Program manager survey
Home Visiting Career Trajectories
INSTRUMENT 1_Program Manager Survey_mj_urban_clean
Program manager survey
OMB: 0970-0512
OMB Control No.: 0970-xxxx
Expiration Date: xx/xx/20xx
Length of time for instrument: 20 minutes
INSTRUMENT 1: PROGRAM MANAGER SURVEY
Introduction
The United States Department of Health and Human Services (DHHS) is conducting a research study to gather information about staff working in early childhood home visiting programs funded by the Maternal, Infant, and Early Childhood Home Visiting Program.
We invite you to participate in this voluntary data collection. The information you provide about your home visiting program will be extremely valuable to future government planning and to the home visiting field more broadly.
The survey will take about 20 minutes to complete. For data security reasons, the survey must be completed in one session.
Your responses will be kept strictly private to the extent permitted by law. Only the research team will have access to this information. Your answers will not be shared with anyone at your program or any other agencies. Your responses will be combined with responses from other home visiting program staff and reported in a final report released publicly in late 2018. In our research report, the information you provide will not be attributed by name to you or your individual program.
If you are unsure how to answer a question, please give the best answer you can rather than leaving it blank. You have the right to refuse a question and stop participation at any time, but we appreciate complete responses when possible so our study findings can reflect your experiences and perspectives.
We would appreciate your response by DD/MM/YYYY. Thank you for your time and contribution to our research!
[CLICK HERE TO COMPLETE SURVEY]
Public
reporting burden for this collection of information is estimated to
average 20 minutes per response, including time for reading the
introduction and consent language and completing all survey items.
This information collection is voluntary. An agency may not conduct
or sponsor, and a person is not required to respond to, a collection
of information unless it displays a currently valid OMB control
number. Send comments regarding this burden estimate or any other
aspect of this collection of information, including suggestions for
reducing this burden, to: Urban Institute (Attn: Heather Sandstrom),
2100 M Street, NW, Washington, D.C. 20037.
Home Visiting Program Characteristics
What type of organization is your implementing agency?
Government health agency (e.g., county health department)
Government social services agency
Government education agency (e.g., local school district)
Housing authority
Hospital or medical clinic
Non-profit community-based organization
Faith-based organization
Tribal organization
Other, please specify: _____________
Unsure
Some implementing agencies have multiple sites. Does your implementing agency have more than one site?
Yes
No
Approximately how many employees work at your implementing agency, across all sites, programs and divisions? Please estimate to your best knowledge.
Fewer than 20 employees
20 to 49 employees
50 to 99 employees
100 to 249 employees
250 to 499 employees
500 or more employees
Does your agency offer services other than home visiting?
Yes – CONTINUE TO QUESTION 5
No – SKIP TO QUESTION 6
Does your agency provide any of the following services?
Nutrition services (e.g., WIC) Yes No
Medical services Yes No
Insurance enrollment services Yes No
Other public benefit enrollment
(e.g., Food Stamps, TANF, LIHEAP) Yes No
Behavioral health or mental health services Yes No
Child care resource and referral services Yes No
Early intervention services Yes No
Early care and education Yes No
Adult education services (e.g., GED, ESOL) Yes No
Legal services Yes No
Workforce development Yes No
Housing services Yes No
Other, specify:
[CAN CLICK TO ADD UP TO THREE ADDITIONAL ENTRIES]
What home visiting models does your agency implement with MIECHV funding? (Select all that apply.)
Attachment and Biobehavioral Catch-Up (ABC) Intervention
Child FIRST
Early Head Start-Home Visiting
Early Intervention Program for Adolescent Mothers
Early Start (New Zealand)
Family Check-Up for Children
Family Connects
Family Spirit
Health Access Nurturing Development Services (HANDS) Program
Healthy Beginnings
Healthy Families America
Home Instruction for Parents of Preschool Youngsters (HIPPY)
Maternal Early Childhood Sustained Home-Visiting Program
Minding the Baby
Nurse-Family Partnership
Parents as Teachers (Do not check if you use the PAT curriculum but not the program model.)
