HEALTHY FAMILIES MASSACHUSETTS POLICIES & PROCEDURES

TRAINING
HEALTHY FAMILIES MASSACHUSETTS (HFM) is committed to providing the highest quality training for all HFM staff and volunteers. Training is essential and instrumental in preparing all HFM staff for the important work they do with children and families. The training brings all staff and volunteers to a common starting point by orienting them to the mission and philosophy of HFM so that they will gain an understanding of the unique model and approach of the HFM program. Training provides information to equip staff with the necessary skills and knowledge for their work, and it also brings together the strengths and experiences of the diverse HFM staff to allow them to grow and learn from one another. Staff education and training is an ongoing process that enhances programmatic development, as well as individual professional development. This policy is based on the promising practice standards of the Healthy Families America (HFA) Critical Elements and outlines the minimum standard for training for all HFM staff. Individual programs may add to these standards, but must, at a minimum, meet these standards. HFM training policies and procedures are divided into the following sections: Staff training requirements; Pre-CORE training requirements; CORE skills & topic trainings and supervisors training; Trainings provided by individual programs; and Advanced level training. Attached to this policy are the following appendices: Appendix A: Pre-Service Training Orientation form Appendix B: Pre-CORE Training Orientation form Appendix C: Training Registration Procedures and Appendix D: Guidelines for Selecting Effective Community Training I. HFM STAFF TRAINING REQUIREMENTS A. All HFM staff are required to complete the following training: 1. Pre-Service Training Orientation; 2. Pre-CORE Training Orientation; 3. CORE Skills Trainings; 4. CORE Topic Trainings; 5. Trainings that individual programs are required to provide: Substance Abuse Family Violence
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 HIV/AIDS Ages and Stages Questionnaire Mental Health 6. Advanced Level Training; and 7. Any additional training, as required by individual programs, CTF, and Healthy Families America (HFA). B. Supervisors are required to complete the following training: 1. New Supervisors Development Plan (NSDP) (see HFM SUPERVISION POLICY for more information) 2. New Supervisors Orientation (NSO) 3. Supervisors Intensive Training (SIT) C. Program Coordinators are required to complete the following training: 1. New Supervisors Orientation (NSO) 2. Supervisors Intensive Training (SIT) Day One D. Interns/Volunteers All interns and volunteers who are performing the same/similar duties as paid direct service staff are required to receive the same trainings as paid staff, prior to direct work with children and families. E. Non-Direct Service Staff Staff that have limited work with families such as administrative assistants, data managers, group consultants, etc are strongly encouraged to attend training. Please submit a Technical Assistance (TA) Ticket via the TA Help Desk at CTF_TAHelpDesk@massmail.state.ma.us for recommendations on which trainings limited staff should attend. Spotlight on Supervision: Training is a key element in quality service delivery. Therefore, supervisors should clearly communicate the training requirements to all new staff during the hiring process. Completion of the HFM CORE Training Series must be the first priority for all new staff. II. PRE-SERVICE TRAINING ORIENTATION The intention of the Pre-Service Training Orientation is to build on the existing orientations provided by individual programs and to ensure that all HFM staff across the state have received proper orientation to the HFM program prior to direct work with families and/or staff. All HFM staff (i.e. paid staff, interns and volunteers performing the same/similar duties as paid direct service staff) must complete the pre-service training orientation activities, as outlined in the Pre-Service Training Orientation Form (see Appendix A of this policy), prior to solo work with families or solo supervision of staff.
