Michigan Child Welfare Professional’s Safety Protocol

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Table of Contents I. Introduction…………………………………………………………………………......4

II. Statement of Purpose…...……………...………………………………………….....5 III. Worksite Safety …………………………………………………...…........................7 IV. Use of Technology in Addressing Worker Safety ………………………………..10 V. Conducting Visits Outside of the Office…………………………………….……...13

VI. Transporting Children and Adults…………………………………………………..17 VII. Reporting Worker Safety Concerns and Safety Incidents….…….……………...21

VIII. Incident Response Expectations……………………………………………...……23 IX. Incident Review Process………………………………………………….…………25 X. Training Resources………………………………………………………………..…26

XI. Incident Resources…………………………………………………………………..27 Note Pages……………………………………………………………………………28

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Protocol Development Team*

Renee Adorjan Washtenaw County DHHS Dr. Tana Bridge Governor’s Task Force on Child Abuse and Neglect Kevin Bryan CPS Program Office Samantha Dotson Genesee County DHHS Sarah Goad Foster Care Program Office Jose Gonzales Wayne County DHHS Daryl Huinink Kalamazoo County DHHS Courtney Isanhart Foster Care Program Office MaryLynn Jordan Shiawassee County DHHS

Chris Kilmer Office of Workforce Development and Training Luther Lovell Wexford and Missaukee County DHHS Alison Morrison Shiawassee County DHHS Cathy Niedecken Business Service Center 2 Dawn Page Genesee County DHHS Colin Parks CPS Program Office Lewis Roubal Business Service Center 2 Janet Snyder Michigan Federation for Children and Families Sherri Stanley Wayne County DHHS Chontelle Williams Wayne County DHHS

*These roles were at the time of the protocol development and may vary.

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I. Introduction

In 2018, the Michigan Office of the Auditor General (OAG) reported to the state Legislature on the results of a survey sent out to Michigan Department of Health and Human Services (MDHHS) Children’s Protective Services (CPS) staff. Many staff who responded to the survey indicated they had personally experienced concerns regarding their physical safety while working with families. Although this survey did not include child welfare staff from other programs, it is reasonable to assume that concerns related to personal safety are shared by child welfare professionals across all programs in both the public and private sector. In 2019, following the survey, MDHHS partnered with the Michigan State Police (MSP) to provide self-defense training to the department’s child welfare staff. MDHHS leadership also engaged and collaborated with local MDHHS offices to examine the importance of safety for staff across programs and to identify and address safety concerns through various trainings and policy changes. A workgroup was convened to create the Michigan Child Welfare Professional’s Safety Protocol to inform best practices for the safety of child welfare staff across all offices and agencies. The workgroup consisted of representation from MDHHS central office and county staff, frontline supervisors, and leadership; the Michigan Federation for Children and Families; and the Governor’s Task Force on Child Abuse and Neglect, among others. Key public and private child welfare service providers and stakeholders reviewed and provided critical feedback prior to publication of the protocol. This protocol was developed for utilization by all local MDHHS offices; however, the information outlined may be adopted by other child welfare professionals and agencies, including private agency providers, family preservation staff, home visitation providers, among others, to help ensure the safety of their workforce.

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II. Statement of Purpose The MDHHS, Michigan Federation for Children and Families, and public and private child welfare professionals across the state recognize the need to ensure staff remain safe and receive support from their local office while engaging in child welfare practice. Child welfare professionals regularly provide services to children and families who are facing difficult challenges and during emotionally charged situations; these encounters can negatively impact the worker’s physical and emotional well-being. Based on the risks associated with this difficult work, child welfare agencies have a duty to provide oversight and support to staff and ensure their safety and well-being is always a priority. Agencies that employ child welfare professionals should establish and maintain an organizational culture that promotes the physical safety and security of staff. The primary goals of any child welfare agency must be driven by a willingness and desire to address staff safety concerns. Efforts should include proactively minimizing the risks to staff safety when possible and ensuring that appropriate processes and resources are in place to support staff should a safety incident occur. Management at all levels must ensure staff are supported during and following a safety incident. During this process, management must consider the affected staff person’s unique needs related to the safety incident, recognizing that staff who are involved in the same or similar safety incidents may require different levels of resources and support to minimize any trauma experienced during and after the incident. Each office should make every effort to address staff safety concerns at a local, and, when applicable, state level. To accomplish this, each MDHHS office must establish a local safety team. Local safety teams will help to create a local safety protocol specific to their office and address county and local office-level safety concerns and provide guidance regarding appropriate responses to safety concerns and safety incidents. Local protocols should also be updated on a regular basis using feedback from local staff and management. All agencies are encouraged to have a similar practice in place. To ensure each local office can obtain relevant data regarding safety concerns, as well as safety incidents, a process should be in place across child welfare to report all worker safety incidents. Due to each worker having a different threshold for concerns, local management must ensure all incidents are reported. Additional information on incident reporting can be found in section VII. Reporting Worker Safety Concerns and Safety Incidents. A proactive approach should always be considered to reduce the risk of safety incidents. This involves collaboration between both local and statewide safety teams to analyze incidents, assess concerns, and provide feedback. Offices should be diligent in ensuring staff receive appropriate training regarding worker safety. Available statewide training resources can be found in this protocol under section X. Training Resources.