Play and Learning Strategies
SafeCare Augmented
Other, please specify: ______________________
[IF Q2 = YES, MORE THAN ONE SITE] Is your [MIECHV-FUNDED MODEL 1 THROUGH 18] program offered at more than one of your agency’s sites?
Yes
No
[REPEAT QUESTION 7 FOR ALL MIECHV FUNDED MODELS LISTED UNDER QUESTION 6]
For how many years has your agency been implementing [MIECHV-FUNDED MODEL 1 THROUGH 18]? Report the number of years implementing the model regardless of MIECHV funding.
Less than 1 year
1-5 years
6-10 years
11-15 years
More than 15 years
[REPEAT QUESTION 8 FOR ALL MIECHV FUNDED MODELS LISTED UNDER QUESTION 6]
Does your agency implement any other early childhood home visiting models?
Yes [CONTINUE]
No [SKIP TO Question 11]
What other home visiting models does your agency implement?
Attachment and Biobehavioral Catch-Up (ABC) Intervention
Child FIRST
Early Head Start-Home Visiting
Early Intervention Program for Adolescent Mothers
Early Start (New Zealand)
Family Check-Up for Children
Family Connects
Family Spirit
Health Access Nurturing Development Services (HANDS) Program
Healthy Beginnings
Healthy Families America
Home Instruction for Parents of Preschool Youngsters (HIPPY)
Maternal Infant Health Outreach Worker (MIHOW)
Maternal Early Childhood Sustained Home-Visiting Program
Minding the Baby
Nurse-Family Partnership
Nurses for Newborns
Parents as Teachers (Do not check if you use the PAT curriculum but not the program model.)
Parent-Child Home Program
Play and Learning Strategies
SafeCare Augmented
Triple P
Other, please specify: ______________________
Respondent Background Characteristics
What best describes your position in your implementing agency?
Home visiting program director
Home visiting program manager
Implementing agency program director or executive director
Other, specify: _______________________
For how many years have you been in this position?
Less than 1 year
1-2 years
3-5 years
6-10 years
More than 10 years
How many total years of experience do you have working in early childhood home visiting, including your current position and any other home visiting jobs?
Less than 1 year
1-2 years
3-5 years
6-10 years
More than 10 years
Have you ever been a home visitor or home visiting supervisor?
Yes, a home visitor only
Yes, a home visiting supervisor only
Yes, both a home visitor and a home visiting supervisor
No, never been either
Home Visiting Program Funding
Please think about your home visiting program funded through MIECHV.
How much of your program’s home visiting funding comes from the following sources? Please provide your best estimation.
-
None
Less than 20%
20 to 49%
50 to 74%
75% or more
MIECHV
Other federal funds besides MIECHV
State government
Local government
Philanthropic foundations
Private donors
Does your program receive reimbursement for home visiting services from:
Medicaid? Yes No
Part C Early Intervention? Yes No
Another source? Yes No Specify other: __________________
Not including funding from MIECHV, how much has your funding for home visiting varied over the past 3 fiscal years?
No variation/same level of funding
Decrease of up to 10%
Decrease of 11% – 25%
Decrease
of more than 25%
Increase of up to 10%
Increase of 11% – 25%
Increase of more than 25%
Home Visiting Staff Characteristics
The next set of questions is about the home visiting staff in your MIECHV-funded program. If your program has multiple sites receiving MIECHV funding, please report on staff across all MIECHV-funded sites. Please estimate to the best of your knowledge if you are unsure of the exact count.
How many home visitors are currently on staff?
By home visitor we mean a staff member who is responsible for the delivery of home-based services to children and families.
Do not include supervisors who carry a caseload as they will be counted separately. You may include assessment workers who conduct home visits but do not carry an ongoing caseload.
Count all home visitors regardless of how their individual positions are funded (MIECHV or other funding).
Provide the number of people (not the number of full-time equivalents or FTEs).
_________ NUMBER OF HOME VISITORS
How many of these home visitors work part-time (i.e., less than 35 hours per week)?
