TITLE: / CWES BULLETIN08-05 /
AREA: / Core Supervisor Expectations
REFERENCE: / Informational Update(CWES Bulletin 06-17)
DATE: / March 28, 2008
TO: / CWES Employment Program Supervisors and
Office Management Coordinators (OMC)
FROM: / CWES Executive Management

Goals and clear expectations are integral in large organizations. They are essential in those that wish their deliverables to reflect our motto of “Making a Difference Through People Service, Performance”. The purpose of this bulletin is to revisit the core expectations for Employment Program Supervisors and Office Management Coordinators (OMC). Some of the expectations are structural in nature. Others are in the area of relational management which is less tangible, howeverof equal importance to ensurethe highest quality of customer service is provided to our participants and to meet program performance standards such as the Work Participation Rate.

Performance goals were initially delayed due to the need to ascertain the impact of the Deficit Reduction Act (DRA) of 2005 and the State’s approval of its Work Verification Plan as required by DRA. Now that both, the final regulations and the plan have been approved, it is time to revisit and rethink our expectations and performance standards.

Effective upon receipt of this bulletin, Employment ProgramSupervisors and OMC areexpected to:

  1. Schedule and facilitate a weekly unit meeting with published agendas, followed by meeting notes within two working days after the meeting. All the agendas must include items which have been covered as a result of the:
  2. Weekly bureau meetings
  3. Programupdates or handbook sections issued
  4. Operational updates
  5. CWES Bulletins
  6. Case study or case conferencing
  7. Relevant SSAor County memos
  8. Health and Safety topics
  9. Discussion of Adult Education and Community College service provider meetings
  10. In-service training requested or needed by the unit
  11. Action items are to be recorded and tracked for outcomes.

Agendas and notes are to be copied and emailed to management staff. Unit Leads or Work-Out-of-Class staff isexpected to conduct the weekly unit meetings in the absence of theUnit Supervisor. Unit Supervisors are responsible to ensure Unit Leads are trained and informed of this requirement.

  1. Schedule and have individual worker conferences. Individual worker conferences are to be held minimally once every 60 days. Worker conferences are for the purpose of providing coaching, feedback, and individual case conferencing with staff. Others areas to be covered during individual case conferences may include but are not limited to:
  • Follow up on all applicable DITF or AD HOC reports
  • Individual staff training that will assist the staff person with performance
  • Staff development purposes for identifying and developing future career goals.

Supervisors will be provided a template to be used for case conferences. OMCstaff is required to have individual conferences with their unit staff.OMC staff is to focus on customer service as it relates to providing support to their respective office, interfacing and assisting clients and staff. In addition, OMC staff is to review the efficiency and quality of office procedures such as processing of mail, IDM, etc. Case/Individual conferences are not to be used for any type of disciplinary action.If disciplinary action is necessary, supervisors are to follow the established County protocol in this area.

  1. Conduct Monthly Case Reviews as specified by management. Standard case review forms and protocols will be established and issued by a separate memorandum and/or specialize case reviews are conducted. (OMC staff is excluded from this expectation).
  1. Issue and follow up on all DITF and AD HOC reports to ensure case actions have been taken by verifying corrective action or data entry updates have been completed in CalWIN. (OMCs are excluded from this expectation).
  1. Review and ensure that each unit member maintains a case tracking system (e.g. E-CAT) to monitor all cases assigned effectively and efficiently.
  1. Schedule and facilitate minimally one team building activity with your unit each quarter.
  1. Integrate the DEBS Motto at Unit Meetings and Individual Case Conferences.
  1. Schedule and complete two (2) staff development workshops for yourself each fiscal year. Staff development workshops which require funding must be requested in advance with a written rationale provided to your operations manager.
  1. Volunteer or by assignment participate in a minimum of two Agency collaborative efforts such as work committees or projects.

Operations managers will be scheduling individual supervisory conferences to review core performance expectations with each of you bi-monthly.

cc:CWES Executive Team

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9/19/2018