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This protocol is intended to provide comprehensive guidance to ensure safety and well-being of child welfare professionals at all levels; periodic revisions to address new concerns and updated responses and best practices may be necessary.

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III. Worksite Safety Child welfare agencies have an obligation to take reasonable steps to ensure the safety of their staff, clients, and visitors when in the local office or worksite. Child welfare professionals are entitled to a reasonable expectation of safety and security in their local office work location. Public and private child welfare agencies should consider conducting an evaluation of their worksite to identify any risks to the physical safety of staff, clients, and visitors. Those evaluations should assess whether current security features are functional and adequate, as well as whether additional measures should be considered to increase safety, within budget constraints. MDHHS offices may contact the Department of Technology, Management, and Budget and the MSP to request a safety assessment of their building. Contracted private child welfare agencies may utilize available local office resources, as well as MSP, to obtain a safety assessment. Examples of worksite safety considerations are included below. A. Ensure facilities are maintained in working order and both preventative and reactive

measures are in place to ensure safety inside and outside the building. Strategies may include:

1. Implementing security features to restrict building access to those employed within the office. Doors that allow access to staff work areas should be secure and restrict access to those with a key, keycard, or similar device.

2. Installing surveillance cameras. When determined to be appropriate,

surveillance cameras should be installed on the outside of the building to ensure all areas outside of the building are monitored and do not have any blind spots. It is recommended each local office have security cameras installed on the inside of the building when able to do so to ensure all areas of the building are monitored and do not have any blind spots.

3. Repairing environmental hazards. The outside of the building should remain

in working order. This includes addressing uneven sidewalks, potholes in the parking lot, landscaping which causes unsafe conditions, such as creating blind spots or hanging over walkways, and structural issues. The interior of the building should remain in working order and free of any environmental hazards including, but not limited to, mold, water damage, animal infestation, electrical hazards, and structural issues. Should any concerns arise, office management should be notified and will contact the appropriate maintenance personnel and work to have the issues addressed.

4. Installing an alarm system. Alarm systems may prevent unauthorized access

after business hours, and some can be used to alert first responders in the event of an incident during business hours as well.

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5. Ensuring adequate lighting in building parking lots, vestibules, and sidewalks that can remain on from dusk until dawn.

6. Utilizing security personnel to ensure the interior of the building remains safe.

Workers may utilize security personnel to escort clientele throughout the building and ensure worker safety while meeting with clients. Staff and visitors may utilize security to escort them to their vehicles. The presence of security personnel may serve as a deterrent during potential safety incidents.

7. Providing training to staff and security personnel on local safety protocols and procedures to assist them in identifying, assessing, and mitigating potential safety threats inside and outside of the building.

B. Each local office should provide a meeting area where workers can meet with

clients.

1. Meetings with clients identified as “high risk” should be conducted in an open and easily accessed area of the building which can be observed by child welfare staff and/or management.

2. This area should remain free of objects which could be used to assault

someone.

3. Whenever possible, this area should have access to various safety features such as panic alarms.

4. If possible, this meeting place should be in an area in which the security

cameras monitor.

5. In these meeting spaces, workers should ensure that they are positioned nearest the exit(s).

6. To optimize egress, if the meeting area has any doors, they should not open

into the room.