_________ NUMBER OF PART-TIME HOME VISITORS
Please fill in the table below to show how many home visitor positions are fully or partially funded with MIECHV. Enter a number in each cell, even if zero.
-
Full-time home visitors (working 35 or more hours per week)
Part-time home visitors (working less than 35 hours per week)
100% funded by MIECHV
[ENTER NUMBER]
[ENTER NUMBER]
25-99% funded by MIECHV
[ENTER NUMBER]
[ENTER NUMBER]
0-24% funded by MIECHV
[ENTER NUMBER]
[ENTER NUMBER]
How many home visiting supervisors are currently on staff? By supervisor, we mean a staff member who supervises home visitors. Please provide an unduplicated count and do not include staff you have already counted as home visitors.
Provide the number of people (not the number of full-time equivalents or FTEs).
_________ NUMBER OF SUPERVISORS
How many of these supervisors also carry a caseload of clients? For example, some employees are part-time site supervisors and part-time home visitors. Or an experienced home visitor may supervise a group of less experienced home visitors.
_________ NUMBER OF EMPLOYEES WHO SUPERVISE AND PROVIDE HOME VISITS
How many of these supervisors work part-time for your program (i.e., less than 35 hours per week)?
_________ NUMBER OF SUPERVISORS WHO ARE PART-TIME EMPLOYEES
Please fill in the table below to show how many supervisor positions are fully or partially funded with MIECHV. Do not include employees you have already counted as home visitors. Enter a number in each cell, even if zero.
-
Full-time supervisors (working 35 or more hours per week)
Part-time supervisors (working less than 35 hours per week)
100% funded by MIECHV
[ENTER NUMBER]
[ENTER NUMBER]
25-99% funded by MIECHV
[ENTER NUMBER]
[ENTER NUMBER]
0-24% funded by MIECHV
[ENTER NUMBER]
[ENTER NUMBER]
Who usually provides direct supervision of home visitors when their supervisor is not available (due to a vacancy or extended leave of more than one month)?
I do
Another program supervisor or manager does
No one does
Other (specify): ______________
Who provides supervision to supervisor(s) in your program?
Home visiting program director/manager
Implementing agency program director
No one
Other (specify): _________
Does your program have any administrative staff who help home visitors enter information on service delivery into a management information system?
¨ No
¨ Yes
Some home visiting programs have service providers from their broader agency or local community who work as part of a team with home visitors. Please indicate whether you have a clinical staff member who works regularly (three or more times a year) as part of a team with home visitors. Include staff members regardless of source of funding.
-
Registered nurse
¨ No
¨ Yes
Social worker
¨ No
¨ Yes
Substance use treatment worker (alcohol and other drugs)
¨ No
¨ Yes
Mental health professional
¨ No
¨ Yes
Early Intervention/ Developmental services provider
¨ No
¨ Yes
Other staff, specify:____________________
¨ No
¨ Yes
Staff Recruitment and Retention
We’d like to know the main reasons for turnover among staff in your home visiting program. Please indicate if you think the reasons below are a major reason, a minor reason, or not at all a reason for turnover.
-
A major reason
A minor reason
Not a reason
Pursuit of educational opportunities
Desire for more job stability
Desire for a different kind of work
Schedule challenges
Low salary
Limited benefits
Caregiving responsibilities (e.g., to care for one’s children or parent)
Staff burnout/ heavy caseload
Personal health reasons
Didn’t like travel required of job
Concerns about safety in the field
Retirement
Moving out of the area
Layoffs due to funding or other programmatic changes
Dismissal from employment due to performance
Moves to a position at another site or another home visiting program within your agency
Other, specify: __________________
What is the reason the last home visitor left your program?
-
Pursuit of educational opportunities
Desire for more job stability
Desire for a different kind of work
Schedule challenges
Low salary
Limited benefits
Caregiving responsibilities (e.g., to care for one’s children or parent)
Staff burnout/ heavy caseload
Personal health reasons
Didn’t like travel required of job
Concerns about safety in the field
Retirement
Moving out of the area
Layoffs due to funding or other programmatic changes
Dismissal from employment due to performance
Moves to a position at another site or another home visiting program within your agency
Other, specify: __________________
Are all your home visitor positions currently filled? If not, how many are currently vacant?
