DJJ Training and Organizational Development Annual Report 2022

ANNUAL REPORT

Steps to Building a Brighter Future!

Deputy DirectorPolicy Divison

regulations and procedures with the team training staff on these very same regulations and procedures.

Director of Training and Organizational Development

MIKE FAVALE DEPUTY DIRECTOR - POLICY DIVISION

Over the past year, the Policy Division has been reimagined, reconstructed, and reorganized, allowing us to streamline the delivery of services to the Department’s operational teams while ensuring we keep partnership and collaboration at our core. The largest addition to our Division has been the great team of professionals in the Training Unit. We can therefore now directly connect the teams developing, providing guidance on, ensuring compliance with, and measuring the effectiveness of

To expand our ability to train the Department’s staff as effectively, efficiently, and fiscally responsibly as possible, we have created the Technology Training Team. This team, in part, utilizing lessons learned over the past few years with remote learning, is tasked with leveraging technology to overcome the challenges inherent in training and connecting a Department whose offices and staff are scattered throughout the Commonwealth. We are not merely a loose grouping of divisions, facilities, and court service units. We are One Department working as a team dedicated to providing the best possible outcomes to the youth we serve and enhancing public safety in the Commonwealth. The Technology Training Team will help bring us all together, and in conjunction with the rest of the Training Unit and Policy Division as a whole, continue to offer the best services we can to the Department.

BE THE KIND OF TEAM MEMBER YOU WOULD WANT.

DJJ continues to grow and evolve. As a result, the Training and Organizational Development Unit must continue to grow and evolve to meet the everchanging needs of the agency. For many, change is scary, change can be risky; however, the Training Unit has not only welcomed change, but also embraced it. The agency’s restructuring resulted in the separation of the Training and Organizational Development Unit (Training Unit) from the Virginia Public Safety Training Center (VPSTC or the facility). The VPSTC continues to report to the Deputy Director of Administration and Finance, while the Training Unit now reports to the Deputy Director of Policy. This change has formed a natural link between the promulgation of law, regulation, policy and procedure, and the dissemination of information through training and communications. Since we were already sharing training information through newsletters and bulletins, it made sense to expand on that capability and establish the Technology, Communications, and Records Management Team to design and deliver communications, media publications, and consistent messaging on behalf of the agency.

To meet the needs of the agency, we cannot evolve in a vacuum or silo, we cannot evolve without collaboration. The Training Unit continues to forge collaborative relationships with the various divisions and work units throughout DJJ. Each training team participates in multiple workgroups. These workgroups are related to each team’s subject matter and are designed to improve DJJ practices and processes. Some of the workgroups discuss SOP development, leadership and mentoring programs, and Information Security, among other topics. Moving into 2023, the Training and Organizational

GUILLERMO B. NOVO DIRECTOR OF TRAINING AND ORGANIZATIONAL DEVELOPMENT

Development Unit will continue to evolve and improve by incorporating elements of Continuous Quality Improvement (CQI) into various programming and administrative elements. To us, CQI is a progressive incremental improvement of programs and processes. The goal may include improvement of operations, outcomes, systems processes, work environment, program delivery, or regulatory compliance. Process improvement may be gradual or breakthrough in nature. Please be sure to let us know how we can assist you or what we can do to improve our service delivery.

Our Mission

“ The Virginia Department of Juvenile Justice Training and Organizational Development Unit supports the agency by cultivating and sustaining a skilled and engaged workforce .”

As a support unit, we do what we can to assist the agency in accomplishing its goals and objectives by aligning our programs and services in order to better position employees to meet current and future demands.

Our Goals

Ensure DJJ and agency partners understand the Training and Organizational Development Unit processes, products, and capacity.

Ensure the quality and fidelity of the training programs offered to cultivate and sustain individual and organizational productivity.

Develop a documented, data-driven process of ensuring programming supports align with the agency and unit missions.

Creating Continuous Quality Improvement (CQI)

To provide quality in all the services that the Training Unit provides, we strive to increase overall improvement by always reaching for the next level. Continuous Quality Improvement (CQI) is instrumental in that process. CQI is a progressive incremental improvement of programs and processes. The goal of CQI may include improvement of operations, outcomes, systems processes, work environment, program delivery, or regulatory compliance. Process improvement may be “gradual” or “breakthrough” in nature.

The Strategy to Training Success

To provide successful training to the agency, in 2022 we established a workgroup to create a Professional Development Plan. This is an ongoing personnel development program that is initially based on a comprehensive review of various agency EWPs. Our objective is to ensure that we have programs that align with the demands and expectations for our employees in various job classifications. Initial courses will be released in 2023, with ongoing updates and additions as they become available.