C. Communication is imperative to staff safety. Local office management must be notified when:

1. A client identified as “high-risk” is scheduled to or enters a building.

2. A threat has been made to any child welfare worker within the

office/workspace. This also includes threats to the local office itself (i.e. bomb threat, mass shooting, etc.). If multiple agencies or local offices are involved, management must provide the necessary information to management of all parties involved.

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3. An incident report has been filed due to a safety incident involving a worker. Note: The notification must not violate Health Insurance Portability and Accountability Act (HIPAA) or confidentiality of the worker or client involved in the incident.

4. If a credible threat is identified, a police report must be filed by the worker,

manager, or designee regarding a worker safety incident.

5. If a threat or incident occurs, a hazard report must be entered into the applicable child welfare case management system.

D. It is recommended each local office have a known phrase(s) to utilize covertly during

communication to inform others of a safety concern. For example, “There is a green folder on the desk” may be used to indicate an office safety concern. This phrase can be utilized during all forms of communication such as phone calls, emails, or public announcement system. Local offices may have more than one phrase to help identify different types of safety concerns.

1. If these phrases are used in a local office, child welfare staff must be provided

training regarding the appropriate response to these incidents. A local office response must be created regarding applicable phrases and contained within a local safety protocol.

2. If local offices utilize security personnel, security personnel must be provided

training regarding the appropriate response to these incidents.

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IV. Use of Technology in Addressing Worker Safety Technology is not a substitute for safety planning; however, it can be a helpful tool to ensure worker safety. It is important for workers, supervisors, and management to understand that although technology will not prevent incidents from occurring, in some cases, it can minimize risk. Examples of technology considerations are included below.

A. All MDHHS child welfare workers are required to be provided a work cell phone to help complete their work duties. Private contracted agencies should consider the benefits of providing staff with work cell phones.

1. Work cell phones should be updated on a regular basis. This will allow staff better access to helpful tools such as internet, Global Positioning Services (GPS), and other safety features.

2. Work phones should have all applicable tracking software enabled, such as location services, phone locators, and other necessary software.

3. Video calling may be a helpful tool in addressing safety concerns.

i. Staff may utilize video calling to alert others of safety concerns without alerting the client they are notifying someone of a safety concern.

ii. Staff receiving video calls from other staff members should be aware of potential safety concerns which are shown on the screen. If a safety concern is noted, the worker, supervisor, or management personnel must follow the identified local office protocol regarding worker safety.

4. If agencies have phone applications designed to address safety concerns, these should be utilized.

It is important to keep in mind that technology must not be used to intimidate or coerce clients.

B. Technology should be utilized whenever possible to alert appropriate personnel

of worker concerns. Staff should be aware of areas in which cell phone signal may not be available. In those situations, emergency plans should be established as needed. Cell phone usage should be addressed in the local safety protocol.

1. Phone calls should be utilized when safe to do so.

i. When safety issues are identified, workers should contact

supervision before entering and immediately after exiting a home. If

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a worker is on-call or working after-hours, they should check in and check out with appropriate personnel.

ii. If supported by local office protocol, workers may contact law

enforcement through the dispatch center when entering and after exiting a home.

iii. During client contacts, when a worker has identified a safety concern, a cell phone can be utilized to allow other staff to monitor safety concerns. Should a safety concern be recognized, the appropriate personnel must be notified according to local office safety protocol.

2. Texting should be used if it is unsafe to complete a phone call.

3. Email may be utilized if it is unsafe to complete a phone call.

C. Technology must be maintained in working order.

1. Cell phones should remain fully charged whenever possible.

2. Workers must be provided with a mobile phone charger. If a replacement

charger is needed, local offices should provide the replacement.

3. Emergency contact information should be programmed into all local office-issued and non-local office issued phones, and include contact information for:

i. All local law enforcement agencies.

ii. Local mental health crisis intervention.

iii. Poison control.

iv. All local office management, supervision, and child welfare staff.

D. Recording devices must not be utilized by child welfare staff unless discussed

with supervision and management prior to use.

1. All applicable policy, state laws and federal laws must be followed regarding recording requirements.

2. Should any recording devices be utilized, local office management must address evidence storage with local law enforcement and the prosecutor’s office to ensure the local office follows state and federal law.

