West Side Community Resource Center P R O G R A M
M A N U A L
2012
“The West Side Community Resource Center provides comprehensive, integrated family support services that build and sustain a healthy community by strengthening families and enriching the lives of children.� T A F T ,
C A
West Side Community Resource Center
Program Manual
West Side Community Resource Center 915 N. 10th St. #20 Taft, Ca 93268 Phone: 765-7281 FAX: 765-7143 Office Hours: 8 am to 5 pm
Staff
Sandy Koenig - Coordinator Pam Brown - Family Services Facilitator Milea Suthard - Family Advocate/First 5 Kern Kathy Johnson - Case Manager/Differential Response Adriana Olvera - Case Manager/Differential Response
Our Mission Statement
“The West Side Community Resource Center provides comprehensive, integrated family support services that build and sustain a healthy community by strengthening families and enriching the lives of children.� This manual is intended to be used by and new (introductory period), substitute, and current employees of the West Side Community Resource Center as a summary of the WSCRC and Taft City School District personnel policies, procedures, and benefits. It is designed to provide a quick overview for employees and as a reference manual for substitute employees. More information on school district policies are available at the District Office located at 820 6th St. Taft, CA.
Sponsored by
Policy & Procedure Manual
1.
Introduction a. Mission Statement b. Family Resource Centers c. Guide to Kern County Family Resource Centers
2. General Office Procedures a. Front Office Receptionist Procedures • Daily Procedures Guide • Basic Needs and Procedures b. Basic Needs Procedures c. Confidentiality d. Safety and Health Policy/Emergency Action Plan e. Forms of the WSCRC • Intake • Referral for Services 3. Personnel a. General Policies b. Taft City School District Organizational Chart c. Job Descriptions • Program Coordinator • Family Advocate • Family Services Facilitator • Data Entry Clerk d. Taft City School District School Calendar e. Mandated Reporting 4. First 5 Kern a. Description • Staff • Funded Programs • Annual Reports b. WSCRC First 5 • Data Entry Procedures/; • Case Management Procedures • Confidentiality • Communication Guidelines/ Photo Release •
c. Forms First 5 Confidentiality • Family Demographics • Birth Survey • Core Data Element • Case Management Forms 5. Differential Response a. DR Flow Chart Procedures b. DR Service Areas c. Supervisor Districts d. DR Progress Report e. Scope of Work f. Case Management Forms 6.
Together We Can Collaborative a. Description b. Yearly Schedule c. KCNC Local Collaborative Guide
7. Appendix a. Home Visitation Safety Policy and Prociedures b. Family Support Standards c. SMART Goals d. Foundations of Social and Emotional Development e. Five Protective Factors 8.
Taft City School District Employee Policies a. Personnel b. Special Education c. Public Relations d. Business e. Complaints f. School Board g. Safety and Health
Family Resource Centers A family resource center provides an array of services and activities that are integrated, comprehensive, flexible, and responsive to community identified needs (Family Resource Centers, Vehicles for Change). The West Side Community Resource Center was established in 2000 with funding from the Kern County Children and Families Commission. Linking resources, advocating for children, and improving outcomes for families were identified as the key roles of the resource center. There are currently 17 family resource centers located in Kern County. The West Side Community Resource Center has evolved into an agency that offers a myriad of comprehensive family support services under various funding streams including First 5 Kern, Kern County Network for Children, Salvation Army, and grants from foundations and business.
For more information on the development of Family Resource Centers see “Recipes for Community Success�: Kern County Network for Children.
Introduction The West Side Community Resource Center is located in Taft, CA and is operated under the umbrella of the Taft City School District. The WSCRC provides community based resource and support services for families and children who live in communities on the West Side of Kern County. Programs include preschool activities, home visitation, children’s insurance application assistance, parent education, and school readiness activities through funding from First 5 Kern. Intensive case management for high risk families involved in Child Protective Services is provided through the California Abuse and Prevention Intervention Treatment program through Kern County Network for Children. Basic needs and direct services such as food, emergency housing, and utility assistance are provided through the Salvation Army and local grants and donations. These “safety net� services help to stabilize families and keep children safe. Programs are based on the principles of Family Support. Services are comprehensive and integrated with partner agencies to serve the unique needs and strengths of the individuals, the family and the community.
Guide to Local Collaboratives & Family Resource Centers Kern County’s diverse communities have set the pace for California in developing community strength through local collaboration. Neighborhood-based coalitions identify and address local issues ranging from joblessness to gang violence to graffiti removal. Many communities have brought together health and social service agencies to offer locally based family-centered services. Note: In the following list, FRC = Family Resource Center. 34th St. Neighborhood Partnership - KCNC Accredited Kern County Museum, 3801 Chester Ave, Bakersfield, CA 93301 Jeff Nickell (661) 636-4240 Community meeting, 2nd Wednesday monthly, 9 a.m. in the Fellows Hall (Dark in the Summer)
Arvin Collaborative - KCNC Accredited
Arvin Union School District, 737 Bear Mountain Blvd., Arvin, CA 9320 FRC: 207 South A St., Arvin (661) 854-6525 Karen Davis (661) 854-6526 Community meeting, 1st Thursday monthly, 10 a.m. (Call for location)
Buttonwillow Community Collaborative - KCNC
Accredited FRC: Buttonwillow School, 42600 Hwy. 58, Buttonwillow, CA 93206 Lucette Garcia (661) 764-9405 Community meeting, 4th Monday bi-monthly, 3:30 p.m. (Jan., March, May, Sept., Nov.)