We built a solid foundation and are reaching for new heights

Team of Leaders

Team

The Values of Our Training Leaders

INTEGRITY

You never know what impact you may have in a person’s career and their development. Witnessing the stages of growth of a former employee under my leadership, which lead to their promotion in 2022, is the most rewarding thing I’ve experienced as a leader.

As a new manager to the team, I was impacted by team’s commitment to the agency. When asked, the team rallied together to provide ad hoc training to new employees during off hours. Seeing this strength and tenacity, I am grateful to work with this team.

As a leadership team our number one value is Integrity. We’ve created a positive and inclusive culture that fosters open, honest, and meaningful relationships.

RESPECT

Respect is imperative and as a leadership team we support all staff by modeling a mutual respect. We value differences and allow others to express themselves in order to work together toward common goals.

COMMITMENT

Coming back to the agency and joining a fantastic new team has been a true highlight. Being able to work along side wonderful people with exceptional skills is truly enriching. The impact that the technology team has and continues to make is something that I am proud to be apart of.

Our Team worked with the agency’s SEAS Workgroup to offer 24 virtual training sessions over three months to nearly 600 staff on a new trauma assessment screening tool. Their passion for collaboration, hard work, and dedication is genuinely remarkable.

The leadership team values commitment. By advocating for our team members, we provide a challenging and rewarding work environment that encourages employee engagement.

Julie Norris Training Manager Technology, Communications, and Reords Management

Jerri Jackson Training Manager Organizational Development

Jennifer Mays Training Manager Residential Programs

Teresa Moore Training Manager Community Programs

Our Great History

2020

The begining of the tranformation!

In 2020, the biggest challenege was adapting to change. Due to the COVID-19 pandemic, the Training Unit was tasked with converting training to a virtual platform.

2021

Pushing and growing forward!

In 2021, the highlight of the year was growing the modalities of learning experiences. The Training Unit was able to continue residential in person training while still continuing with facilitating on our virtual platforms for all other training programs.

2022

We’ve made a lot of great changes!

In 2022, Training went through many changes, including the organizational restructure. These changes did not stop the unit’s growth but supported it. Since these changes the training unit has made strides across the agency.

7962 Total Learning Experiences

+88% Increase in Total Learner Experiences

IN-PERSON RETURN

“Training helps teach the vision and mission, but employees must put the training into action to have meaning.”

8,917 Total Learning Experiences

CHECK OUT THE PAST

-

Shep Hyken

In 2022, the Training Unit immediately resumed in-person training for the agency. This was a collaborative effort for the training teams. After facilitating primarily virtual learning experiences for the past two years, it was time for our trainers to get back into the classroom. Returning to in-person training ultimately benefitted not just the Training Unit but the entire agency. Having multiple training modalities allows us to better reach employees in all regions of the state. We are excited to see what the future holds as we expand on utilizing hybrid modalities in the future.

VIRTUAL CONTINUED

“We need to bring learning to people instead of people to learning.”

-Elliot Masie

Virtual training has been successful since the pandemic and that did not change in 2022. The Training Unit has developed several new training opportunities that were offered in a virtual setting for the employees of the agency. Virtual training allows the training team to meet DJJ staff where they are. The team has designed innovative ways to make virtual learning engaging and interactive, which has increased training enrollment and created a flexible learning environment for all employees.

Thoughts on Growth

Like plants need water and sun light, employees need leadership and support for growth. My knowledge and experiences don’t benefit the agency if I don’t share them.

- Brian McGuire Training and Development Coordinator

Thoughts on Strategic Goals

Transitioning into 2023, the Training Unit will continue to foster stronger working relationships with the various work units in order to improve service delivery, while contributing to improved communication throughout the agency. Since coming out of the pandemic and experiencing its effects on training, we are also transitioning. Focusing on the present and future of training through the return to in-person instruction and introduction of hybrid training programs, as applicable.

- Guillermo B. Novo Training and Organizational Development Director

Trainer Development experiences!

TO ENCOURAGE

I desire to be that instructor that encourages, coaches, and develops staff for years to come!

- VICTORIA CAREY

TO GUIDE

Guidance and support are influential to enhance professional development.

Our trainers strive to deliver training

Trainer development is crucial when designing learning experiences. Our trainers provide the agency employees with skills that support building confidence, knowledge, and understanding in the work they do. The trainers accomplish these goals through completing extensive professional development training and earning multiple certifications throughout the year.

CERTIFICATIONS TRAINING

20

The trainers at the Training Unit acquired a total of 20 certifications in 2022.

