HEALTHY FAMILIES MASSACHUSETTS POLICIES & PROCEDURES

RECRUITMENT AND RETENTION OF HFM PROGRAM STAFF

HEALTHY FAMILIES MASSACHUSETTS (HFM) is a strengths-based, relationship-focused model, which relies on individual staff members to work intensely with participants and be the primary provider of services. All HFM staff members, regardless of their role in the program, are a fundamental part of high quality services. The qualifications and personal characteristics of the staff directly relate to the programs effectiveness with families. As such, HFM is dedicated to ensuring that all staff working within the HFM program are committed to working with families using a strengths-based approach. Establishing criteria for staff hiring is an important process to ensure the personal characteristics, the experience or willingness to work with families, and the skills of HFM program staff are in harmony with the philosophy, promising practices, and policies of HFM. This policy will establish the requirements and guidelines for the hiring and retention of HFM program staff by programs. The HFM recruitment and retention policies and procedures is divided into the following sections: Definition of HFM program staff; Criteria for selection of all HFM program staff; Potential candidates; HFM program responsibilities for staff recruitment; Staff retention; Staff transitions; and Staffing patterns. Attached to this policy are the following appendices: Appendix A: Recruitment and retention of home visitors; Appendix B: Recruitment and retention of supervisors; and Appendix C: Recruitment and retention of coordinators. Rationale Staff have a tremendous impact on the success of an HFM program: Skilled and empathic home visitors are more likely to engage participants, increasing the likelihood of participant success. Supervisors competent in necessary reflective supervision skills are able to effectively support home visitors, thereby increasing their abilities and successes. Program management and administrative staff provide the necessary support and ballast to the program. Because of the program demands in philosophy, tasks, and approach, HFM is not suited for everyone interested in human services work. It is incumbent on programs to ensure that those
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working within HFM are well suited to the HFM model. To this end, HFM programs must have clear, appropriate guidelines and criteria for hiring of all staff. As a long-term program, it is imperative that home visiting staff, in particular, are retained to deliver services to families throughout their tenure in HFM. Staff retention has been shown to be directly related to participant retention (i.e. participants are more likely to leave the program when the home visitor providing services to her/him terminates their employment). HFM programs must be intentional about creating structures and supports to enhance staff retention. Finally, programs need to be attentive when staff leave HFM, to ensure both sensitive and appropriate participant transition, as well as to glean feedback on how to strengthen the programs implementation. I. DEFINITION OF HFM PROGRAM STAFF The HEALTHY FAMILIES MASSACHUSETTS Implementation Team (HFMIT) defines program staff as any person who works within the contracted HFM program. Core program staff are the Program Coordinator(s), Supervisors, and Home Visitors. Other program staff are administrative staff, data managers, etc. that support the work of the core program staff and/or interact with program participants. Core program staff roles are defined as follows: Home Visitors provide direct HFM services to participants and families. Supervisors oversee and support the work of home visitors. Program Coordinators oversee supervisors and support their supervision of home visitors while managing all aspects of the program. II. CRITERIA FOR SELECTION OF ALL HFM PROGRAM STAFF HFM program paid or unpaid staff should be hired based on both educational background and personal characteristics. Personal characteristics include a non-judgmental attitude, compassion, the ability to establish trusting relationships, willingness to work in or experience working within culturally diverse communities, and skills to do the job for which they are being hired. Formal education must be among the criteria for selection, but not the sole criterion on which a hiring decision is made. A. Program staff must meet the HFM stated qualifications required for the roles they perform in the program (please see Appendices A, B, and C of this policy). B. Program staff should have the ability to comfortably interact with families from a broad range of racial, ethnic, and cultural groups. C. Program staff must provide services to eligible mothers and fathers. D. Program staff must be flexible, enthusiastic, and resourceful in their efforts to serve families. E. Program staff must be willing to provide services when necessary, and as required, during non-standard business hours to best meet the needs of the participant families.