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III. PRE-CORE TRAINING ORIENTATION All HFM staff (i.e. paid staff, interns and volunteers performing the same/similar duties as paid direct service staff) must complete the pre-CORE training orientation activities, as outlined in the Pre-CORE Training Orientation Form (see Appendix B of this policy), to become familiar with the functions of the HFM program. The Pre-CORE Training Orientation is to be provided for all new staff by each individual program. A. Timeframe for Commencement and Completion of Pre-CORE Training Orientation The Pre-CORE activities must begin within 7 days of hire and must be completed before the first solo home visit (for home visitors) or solo supervision (for supervisors). To ensure that all participants attending the HFM CORE Training Series are prepared for the intensive level of training, all HFM staff must complete the Pre-CORE Training Orientation requirements as outlined in the Pre-CORE Training Orientation Form at least 7 calendar days in advance of their first day at CORE Training. B. Qualification of Trainers Program staff with supervisory, management, or leadership roles within the HFM program are eligible to facilitate the Pre-CORE Training Orientation for new staff. Additionally, outside trainers may provide trainings on those content areas included in the basic orientation, which are not necessarily exclusive to the HFM program (e.g. child abuse and neglect indicators). C. Documentation and Tracking of Orientation Training Programs must have a system for maintaining accurate records of Orientation Training completed by staff. In addition, programs must submit a copy of the completed Pre-CORE Training Orientation Form (see Appendix A) to the HFM Training Coordination Team at the Children's Trust Fund (CTF), prior to staff registering for the CORE Skills Training. The completed form may be submitted along with the registration for the CORE Skills Training. For questions regarding the Pre-Core Orientation form, please submit a TA Ticket via the TA Help Desk at CTF_TAHelpDesk@massmail.state.ma.us. IV. CORE SKILLS & TOPIC TRAININGS AND SUPERVISORS TRAINING HFM Training Center funds and coordinates CORE Skills and CORE Topic Training for HFM program staff. HFM Training Center will maintain on file, copies of rsums of the trainers, and the training outlines and/or agendas for all trainings provided by CTF. HFM staff that are not providing direct services to families are not required to attend the CORE Training Series, but are encouraged to attend. A. CORE Skills Training All HFM staff must attend all days of the CORE Skills Training. The CORE Skills Training must be completed within six months of a staff members date of hire.
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B. CORE Topic Trainings All HFM staff are required to attend all CORE Topic Trainings following the completion the CORE Skills Training. The HFM Training Coordination Team must approve any exceptions in advance. The current Topics Trainings are: Documentation Family Profile (see the HFM STANDARDIZED ASSESSMENT AND INFORMATION GATHERING POLICY for information on training requirements around administering this tool) Supporting Goal Achievement Culture in Parenting Child Abuse and Neglect Pregnancy Infant Development Toddler Development Peer Support and Supervision (home visiting staff only) Domestic Violence Other training topics as added 1. Timeframe for completion of CORE Topics Training a. The following Topics Trainings must be completed within six months of hire: Documentation Family Profile Supporting Goal Achievement Day One Pregnancy Infant Development Toddler Development Culture in Parenting b. The following Topics Trainings must be completed within 12 months of hire: Peer Support and Supervision (home visiting staff only) Child Abuse and Neglect Supporting Goal Achievement Day Two Domestic Violence NOTE: Please refer to Appendix C of the HFM TRAINING POLICY for details on training registration procedures. C. Program Coordinators and Supervisors Training 1. In addition to the trainings listed above, all HFM supervisors must complete a New Supervisor Development Plan (please see the HFM STAFF SUPERVISION POLICY for further details on the NSDP). All HFM Supervisors must complete New Supervisors Orientation (NSO) within six month of hire. All HFM Supervisors must complete the first day of Supervisors Intensive Training (SIT) within six months of hire.
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 All HFM Supervisors must complete the entire SIT series within twelve months of hire.