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E. Technology protocols, guides, and trainings should be reviewed by staff at least annually.

F. All local, state, and federal laws, as well as local office policy must be followed while utilizing technology.

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V. Conducting Visits Outside of the Office

Child welfare practice requires workers to engage with clients in a variety of locations within the community. Considerations for minimizing risk while engaging in contact outside of the office are below.

A. Following case assignment, consider the following:

1. Conduct necessary clearances (review of case history, central registry, law enforcement history, consultation with previous case workers as necessary, etc.) to assess worker safety.

2. Complete an analysis of the geographic location of a client’s location

and/or address. This may be based on known information, worker experience, or other factors including consultation with local law enforcement. Agencies should provide information on areas with high safety incident rates and high crime rates to all necessary staff. Time of day should also be considered.

3. Determine the risks and benefits of announced or unannounced visits.

4. Determine if worker attire could lead to safety concerns.

i. Lanyards, ties, scarves, and other items worn around the neck may be used to grab or choke.

ii. Worker footwear could create safety issues for the worker (including, but not limited to, the inability to move quickly, ensuring stable footing in poor weather conditions, and exposing skin to environmental concerns present in the home).

5. Assess potential risk factors. If any of the risk factors below are identified, the visit could be determined to be unsafe for a worker.

i. Previous violent incidents.

ii. Previous threats made against staff or the local office.

iii. Known individuals identified as a threat in the home.

iv. Lack of cell phone reception.

v. Prior training and experience.

vi. Potential law enforcement response time.

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vii. Worker/client relationship.

viii. Type of visit. Certain types of child welfare visits may elicit different

responses from clients (i.e. notices of hearings, child removal from home). This also includes child caring institutions and residential facilities as they may present unique safety concerns.

ix. Weather conditions.

6. Staff should consult with a supervisor and/or management as needed to

discuss safety concerns and develop a safety plan prior to engaging the family and/or caregiver.

i. Safety plans may include the use of law enforcement, use of safety partners from within the office, or other measures determined to increase worker safety.

ii. If law enforcement is utilized, ask to meet law enforcement at a safe location prior to arriving at the home or location of the client.

iii. When appropriate and approved by supervision, tele-interviewing may be utilized.

B. While approaching the location of the client, the following steps should be

completed:

1. Do not park directly in front of the home or in the driveway of the home unless necessary.

2. Observe any blind spots in the location as well as any spots which are not well lit.

3. Observe the doors and windows of the home on approach. This allows workers to identify any potential safety concerns inside the home.

4. Assess environmental or structural concerns, if applicable.

i. Any identified concerns should be assessed and documented when determining child safety.

ii. Observe if anyone is outside or near the home.

iii. Locate and be aware of exits.

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C. For example, when knocking on the door of a home, staff should position themselves in a safe manner. If the door opens outward towards staff, they should position themself on the same side of the location of the door hinges. If the door opens inward towards the inside of the home, staff should position themself on the opposite side of the location of the door hinges. These positions will allow staff to identify a potential hazard as the door opens.

D. When entering a dwelling, workers should:

1. Have their phone in a place which is easily accessible to them.

2. Not take excess bags, material, or other items into the home.

3. Identify all potential exits and escape paths. Staff must continually check for these as they move throughout the home.

4. Identify who is currently in the home. This is especially important in cases

where domestic violence dynamics may be present.

E. While interacting with the client, staff should be attentive to verbal and non-verbal cues.

1. Staff should be aware of the client’s stance, positioning, facial

expressions, where their hands are located, and any signs of aggression. Staff should continually assess these cues as they may change quickly.

2. If safe to do so, staff should attempt to de-escalate any concerns as they arise.

3. If it is not safe to de-escalate concerns, staff should remove themselves from the situation until safe interaction can occur (i.e. contacting law enforcement, safety partner arrives).

4. Staff should always be attentive to direct or indirect safety concerns.

F. While interacting with a client, workers must be aware of other factors, including:

1. What may be within arm’s reach of the client.

2. Objects located on the person’s body that could be used as a weapon.

G. If a safety concern arises during the visit and the staff member does not believe they can mitigate the risk appropriately, they should exit the location and complete the following:

1. Contact law enforcement if there is an imminent risk of harm.

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i. If law enforcement is contacted, remain away from the location until

law enforcement arrives and indicates it is safe to resume the visit.

ii. Remain aware of surroundings and assess potential worker safety concerns.