Yes
No, number of vacant positions in terms of full-time equivalent: _________ FTEs
When a home visitor position becomes vacant, what strategies does your program use to provide services to the families that were in that home visitor’s caseload?
Graduate those families early Yes No
Stop services for those families Yes No
Reduce the expected visit frequency for those families Yes No
Shift responsibility for those families to other home visitors Yes No
Shift responsibility for those families to supervisor Yes No
Other (specify): _______________ Yes No
On a scale of 1 to 5, how difficult has it been in the past year to recruit home visitors with the following qualifications?
-
1 = Not at all difficult 5 = Extremely difficult
Interest in home visiting
1 2 3 4 5
Minimum education level/degree
1 2 3 4 5
Preferred education level/degree
1 2 3 4 5
Relevant experience and expertise
1 2 3 4 5
Own personal transportation
1 2 3 4 5
Willingness to travel
1 2 3 4 5
Necessary communication and personal skills
1 2 3 4 5
Flexible in terms of availability and scheduling
1 2 3 4 5
Bilingual language skills
1 2 3 4 5 N/A
Other (specify): ____________________
1 2 3 4 5
On a scale of 1 to 5, how difficult has it been in the past year to recruit supervisors with the following qualifications?
-
1 = Not at all difficult 5 = Extremely difficult
Interest in home visiting
1 2 3 4 5
Minimum education level/degree
1 2 3 4 5
Preferred education level/degree
1 2 3 4 5
Relevant experience and expertise
1 2 3 4 5
Own personal transportation
1 2 3 4 5
Willingness to travel
1 2 3 4 5
Necessary communication and personal skills
1 2 3 4 5
Flexible in terms of availability and scheduling
1 2 3 4 5
Bilingual language skills
1 2 3 4 5 N/A
Other (specify): ____________________
1 2 3 4 5
What strategies do you use to recruit new staff?
Advertise position on agency website Yes No
Advertise position on model’s national organization website Yes No
Advertise position on job search websites that require a fee for employers (e.g., LinkedIn, CareerBuilder) Yes No
Advertise position on free job search websites (e.g., Indeed) Yes No
Advertise in local newspaper Yes No
Advertise internally at agency to promote or reclassify existing staff Yes No
Advertise at public workforce agency or other employment intermediary (e.g., America’s Job Center) Yes No
Email job announcement to colleagues in your professional network Yes No
Post on social media pages (e.g., Facebook, Twitter, LinkedIn accounts) Yes No
Recruit through local colleges and universities Yes No
Encourage your staff to share through word of mouth Yes No
Share with current/former home visiting participants to encourage them to apply Yes No
Other, specify: ___________________________________________ Yes No
When home visitor job candidates are brought in to be interviewed, who interviews them?
Implementing agency program director Yes No
Home visiting program manager Yes No
Supervisor Yes No
Home visitor(s) Yes No
Clinical specialist Yes No
Families Yes No
Other (specify): _______________ Yes No
Do home visitor job candidates observe any home visits prior to hire?
No
Yes
Staff Training
Please check a box in each row to indicate the standards or policies your home visiting program has regarding staff training and required competencies.
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Yes, we have a policy or standard for this. |
No, we do not have a policy or standard on this. |
Minimum qualifications for home visitors |
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Minimum qualifications for supervisors |
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Home visitor training |
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Supervisor training |
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On average, how long does it take a new home visitor to be ready to be assigned families after being hired?
Less than 1 month
1 month
2 months
3 months
4-6 months
More than 6 months
Other (specify): _________
Program Management
Please indicate if you use any of these management practices.
-
Annual performance reviews used for salary and promotion decisions
Yes No
A performance review process used as a professional development tool
Yes No
Formal sessions to provide feedback on performance review
Yes No
An appeals process if an employee disagrees with performance review results
Yes No
Training on how to make an accurate evaluation of employee performance for persons evaluating employees
Yes No
Employee goal-setting and goal -tracking throughout the year
Yes No
Informal opportunities to provide feedback on performance
Yes No
Use of reflective supervision
Yes No
We would like to know the extent to which employee input is used to make programmatic decisions within your home visiting program. In recent years, how influential have employees been on decisions in the following areas?