15

The trainers at the Training Unit completed a total of 15 training courses in 2022 for professional development.

TO GROW

Challenges provide the opportunity for learning and growth. Everything will be ok!

TO TRANSFORM

Transferring this knowledge of transformation to my co-workers gives them an opportunity to better themselves and as they better themselves they are better equipped to help others.

- LEONARD HOPKINS

TO

Change is a part of life and we must learn new skills to adapt and progress. The same is true in our professional lives; we must develop new skills and keep up with the next generation of learners so we can give our participants the best product.

-

TO SERVE

The benefits of professional development extends beyond my personal growth. By acquiring new skills and knowledge, I can better serve the agency.

- DUSTIN

PROFESSIONAL DEVELOPMENT

BUILDING BLOCKS

- PARADISE PAUL

- MARTHA SMITH

ADAPT

MAURICE JOHNSON

KELLEY

ORGANIZATIONAL DEVELOPMENT TRAINING TEAM

TEAM THOUGHT

Karen Hileman, our OD Coordinator, introduced our team to the African concept Ubuntu, which is the belief that we all are defined by our compassion and humanity towards others. It means that “a person is a person through other people.” It describes the philosophy of kinship across race and creed and represents an openness that all people could have to one another. We adopted this philosophy, and it is how we see unity and the success of our team. With success comes the opportunity for each team member to lead others. The moment you realize the amazing talent of the team, you are already seen as a leader. We are fortunate to work on a team where we trust and care about one another, and that makes team unity not only fulfilling but i nevitable.

146 97 1070 1338

LEADERSHIP PROGRAM

ODVIRTUAL TRAINING TOTAL EX PERIENCES

The Organizational Development Training Team (ODTT) has the greatest opportunity to reach the entire agency through the training and services we provide. The team has shown tremendous resilience while facing obstacles. Whether it was dealing with staffing issues, personal challenges, or resources, we pressed on. The ODTT got back “in the saddle” when the training unit reconvened in-person training in 2022, even with staffing shortages. Our leadership courses are the “bread and butter” of our team, and the team is working very hard on the development of the Systems Leadership Institute. This project was initially contracted out and we were partnering with consultants to design this program. After the contract was dissolved we still had a product to deliver, so the team went in

full speed ahead to finish the work. I’m most proud of the work that our OD Coordinator has done with her assessments of units and working with the leadership in those units. She assessed the communication and leadership skills of those leaders and created workshops and developmental plans to improve the performance and culture of each unit. The coaching and mediation services we provide continue to be a worthwhile resource to agency staff. Lastly, as a part of our work we also take pride in giving everyone tools they can use for their own self-care through our Wellness and Compassion Fatigue classes. Going forward, we intend to provide the same dedicated service to the agency, and you can anticipate greater things to come.

“COURAGEOUS LEADERSHIP IS NOT COMFORTABLE”

-BREN É BROWN

JERRI JACKSON Training Manager - Organizational Development

“LEADERSHIP IS ALL ABOUT PEOPLE … AND GETTING THE MOST OUT OF PEOPLE.”

-COLIN POWELL

FROM LEFT TO RIGHT: KAREN HILEMAN, LEONARD HOPKINS, KASHARA BROWN, DR. SHERMAN URQUHART, JERRI JACKSON

COMMUNITY PROGRAMS TRAINING TEAM

TEAM THOUGHT

Without unity and support from one another, our team would not be able to produce and provide high quality learning opportunities for DJJ’s staff. We continually strive to achieve our agency’s vision of strengthening and improving the lives of youth, families, and our communities within the Commonwealth.

1,793

VIRTUAL TRAINING

151 884

2,828

INPERSON TRAINING TOTAL EX PERIENCES RECORDED WEBINARS

What is success? Success is the accomplishment of an aim or purpose, a favorable or prosperous termination of attempts or endeavors. Success cannot be measured in just one year. 2022 was the year of growth for our Community Programs Training Team, our new Technology Team, and other opportunities. The Community Programs Training Team (CPTT) welcomed a new team member with a clinical background as a Licensed Professional Counselor. This aligns with our agency’s strategic framework to support continuity of care for our youth in specialized populations. CPTT, in collaboration with the Practice Improvement and Services Unit, completed a rigorous three-year process of an additional certification, Collaborative

Case Works (CCW 1&2). The pandemic stalled our progress, but it didn’t stop us. WE did it!

Three team members were awarded Trainthe-Trainer (TOT) certification status. This allows CPTT to provide training on the agency’s risk assessment tool and case planning, which is a critical function for the successful outcomes for youth, families, and our agency. Success cannot be measured in just one year. It evolves and exceeds “measurement capacities” with an overflow. The road to accomplishments is always under construction and can only be built with collaboration, determination, and motivation. Every year is an opportunity to grow and succeed. We look forward to 2023!

