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Specialist Certification – Phase Two – Instructions to Supervisors

Second Phase of Certification occurs in the field based upon direct observations of the CW Specialist by a supervisor.  Utilizing grading tools provided by the Training Unit, specialists will be observed, assessed and coached, prior to being evaluated, to obtain a level of competency.

Upon successful completion of CORE, the new CW Specialist is assigned a graduated caseload per the following schedule (Oklahoma Pinnacle Plan Point 3, Initiative 1):

  • Phase 1/Provisional Certification: 25 percent upon successful completion of CORE;
  • Phase 2: 50 percent after six months of successful work; and
  • Phase 3: 100 percent after nine months of successful work.
  • All CW Specialists will be evaluated in the field by their supervisor or a supervisor approved by the Field Manager or District Director.
  • All supervisors who grade must have completed CW 4444 after May 1st, 2015 or graded HOT after January 1st, 2015 to ensure capability to utilize grading tool.
  • Completion is determined using the grade sheets provided by the Training Unit.
  • While the CW Specialist has 25% caseload, he/she is observed, assessed and coached.   Supervisors should observe, assess, and coach the CW Specialist. Coaching occurs after each observation with the CW Specialist, with required signatures on the grade sheets of both the CW Specialist and the grader.
  • Supervisors are required to observe the CW Specialist on at least 4 adult and 4 child interviews, which need to be “live interviews”.  The observations should take place over an 8 week period, ensuring the Supervisor’s ability to observe, assess and coach the CW Specialist, with the last 30 days being used to assess the CW Specialist and the progress he/she is making. The observations should take place over 2 months (not all in one week) ensuring the supervisor is able to see the progress being made by the CW Specialist. For example:
    • Week 1:  The Supervisor observes an adult and child interview and coaches the CW Specialist.
    • Week 2:  The CW Specialist practices with his/her mentor based on the feedback provided by the Supervisor and in alignment with the existing coaching plan.
    • Week 3:  The Supervisor reassesses after observing interviews and provides coaching to the CW Specialist.
    • Week 4:  The CW Specialist practices with his/her mentor based on the feedback received from his/her supervisor.
    • Week 5:  The Supervisor observes the CW Specialist conduct an adult and a child interview and provides coaching feedback to the CW Specialist.
    • Week 6:  The CW Specialist practices with his/her mentor based on the feedback received from his/her supervisor.
    • Week 7:   Supervisor Reassess
    • Week 8:  CW Specialist Practices with mentor
    • Weeks 9-12:  Interviews, assessment, certification documents, and surveys are completed during this final 30 days.
    • Note:  you can observe on a weekly basis if so desired, this example is meant to act as a reference.  The intent is to ensure consistent observation, coaching, and assessment, throughout the 8 week period, utilizing the CW Specialist III to reinforce when available.
  • Before a CW Specialist moves to a caseload of 50%, he/she is observed and coached over a 90 (calendar) day period and is evaluated during the last 30 calendar days of that period.
  • During this evaluation period, the CW Specialist is evaluated by his/her supervisor or a supervisor approved by the District Director or Field Manager.  The CW Specialist must successfully complete 2 out of 3 adult interviews and 2 out of 3 child interviews before moving to a status of 50% caseload (Phase 2).
  • If the CW Specialist is not able to successfully complete 2 out of 3 interviews, he/she is given a modified coaching plan and an additional 30 days (maximum) during which he/she is re-assessed and evaluated a 2nd time.  If the CW Specialist is not showing improvement the supervisor may want to consider utilizing another mentor/supervisor and modifying the coaching plan in an effort to best support the CW Specialist.  Should the CW Specialist continue to show signs of difficulty and/or no signs of improvement, the supervisor should consult with his/her immediate supervisor (FM/DD) specific to the parallel process of termination.  It is recommended to record meetings documenting coaching with both the supervisor and the CW Specialist having signed the grading tools. The grading tools are not developed as means to terminate employment; however the tools along with the other documentation would be part of the information utilized in making this decision.
  • The CW Specialist must successfully complete 2 out of 3 interviews before moving forward in the process.
  • If the CW Specialist completes only one set of interviews (i.e. child), the modified coaching plan focuses on the remaining skill set, for example:  adult, he/she receives credit for what was completed consistent with the assessment from his/her CW Specialist Provisional Certification.
  • If the CW Specialist successfully completes 2 out of 3 interviews, the certification process resumes.
  • After the evaluation (regardless of the outcome), the following paperwork is completed by you and uploaded to a Qualtrics link which is provided to you via an email from the CW Training Unit :
    • Grading sheets of the 4 adult and 4 child interviews observed by the supervisor.
    • Copy of the Coaching Plan(s).
    • Grade sheets completed for each interview assessed for the evaluation of the child interviews and the adult interviews.
    • Certification Document signed by the CW Specialist, Supervisor and Field Manager/District Director.
    • Surveys from both the CW Specialist and his/her Supervisor.
  • As the CW Specialist’s caseload moves to 50% (Phase 2), he/she is continuing to be observed, assessed, and coached by his/her supervisor Coaching occurs after each observation with the CW Specialist, with required signatures on the grade sheets of both the CW Specialist and the grader.  Mentors may assist with in certification consistent with the role of the mentor and is not a replacement of the Supervisor’s assessment.
    • Mentors who are coaching are to follow the coaching plan established by the CW Specialist and his/her Supervisor and communicate any progress and/or concerns to the assigned Supervisor.

 

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