2. Contact someone within the local office to report what has occurred and

any concerns.

i. If a safety plan can be completed to address and resolve the safety concerns; it may not be necessary to leave the location.

ii. If a safety plan cannot be completed to alleviate the safety concerns, the worker should leave the location.

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VI. Transporting Children and Adults

During work duties, child welfare staff may be responsible for transporting children or adults. Although State of Michigan staff are provided state-issued vehicles for these situations, private contracted local office staff may be required to utilize their own vehicles for transportation of clients. It is imperative all vehicles used to complete child welfare work remain in working order. The following should be considered when transporting children and adults:

A. Vehicles need to be in proper working order to transport adults or children.

1. If the vehicle has any safety concerns (including, but not limited to, low tire pressure, vehicle warning lights, non-working exterior lighting, or any other issues which may lead to potential safety concerns), the vehicle should not be utilized for transporting children or adults.

i. If the vehicle is provided by a local office, contact the appropriate personnel to ensure the vehicle has the necessary maintenance performed.

ii. If the vehicle is a personal vehicle, once the concerns are resolved, it is recommended that a supervisor observe the vehicle to ensure it is safe to operate prior to transporting anyone.

2. Vehicles should contain enough fuel to complete the transport prior to beginning the transport. If fuel is needed, obtain fuel from a well-lit gas station in a well populated area along the designated route.

3. All vehicles used for client transport should have routine maintenance

performed as recommended by the manufacturer of the vehicle.

B. Prior to transporting children or adults, determine if any safety concerns exist.

1. Assess for risk factors including, but not limited to:

i. Previous violent incidents.

ii. Previous threats to workers or local office.

iii. Type of transport. Certain situations in which transports occur may elicit different responses from clients (i.e. parenting time visit, child removal from home, seeking medical attention, transportation to court, etc.).

iv. Physical stature of both the staff member and person(s) being transported.

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v. Potential law enforcement response time.

vi. Staff member/client relationship.

vii. Time of day.

viii. Destination and potential hazards along the route, including traffic, construction, etc.

ix. Weather conditions.

x. Cell phone reception.

xi. Transporting in a vehicle with a State of Michigan logo may illicit a

different response due to clients or others associating the logo with a child welfare agency.

2. If safety issues are identified, staff should meet with supervision and

management to discuss these concerns and consider a safety plan for future contact.

i. Safety planning could include, but is not limited to, the following:

a. Use of a safety partner.

b. Use of law enforcement or emergency medical services.

c. Use of a vehicle with a partition or other safety measures to ensure passengers do not have access to the occupants in the front seats.

C. It is recommended that vehicles involved in transportation of clients have the following in the passenger compartment of the vehicle:

1. Cell phone charger.

2. Cell phone holder. 3. Local and state maps.

D. It is recommended that vehicles involved in transportation of clients have the

following in the vehicle; however, they should not be within reach of clients:

1. Snow scraper.

2. Wash fluid.

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3. First aid kit.

4. Bright colored traffic vest.

5. Seasonal supplies such as sand and/or kitty litter to help with vehicle

traction.

6. Information on procedures which must be followed should an accident occur, important phone numbers, and applicable signage which can be placed in the window noting help is needed.

E. When conducting a transport, the following criteria should be met:

1. Staff should have their phone readily available and in an easy to access

location.

2. Staff should inform supervision when the transport begins, when the client leaves the vehicle, and when the transport is complete.

3. Vehicle should be free of items that could be used as a weapon.

4. During the transport, child locks and windows should be engaged before anyone enters the vehicle.

5. Before transporting children, staff should have completed training regarding use of car seats. The training should include guidelines for which type of car seat is most appropriate for children of different ages and sizes as well as how to properly install, uninstall, and store car seats.

6. If staff is involved in an accident, local office procedures for reporting and documenting the accident must be immediately followed once it is determined that all occupants are safe and without injury. If emergency services are needed, contact 911 and complete the reporting requirements after securing medical treatment for those in need.

7. If an emergent safety issue arises during the transport, stop the vehicle and contact 911 when it is safe to do so. The staff member must also inform supervision of the safety incident.

