Historical philosophical, theoretical, and legal foundations of special and i...
DSS instructor orientation Aug 2012
1. DSS INSTRUCTOR
ORIENTATION
AUGUST 2012
PANEL:
Jennifer Pryor, Training Coordinator
Jay White, CEU Contact
Annette Kelley, DSS, Division of Licensing Programs
Dr. E. Ayn Welleford, Department of Gerontology Chair
2. AGENDA
1. Introductions
2. What works well and what needs improved
upon
3. Training Requirements and Preparation
4. Items for Clarification
1. CEU’s
2. VABLTC Credits for Administrators
5. Changes for Fall
1. Sign-In Procedure
2. Promotion of the DoG
3. Certificate in Gerontological Leadership
3. AGENDA
1. Introductions
2. What works well and what needs improved
upon
3. Training Requirements and Preparation
4. Items for Clarification
1. CEU’s
2. VABLTC Credits for Administrators
5. Changes for Fall
1. Sign-In Procedure
2. Promotion of the DoG
3. Certificate in Gerontological Leadership
4. WHY ARE WE HERE
TODAY?
•Networking
• Idea Sharing
• Best Practices
• What’s New in
the DoG?
5. AGENDA
1. Introductions
2. What works well and what needs improved
upon
3. Training Requirements and Preparation
4. Items for Clarification
1. CEU’s
2. VABLTC Credits for Administrators
5. Changes for Fall
1. Sign-In Procedure
2. Promotion of the DoG
3. Certificate in Gerontological Leadership
6. 2. WHAT WORKS?
Instructors
who are
Engaging/
Interactive
Knowledgeable
Resourceful
ProfessionalThorough
Approachable
Person-
Centered
“Wonderful Instructor! Used a very
interactive approach.”
“Instructor is very personable,
interesting, and helpful.”
“Instructor utilizes the
entire group to get
everyone engaged in
discussions.”
“Instructor is very professional
and knowledgeable.”
“Instructor helps illustrate key points
by providing additional, relevant
research materials and assessments
or other tools to be utilized by the
participants.”
7. WHAT WORKS FOR YOU?
When you attend
trainings or seminars,
what qualities do you
prefer the speaker to
have?
Discuss strategies that
you use to get
participants actively
involved.
How do you create an
interesting training for
the participants?
DISCUSSION
8. AREAS WE CAN IMPROVE
• “Waiting for late people at the start and lunchtime – Rude
for the prompt.”
• “Breaks were too long, making it more difficult to refocus
again.”
Time Management/Organization
• “Instructor asks questions that handout clearly answers.”
• “Jumped around a lot, sometimes hard to follow, when
stating something we needed to write down – spoke fast.”
Thorough Preparation
• “He used ‘elderly, old lady/man, or old people.’”
Recognizing Ageist Language/ Using
Person-Centered Language
9. Comments
about
Areas for
Improvement?
Are there other
areas you feel need
to be improved or
expanded upon
during these training
opportunities?
Are there any areas
where we can
support and assist
you?
DISCUSSION
10. AGENDA
1. Introductions
2. What works well and what needs improved
upon
3. Training Requirements and Preparation
4. Items for Clarification
1. CEU’s
2. VABLTC Credits for Administrators
5. Changes for Fall
1. Sign-In Procedure
2. Promotion of the DoG
3. Certificate in Gerontological Leadership
11. WHAT YOU NEED AS INSTRUCTORS:
“In the past, I felt we received new curricula with too little time to prepare.
Example: when Nutritional Needs was presented, I didn’t get the trainer notes until
the day before the training, I believe it was Mental Health II, I had the materials for
only one week before the training date.”
“It is not always reasonable to hit the 6 hour training mark when there is not
enough material to use.
If the trainings had additional case studies or group activities, we could expand. In
general if there are only 30-50 slides, there will be an approximately 4 hour workshop. If
there are above 50 to 75 slides, it is reasonable to use the whole 6 hours with breaks.”
“The most important variable is the class participation – the questions they
ask and how engaged they are.
Typically, the more engaged the class participants are, the longer the class. I always
cover everything on the slides/Trainer’s Notes and sometimes finish sooner than the 6
hours.”
“Sometimes there is simply not enough material”
12. Let us know
when you don’t
receive your
materials in
time
Prepare in
ample time to
let us know
when you need
additional
materials.
YOUR
RESPONSIBILITY
AS
INSTRUCTORS
It is your responsibility to seek additional
materials. (This is why you have library access!)
