our trainings they are usually few in number. It’s easy to just slip into speaking about “residents” and Assisted Living since the majority of those present do work in ALF, but how can you engage those adult day folks more and make them feel included in our trainings? 2 budget questions … It has been requested to have a meet & greet conference for all of our trainers to meet. We can discuss this some more, but I do want to invite all of you to attend our GeroSTAT Happy Hours. The next one is in Williamsburg on August 20th. You should have received an email invitation with details. If you did not receive it, please email me and I will send it to you!