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F. Program staff are mandated reporters and must comply with Massachusetts state laws regarding child abuse reporting procedures. NOTE: Although many of the criteria are subjective, programs hiring processes are structured such that hiring decisions are arrived at as objectively as possible. Programs should ask interview questions that provoke the candidates thoughts, feelings, and opinions about all aspects of the program (e.g. home visiting services to both young moms and dads, working with infants and toddlers, attitudes on young parents, working cross culturally, etc.). Volunteers, interns, etc. who will provide direct services to families must meet the criteria to be a home visitor following the same process outlined above. III. POTENTIAL CANDIDATES A. Potential candidates must be informed of the nature of the HFM program, including home visiting services for parents age 20 and under, working with families using a strengths-based model, prevention of child abuse and neglect, HFM goals, etc. B. Potential candidates must be informed of the training requirements that are part of their role, including the length of time it will take to complete all training requirements and their role during that time (Please see the HFM TRAINING POLICY for training requirements for HFM staff). C. Potential candidates should go through an extensive interview process to ensure that the best possible fit between the candidate and HFM is made. Programs are most successful in recruiting candidates who are a good match for the program, understand the nature of the program and its service delivery methods, and who can make a long-term commitment to the program when: 1. Program staff, other than the coordinator and supervisor, are part of the hiring process. This ensures multiple perspectives on the candidates fit with the participant population, the program philosophy, and the current HFM program staff team. 2. Multiple interviews, each exploring different and increasingly complex issues typically faced by HFM program staff, are completed. 3. Adding a shadow home visit to the process enhances the candidates understanding of the work involved. If a program chooses to use a shadow home visit, the participant must sign a consent form and the candidate must sign a confidentiality agreement. D. Potential candidates must be informed of the documentation expectations required of the role to which they are applying. Potential candidates should be screened during the interview process for writing ability in English and familiarity with computer technology as it relates to documentation.
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E. Potential candidates must be informed that all HFM program staff are mandated reporters and must comply with Massachusetts state laws regarding child abuse reporting procedures. F. Potential candidates must be informed that program agencies will perform a Criminal Offender Record Information (CORI) check before hiring any HFM program staff person. NOTE: In addition to a CORI check, there are other means to check job candidates history relevant to providing services in an HFM program. Checks through the Department of Children and Families, as well as the Department of Motor Vehicles (for those staff who will be transporting program participants) should be conducted and are highly recommended. For those programs who require staff to transport participants in the staffs personal car, HFMIT recommends that driving history and vehicle registration are checked on a regular basis. IV. HFM PROGRAM RESPONSIBILITIES FOR STAFF RECRUITMENT Programs must comply with all applicable hiring laws and agency policies while hiring staff that reflect the communities the program serves. Programs must strive to be culturally competent in all aspects. A. Programs must ensure that program staff reflect the cultural and racial diversity of the communities served. B. Programs must be culturally sensitive in all aspects of service delivery, as such, staff must be responsive to the many cultural groups within the HFM participant population. HFMIT encourages a broad definition of cultural groups, identities, and experiences including (but not limited to) race, ethnicity, gender, sexual orientation, youth culture, immigrant experience, socioeconomic status, religion, etc. C. Programs must strive to provide services to parents using a staff member who speaks the language with which they are most comfortable. D. HFM contracted program agencies must actively recruit, employ, and promote qualified personnel and administer its personnel practices without discrimination based upon age, sex, race, ethnicity, nationality, disability, or religion of the individual under consideration. E. HFM contracted program agencies must have written equal opportunity policies that clearly state their practices in recruitment, employment, transfer, and promotion of employees, and that these practices meet all local, state, and federal laws. F. HFM contracted program agencies must disseminate the equal opportunity policies and use recruitment materials that specify the non-discriminatory nature of the programs employment practices.

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G. HFM contracted program agencies recruitment and selection procedures must assure that all their agency human resource requirements are met. H. HFM contracted program agencies must perform Criminal Offender Record Information (CORI) checks on staff in accordance with the Executive Office of Health and Human Services policies. I. HFM programs recruitment and selection practices must be in compliance with all applicable laws and/or regulations and must include: 1. Notification to personnel of available positions before or concurrent with recruitment elsewhere; 2. Personal interviews with applicants before selection; and 3. Documentation that a minimum of two references from persons unrelated to the candidate have been obtained. Programs must follow their own agency polices regarding staff that supercede the requirements in this policy, and programs must make those policies available on site for all HFM staff.

J.

V. STAFF RETENTION Staff retention is a key element that supports high quality service delivery. When staff remain in HFM programs, participant retention is more likely to be successful. In order to support retention of quality program staff, career ladder/lattice structure must be developed and implemented. Career ladders/lattices increase the capacity for individual staff growth through skill development, strengthened investment in the program, and the potential for increased wages. This increased capacity for staff growth benefits overall program capacity through the retention of highly skilled staff with institutional memory and established relationships with program participants. A. Programs must have plans in place to address staff retention, career development, and a career ladder/lattice. This plan should include: Adequate support and reflective supervision to address the impact of the work on staff, including issues such as, o Burnout, o Effects of vicarious trauma, o Professional boundaries, o Stress management, o Safety, o Transitions, etc. Review of job performance through shadowing of home visits and supervision to assess skills (Please see the HFM STAFF SUPERVISION POLICY for further information); Staff recognition, which should include attendance at the HFM Celebration Day, in addition to other program activities; Opportunities for skill development by taking on additional program roles/duties that can enhance program services and individual competencies (e.g. community outreach coordinator, groups facilitator, etc.);
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Tiered positions (e.g. senior home visitor); Professional development opportunities; and Review of HFMIT developed career lattice materials.

