the PDF - Parent to Parent of New York State
Contents
1. e A group learning event with defined objectives e Presented by Parent to Parent of New York State e Presented with supervisor s approval e For one of the following specially coded Projects FORUM Affordable Care Act FORUM Autism Insurance FORUM Family Caregiving FORUM Fathers FORUM Financial FORUM Transition WORKSHOP Education Record Keeping and Regulations WORKSHOP F2F Advocacy Skills amp Techniques WORKSHOP F2F Healthy Transitions WORKSHOP F2F Parent Professional Collaboration WORKSHOP Families amp People w Dis Sharing Our Stories WORKSHOP Health Care Notebook WORKSHOP Housing Options WORKSHOP Individualized Health Plan WORKSHOP Letter Writing and Communication Skills WORKSHOP MSC Families Workshop WORKSHOP MSC Partnerships Workshop WORKSHOP MSC Understanding OMRDD Services WORKSHOP PTIC Understanding Special Education WORKSHOP Tools for Inclusion Using ABCD O 0O 0O 0O 0 O0 00000000 O0 0O00 O 80 Ol CO NOTE Capital District office may have additional workshop projects to accommodate PTIC reporting GROUP CASE NOTES REQUIRED for workshops presented with 20 or less attendees from your region These case notes cannot have time service or grant they are only to record who attended Carol Coordinator says Remember backup documentation is required for each workshop Using the paper helper Record of Workshop Held is one way to provide the required2. To search for an existing work log begin by indicating applicable options such as if it is a closed form and whether the work log you want to find is one of your own records H R Goll is kin Sa The Work Log opens to an existing entry you must hit the New button on the bottom right to open a new log entry Version 5 14 2015 3 2 Parent to Parent of New York State s NetC IL User s Manual Each Work Log entry must include Date Notes concise and clear descriptive notes of the activity Wondering What do I write as a description Carol Coordinator says Follow K I S S Keep It Short and Simple Telling who what when why where and how works well Generally 4 5 sentences is enough Use techniques like See project report for details or conference report attached Also begin with action words like attended presented participated etc Example ABC Agency Fair vs Manned outreach table at ABC Agency Fair Example Attended the annual We Are Great conference and then this work log entry goes on and on and on taking up pages when the P2P Summary Report is printed vs Attended the annual We Are Great conference highlights were one or two things reported here See conference report for full details The referenced conference report could be your notes typed into a Microsoft Word document and submitted to y
3. backup documentation including the sign in sheet Version 5 14 2015 3 8 Parent to Parent of New York State s NetC IL User s Manual 3 3 Entry Types Do not appear in the P2P Summary Report The use of Entry Types is optional for Parent to Parent of New York State and include Administration Work associated with management of the organization Funding Tasks associated with maintaining the organization s funding Other Work that will not fit into any Activity Type or any other Entry Type Preparation used for work done in preparation of activity which does not need to appear in the P2P Summary Report For those who wish to keep all their notes in NetCIL entries written for work performed to prepare for a workshop or outreach event should NOT be given any activity type These entries can however be given the Entry Type of Preparation They can also be associated with a Project and or an Event Carol Coordinator says Parent to Parent does not require a paperless office It s okay to keep paper notes and folders while pulling an activity together and write the required work log once the activity has been completed Either method of recordkeeping while following up on outreach and workshop leads is acceptable What Are Group Case Notes Group Case Notes are used with a Work Log entry in hybrid situations where a service is delivered in a group setting Group Case Notes are addressed
4. Parent to Parent of New York State s NetC IL User s Manual 3 Work Log Any work that is not a one to one contact with an individual can be entered into the Work Log PIN Sesay Valery Pt ee 108 Canty NT LGL LAsestarce interactio Appointment pen Heferrals and Tasks Aprointownnts Cast Tee Over Sead Lettori tmo Yotutioets Open Meters Opad Cad Oulu Update tip e teare had em teren Quenes Correct 5 OMe Sup s d e Io E z eaten tan Apgteation The Work Log can be used to record any activity by a staff member The activity can be work performed for a group of people or an organization or it can simply be a log of general work Use the Work Log to record activities such as Group trainings and Family to Family trainings Parent group meetings and associated work Outreach activities Meetings and conference calls 5 A gt A o Newsletters or articles in others newsletters with of distribution Carol Coordinator says Keep a supply of the paper version of the work log form handy to jot down activities then slip them in your file labeled Enter in NetCIL Keep them on or in your desk padfolio brief case etc Version 5 14 2015 3 1 Parent to Parent of New York State s NetC IL User s Manual Weekly Log The Weekly Log is a summary view of Work Log entries for the week Use of this form is optional H a G men Aa a papine pijpeiie we Work Log
5. in the section covering Case Notes Version 5 14 2015 3 9