“THE ROAD TO SUCCESS IS ALWAYS UNDER CONSTRUCTION”

-LILY TOMLIN

TERESA MOORE Training Manager - Community Programs

“COMING TOGETHER IS A BEGINNING. KEEPING TOGETHER IS PROGRESS. WORKING TOGETHER IS SUCCESS.” – HENRY FORD

FROM LEFT TO RIGHT: FRANK PIOTROWSKI, PARADISE PAUL, BRANDY NEWTON, SHARNISE JACKSON, TERESA MOORE

PROGRAMS TRAINING TEAM

TEAM THOUGHT

Unity is not about everyone and everything being the same. It’s not about just one individual or one team member. It’s about acknowledging all of our differences and making them strengths that help the entire team achieve greatness. No one person can generate the success of an entire team, but each person is able to contribute to that success. For this team, unity is about cheering each other on, celebrating every win, assisting through every challenge, and encouraging each other to reach the goal.

1,970 786 22 2,778

TRAINED RS1 NEWHIRES TOTAL EX PERIENCES INPERSON EXPERIENCE S

The Residential Team has experienced an array of changes over the past year. They said goodbye to their beloved and well-respected supervisor and ushered in a new training manager to lead the team. Co-workers moved on and they welcomed new team members aboard. We returned to in-person training for Basic Skills for Non-Security and Institutional InService. Adapting to changing circumstances and inspiring others is part of leadership, both inspiring them to reach their goals and helping them recognize their potential. Building trust, communication, and collaboration with others is necessary to build a strong team culture. We have worked earnestly to build that culture to offer effective and quality training. This team is made up of a diverse group of individuals who each bring value and impact to the table. Throughout the year, the team has been

steadfast enhancing the training experience for the adult learners we serve. Curriculum has been updated and revised to reflect today’s DJJ employee needs. We continue to meet the training needs of the Residential division, including regulatory training requirements, advanced skills, and new open-enrollment training. The team communicates and listens to the needs and requests of the agency. We will continue to provide training which supports agency initiatives and future training needs of the department. This means building professional development courses designed to enhance employee career growth and staying current with all regulatory requirements and certifications. We are committed to offering training that is recent and relative to staff.

- UNKNOWN

“LEADERSHIP IS UNLOCKING PEOPLE’S POTENTIAL”

– BILL BRADLEY

JENNIFER MAYS Training Manager - Residential Programs

“A STRONG FOUNDATION BUILDS THE ROAD TO SUCCESS. CREATING STRUCTURE; BUILDING LEADERS”.

VIRTUAL EXPERIENCES

FROM LEFT TO RIGHT: MAURICE JOHNSON, NICOLE WASHIGTON, JAMES WALLACE, BRIAN MCGUIRE, VICTORIA CAREY, DANIEL LAWSON, JENNIFER MAYS

TECHNOLOGY TRAINING TEAM

TEAM THOUGHT

For the newly formed Technology Team, it was important that we build a solid foundation. We learned each other’s working styles while creating a unified culture that supports the vision for the overall success of the team. We were tasked with bringing a new and fresh perspective to the agency by using hands-on training, captivating communications, superior technological support, and impeccable records management. We believe that teamwork is a representation of unity. With various skills, experience, and backgrounds, we support one another by providing a helping hand to produce quality products in all that we do and everyone that we serve.

619 404 67 1,090

In 2022, the Technology Training Team saw success by providing in-person training, virtual training, and e-learning development. As the year progressed, the team’s reach grew by the addition of internal communications and records management. This growth welcomed a new manager, new positions, and new opportunities to build upon in the last quarter of 2022. During the

last quarter, the team successfully guided the Agency through the Microsoft Migration with regular email communications, job aids, graphics, and virtual training. The Microsoft Migration success provided the team with a strong foundation to build upon for the new year. In 2023, our team will continue to develop training and build communication opportunities for the agency.

“ALONE WE CAN DO SO LITTLE; TOGETHER WE CAN DO SO MUCH.”

~HELEN KELLER

JULIE NORRIS Training Manager - Technology, Communications, and Records Management

“UNITY IS STRENGTH…WHEN THERE IS TEAMWORK AND COLLABORATION, WONDERFUL THINGS CAN BE ACHIEVED.”