2. HFM Program Coordinators are required to attend NSO and Day 1 of SIT. HFMIT recommends that Program Coordinators attend the entire SIT series. ALL HFM Program Coordinators must complete NSO within six month of hire. All HFM Program Coordinators must complete the first day of SIT within six months of hire. D. Documentation of Completion of Required Trainings In order to fulfill the training requirements and to ensure that staff receive credit for attending training, HFM staff must: 1. Arrive on time and stay for the entire duration of the training 2. Sign-in at the beginning of the training 3. Complete the evaluation form at the end of the training 4. Programs must ensure and document that all HFM staff receive the required trainings within the timeframe specified. 5. Programs must have a system for maintaining accurate records of CORE Skills, CORE Topic Training, and Supervisors training completed by staff. The HFM Training Coordinator maintains a central database at CTF to track attendance for all trainings provided by the HFMIT E. Expectations and Responsibilities Training provides a medium where staff can focus on their professional growth through skill development and an opportunity to network and learn from their peers. This is deemed so important that CTF is committed to providing all staff with high quality trainings. This is accomplished by the development of required content for all trainings and careful selection and ongoing performance review of trainers. CTF expects that all HFM trainers are competent, professional, well-versed in their topics, familiar with and use training methods appropriate and engaging for HFM staff, skilled in developing positive learning environments, and able to cover all content required during the time allotted to the training. Similarly, Healthy Families staff have a responsibility to conduct themselves during training in a friendly, courteous and professional manner to ensure a positive experience for all attending and enhance their own capacity to learn and integrate the training content. As part of the ongoing quality assurance process, all trainees complete an evaluation after each training to ensure that the training has met their needs. Facilitators also provide an evaluation, from their perspective, on every training to the HFM Training Center, communicating strengths and challenges, especially any irregularity that impacts the learning environment, affects the quality of the training provided or raises concerns regarding delivery of services. The evaluations are taken very seriously and are reviewed and recorded in the Training Center database. The HFM Training Center may discuss concerns raised from trainings, whether the issues are trainee or trainer related, with individual program coordinators for supervisory follow up.
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Similar to home visits and other program related activities, staff represent the Healthy Families program and their individual agencies at training and are expected to participate positively and appropriately in discussions and activities. The training session is assumed to be the highest priority activity for the trainee on that day, and, as such, the expectation is that the trainees full attention will be on the training. Programrelated and other interruptions must be kept to a minimum and should be limited to emergencies only. Trainees must turn off/silence all electronics such as cell phones, PDAs, etc. at the start of the training as these can invite non- urgent interruptions that disrupt the learning of attendees and spoil the training environment. Staff may take emergency personal or professional calls outside of the training room, at any time during the training. Non-urgent personal or professional calls can be taken or made only during planned breaks, which causes the least disturbance for the rest of the group. Sending or receiving text messages or emails at times other than during breaks is prohibited during the training. F. Late, Left Early, or Missed Training Trainings are meant to last the entire time for which they are scheduled. Staff fulfill training requirements by fully attending all HFM-provided trainings. Staff who miss more than hour of an HFM-provided training will have missed enough content to require re-taking the training. This includes Staff that arrive and sign in more than hour after the start time;. Staff that return more than hour late from a break; Staff that leave a training more than hour before the end time of a training; Staff who absent themselves from the training for more than a hour; Staff who do not complete each day of multiple day training. Staff who do not attend a training or who are required to repeat a training must attend the next scheduled training. G. HFM Training for Staff Changes All staff who are rehired into the HFM program or who change roles within the HF program must attend all required HFM training specific to their role. The staff person will not have to attend any HFM required trainings for which s/he or his/her program site has documentation that s/he has already completed. In the event, that a training has been instituted or changed significantly, CTF will determine what training content a staff person must complete. V. TRAININGS PROVIDED BY INDIVIDUAL PROGRAMS A. Content of Trainings Provided by Individual Programs Programs must ensure that all their HFM staff receive community specific training on the following topics: a. Family Violence b. Substance Abuse c. HIV/AIDS d. Ages and Stages Questionnaire (ASQ)
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e. Mental Health f. Ongoing trainings on family support, home visiting, etc. Please see Appendix D: Guidelines for Choosing Effective Community Trainings for further information. B. Timeframe for Completion of Trainings Provided by Individual Programs Training on Family Violence, Substance Abuse, Mental Health, and HIV/AIDS must be completed within twelve months of the date of hire for all HFM staff. All HFM staff must complete the ASQ training prior to the first administration of the questionnaire. C. Documentation of Completion of Trainings Programs must have a system for maintaining accurate records of staff who have completed the above listed trainings provided by individual programs (i.e. Family Violence, Substance Abuse, HIV/AIDS, Ages and Stages Questionnaire, and Mental Health trainings) Programs should retain on file copies of rsums of the trainers and the training outlines for all trainings provided. For questions regarding trainings provided by individual programs, please submit a TA Ticket via the TA Help Desk at CTF_TAHelpDesk@massmail.state.ma.us VI. ADVANCED LEVEL TRAINING For the purposes of this policy, advanced level training is training that expands on the knowledge HFM staff gain at CORE Skills Training, CORE Topic Trainings, and Pre-CORE Orientation. HFM staff who have been with the program for at least one year and have completed all required trainings (i.e. Pre-CORE Training Orientation, CORE Skills and CORE Topic Trainings, and trainings to be provided by individual programs as outlined above) are expected to attend on-going Advanced Level Training on a regular basis. All eligible HFM staff must attend one Advanced Level Training per year. Advanced Level Training topics provided for HFM staff may vary from year to year, providing on-going opportunities for staff to build on their knowledge and skills and to further their professional development. Attendance at professional conferences may fulfill the Advanced Level Training requirement each year. For questions regarding this policy, please submit a TA Ticket via the TA Help Desk at CTF_TAHelpDesk@massmail.state.ma.us