Delano Neighborhood Partnership
Community Connections Center, 1842 Norwalk, Delano, CA 93215 Mike Bledsoe (661) 721-5000 Community meeting, 1st Tuesday monthly, 9:30 a.m.
East Bakersfield Community Collaborative – KCNC Accredited Boys and Girls Club, 801 Niles St., Bakersfield, CA 93305 Debbie Wood (661) 631-5895 Community meeting, 1st Wednesday monthly, 8:30 a.m. (Dark in July)
East Kern Collaborative – KCNC Accredited FRC: 15662 K St., Mojave, CA 93501 Angela Carapia (661) 824-4118 Community meeting, 2nd Thursday monthly, 2:30 p.m. - 4 p.m.
Fairfax/Edison Community Collaborative
1408 Marion Dr., Bakersfield, CA 93307 Mailing: PO Box 70892, Bakersfield, CA 93387 Debbie Johnston or Teri Torres (661) 366-6783 Community meeting, 1st Wednesday every other month, 8:30 a.m. - 10 a.m. (2011 Dates: Feb. 2, April 6, June 1)
Greenfield H.E.L.P.S. Collaborative – KCNC Accredited FRC: 5400 Monitor St., Bakersfield, CA 93307 Kimberly Shipp (661) 837-3720 Community meeting, 2nd Thursday monthly, 9 a.m.
Indian Wells Valley Collaborative – KCNC Accredited
FRC: 825 N. Downs, Ste. A, Ridgecrest, CA 93555 Kandi Smith (760) 375-4357 Community meeting, 2nd Wednesday monthly, 10 a.m. at the Kerr McGee Center
Kern River Valley Collaborative – KCNC Accredited
PO Box 2905, Lake Isabella, CA 93240 FRC: 5109 Lake Isabella Blvd. Nancy Puckett (760) 379-2556 x601 Community meeting, 4th Thursday monthly, 3:30 p.m. - 5 p.m. (Dark in July, Aug., Dec.)
Kern Senior Network Collaborative – KCNC Accredited Aging & Adult Services, 5353 Truxtun Ave, Bakersfield, CA 93309 Richard Temple (661) 301-6427 Community meeting, 2nd Friday every other month, 1:30 p.m. - 3:30 p.m.
Lamont/Weedpatch Collaborative - KCNC Accredited
FRC: 7839 Burgundy Ave, Lamont, CA 93241 Jennifer Wood-Slayton (661) 845-2724 ext. 300 Community meeting, 1st Thursday monthly, 10 a.m. (Call for location)
Lost Hills Collaborative - KCNC Accredited
Lost Hills Union School District Office FRC: 14823 Office Lane, Lost Hills, CA 93249 Alesha Hixon (661) 797-3042 Community meeting, bi-monthly, 10 a.m. (Call for date)
McFarland Community Collaborative –
KCNC Accredited McFarland Unified School District, 601 Second St., McFarland, CA 93250 FRC: Browning Road School, 410 E Perkins Ave Margie Perez (661) 792-1883 Community meeting, 2nd Tuesday monthly, 3 p.m. at the FRC
Mountain Communities Collaborative (Frazier Park) –
Shafter Healthy Start Collaborative – KCNC Accredited
Shafter Healthy Start/Richland School District FRC: 331 Shafter Ave, Shafter, CA 93263 Jesus Cordova (661) 746-8690 Community meeting, 3rd Wednesday monthly, 9 a.m. - 10 a.m. (Dark in Dec.) at the Shafter Police Department, 201 Central Valley Hwy.
Southeast Neighborhood Partnership Collaborative –
KCNC Accredited FRC: 1509 E. 11th St., Bakersfield, CA 93307 Mario Gonzalez (661) 322-3276 Community meeting, last Thursday monthly, 10:30 a.m. - 12 p.m. at the Martin Luther King Jr. Community Center
KCNC Accredited FRC: 3015 Mt. Pinos Way #102 Healthy Start P.O. Box 1902, Frazier Park, CA 93225 Anne Weber (661) 245-4303 Community meeting, call for day & time
South Chester Collaborative – KCNC Accredited
Oildale Community Collaborative
Greater West Side “Together We Can” FRC: 915 North 10th St., #20, Taft, CA 93268 Sandy Koenig (661) 765-7281 Community meeting, 3rd Wednesday bi-monthly, 4 p.m.
Standard Family Advocate Services & Resources, 1200 N. Chester Ave, Bakersfield, CA 93308 Lourdes Cortez (661) 392-2110 ext. 118 Liz Mendoza(661) 392-8758 ext. 1 Community meeting, 3rd Wednesday bi-monthly, 8:30 a.m. (2011 dates: Feb. 16, Apr. 13, May 18)
Richardson Special Needs Collaborative – KCNC
Accredited Richardson Center, 1515 Feliz Dr., Bakersfield, CA 93307 Bill Reifel or Maria Rubinol (661) 336-5482 Community meeting, quarterly, 1:30 p.m. - 3:00 p.m. Call for day & time
Rosedale Collaborative - KCNC Accredited
Liberty High School, 925 Jewetta Ave, Bakersfield, CA 93312 Mailing address: 1800 Mt. Vernon 2nd Flr., Bakersfield, CA 93306 Jean Roberts (661) 868-1219 Community meeting, monthly - last Tuesday of the month, 9 a.m. (Conf. Rm. 1)
FRC: 800 Ming Ave, Bakersfield, CA 93307 Debbie Wood (661) 631-5895 Community meeting, 2nd Thursday monthly, 1 p.m.