NOTE: Achieving Success in HFM: A Career Lattice Resource Guide, developed directly out of the experiences of HFM programs, addresses topics such as individual career lattices, team development, and diverse conceptualizations of program career lattice structures. Please submit a Technical Assistance (TA) Ticket via the Technical Assistance Help Desk at CTF_TAhelpdesk@massmail.state.ma.us to request this guide. B. As much as possible, this plan should be developed with input from all HFM program staff; however, it must be reviewed and disseminated to all HFM program staff. C. Programs must measure and evaluate, at least annually, the rate of personnel turnover and take action to identify and correct problems. For questions on program staff retention, please submit a TA ticket via the TA help desk at CTF_TAhelpdesk@massmail.state.ma.us

VI. STAFF TRANSITIONS There are multiple ways that HFM staff transition within and/or from the program. Just as transitions for program participants require thoughtful attention, so do the transitions of HFM program staff. How staff transitions are handled can have a direct impact on service delivery, program participant satisfaction, and participant retention. A. HFM programs must develop thoughtful guidelines on staff transitions when staff terminate from their positions and when staff are promoted within the program. 1. When a staff person decides to leave their position, the program must have guidelines to: discuss in supervision strategies for thoughtful transitions with participants that include attention to a review of their progress during services and support in helping them decide whether to continue in HFM and review professional boundaries and ways to work with participants to end the relationship in a positive manner. 2. When a staff person is not meeting performance expectations, programs must have guidelines to: assess whether the fit between a staff member and the programs work is a successful one; address concerns in supervision; address significant gaps or deficits, and develop concrete strategies for success; implement a smooth transition (i.e. minimal negative impact on program participants) out of the program when strategies are not successful; and
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optimize the impact of staff transition on program participants.

3. When a staff person is promoted, program must have guidelines to: support staff when they are promoted within the program, recognizing the impact on team dynamics of shifting roles; and optimize the impact of staff transition on program participants. B. Programs must have a process for conducting an exit interview to gather information and feedback from departing HFM staff to ensure that the program will benefit from their experiences and possibly better support remaining staff. VII. STAFFING PATTERNS HFMIT provides programs with the staffing patterns required to meet expected program capacity as stipulated by funding, and each program must hire home visiting and supervisory Full Time Equivalencies (FTE) to meet its requirement. The HFM Program Specialists must approve any modifications to the staffing pattern in advance. HFM contracted programs must inform the HFMIT of all program staff changes including hiring, termination, position change, and name change by submitting a Personnel Change Notification (PCN) form. PCNs are currently submitted electronically through the IT Helpdesk at CTF_IThelpdesk@massmail.state.ma.us. For help regarding the submission of a PCN, please submit an IT ticket at CTF_IThelpdesk@massmail.state.ma.us

If you have any questions regarding this policy, please submit a TA Ticket via the TA Help Desk at CTF_TAhelpdesk@massmail.state.ma.us

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HOME VISITOR SELECTION CRITERIA AND TRAINING REQUIREMENTS HEALTHY FAMILIES MASSACHUSETTS (HFM) recognizes the important role that home visitors play in the success of service delivery in this relationship-based services program. Home visitors work with participants to build trusting relationships that help families identify strengths, access other services, and obtain skills to overcome obstacles. Home visitors support and guide families to identify and achieve goals. The role is integral in providing strengths-based services to families. Outlined below are the training requirements and the criteria for selecting home visitors within HFM, based on both the Healthy Families America (HFA) Critical Elements and promising practices in the field. NOTE: Individual agency requirements for home visitors may add required elements to these training and selection criteria; however, home visitors must meet, at a minimum, all the criteria as outlined. Home Visitor Training Requirements Completion of CTF CORE Skills and Topics training in a timely manner Completion of any other required trainings Completion of ongoing training as appropriate for professional growth and skill development Home Visitors Selection Criteria Experience working with or providing services to children and families/participants Experience with and willingness to work with culturally diverse populations among programs target population Demonstrated acceptance of individual differences Demonstrated ability to establish trusting relationships Knowledge of infant and child development and parent-child relationships Ability to relate to families from a strengths-based model and approach families using a family centered service model Demonstrated motivation and the ability to learn and practice basic supportive skills Ability to establish and maintain personal/programmatic boundaries while providing supportive services Educational requirements as determined by agency.