8. If a non-emergent safety issue arises during the transport, the staff member must inform supervision when it is safe to do so. When applicable, a safety plan should be created when the safety issues can be mitigated to ensure safety.

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F. Local offices must train their staff regarding safety during a transport. Training should cover the following:

1. How to provide transportation to those identified as potentially high risk.

2. Strategies to ensure safety when transporting people in vehicles without partitions. This should also include information on where safety partners should sit in the vehicle.

G. If a transport is being conducted in a personal vehicle, staff should consider the following:

1. Personal vehicles used for work purposes are often recognizable in public due to factors such as make, model and color and identifying details such as window clings, bumper stickers, license plate, etc.

2. Personal vehicles often have personal identifying information within the vehicle. Staff transporting people should ensure their personal information is stored securely in the vehicle and not within reach of those being transported.

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VII. Reporting Worker Safety Concerns and Safety Incidents

Each local office must have a standardized process for reporting safety incidents that occur while completing child welfare work. While each local office will have its own reporting standards and requirements, the process for reporting an incident that occurs to a MDHHS employee is below. Other agencies are encouraged to mimic this process. MDHHS utilizes a web-based form which is completed online and submitted directly to Human Resources.

A. The MDHHS Accident or Incident Report can be located on the MDHHS intranet under Human Resources, Employee Resources, Incident Report. It can also be found at https://mdhsintranet/dmds/IncidentReport.asp.

B. The form can be completed by anyone with information regarding the incident. It is best practice to have the person involved in the incident complete the form.

C. The form can be used to inform Human Resources of incidents which occur in a local office.

D. Forms used for reporting must collect information regarding the incident, contact information of those involved, and other necessary tracking mechanisms. This will allow agencies to ensure they have enough information to properly address the incident.

E. Agencies should have a user-friendly system to report incidents.

F. Agencies should inform their staff of where incident reports are located and how to complete the incident reports on a regular basis.

G. Incident reports should be reviewed to ensure accurate completion and note any trends. If actual examples are used to train others on the completion of incident reports, the worker involved must approve the use of their report. Note: Use of examples must not include confidential or HIPAA related information.

H. Staff must be able to report incidents without fear of retaliation or negative consequences. If an employee reports an incident, the incident must be investigated in a fair and impartial manner.

An example of the web-based incident reporting system through MDHHS is on the next page.

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VIII. Incident Response Expectations When a safety incident occurs involving child welfare staff, workers must have an expectation of support from local office management. While each incident is unique, a process within each local office should be in place and documented to ensure staff are supported, and the incident is handled in an acceptable manner. To ensure this occurs, offices should develop local safety teams to review concerns, as well as help ensure the incident response is appropriate. The following should be considered when creating local office incident response expectations:

A. Local safety teams should be established within each local office. These teams should:

1. Meet regularly enough to review any safety incidents which have occurred to child welfare staff from the local office. These teams can meet as many times as necessary.

2. Create and maintain local office incident response standards to ensure an appropriate response.

3. Address applicable safety concerns as they arise.

B. When an incident occurs, management must provide support to staff involved in the incident. Management should be aware that employees may require differing levels of support, even if involved in the same incident. Resources should be provided when applicable.

C. Management should remain in contact with the involved staff to continue monitoring the resolution of the report and the well-being of the staff following the incident.

D. If the incident creates a risk of harm for other local office staff, impacted staff should be informed to take any necessary precautions or participate in safety planning. Additional information on safety concerns can be found in section III. Worksite Safety.

E. In instances when a MDHHS worker is threatened or harassed, the most appropriate variation of the Zero Tolerance Notice (DHS-0706) must be sent. For non-MDHHS workers, agencies are encouraged to engage in a similar practice.

F. Staff must be able to report incidents without fear of retaliation or negative consequences. If an employee reports an incident, the incident must be investigated in a fair and impartial manner.

Local safety teams do not have a minimum or maximum number of participants; however, it is recommended these groups are no larger than 12 people. Local safety

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teams should include members from a variety of different roles within the office, including frontline staff, supervisor(s), leadership, and clerical/support, when applicable. Other roles such as volunteers, interns/students, or employee union representation may be included based on local office need. The safety teams must have diverse membership when able to do so. Each safety team member must sign a confidentiality agreement. To ensure all safety team members understand their role in the safety team and protocols, it is recommended they review and sign this protocol, as well as any active local safety protocols, prior to participating in safety team meetings or safety reviews. After an incident involving worker safety, management should:

A. Debrief with the staff involved in the incident to determine if there are any immediate needs. This includes physical (medical clearance) and emotional (referral to services such as the Employee Assistance Program) needs.