14. HOW DO YOU PREPARE?
“Review materials
and trainer notes”
“Research additional
information”
“Do an internet
search to see if
there is any recent
news on the subject”
“Look up the
references (when
provided) for
clarification”
“I do practice
presentations”
“Take notes on any
item I want to
emphasize”
Supplement with
your own experience
and outside
research.
15. WHAT DO YOU THINK?
Participants said that they prefer
trainers who are thorough. How can we
support you in preparing enough to
meet this standard?
DISCUSSION
16. AGENDA
1. Introductions
2. What works well and what needs improved
upon
3. Training Requirements and Preparation
4. Items for Clarification
1. CEU’s
2. VABLTC Credits for Administrators
5. Changes for Fall
1. Sign-In Procedure
2. Promotion of the DoG
3. Certificate in Gerontological Leadership
17. CLARIFICATION: CEUS
0.60 credit/$10 check or money order for processing
fee
Transcripts
• Downloadable CEU transcript from www.ceu.vcu.edu.
Forms
• Each participant will receive a form in his or her training folder.
These forms must be filled out completely and legibly the day
of the training.
No Payment?
• Participants must mail it into the Department of Gerontology as
soon as possible.
19. CLARIFICATION:
ADMINISTRATOR CREDITS
• These trainings meet 18VAC95-30-70 B of the Regulations
Governing the Practice of Assisted Living Facility
Administrators: "In order for continuing education to be
approved by the board [LTCA], it [the training] shall be
related to the domains of practice for residential
care/assisted living and approved or offered by NAB, an
accredited educational institution, or a governmental
agency.“
• Certificate of Attendance adequately satisfies this regulation.
• For additional information, please contact the Virginia Board
of Long Term Care Administrators at (804) 706-5700.
21. AGENDA
1. Introductions
2. What works well and what needs improved
upon
3. Training Requirements and Preparation
4. Items for Clarification
1. CEU’s
2. VABLTC Credits for Administrators
5. Changes for Fall
1. Sign-In Procedure
2. Promotion of the DoG
3. Certificate in Gerontological Leadership
22. CHANGES FOR FALL:
SIGN IN PROCEDURE
REGISTERED
PARTICIPANTS
• Upon arrival participants will
now only be required to sign
in with their signature next
to their name and name of
facility. They will also be
requested to provide an
email address.
• Any substitutes or changes
must be noted.
• Pre-registered participants
will receive their certificate
of attendance after the
training ends.
UN-REGISTERED
PARTICIPANTS
• Must fill out a registration
form prior to signing in.
• Include payment.
• Certificates of Attendance
will be mailed to each late
registrant after the training
provided that they have paid
the $15 registration fee.
23. SUGGESTIONS FOR
SIGN-IN PROCEDURE
What is your preferred method for
completing this initial task?
Is there anything that would help
make this process easier for you?
DISCUSSION
24. CHANGES FOR FALL:
DEPARTMENT PROMOTION
Effective Promotion of the Department of
Gerontology
• Ensure participants know about our graduate level
Masters and Certificate in Aging studies programs
• Department brochures will be sent along to be made
available to anyone interested.
• New Continuing Education Certificate in Gerontological
Leadership (CGL; brochures available soon)
• http://www.agewellva.com/
25. QUESTIONS ABOUT DEPARTMENT-
RELATED INFORMATION
How do you currently inform
participants about the programs
offered at the VCU Department of
Gerontology?
Do you have any questions about the
programs that we discussed?
DISCUSSION
27. CONTACT
JENNIFER PRYOR PRYORJM@VCU.EDU
JAY WHITE WHITEJT2@VCU.EDU
DEPARTMENT OF GERONTOLOGY
804-828-9060
HTTP://WWW.SAHP.VCU.EDU/GERONTOLOGY/
DEPARTMENT OF SOCIAL SERVICES
HTTP://WWW.DSS.VIRGINIA.GOV/
Editor's Notes
Based on provider feedback and feedback received during observations.
Have instructors discuss strategies that can help improve: participant interaction (networking/sharing); instructor resourcefulness;
Based on provider feedback and feedback received during observations.
Time Management – We should be making sure we get as close to a 6 hour training as possible. We have been identifying topics, such as Nutritional Needs, that can become half day trainings, and others that will make good webinars. Breaks should not be excessive, try to stick to two 15 minute breaks and one hour for lunch. Make sure you’re prompt when returning from breaks.
Preparation – Being adequately prepared goes beyond making sure that you have all of your materials. We are going to go into a little more detail about this later, but for now just making sure that you are able to answer questions, and being comfortable with the material ahead of time are important key pieces to keep in mind. For the most part, everyone does a good job at being prepared, but there is always room for improvement!