Taft Collaborative – KCNC Accredited
Wasco Collaborative – KCNC Accredited
Sunset Villas Community Center, 1950 Palm Ave, Wasco, CA 93280 Kelly Richers (661) 758-7706 Community meeting, 2nd Thursday monthly, 8:15 a.m. Updated 01.05.12
Daily Procedures Guide Customer service provides help to answer questions clients have about a receiving a service and assists them in whatever help they may need. Staff should be friendly, respectful, and helpful to insure a customer feels comfortable and has a pleasant experience. Please use the following guidelines when serving those who access the Resource Center for services. Walk In Clients 1. Greet client 2. Client fills out intake form • Completely fill out intake form • List number of adults living in the home 18 & older • List all children living in the home, age, birth date and relationship • Client signature and date on bottom of form is required • Clearly describe services rendered on the back of intake form 3. Record all walk in clients on daily log sheet Answer Phones We want everyone who contacts the resource center to feel welcome and to receive the impression of helpfulness and professionalism. Please use the following greeting when answering phones: ‘West Side Community Resource Center, this is: your name, may I help you?’ • Record all incoming calls on daily log with complete name and phone number and purpose for call or services needed • Messages for staff should be written on a note and placed on the computer screen of staff member. Mes sage book is located next to the computer keyboard.
Referring Clients to Services Clients who access the resource center are usually in need of a basic service such as diapers, food, etc. or need information on how to obtain a service. 1. 2. 3.
Diapers are located in Room 24. Check the diaper log to make sure they have not received any diapers in the 3 months. Give no more than 12 diapers and always record the information of the diaper log located on the clipboard. Food is located in Room 24. Pre-made boxes are ready. Record what was given on the intake form. Give them a food bank information card (on desk). Utility Assistance: These folks are usually pretty desperate. Refer to the Family Services Facilitator. If not available explain that the person who handles the program is out and will return their call when she returns.
Give them REACH or HEAP requirement handouts found in file on desk. Be sure to take their name, phone #, total amount of bill and assure them we will contact them. 4. 5.
Referral information for various services are located in the bottom right hand drawer of the desk, in the displays in the office, or you can call 211 for information. Questions? The WSCRC offers a variety of family support services and we know it takes time to become familiar with everything. Do not hesitate to ask a staff member for information or clarification of procedures and protocols. You can also refer to the Basic Needs section of this handbook.
Contacts • • • • •
A Taft City School District phone directory is located in the top drawer of the desk with phone numbers of all schools and departments. Phone numbers of partner agencies are located on the desk in the Rolodex Call 211 for referrals and resources that we may not have For any other questions refer to a family advocate. Phone numbers of staff are located in the Rolodex on the front desk. Contacts at “The Fort” Edith Lauren, Executive Director, Suite # 2 765-7371 Roger Easley, Caretaker, Suite # 23 203-0209 In Case of Emergency Refer to Emergency Action Plan and/or call: Sandy Koenig, WSCRC Director 623-1066 Taft City School District, Janice Dillingham 763-1521
Closing Procedures When leaving at the end of the day please turn off all lights and personal fans. Lower the blinds in all offices. Check all doors in all offices to make sure both top and bottom locks are secure. Make sure file cabinets with confidential information are locked.
Resource & Referral Services Basic Needs Services – One time safety net services are offered to families with few risk factors and assessed as not needing additional case management or to families being case managed as needed. Services are provided through Salvation Army funds, Dignity Health, Chevron, and local donations. Resources are only available as funding allows. Available Resources: Food, Utility Assistance, Formula, Clothing, Hygiene, Bus Passes, Lice Kits, Diapers Basic Needs Procedures All services must include an intake form and must be recorded on the proper log located in the front office. See a Family Advocate or the Coordinator for other resources and for any questions 1.
Have family complete an intake service form to determine the service needed. Do a brief screening of the family situation,
2.
If a onetime service only is necessary, provide them with it,(see below), or provide resource and referral information
3.
Record the service given on the appropriate log including the daily service log. The completed Intake form is placed in intake file under the desk.
4.
If a family requires additional services and appears to need ongoing help refer to a family advocate for further assessment and case management.
Utility Assistance is available through the Salvation Army REACH program. Information regarding eligibility is found in the resource and information file behind the front desk. The family services facilitator assists clients in filling out and approving applications. Utility assistance is also available through the HEAP program. We only refer and provide applications for this program. Information and HEAP applications are located in the resource and information file.