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HEALTHY FAMILIES MASSACHUSETTS Pre-Service Orientation Form

When new staff are hired, they often work with families or supervise staff prior to receiving CORE and role specific training. Therefore it is essential that staff are oriented to topics that will directly impact their immediate work with families or direct service staff (for supervisors). All of these training topics must be covered prior to solo work with participants and prior to solo direct supervision of staff. Name: __________________________________ Date of Hire: ______________ Job Title: _________________________________________ Agency: _________________________________ HFM Program: _________________________________________________ TRAINING AREA PRESENTER AND TRAINING METHOD DATE(S) OF TRAINING # OF HOURS 1. Has completed HFM Program orientation. The orientation includes at a minimum a review of the Programs Policy and Procedures, HFM program goals, and program services. 2. Has been introduced to the HFM program model including history and philosophy, professional boundaries, confidentiality, cultural competency, working with young parents, etc. 3. Has been oriented to child abuse and neglect indications and has been specifically informed about the MA General Law 51-A section describing Mandated Reporting Responsibilities.

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TRAINING AREA 4. Has been introduced to various community resources within the program service area and has reviewed materials regarding intake procedures for those resources. 5. Has been introduced to the data collection system, the Participant Data System (PDS), and has become familiar with the forms on the PDS. Has had overview of the agency/program policy for data entry.

PRESENTER AND TRAINING METHOD

DATE(S) OF TRAINING

# OF HOURS

Date completed: _______________________________ Date of First Solo Home Visit or Supervision:____________________________________ HFM Staff signature: _____________________________________________________ Supervisor signature: ________________________________________

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HEALTHY FAMILIES MASSACHUSETTS Pre-CORE Training Orientation Form In an effort to ensure that all participants attending the HEALTHY FAMILIES MASSACHUSETTS (HFM) CORE Training have had an adjustment period with their agency, understand the scope of the HFM model, and are prepared for the intensive level of training that follows, the following pre-training requirements must be completed by all HFM staff before beginning the CORE training series. (See complete HFM TRAINING POLICY) This form MUST be completed and submitted prior to attending CORE training. Name: __________________________________ Date of Hire: ______________ Job Title: _________________________________________ Agency: _________________________________ HFM Program: _________________________________________________ TRAINING AREA PRESENTER AND TRAINING METHOD DATE(S) OF TRAINING 1. Has completed the activities as outlined in the HFM Pre-Service Form. 2. Has completed Agency Orientation including Agency Policy and Procedures review. All agency/fiscal documentation have been signed. 3. Has set up a schedule of individual supervision and has attended as least one session 4. Has set up a schedule of group supervision, if applicable and has attended a supervisory sessions. 5. Has read the Training Policy and is familiar with section IV.E regarding trainee expectations and responsibilities 6. Has observed community outreach activities or participated in them as appropriate for new staff. 7. Has been informed of the required trainings and observation of the ASQ, IFSP and Family Profile tools before administering these tools during solo home visits.