Ageism – We are all aware that ageist language exists around us, and we as representatives of the Department of Gerontology need to be even more aware of our own ageism. Make sure that when you’re describing an older adult, you’re not using words such as elderly, old lady/man, or old people. These terms have negative connotations that do not appropriately describe older adults. Terms that are acceptable are elders, older adults or older persons,
Based on the End of Semester Trainer Survey.
Over half of the trainers who were surveyed said that they did not feel that there was enough information available to them prior to the training to reach a 6-hour training.
Because our trainings count toward licensing requirements, it is important that we provide the same number of training hours as what is being awarded on the certificate. Some of the reasons that I have been given for shorter trainings include too little time to prepare, too little material included, and not enough class participation.
As I mentioned previously, we are currently identifying which topics can be turned into half day trainings, including Nutritional Needs. Since it has been brought to our attention that this variable may be playing a role in early endings, we have been more conscientious about how long each topic should last.
As far as class participation, some of you are very good at getting a group – any group – up and active. We discussed some strategies previously about how others can try to get more discussion flowing during the training. One goal of these trainings is to have providers interact and share with each other. One theme that I’ve seen on many evaluation forms is that the providers really enjoy hearing what other facilities are doing so that they can get some more ideas about how to handle a situation. It is true that some groups will be more difficult to get sharing, but we should always be encouraging more participation.
Finally, when it comes to not receiving the curricula with enough time to prepare, I do try to send everything out at least two weeks before the training date. If you do not receive your materials within a timely manner, please call or email me ASAP. As soon as you get your materials, you should make sure that you have everything you need. If you’re missing something I need to be made aware of it so that I can track it down and send it off to you right away.
Does anyone have anything else they would like to share about how they go about making sure they have a six hours worth of training material?
Does anyone have anything else they would like to share about how they go about making sure they have a six hours worth of training material?
Based on the End of Semester Trainer Survey.
These are some of the ways that instructors have indicated for how they prepare for an upcoming training. Keep in mind that all of you do have access to the VCU Library system in the event that you want to know more about the subject area. We certainly do not want you to change the curriculum, but if there is something that you want to use to enhance or provide more clarification on, then that is acceptable.
Also, there may be opportunities in the curriculum for additional activities which will enhance the learning of the participants.
Make sure that attendees are aware that they must download their CEU transcript from the website provided on the top portion of the CEU form (www.ceu.vcu.edu). CEU certificates/transcripts will not be mailed to them.
Collect all completed CEU forms at the end of the training and mail them and the processing fee to the VCU Department of Gerontology in the provided envelope with your instructor packet within TWO BUSINESS DAYS. These forms are time sensitive and must be sent off for processing.
CEUs will not be processed without payment. The deadline for requesting CEUs is two weeks after the last training date, and participants should allow at least three weeks for processing.
All of this information is reiterated in the Policy and Procedures Manual for DSS Instructors.
You may get administrators in your trainings who ask you about NAB credits. We do not offer NAB credit with our trainings because the Virginia Board of Long Term Care Administrators will accept the hours spent in these trainings based upon the two underlined portions of this quote. The trainings are approved by DSS (the governmental agency) and they are offered by VCU (the accredited educational institution).
Therefore, all the administrators need is their certificate of attendance, and they do not need to apply for CEUs. Make sure that this is clearly stated at the beginning of the training when you also mention CEUs. This portion is also reiterated in your Policy and Procedure Manual.
If any participant has questions regarding this training requirement, please refer them to the Virginia Board of Long Term Care Administrators.
In an attempt to make the sign in process easier and faster, a sign in sheet will be provided that includes each registered participant’s name and name of facility. There will be a blank spot available for them to fill in their signature and their email address.
If someone comes in place of another person, they will mark through that person’s name and print their own prior to signing their name.
When an person comes to the training who has not registered prior to their arrival, have them complete a registration form prior to signing in. You will be provided with extra registration forms in your box of materials. These forms must be sent back to the Department with the rest of your materials. Make sure that these unregistered participants also provide payment for the training in the form of a check or money order only. No cash!
As part of your welcoming remarks, make sure that you are acknowledging that this is a program co-sponsored by the Department of Social Services, Division of Licensing Programs and the VCU Department of Gerontology.
In addition to these remarks, make sure that the participants are aware of our graduate-level programs. You will have Department brochure included in your box of materials that can be made available to anyone who is interested in the program. Also encourage them to visit our website.
The CGL is a new program that we are excited about here at the Department of Gerontology. We will be implementing Phase I of this program this fall. Make participants aware of this new program in addition to our graduate-level courses. The details of the program are as follows:
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