Prescriptions are available through a grant from Catholic Healthcare West Friends of Mercy Grant. Please see procedure in the binder designated for prescriptions. We do not give prescriptions for any painkillers or narcotic related drugs. Diapers: 1 full bag of diapers will be given only once in a quarter – every 3 months. An ID is required to avoid duplication of services. If taking additional diapers to a case-managed family, only take 6 diapers. Record all diapers given on the log immediately! Formula is for emergency use on a case by case basis but normally only once. Record on log and take ID. Check with director before you distribute. Food: We are not a food bank, we are for emergencies or if the other food banks are closed and people need enough food for a day or so. Always refer families to local food banks first. Provide enough food for 1 or 2 days, in relation to the family size, and include a Food Bank referral list located on the desk. Food Cards: D.R. Food cards are to be used for D.R. or case managed families only and are only given by DR Case Managers. Sav-A-Lot cards are to be used for emergency situations only. Make sure all cards distributed are recorded on the accompanying log. Hygiene Kits: Located in the storage room. Check the data base to see if they received one recently, only 1 every 3 months is allowed. Clothes: Vouchers will be given on a case by case basis after the following steps. 1. Refer to local thrift shops, Goodwill Store, or Church clothing banks for 2. Suggest Goodwill for low cost clothing. 3. If a voucher is still needed explain situation to supervisor for an OK. When filling out a voucher be very specific in your description. 4. Vouchers are signed by the Director only, no one else is authorized to do so. To clarify any policies or procedures ask the Family Services Facilitator or Coordinator Referrals The West Side Community Resource Center has developed strong partnerships with local and county agencies to provide an integrated and seamless service delivery system of care. Collaborative partners including school districts, local churches, government agencies, and others work together to ensure families receive the services they need. The WSCRC has many resource materials available. • Pamphlets and flyers in the lobby displays • Resource manual located in the file behind the desk • Resource binder located in the DR Office with many local resources • File cabinet in the front office, second drawer • Call 211 If you are unable to locate the resource you need ask another staff member, they will be glad to assist you!
Confidentiality Procedures The protection of confidential client information is of utmost importance and confidentiality practice and procedures must be strictly followed by all employees. As an employee of West Side Community Resource Center, confidential information will be made available via written forms, electronic devices, interoffice communications, and verbal interactions. Each employee is responsible for safeguarding confidential information as a term of their employment. As an employee of the West Side Community Resource Center and Taft City School District you have a responsibility to prevent revealing or divulging any such information unless it is necessary for you to do so in the performance of your duties or you are legally bound to reveal such information. Please be aware of the following guidelines: • Employees should not discuss confidential information in the office unless it is with a person who is directly involved in case management or delivering services. Employees should never discuss any information regarding any person receiving services or accessing the resource center while others are present, in public, or semipublic areas. • Ensure that client written and electronic records and other sensitive information are stored in a secure location and that client records are not available to others who are not authorized to have access. • Case files will be stored in a locked file cabinet and case managers are responsible for ensuring the file cabinets are locked each night. Case files are never to leave the premises. • Do not leave any records, logs, intakes, or lists with client information out on desk or in any location that can be seen by others. Always store this information when leaving your desk. • Take precautions to ensure and maintain the confidentiality of information transmitted to other parties through the use of computers, electronic mail, facsimile machines, telephones and telephone answering machines, and other electronic or computer technology. • Case workers should transfer or dispose of clients’ records in a manner that protects clients’ confidentiality and is consistent with state statutes governing records and social work licensure. I acknowledge that I have read and understand the confidentiality guidelines of the West Side Community Resource Resource Center.
_________________________________________________________________________________________ Employee’s Signature/Date
Safety & Health Policy Statement It is the policy of West Side Community Resource Center that injury and illness prevention shall be considered of primary importance in all phases of operations and administration. The personal safety and health of each employee as well as our clientele, is of primary importance. Therefore, it is the intention of the WSCRC to provide safe and healthy working conditions and to establish and insist upon safe practices at all times by all employees. Practices and policies include: • Every effort will be made to provide adequate safety and health training to employees. However, if an employee is ever in doubt how to do a job safely or question if an environment is safe, it is their duty ask a qualified person for assistance. • Employees are expected to assist management in injury and illness prevention by conducting general safety and health inspections in areas where WSCRC activities will be held in order to find, eliminate or control safety and health hazards. Unsafe conditions must be reported promptly. • Employees must cooperate with health and safety practices set forth by Taft City School District as a condition of employment. General policies are located in the enclosed appendix. • Ask for help when you need it! Do not engage in activities including lifting, climbing, moving objects, etc. that may cause injury. Employees that need help should ask for and receive assistance when necessary. • When working with children universal health practices should be followed.(see appendix). Health and safety standards for early childhood education programs established by NAEYC and outlined in the Early Childhood Education Ratings Standards will be followed in early education settings. See supervisor for more information.
Important Notice Concerning Injury on the Job Any injury that occurs on the job or in the course of job duties, even a slight cut or strain, must be reported to management as soon as possible. In no circumstance, except an emergency, should an employee leave a shift without reporting an injury that has occurred
Personnel West Side Community Resource Center staff is employed through the Taft City School District and adhere to the policies and conditions set forth by the Taft City School Board. Hiring of personnel follows the Taft City School District’s personnel policies and procedures for classified staff. Classified employees are subject to the collective bargaining unit’s wages, benefits and guideline agreements for California Classified School Employees Association outlined in the CSEA handbook. The Taft City School District is an equal opportunity employer. District policy prohibits unlawful discrimination based on race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition including genetic characteristics, sexual orientation, or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics.