# OF HOURS

Name of Supervisor

Describe

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TRAINING AREA 8. Has shadowed a minimum of 4 home visits with a variety of program home visiting staff/supervisors

PRESENTER AND TRAINING METHOD (Please define for each shadowed visit) 1. 2.

DATE(S) OF TRAINING (Please define for each shadowed visit) 1. 2.

# OF HOURS (Please define for each shadowed visit) 1. 2. 3. 4.

3. 3. 4. 4. 9. Has reviewed multi-media resources about pregnancy, birth child development, boundaries, and family issues. These include but are not limited to, magazine and newspaper articles, program curricula, reading material from noted experts in relevant fields, relevant videos and DVDs, Department of Public Health (DPH) birth statistics for program area, etc. 10. Has completed any Pre-CORE readings and activities that are required prior to attending CORE training. List:

Date completed: _______________________________ Date sent to CTF: _____________________________________________ HFM Staff signature: _____________________________________________________ Supervisor signature: _____________________________________________________

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TRAINING REGISTRATION PROCEDURES

CORE TRAINING SERIES & ADVANCED LEVEL TRAINING The HEALTHY FAMILIES MASSACHUSETTS Implementation Team (HFMIT) is committed to offering statewide training to all HFM staff. These Training Registration Procedures are designed to facilitate accurate and efficient registration for trainings and to minimize, as mush as possible, errors and/or miscommunications. A. Roles and Responsibilities 1. HFM Training Coordination Team The HFM Training Coordination Team will directly communicate with HFM Lead Agency Program Coordinators (Program Coordinators) ONLY, to ensure the most consistent and efficient method of communicating with programs. The HFM Training Coordination Team will: Issue all training announcements, training registration confirmations, and missed training notices to Program Coordinators. Process all training registrations received from Program Coordinators. Register all staff that attend CORE Skills training for follow-up CORE topics. Maintain central database of HFM staff attendance for CORE Training Series and Advanced Level Training. 2. HFM Lead Agency Program Coordinators (or their designee) The Program Coordinator will: Receive and disburse all training announcements, confirmations, and missed training notices from the HFM Training Coordination Team in a timely fashion to all program staff (i.e. all lead agency site and subcontracted site(s) staff, as applicable). Centrally coordinate and submit registrations for all program staff to HFM Training Coordinator. Review training confirmations with staff to ensure they are aware of location, directions to the locations, and start times for the training. Follow-up on missed training notices. Ensure all program staff complies with registration procedures. B. HFM Training Registration Procedures: 1. Training Announcement Announcements for upcoming trainings will be distributed to the HFM Program Coordinator no less than four weeks prior to the date of the training. Training
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announcements will include the following information: training topic, date, location, and deadline for registration. Training registration forms will be included with the announcement. The Program Coordinator shares all information with all subcontracted sites, as applicable, in a timely fashion (i.e. within one week of the receipt of the announcement) and coordinates registrations. 2. Registration All HFM staff may only attend trainings they are REGISTERED to attend. Staff who do not have a confirmed registration for training will not be able to attend the training. The following information must be included on the registration form: contact information of person completing the form (i.e. the lead agency Program Coordinator), name of training participant, training topic, date of training, region where training is being held, whether the training participant is a supervisor, agency and city of the training participant, and program phone number. The Program Coordinator compiles registrations for the entire program (i.e. lead agency and subcontracted sites, as applicable). The Program Coordinator should submit only one registration form, with all requested information for each staff person who plans to attend. Completed registration forms must be returned to the HFM Training Coordination Team by the deadline indicated on the training announcement. Space is limited and registrations will be processed in the order they are received. Therefore, all registrations must include the name of the staff person who will attend the training. Registrations will not be processed for anticipated new hires before their actual start date. Program Coordinators will be notified of staff who have been placed on a wait-list due to limited space availability and of openings for the training, as space becomes available. NOTE: Wait-listed individuals will not automatically be registered for a future training. Registrations will not be accepted by phone in order to facilitate a more accurate tracking of registrations and to prevent any errors. 3. Confirmation The HFM Training Coordination Team will send confirmations to Program Coordinators at least one week prior to the date of the training. Confirmations will include the following information: Training Topic, Date, Time, Location, Directions, and a list of confirmed training registrants. Program Coordinators must ensure that all staff registered for the training receive all pertinent information that is included in the confirmation in a timely fashion (i.e. no less than 2 days prior to the date of the training). Directions to the training are of particular importance.