6. ly getting the bulletin board changed or the files cleaned out sure can feel like a personal accomplishment it is not something we would be bragging to our funders about Challenge to highlight difficulties faced by the office which have not been documented any other way e An opportunity to highlight matters needing attention at your office or trends needs which we may want to bring to the attention of funders etc e It is not required to identify a challenge each month however if that is the case use this opportunity to do so Collaboration Networking working in conjunction with another organization on a common objective and or forming business connections and contacts through social interactions e Speaking with a co worker is NOT collaboration However there may be cross grant exceptions Version 5 14 2015 3 5 Parent to Parent of New York State s NetC IL User s Manual Community Systems Advocacy An activity that supports or encourages positive change in the community or systems in the community An example is when a coordinator is asked to sit on a task force or advisory board Outreach Efforts An activity performed with the purpose of making others aware of P2P services in hopes of gaining requests that result in the delivery of countable units of service or other reportable activities e Only give activity type to the actual presentation fair etc If entries are made for activities perf
7. ormed in preparation they should not be given an activity type Parent Groups Work associated with holding Parent to Parent sponsored parent group meetings for the purpose of disseminating information or to meet an objective in the strategic plan e Use for support group meetings Support Parent Training or for a presentation to a group of parents which is not one of the approved Workshop curriculums e Use with Group Case Notes to capture grant time and service for each parent in attendance e Must follow an agenda topic if Group Case Notes are to be used to claim grant time and service e Use with Projects and Events to monitor parent group work is encouraged e Use of the paper helper Parent Group Meeting Record is encouraged It can serve as the sign in sheet for the meeting and is a guide for making the entry in NetCIL Professional Development Training either sponsored by Parent to Parent of New York State or other entities which enhances the skills an employee uses in their job at Parent to Parent Trainings an employee has participated in at the request of or with permission from their supervisor Quarterly Satisfaction Survey and Evaluation used to record when quarterly evaluations were distributed to those we have served See separate instructions detailing how to do these Version 5 14 2015 3 6 Parent to Parent of New York State s NetC IL User s Manual Staff Meeting When co workers unite in per
8. our supervisor Hit the F3 on the keyboard to unlock the record for Fue editing Version 5 14 2015 3 3 Parent to Parent of New York State s NetC IL User s Manual To appear in the P2P Summary Report each entry must also include Grant Activity Type o If activity type is Workshop then Project Name Hours and Attendees are required also May also include Hours Event Attendees Organization e Project Name Entry Type Save is automatic If you made an error and decide you 3 A do not want the changes saved hit the Esc key on the a keyboard prior to exiting the record Version 5 14 2015 Parent to Parent of New York State s NetC IL User s Manual 3 1 Activity Types a R Only Work Log entries with one of the following activity types will appear in the P2P Summary Report Accomplishment points out an activity which cannot be entered any other way but is worthy of mention in the statewide report to funders or documents work on an objective in the activity plan e An opportunity to highlight an activity that is an example of the good Parent to Parent of New York State does e The place for a brag amp share e Not required each month but is an opportunity each month if your office is on a roll e Can be used to summarize work that may have been entered through a series of entries without an activity type Good way to showcase an ongoing effort e Although final
9. son or via technology at a pre planned time to cover work related information included in a pre planned agenda Support Parent Recognition use to recognize a Support Parent once each quarter Entry must include the Support Parent s name mailing address and one or two sentences telling why they were nominated for the recognition If there is no recognition this time enter a sentence stating there is none this quarter Workshops A group learning event with defined objectives presented by Parent to Parent of New York State for a specially coded Project and presented with supervisor s approval Workshops will 20 or less attendees now need to have Group Case Notes without time grant or service Some special considerations apply A single activity may require multiple Work Log entries with different activity types such as Outreach Collaboration Networking and Workshop P2P Summary Report Result Oriented Work Log WITHOUT Activity Type will still appear in e Work Log Report e Project Report e Event Report If multiple people in the same office attended the same activity one entry can be made instead of each person entering the same information Make sure the single entry names all who participated in the activity Version 5 14 2015 3 7 Parent to Parent of New York State s NetC IL User s Manual 3 2 Workshops Work Log entries should only be given the Activity Type of Workshop if the activity was
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