General Policies • The WSCRC believes that punctuality and a good record of attendance are essential components of positive and productive work performance. Employees are expected to arrive at work and be at their workstation by their scheduled work time. If you anticipate being late call your supervisors to inform them before your scheduled work time. • Work attire should complement an environment that reflects an efficient, orderly, and professionally operated organization. The key to sustaining an appropriate business attire program is the use of common sense and good judgment. Please dress in a manner that is conducive and appropriate to our business environment. If questionable attire is worn in the office, the coordinator will hold a personal, private discussion with the employee to advise and counsel the employee regarding the inappropriateness of the attire. • Use of Computers - Employees shall use TCSD computers, network, and other electronic information resources primarily for purposes related to their employment. Where approved by the supervisor in advance, an employee may make minimal personal use of District electronic information resources as long as it does not violate this policy and does not interfere with performance of an employee’s duties. Employees have no privacy whatsoever in their personal use of the TCSD computer use including text messages, image files, e-mails, and internet. • Personal Cell Phone Use and Electronic Devices – Use of personal cell phones/electronic communication devices by employee is limited during work hours. Personal cell phone use, including texting, should not take place during work hours. If calls are necessary they should be very brief. Personal calls may be made during breaks or lunch hours. It is not appropriate to use personal electronic devices such as IPods, MP3 Players, etc. • State laws prohibit the use of cell phones while an automobile is in use. No cell phone use, including texting, accessing messages, etc. is allowed while driving TCSD vehicles. • All time off must requested and approved by the coordinator in advance using the TCSD Leave of Absence Form which is turned in for approval at the TCSD. If a sick day is taken forms must be turned into the supervisor the day after the employee returns. • An official Taft City School District Calendar is located at the end of this section listing official holidays and days off. • Timesheets must be turned in by the 24th of each month. YOU ARE RESPONISBLE FOR MAKING SURE YOUR TIMESHEET IS IN. We do not call to remind you. Timesheets are turned in by the coordinator only. The school district will not accept timesheets directly from employees. Specific personnel policies regarding hiring, absences, employee conduct, evaluations, health and safety procedures can be found in TCSD Employee Manual which is distributed to each classified employee and is also located in the front office filing cabinet.
Program Coordinator The resource center coordinator is responsible for the development, coordination, implementation, supervision, and administration of programs associated with child abuse prevention, family support services, parent education, and child development activities that are conducted through the West Side Community Resource Center. Qualifications for the Resource Center coordinator include possession of a bachelor’s degree in Social Services, Early Childhood Education, or related field, ability to develop, implement, and administer programs, possess strong interpersonal/verbal communication skills, and the ability to establish and maintain working relationships with community and county agencies and partners. Essential Duties • • • • • • • • • • • • • • • •
Develop and implement scopes of work and evaluation plans for grant funded programs Hire, assign tasks, evaluate, and supervise staff for various programs Assign caseloads and oversee case management services for family advocates Develop, monitor, and revise as necessary budgets for grant funded programs Write and submit required quarterly and annual reports in a timely manner Utilize online data collection systems to track progress of activities Coordinate community events such as Car Seat Safety, Bicycle Rodeos, Kindergarten Registration, and Food and Clothing Drives Identify and write grant proposals to sustain funding Schedule and facilitate local Collaborative meetings Teach court mandated parent education class and other parent education workshops Attend monthly SARB and Multi-Disciplinary Team Meetings Develop and maintain effective outreach and marketing activities related to the WSCRC Attend mandatory local and county agency meetings related to programs Represent the resource center on local and county advisory committees and boards Ensure compliance with all policies and procedures for implemented programs Assist in delivery of direct services to families through the resource center including servicing clients with basic needs, providing resource and referral information, and assisting in teaching preschool classes and workshops
First 5 Family Advocate Under the general direction and supervision of the Community Resource Center Coordinator the family advocate will facilitate services associated with providing basic physical, medical, emotional, and educational needs to children and families accessing the resource center. Essential Duties • • • • • • • • • • • • •
Complete WSCRC intakes and assessment forms for clients accessing the resource center, including completion of Prop. 10 intake packets. Provide case management services, using best practices, to families including developing and implementing individual service plans unique to each family needs and characteristics. Services will enhance the home environment, encourage a social support system, and increase the family’s ability to problem solve and advocate for themselves and their children. Provide home visitation activities that will strengthen the parent-child relationship by improving parent skills and knowledge in child development. Develop and implement early childhood education and SRI activities that fulfill the First 5 Scope of Work, i.e. Preschool Classes, Summer Bridge, Kindergarten Transition. Maintain strict confidentiality procedures Meet caseload and contact requirements specified in scopes of work Provide basic need services to clients accessing the resource center Organize and implement community outreach events Develop contacts and link clients with community and partner agencies to enhance family services Collect and maintain required data into OCERS system in a timely manner Effectively communicate with Community Resource Center staff and agency representatives. Attend necessary meetings and trainings Perform other duties as assigned
Under the general direction and supervision of the Community Resource Center Coordinator will facilitate work in collaboration with parents and partner agencies to facilitate services associated with basic physical, medical, emotional, and educational needs of case managed families. This position is contingent upon CAPIT funding.
