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DSS Instructor Orientation Agenda and Discussion
- 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? “Wonderful Instructor! Used a very Engaging/ interactive approach.” Interactive “Instructor utilizes the entire group to get everyone engaged in Person- Knowledgeable discussions.” Centered Instructors who are Approachable Resourceful “Instructor is very personable, “Instructor helps illustrate key points interesting, and helpful.” by providing additional, relevant research materials and assessments or other tools to be utilized by the Thorough Professional participants.” “Instructor is very professional and knowledgeable.”
- 7. DISCUSSION WHAT WORKS FOR YOU? When you attend trainings or seminars, what qualities do you prefer the speaker to have? How do you create an interesting training for the participants? Discuss strategies that you use to get participants actively involved.
- 8. AREAS WE CAN IMPROVE Time Management/Organization • “Waiting for late people at the start and lunchtime – Rude for the prompt.” • “Breaks were too long, making it more difficult to refocus again.” Thorough Preparation • “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.” Recognizing Ageist Language/ Using Person-Centered Language • “He used „elderly, old lady/man, or old people.‟”
- 9. DISCUSSION Comments about Areas for Improvement? Are there other areas you feel need Are there any areas to be improved or where we can expanded upon support and assist during these training you? opportunities?
- 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. Prepare in Let us know ample time to YOUR when you don’t let us know RESPONSIBILITY receive your AS when you need materials in INSTRUCTORS additional time materials. It is your responsibility to seek additional materials. (This is why you have library access!)
- 13. DISCUSSION SUCCESSFUL STRATEGIES From your experience, what do you find are the most useful ways to extend the curriculum?
- 14. HOW DO YOU PREPARE? “Do an internet “Review materials “Research additional search to see if and trainer notes” information” there is any recent news on the subject” “Look up the “Take notes on any references (when “I do practice item I want to provided) for presentations” emphasize” clarification” Supplement with your own experience and outside research.
- 15. DISCUSSION 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?
- 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 UN-REGISTERED PARTICIPANTS PARTICIPANTS • Upon arrival participants will • Must fill out a registration now only be required to sign form prior to signing in. in with their signature next • Include payment. to their name and name of • Certificates of Attendance facility. They will also be will be mailed to each late requested to provide an registrant after the training email address. provided that they have paid • Any substitutes or changes the $15 registration fee. must be noted. • Pre-registered participants will receive their certificate of attendance after the training ends.
- 23. DISCUSSION 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?
- 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. DISCUSSION 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?
- 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:Insert Details