– MATTIE STEPANEK

FROM LEFT TO RIGHT: MARTHA SMITH, KIM EVANS, DUSTIN KELLEY, JULIE NORRIS

All Over the Commonwealth

Learners by Generation

660 1314

59 440 46%

Gen Z - Born 1997 and beyond

Millenial - Born 1981 - 1996

Gen X - Born 1965 - 1980

Baby Boomer - Born 1946 - 1964

Increase in Total Learners

TRAINING BULLETINS TRAINING NEWSLETTERS

All training held by the Training Unit is announced weekly in our Training Bulletin. There you will find the latest information about upcoming learning experiences. Take a look at how many were sent in 2022.

38 Thoughts on Growth

“Sometimes two things can be true. Breakthroughs tend to lead to growth. Growth is necessary for development. Working your way up the ladder of your life gets tricky, and sometimes scary, especially during the tough times, in the trenches. What may seem like disaster and failure is only meant to trigger the breakthrough necessary to reach your next level”.

26% 34% 5%

Keep up with what’s going on in training throughout the month with the Training Unit’s monthly video newsletters. This newsletter will inform you of upcoming events, initiatives, or general need-to-know information. Here’s how many views we attained in 2022.

1,844

- Dr. Sherman Urquhart Ed.D. Leadership Training Program Coordinator

Annual Mandatory Compliance Training

Important Reminders F.A.Q.S

As a training requirement, all DJJ employees must complete the following required training: Information Security Awareness

PREA Training

MVP – HR Policy & Law – Civility in the Workplace

Working Together for Virginia (formerly known as The Road to Cultural Competence)

VDEM - Virginia State Employee Safety and Disaster Awareness

All annual compliance training should be completed prior to the training requirement deadline. All supervisors must provide training time to all employees to ensure that they are in compliance with agency training policy. All annual compliance training can be found in the Virginia Learning Center (VLC).

Educational Assistance Program

All DJJ employees who have surpassed the probationary period and who are expected to continue with their employment with the agency are eligible to receive financial assistance for professional development. The program applies to full time DJJ employees and should be used as a reeimbursement of tuition cost for courses that have been pre-approved. The maximum assistance cost are up to $1500 per semester with a maximum of two educational opportunities. Employees must complete the application for educational assistance in order to be approved. For more information, contact training.academy@djj.virginia.gov.

Professional Development Plan (PDP) - COMING SOON!

The Training and Organizational Development Unit created a robust list of professional development open enrollment training opportunities in a variety of categories. These trainings will support your learning new skills and developing current abilities. This is a continuous plan that will guide you through a series of learning experiences. Utilize this plan regularly as a resource, mandatory training tracker, and professional development hub to enhance your professional tool belt while supporting your area of expertise and beyond!

Virginia Learning Center Help

If you have issues logging into the VLC or questions regarding your training enrollment, please email registrar.training@djj.virginia.gov.

Below you'll find a few of the frequently asked questions for the Training and Organizational Development Unit. Use this as a resource to guide you in the future!

1 2 3 4

I can't log into/ access my webinar.

If you are having issues with logging into your webinar, training, or an event from your computer, try using your phone audio. If you are still unable to listen to the webinar or event, contact training.academy@djj.virginia.gov for further assistance with technical support.

How do I know if I qualify for the Educational Assistance Program?

To learn more information about the Educational Assistance Program, check out the qualifications located on the S Drive - S:\Training Center\Educational

I can’t log in to the VLC.

If you are unable to log in to the Virginia Learning Center (VLC) because you have forgotten your password, you can reset your password on the VLC login page. Click the “Forgot Password” link and follow the prompts. If you do not receive a password within a timely manner or if you have forgotten your username, please contact registrar.training@djj.virginia.gov.

I attended a class/webinar but did not recieve credit for attending.

You must attend a session in its entirety to receive credit for completion. If you have questions about receiving completion credit, please contact registrar.training@djj.virginia.gov.

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CONTACT US

TRAINING & ORGANIZATIONAL DEVELOPMENT UNIT TRAINING.ACADEMY@DJJ.VIRGINIA.GOV

RESIDENTIAL PROGRAMS TRAINING TEAM RESIDENTIAL.TRAINING@DJJ.VIRGINIA.GOV

COMMUNITY PROGRAMS TRAINING TEAM COMMUNITY.TRAINING@DJJ.VIRGINIA.GOV

ORGANIZATIONAL DEVELOPMENT TRAINING TEAM ORGANIZATIONAL.TRAINING@DJJ.VIRGINIA.GOV

TECHNOLOGY TRAINING TEAM TECHNOLOGY.TRAINING@DJJ.VIRGINIA.GOV

REGISTRAION AND CREDIT REGISTRAR.TRAINING@DJJ.VIRGINIA.GOV