CAPIT “Differential Response Case Manager Essential Duties • • • • • • • • • • • • •
Implement an integrated service delivery system with referred children and families who have been identified as at risk and referred by CPS or partner agencies. Work in partnership with the case managed families to develop and implement individual family service plans. Provide quality customer service to clients with an attitude of helpfulness, dignity and respect for each family’s culture and background. Make appropriate referrals for services to partner agencies Act as a liaison to agencies, schools and community groups Maintain case file records in a timely fashion. Enter case management data in the ETO system in a timely manner Attend necessary meetings and trainings related to the CAPIT program Participate in the local Together We Can collaborative meetings Follow strict confidentiality protocols to ensure the confidentiality of all records Assist with the preparation and implementation of CRC outreach activities and events related to child abuse and neglect prevention. Work with and report to the Community Resource Center Director Provide direct case management services to families accessing the resource center
Family Services Facilitator Under the general direction and supervision of the Community Resource Center Coordinator this position serves as point of contact to at risk families accessing the resource center for direct and resource and referral services. Safety net services the facilitator will provide include: Essential Duties • • • • • • • • • • • •
Gather household information using the resource center intake form Assess the immediate needs of clients Provide appropriate basic needs including food, clothing, diapers, prescriptions Refer to appropriate case management program if necessary Coordinate utility assistance Salvation Army REACH or HEAP programs Provide Healthy Families insurance application assistance Distribute resource and referral information Assist in providing SRI preschool activities Coordinate resource center outreach activities Perform receptionist and secretarial duties Maintain service logs for all basic needs provided Assist the coordinator procurement of data for quarterly and annual reports
Data Entry Clerk Under the general direction and supervision of the Community Resource Center Coordinator perform clerical duties and public contacts required for the operation of the center. This position is contingent upon Proposition 10 funding. Essential Duties • Operates computer programs using word processing, spreadsheet, database, and • Enters intakes and necessary data on established data base • Responsible for entering ongoing service delivery data on Prop 10 on-line reporting tool • Serves as receptionist at the Community Resource Center. Duties include greeting clients, assessing their immediate needs, and referring them to the appropriate staff • Assists coordinator with the procurement of necessary data for quarterly reports required by various funding sources • Perform other office duties as assigned
Mandated Reporting All employees of the West Side Community Resource Center are mandated reporters. Mandated reporters are required by law to inform the proper authorities, Child Welfare Services, or Law Enforcement when abuse or neglect of a child is suspected. Penal Code 11166 states that ”A mandated reporter shall make a report whenever the mandated reporter, in his or her professional capacity or within the scope of his or her employment, has knowledge of or observes a child whom the mandated reporter know or reasonably suspects has been the victim of child abuse or neglect.” Should any employee have any comments or concerns regarding the documentation, they should contact their supervisor. Please see attached: • •
Making the Report:Kern County Mandated Reporting Procedures Dept. of Human Services: A Guide to Mandated Reporting
For more information go to the Kern County Dept. of Human Services Website
First 5 Kern/Prop 10 The West Side Community Resource Center is funded by First 5 Kern under Prop.10. Proposition 10 was passed by the voters of California in November 1998 and the Legislature codified the Proposition as the California Children and Families Act of 1998. This initiative added a $.50 per pack tax on cigarettes, added an equivalent tax increase on distributed tobacco products, and created a trust fund for the revenues collected. Revenues are used to fund local health, childcare and education programs that promote early childhood development for children ages prenatal to five. The focus on these important years is based on current early brain development research where it has been shown that the early years of life are critical developmental years and children being ready for school. Research shows that children exposed to healthy, loving, learning environments have a greater chance of becoming healthy, well-adjusted adults. First 5 programs are guided by the Strategic Plan which identifies the diversity of needs and suggests strategies and actions to improve early childhood health and development services throughout Kern County under four focus areas: 1.
Health and Wellness – All children will have an early start toward good health.
2.
Parent Education and Support Services – All parents and caregivers will be knowledgeable about early childhood development, effective parenting and community services
3.
Early Childcare and Education – Quality early childcare and education services will be accessible.
4.
Integration of Services – A well-integrated system of services for children and families will exist to de velop service networking and leverage support.
First 5 Kern receives approximately11.9 million Proposition 10 dollars per year. These revenues are expected to decrease over time as smoking decreases. To date, First 5 Kern has allocated more than $100 million dollars to early childhood programs in Kern County. These programs have served more than 60,000 children and nearly 32,000 families and help ensure that all children are healthy and prepared to enter school.