-
1 = Not at all 5 = Extremely influential
How to improve the physical work environment
1 2 3 4 5
Policies regarding staff safety
1 2 3 4 5
Policies addressing employee health and mental health
1 2 3 4 5
Work schedule (e.g., overtime, flextime)
1 2 3 4 5
Implementation of technical changes that impact the agency and employee layoffs
1 2 3 4 5
Hiring of new employees
1 2 3 4 5
How to improve services to families
1 2 3 4 5
Families Served
The next set of questions is about the families served through the MIECHV-funded program you manage.
Approximately how many families did your program serve in FY 2017 (October 1, 2016- September 30, 2017)?
[ENTER NUMBER]
Approximately what percentage of the families you serve live in the following types of areas?
Rural ____ %
Small town ____ %
Suburban ____ %
Urban ____ %
Does your program have a policy on the maximum number of families per home visitor?
Yes CONTINUE
No SKIP TO QUESTION 50
Does your program use a weighted caseload, meaning the maximum caseload is based on intensity of services, family need, child age, etc.?
Yes SKIP TO QUESTION 47
No CONTINUE
What is the maximum number of families per home visitor?
No more than _______ families per home visitor [SKIP TO QUESTION 49]
What is the maximum number of families per home visitor at the MOST intensive level?
No more than _______ families per home visitor
What is the maximum number of families per home visitor at the LEAST intensive level?
No more than _______ families per home visitor
Do any of your home visitors currently have caseloads greater than the maximum called for according to policy?
Yes
No
What is your program’s policy on the maximum number of home visitors per supervisor?
Our site does not have a policy for caseload limit
Our policy is no more than ____full-time Home Visitors per full-time Supervisor
How does your home visiting program consider each of the following family characteristics in relation to eligibility for enrollment?
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
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Requirement for eligibility A priority population, but not required Not a consideration for eligibility Disqualification for eligibility |
Thank you for your participation in our survey!
As a final step, please click on this secure link [HYPERLINK] where you can enter the work e-mail addresses of home visitors and supervisors in your program.
We will invite them to participate in a survey about their qualifications, job experiences, and career trajectories. The survey is voluntary and they can choose whether or not to participate.
If you are not yet ready to provide staff e-mail addresses, please click on this link [HYPERLINK] to close out the survey. You may return to the site to enter e-mail addresses at a later date. We will send you a follow-up e-mail with instructions.
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{HYPERLINK WILL CLOSE OUT SURVEY AND TRANSFER RESPONDENT TO A NEW SURVEY PAGE WHERE E-MAIL ADDRESSES CAN BE ENTERED}
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Please enter your agency name
[TEXT BOX]
What is your work e-mail address?
We request this in case we need to reach you about the information you provide on this page.
[TEXT BOX]
Please enter the work e-mail addresses for home visitors and supervisors in your MIECHV-funded home visiting program. You can either (1) copy and paste a list of addresses to the text box below or (2) manually type or copy and paste each e-mail address to a separate field below.
[TEXT
BOX. 10,000 CHARACTERS]
E-MAIL ADDRESS 1: [TEXT BOX]
E-MAIL ADDRESS 2: [TEXT BOX]
E-MAIL ADDRESS 3: [TEXT BOX]
E-MAIL ADDRESS 4: [TEXT BOX]
E-MAIL ADDRESS 5: [TEXT BOX]
E-MAIL ADDRESS 6: [TEXT BOX]
E-MAIL ADDRESS 7: [TEXT BOX]
E-MAIL ADDRESS 8: [TEXT BOX]
E-MAIL ADDRESS 9: [TEXT BOX]
E-MAIL ADDRESS 10: [TEXT BOX]
{INSERT BUTTON TO CLICK TO ADD ANOTHER FIELD UP TO 30}
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