Personnel

(1) The board of directors or the governing body in cooperation with the administrator, shall establish written personnel policies. These policies shall include: (a) A job description for each position in the agency covering the position’s responsibilities, academic qualifications, and required level of experience. (b) Salary administration policies (c) Annual evaluation policy (d) Physical examination policy (e) Training activity requirements and method of documentation that employees have met these requirements. (f) Vacation policy that clearly defines amount of time allowed and/or payment plan. (g) Sick leave policy (h) Policies regarding Social Security, insurance, retirement plans, and other fringe benefits. (i) Grounds for dismissal (j) Written policy related to child sexual abuse as directed by state law. This policy is to include information addressing the following areas: 1. Reserved 2. Training (i) Within the first two weeks of working with the agency each new employee, volunteer, student, or foster parent must receive orientation related to child abuse detection, reporting, and prevention. Attendance at this training must be documented in the employees’ personal file. (ii) Each agency must provide an instructional program in child abuse prevention for residents. The curriculum must include information on such pertinent subjects as: personal body ownership, touching, and reporting abuse within the agency. STANDARDS FOR CHILD-PLACING AGENCIES CHAPTER 0250-04-09 3. Treatment (i) Appropriate treatment must be provided all victims of abuse. (2) STAFF RECORDS (a) Records on all staff members and information on applicants for jobs must be kept in a locked file at the agency. They must include: An application, reports from three references; a record of a physical examination, when required, including Tuberculin Test, a record of participation in orientation and training activities, a record of positions held by the person during employment at the agency, record of leave, and date and reason for termination. (b) In addition to the above, copies of an annual evaluation of the quality of work done by the person while in the agency must be kept in his personnel records. These evaluations must be prepared by the administrator, assistant to the administrator, or by the person directly responsible for the supervision of the employee. If not conducted by the administrator, it must be approved by the administrator. (c) Staff shall have access to their personnel records as afforded to them by law. (3) STAFF DEVELOPMENT (a) Agencies must provide new staff with an orientation program that thoroughly acquaints the new employee with agency philosophy, policies, and procedures. This program must be under the supervision of qualified staff and appropriate to the position being assumed by the new employee. (b) A program of in-service training must be developed which provides social service staff with a minimum of six hours in-service training annually. Attendance at conferences and workshops may be included as part of the six hours minimum requirement. (c) Participation in these activities must be documented in personnel files. (4) GENERAL QUALIFICATIONS (a) Agency employees shall be persons of good character. They shall possess the health, emotional stability, and ability necessary to carry out their assigned duties. No person shall be employed by the agency who has been convicted of any offense against children. (b) An agency shall obtain at least 3 references attesting to the character, integrity, and ability to perform tasks required for the position. (c) A report of a physical examination completed within no more than six months prior to hire date shall be on file for all staff having direct contact with children. The resident children of staff shall also have on file an initial medical statement of good health or a physical exam report. (5) SPECIFIC QUALIFICATIONS FOR STAFF (a) The executive director or administrator STANDARDS FOR CHILD-PLACING AGENCIES CHAPTER 0250-04-09 1. The executive director or administrator must be selected and appointed by the governing board and be accountable to the board for satisfactory performance of duties. 2. An executive director or administrator must be a graduate of an accredited four- year college or university preferably from the field of education, psychology, nursing, social work, or religious service. Any administrator who does not meet this requirement holding this position prior to the effective date of these standards, is permitted to remain in this position. 3. If the executive director or administrator is responsible for technical supervision of casework staff, he or she shall meet the qualifications for casework supervisor. 4. The executive director or administrator must be responsible for: (i) Attending board meetings and participating in all planning for the agency. (ii) Seeing that the agency keeps accurate statistical reports that give the complete scope of the work of the agency. (iii) Seeing that monthly and annual reports on forms furnished by the Tennessee Department of Children’s Services are submitted, as well as any special reports that may be required from time to time. (iv) Preparing the agency’s budget in cooperation with the board and operating the agency within the budget approved by the board. (v) Selecting, employing, training, and discharging all staff and supervising the daily management of the agency if another person has not been delegated the responsibility. (vi) Communicating to the board information on the operation of the agency, unmet needs, and modern methods regarding child care services. (vii) Implementing the policies of the board and bringing to the board’s attention areas which require modification or change, and interpreting the agency’s program to the community and giving professional leadership to the board in doing this job. (viii) Maintaining adequate records on the administrative and fiscal operation of the agency. (ix) The executive director or administrator must hold staff meetings at regular intervals and discuss plans and policies with his staff. He/she must secure adequate clerical staff to keep correspondence, records, bookkeeping, and files current and in good order. (b) Casework Director 1. If the agency has a case work director in addition to a casework supervisor, he or she shall meet the qualifications for casework supervisor. 2. The casework director, or the casework supervisor, if there is no casework director, shall be responsible for administering the casework program and participating in policy making relevant to the casework program. He or she shall be accountable to the executive director. STANDARDS FOR CHILD-PLACING AGENCIES CHAPTER 0250-04-09 (c) Casework Supervisor 1. The casework supervisor shall have a master’s degree in social work and two years experience in the provision of foster care or adoption services. An equivalent degree in a related Children’s Services field such as psychology or guidance and counseling may be substituted for the master’s degree in social work. In that case three years of experience in foster care or adoption is required. 2. Each full time casework supervisor shall supervise no more than eight individuals. (d) Caseworker 1. The caseworker shall provide casework services as set forth in 0250-04-09-.05: Placement Services to Children, Pregnant Women and Their Families. 2. The caseworker shall have graduated from an accredited four-year college or university. The degree shall include or be supplemented by 27 quarter hours in behavioral sciences, such as social work, psychology, and sociology. One year of casework experience can be substituted for the 27 quarter hours. 3. If there is only one caseworker, he or she shall meet the qualifications for the casework supervisor. (e) Case aides and other assisting in service delivery shall have specific job assignments. (f) Volunteers who work directly with children. 1. Volunteers, if used in direct services to children, must undergo a process of application to ensure that they are of such character, health, and competence as to meet the agency’s needs. 2. Volunteers shall have the same qualifications as paid staff performing comparable duties. 3. A program of ongoing training and orientation to the philosophies and practices of the agency shall be provided each volunteer within the agency. 4. Adequate supervision of volunteers shall be provided by paid staff. 5. An individual file including the application to participate as a volunteer; and letters of reference shall be maintained by the agency on each volunteer. (6) There may be child-placing agencies which are in the developmental stage or which limit their services to few children and their families. When it is not feasible for such an agency to employ full time casework staff, provision for part time casework staff shall be made in the following manner. There shall be ten hours per week of casework services for each increment of eight children being served. There shall be specific provision for weekly office hours and for emergencies. Part time staff shall meet the qualifications for full time staff. (7) Whenever a child-placing agency has an adoptive or foster home study which is conducted by other than agency staff, or an adoptive or foster home placement which is supervised by other than agency staff, these services shall be provided by another licensed child-placing STANDARDS FOR CHILD-PLACING AGENCIES CHAPTER 0250-04-09 agency with whom there is a written agreement, or by written agreement with an individual who meets the qualifications for casework supervisor.