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4. Cancellations and Missed Trainings Staff who are unable to attend the training for which they are registered must contact the HFM Training Coordination Team no less than 5 days prior to the date of the training. This allows for adequate time to contact any wait-listed individuals who want to attend the training. In cases of sicknesses or emergencies on the day of the training, staff must contact their supervisor and the HFM Training Coordination Team prior to the start of the training, or as soon as possible, so that the trainer can be notified. The HFM Training Coordination Team will send the Program Coordinator training notices for staff who did not attend the training for which they were registered. Coordinators should forward the notices to the individual staff person and their supervisor. The Program Coordinator will communicate with the HFM Training Coordination Team to reschedule missed trainings. All missed trainings must be made-up at the next scheduled training date. NOTE: Because space and resources to provide trainings are precious and limited, it is imperative that staff are only registered for trainings that they can attend, and attend all trainings for which they are registered. Therefore, staff should not miss a training for which they are registered, unless there is reasonable cause and reasonable notification. 5. Attendance Requirements In order to fulfill the training requirement and to ensure that names of staff that have attended trainings are accurately entered into the central training database, HFM staff must: Arrive on time and stay for the entire duration of the training. Sign-in at the beginning of the training. Complete the evaluation form at the end of the training. 6. Inclement Weather Plan In the event of inclement weather, staff should call (617) 727-8957 ext. 313 or, toll free 1-888-775-4KIDS, for information on any cancellations or delays of the training. Cancellations and delay information will be available by 7:00 a.m. on the morning of the training. Due to the possibility that a training may be canceled on the day of the training, training participants are strongly encouraged to check the Training Hotline prior to attending to check for any last minute changes. In the case of a training being cancelled for reasons other than inclement weather, HFM Training Center staff will make every effort to contact Program Coordinators directly so that they can contact their staff. Please call the HFM Training Coordination Team with any questions regarding these Training Registration Procedures at (617) 727-8957.

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GUIDELINES FOR CHOOSING EFFECTIVE COMMUNITY TRAINING Every HFM program exists in a community of local resources that are well-versed in the best practices of complementary services to young parents in their area. As a statewide program, many training are provided as a baseline for HF staff. However, community training provides the best venue for HF staff to identify resources and possible barriers for families to access those resources. HFM programs must collaborate with these local resources for training. Identifying training resources within the community is also an important way to foster useful links between HF programs, HF staff members, and other community resources, as well as decreasing the burden of training for HF programs. Programs must ensure that all their HFM staff receive community specific training on the following topics within twelve month of hire: a. Substance Abuse b. Family Violence c. HIV/AIDS d. Ages and Stages Questionnaire (ASQ) e. Mental Health f. Ongoing trainings on family support, home visiting, etc. At a minimum these trainings (a-e of the previous list) must include the required content areas as outlined in 10-5.C (Substance Abuse), 10-5.B (Family Violence), 10-5.E (HIV/AIDS), 6-5 (ASQ), 10-5.F (Mental Health) of the current Healthy Families America Self-Assessment Tool (SAT) and identify the following: Resources in your community The strengths, needs and challenges of the community, target population and service population. How these strengths, challenges and needs may impact a young parent within your community. Current trends that impact the community and service population of your HFM program.

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