School Readiness Activities In 1989 the National Education Goals Panel established eight education goals, first being that all children in America will start school ready to learn. Since this goal was established, it has received national attention in terms of understanding what school readiness really means, how we best measure it, and what we should do to support school readiness. In January 2001, Governor Davis established a School Readiness Task Force with the purpose of developing a comprehensive program to better prepare children to enter school ready to succeed. That same year the California Children and Families Commission, now known as First 5, launched the School Readiness Initiative. It adopted the definition of school readiness developed by the National Education Goals Panel (NEGP)* which covers three aspects of a child’s life: children’s readiness for school, schools’ readiness for children, family and community supports, and services that contribute to children’s readiness for school success. The Kern First 5 School Readiness Initiative engages families, community members, and educators in the important work of preparing children, birth to age five, for elementary school. Activities provided under First 5 School Readiness Initiative include: Preschool/Center Based Activities – The objective of center based activities is to improve learning outcomes of young children by providing high quality cognitive, physical, and social/emotional activities that are developmentally appropriate. Preschool classes are open to children ages 3 to 4 years old who are not currently involved in other early childhood education programs. Parents participate in the development and implementation of the program to observe positive techniques in interacting with their children, to learn developmentally appropriate activities to engage in with their child, and to build a support network with other families. The program uses the evidence based Houghton-Mifflin Preschool Curriculum along with developmentally appropriate activities that support NAEYC principles and standards. Children’s developmental progress is tracked using the Ages and Stages tool and results are entered into OCERS. (See Ages and Stages below). Summer Bridge - The objective of Summer Bridge is to prepare children for kindergarten ready to learn. Summer Bridge is a program for children that will enter Kindergarten the fall immediately following their Summer Bridge participation. It is typically targeted for children who have had little or no kindergarten experience. Summer Bridge consists of developmentally appropriate instruction using the Houghton Mifflin Pre-K Curriculum as well as enrichment activities taught by a district kindergarten teacher and School Readiness staff. Pre and post tests are administered and data is entered into GEMS at the conclusion of the program. Case Management - The objective of case management is to increase family stability and improve family functioning of families identified as at risk. A family will be case managed if they meet “at risk” criteria (see Case Management Procedures) and agree to have a case manager to assist and monitor the family’s progress. Case managed families receive ongoing wraparound services including: basic needs, parent education, school readiness activities, health insurance application, and resource and referral information. Progress is tracked using the Family Stability Rubric. Services and assessments are recorded in GEMS. (For specific case management procedures see Case Management Procedures). Parent Education – Objective: The objective of parent education classes is to assist parents in acquiring parenting and problem-solving skills necessary to build a healthy family. Activities include Parent Education classes and workshops, distribution of parenting materials and New Parent Kits. Parent curriculums include New Beginnings and Nurturing Parenting. Pre and post tests are administered at the conclusion of the class and entered into GEMS quarterly.
School Readiness Activities Health Insurance Application Assistance - The objective is to increase the number of children who have health insurance that provides medical, dental, vision, and mental health services and to facilitate access to appropriate and adequate healthcare. Activities include assisting parents in completing Healthy Families Insurance Application, providing outreach materials for Healthy Families Insurance, and reenrolling families for insurance. Applications are completed by trained Certified Application Assistance using the Healthy-e-App online system. Home Visitation – The objective of home visitation is to provide age appropriate child development activities and parent education activities that support the healthy development of children ages 0-5. Children who do not participate in center based activities due to age, lack of transportation, or other reason, are provided with developmentally appropriate learning activities, literacy materials, and assessment every 6 months using the Ages and Stages Assessment tool. (see Ages and Stages below). Resource and referrals for services, parent education materials, and modeling of positive child interactions are provided to parents. Files are made for children receiving services and may include: • • • •
Child’s Immunization Records Ages and Stages Assessments Records of services provided Parent Education Services (i.e. Nurturing Parenting)
Articulation Activities –The objective of articulation activities is to assist in the school’s capacity to prepare children and families for school success. School Readiness activities engage schools, agencies, and parents using an integrated and collaborative approach to establish a standardized transition plan for incoming kindergarteners who are ready to learn. Kindergarten Orientation Activities - The objective of kindergarten orientation activities is to promote a smooth transition for both children and parents to kindergarten. Kindergarten orientation activities are designed to provide parents and incoming kindergartners with an overview of kindergarten expectations, to become familiar with the school learning environment, and to provide resources to help them prepare for school. Orientation activities are typically offered at elementary school sites but can also take place at area preschools or be center based. Kindergarten Round-Ups -The objective is to facilitate the pre-enrollment requirements of incoming kindergartners in order to maximize the number of children ready for the first day of school. Pre-enrolment of incoming kindergarteners for preschool consist of assisting parents in completing the kindergarten matriculation process prior to kindergarten entry. The process consists of gathering necessary documentation (e.g. copies of birth certificate, Social Security card, and immunization record), completing all forms necessary to attend school, and facilitating access to physicals, immunizations, and dentals examinations. The number of children participating are reported into GEMS Milestones quarterly.
School Readiness Activities Developmental Assessment/Ages and Stages: A developmental assessment is an evaluation of a child’s physical, intellectual, language, emotional and social development. Ages and Stages Assessment Tool is the developmental assessment tool used for First 5 early childhood activities. Ages and Stages is an assessment tool that looks at strengths and troubles spots, educates parents about developmental milestones, and incorporates parents’ expert knowledge about their children (Ages and Stages website). Ages and Stages is completed for children in center based preschool activities, targeted children for home visitation, and may include children involved in case management. Ages and Stages assessments are done no sooner than one month prior to their birth date or their sixth month follow-up assessment and results are entered into the OCERS data bank after completion. Assessments can be completed from the age 3 months through 5 years. The assessment is designed to be completed by the parent.
First 5 Case Management Procedures Case Management: Ongoing wraparound services provided to case managed families include regular home visits, parent education, child development activities, and resource and referral information.