B. Assess if there are any immediate needs for the staff regarding their casework. If they are unable to complete these tasks due to the incident, management must address how immediate casework needs will be addressed.

C. Ensure the employee completes the appropriate incident report requirements and assist them as needed.

D. Follow up with the employee(s) involved in the incident to determine if the workers have any additional needs. Follow up should be completed timely and within three business days after the incident.

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IX. Incident Review Process

Each local office must have a process in place to address all safety incidents reported within the local office. This will help ensure local offices can address concerns as they arise. The local safety teams should review trends within incident reports during their meetings. When a potential safety concern is identified, local office management must determine the best way to address the concern. Local management must determine the severity of the potential concern, and how imminent the concern is. Based on this information, various responses can be utilized which include, but are not limited to: safety planning, sharing the information with the organization, contacting law enforcement, working with stakeholders and or the facility to address the concerns, completing an incident report, and completing a “Zero Tolerance Letter.” Local office management should work collaboratively with their local safety teams to coordinate appropriate responses to safety concerns. Both local office management and the local safety team should also have a process in place to debrief after the incident, if necessary. To ensure each local office has a process in place to look at incident responses at the local level, The Annual Self-Assessment (MDHHS-5843) was created to ensure local MDHHS offices review the Michigan Child Welfare Professional’s Safety Protocol yearly, as well as indicate how their office will address safety concerns. The MDHHS-5843 must be completed by each local office on an annual basis. This form must be submitted to both the local office BSC director and the CWSafetyTraining@Michigan.gov mailbox on or before December 31 of each calendar year.

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X. Training Resources

Each local office should prioritize provision of training to all staff regarding safety concerns. Below is a list of resources available to provide safety training. Each local area may have other training opportunities not mentioned below.

Currently, the Office of Workforce Development and Training (OWDT) provides “Working Safe Working Smart” during the Pre-Service Institute (PSI) for new CPS, foster care, and adoption workers. This training is also available to experienced child welfare staff through the learning management system (LMS). OWDT also partners with the Michigan State Police (MSP) to provide half-day safety awareness trainings. MSP offers a half-hour training regarding capsicum spray (commonly referred to as pepper spray). MSP will not certify users in capsicum spray during the training. To request safety awareness training through MSP, submit the request by email to CWSafetyTraining@Michigan.gov. In the email request, indicate the county and city the training is being requested for, number of people to be trained, and name/contact information for the point person. The request should indicate if the training request is for safety awareness, capsicum training, or both. The request will be received by MDHHS and forwarded to the correct training unit. Additional trainings may be available locally or through LMS.

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XI. Incident Resources

It is critical that staff understand what resources are available to them when an incident occurs. Although every local office has their own internal resources, the resources mentioned below are available at a statewide level. The Employee Service Program (ESP) is available for State of Michigan employees and their eligible family members. This program offers voluntary and confidential mental health services at no cost to employees. The ESP offers services by phone or in person to best meet the needs of State of Michigan employees. Services offered by the ESP include, but are not limited to, individual counseling, Traumatic Incident Stress Management (TISM), wellness sessions, stress management, and online resources and tools regarding various services. MDHHS managers may also access information on how to request services for workers. ESP services may be utilized for personal and/or work-related concerns. Additional information on services offered, as well as the process to obtain services through the ESP can be accessed online through the Michigan Civil Service Commission, as well as by calling 1-800-521-1377. The United Auto Workers (UAW) Local 6000 also offers services to union members through their Employee Assistance Program. Services can be obtained by calling 1-800-243-1985.

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MDHHS-Pub-1391 (Rev. 8-21)

The Michigan Department of Health and Human Services will not exclude from participation in, deny benefits of, or discriminate against any individual or group because of race, sex, religion, age, national origin, color, height, weight, marital

status, gender identification or expression, sexual orientation, partisan considerations, or a disability or genetic information that is unrelated to the person’s

eligibility.