HEALTHY FAMILIES MASSACHUSETTS Appendix A: Recruitment and Retention of HFM Program Staff Home Visitor Selection Criteria and Training Requirements November 2006

SUPERVISOR SELECTION CRITERIA AND TRAINING REQUIREMENTS HEALTHY FAMILIES MASSACHUSETTS (HFM) recognizes that the supervisor role is key to program success as they provide support and guidance to home visiting staff, paralleling the interaction home visitors will have with parents. Supervisors also act as the connection between the home visitors and other service delivery staff, and the larger organization. This role is complex and deserves careful attention when considering job applicants and when selecting job candidates. Outlined below are the training requirements and the criteria for selecting supervisors within HFM, based on both the Health Families America (HFA) Critical Elements and promising practices in the field.
NOTE: Individual agency requirements for supervisors may add required elements to these training and selection criteria; however, supervisors must meet, at a minimum, all the criteria as outlined.

Supervisors Training Requirements Completion of CTF CORE Skills and Topics training in a timely manner Completion of required Supervisors trainings (SIT, NSO, etc.) Completion of any other required trainings Completion of ongoing training as appropriate for professional growth and skill development Supervisors Selection Criteria Sense of acceptance and fairness Empowering, nurturing, sensitive Demonstrated flexibility Solid understanding and 1 yr experience in managing/motivating staff as well as providing support in stressful work environment 2 years experience in human service programs 2 years clinical experience in working with multi-problem families 2 years experience with family services that embrace the concepts of family-centered, and strength-based service provision 2 years experience in providing services to culturally diverse communities/families 2 years experience in home visitation with a strong background in prevention services to the 0-3 age population Knowledge of maternal infant health, parenting education, and concepts of child abuse and neglect, evidenced by training, coursework, or work experience Bachelors degree in human services Masters degree in human services preferred OR a current/past member of the HFM staff with all of the above AND the skills building activities as outlined in the New Supervisors Development Plan (see HFM SUPERVISION POLICY).
HEALTHY FAMILIES MASSACHUSETTS Appendix B: Recruitment and Retention of HFM Program Staff Supervisor Selection Criteria and Training Requirements September 2008

COORDINATOR SELECTION CRITERIA AND TRAINING REQUIREMENTS HEALTHY FAMILIES MASSACHUSETTS (HFM) program coordinators set the tone for the entire HFM program. The coordinator manages all aspects of the program, represents the program to outside agencies, embodies the commitment to quality services to both families and other entities, and decides the flavor of program services. Program coordinators are also a stabilizing force within the program; providing ballast to the developmental changes experienced by program staff and participant families. The role brings with it many rewards and challenges. Outlined below are the training requirements and the criteria for selecting program coordinators within HFM, based on both the Healthy Families America (HFA) Critical Elements and promising practices in the field.
NOTE: Individual agency requirements for program coordinators may add required elements to these training and selection criteria; however, supervisors must meet, at a minimum, all the criteria as outlined.

Coordinator Training requirements Completion of CTF CORE Skills and Topics training in a timely manner Completion of required Supervisors trainings (SIT, NSO, etc.) Completion of ongoing training as appropriate for professional growth and skill development Coordinator selection criteria Sense of acceptance and fairness Empowering, nurturing, sensitive Demonstrated flexibility Solid understanding and 3 years experience in managing/motivating staff as well as providing support in stressful work environment 3 years experience in human service programs 3 years clinical experience in working with multi-stressed families 3 years experience with family services that embrace the concepts of family-centered, and strength-based service provision 3 years experience in providing services to culturally diverse communities/families 2 years experience in home visitation with a strong background in prevention services to the 0-3 age population 2 years experience in providing maternal infant health, parenting/child development education, and/or child abuse prevention within in a home visiting and preventative framework 2 years experience in program development and quality assurance, program management, and community development, for family support or home visiting in a preventative framework 2 years experience in grants administration and budgeting, resource development, and grant writing, Bachelors degree in human services, public administration, management or other related field or all of the above and 4-5 years clinical experience in working with multi-problem families and in providing services to culturally diverse communities/families required; Masters degree in human services, public administration, management, or other related field preferred.
HEALTHY FAMILIES MASSACHUSETTS Appendix C: Recruitment and Retention of HFM Program Staff Coordinator Selection Criteria and Training Requirements November 2006 Page 1