How families are referred for case management services: • • • • •
A family accesses CRC services more than three times for basic needs such as diapers, food, formula, etc. within a one or two month period is identified by the front office staff and referred to a case manager. A family seeks assistance for basic needs such as a 48 hour notice for utility assistance, water bills, an eviction notice, or other situation that threatens their ability to remain in the home or have the children reported to Child Protective Services. Families that are released from D.R. services that may need more supportive services. Families identified through participation in School Readiness programs Families are referred from partner agencies or local schools.
Initial Contact The case manager will contact the family that has been referred or the family will be directed to the case manager on site. Upon first contact the case manager will assess the situation and needs of the family and provide immediate safety net services. The family will be offered the opportunity to sign up for wrap around case management services.
To enter a family into case management serivces 1.
Initial Visit – Complete Intake Packet and Forms to be completed by the legal guardian of the child. • First 5 Consent Form – turn in pink forms quarterly to First 5 Kern
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Demograhics and Birth Survey – Completed once only on initial intake CDE’s - Completed on the initial intake and every 6 mos. thereafter
• Family Stability Rubric – initial visit and every 3 months thereafter • Sign CRC Consent to Release and Exchange Information • Family Assessment - Records child’s immunizations records, insurance, health information, and other related information
2. Create a Family Service Plan - Families participate as full partners in the development and implementation of an individualized family service plan which creates short term, intermediate and long term goals. Emphasis is placed on developing reachable goals that increase the likelihood of success and contribute to building the client’s confidence in solving their own challenges. The family service plan guides the case manager in providing information, referrals, services, linkages, and education to the family. Strategies focus on developing skills that provide opportunities for families to move towards independent use of supports while gaining greater reliance on informal support by the time services end. Case managers will continue to provide ongoing services while modifying service plans based on the family’s developing strengths and family needs outlined in family service plans. Family service plans are adjusted as they progress and reach goals. Home visitation contacts to review progress with clients will be made at least once a month. 3. Service Delivery Form/Case Notes : Upon acceptance of case management services referrals and connections with appropriate agencies are initiated. If families are in crisis and require immediate assistance to stabilize the family in a crisis situation. All services provided to case managed family members are recorded in case notes and entered into OCERS service records and details. 4. Cases are closed upon the successful completion of the family service plan, if the client relocates, or upon the request of the client family.
Assembly of Case Files 1. 2. 3. 4.
Cover a. Case Management Legend b. Family Name on Tab with Family ID # Left Inside Cover a. Family Stability Rubric – Initial visit and every 3 mos. thereafter b. Consent Form-Resource Center c. Nurturing Skills Pre Test/Post Test-Pre and Post d. Family Service Plan – completed monthly upon home visitation e. Service Delivery Form Middle Section - Front a. Case Notes-completed after every contact including home visits, phone calls, referrals, or attempted contact. b. Family Intake Assessment Form-Initial and update as needed Middle Back Side a. Ages and Stages Assessment – 1 month prior or after birth date b. Child Activity Log Back Cover - First 5 Consent and First 5 Packet (Birth Survey, Family Demographics, CDE)
Data Collection Requirements All Data is entered into the GEMS system by employees who have completed the confidentiality and GEMS data training. Data must be entered on a timely basis. For more information on the GEMS requirements refer to the First 5 Contractor User Guide. Data entered: • • • • • • • • • • • • • • • • • • • • • • •
Case managed parents and each of their children that are 0-5. First 5 Packet Information-entered within 1 week of consent date Date, time and all services rendered for each parent and child – weekly/monthly CDE’s-every six months for each child Family Stability Rubric –every 3 months Ages and Stages –data collected prior to due date of assessment Each new case managed family and monthly visit will be entered within 1 week of consent date or visit Children participating in center based activities First 5 Packet Information-entered within 1 week of consent date CDE’s every 6 months for each child Ages and Stages – pending the age of the child as to the time data is collected. Date, time and activities rendered for each child – entered into GEMS weekly/monthly Other School Readiness Activities/Summer Bridge First 5 Packet Information Time and date of class for each child are entered into GEMS weekly/monthly Pre and Post Tests Parent Education Classes/Workshops Date and Time entered into GEMS monthly. Pre and Post tests at conclusion of class Nurturing Parenting Skill survey will be entered no later than 1 week of completion of the survey. Duration: Class 3 mos. Home: 6 mos. Milestones/ Quarterly Reports/Executive Summary Data is entered quarterly by the Program Coordinator by the 15th of the month following the end of the quarter
“Together We Can Collaborative” The Greater West Side “Together We Can” Collaborative was begun in 1997 by a grassroots group of citizens who worked to identify and address needs and challenges in the local communities including substance abuse, lack of health care, need for child care, substandard housing, and more. This dedicated group established the long term goal of opening a community resource center where integrated, coordinated services between partners and agencies would be offered to families. Taft and the surrounding communities continue to embrace the collaborative effort to improve the lives of families on the West Side. The following goals have been established by the collaborative: • •
To work collaboratively to identify and address the needs of communities To link the efforts of various agencies and organizations to promote community health and well being.
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To offer a variety of programs and services that develops and maintains healthy families
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To enrich the lives of children through education and strength based practices
The Collaborative has continued to grow and now has approximately 50 members from local and county agencies. The
“Together Everyone Achieves More!”