Dear Stanford Sierra Youth & Families Colleagues,
Our work is not for the faint of heart. Every day we sit with those who have experienced and/or are currently experiencing life situations that can be traumatic. We are here as healers for others, as we attend to our own wounds, often quietly. How do healers provide support for others when we have our own wounds? This is a great challenge that we must meet head on. I recognize that reminding one another to “take care of ourselves” may be triggering. I definitely have felt my own defensiveness when I hear this statement from loved ones. I ask you to notice your response. Your response is information that allows for action. It is very likely that if you are triggered, you truly do need to take a step back and build in self-care – immediately. How that looks is different for all of us. It may be that you need to take a quick walk, stretch, or lift weights. It may be that you need to listen to music or sit in silence. It may be that you need to be in the open air and breathe in the beauty of nature. Whatever it may be, know that the challenges that may seem insurmountable today will be fading memories tomorrow. What we take from the challenge is the knowledge that we are resilient and beautiful beings in the process of our own transformation. We are here to learn and grow while supporting others in their own learning and growth. Reflecting on how we can manage today, and acknowledging what is in front of us, without losing the greater perspective that we will get through whatever we face together.
Be well mighty healers.
Laura Heintz, Psy. D.
CEO
For a list of available self-care resources, please see the Staff Portal.
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Information Update
Due to the recent leadership transitions, key responsibilities have been evaluated and reassigned as appropriate.
The Executive Leadership Team has more detailed information that is available for reference. We are currently reviewing the needs of the Agency and we will be revamping the organizational structure accordingly.
QI – Director Gibrán Méndez, along with overseeing the duties of the Quality Improvement department, is now the Privacy Officer. Gibrán reports directly to the CEO. The QI department continues to be the lead on Medi-Cal Certifications.
HR – Director Kimberly Woods-Burch. Kimberly reports directly to the CEO. HR is now overseeing Training & COA renewals. Please note that the selection and development of clinical trainings is the responsibility of Program. HR maintains training records, supports Relias functions, ensures mandated trainings are provided, and communicates updates to policies and procedures. COA compliance continues to be the responsibility of all representatives of the Agency, while Holly Hoppman, as the Associate Director, is our lead.
FYP – Director Christina Cagle oversees all functions and program services of Family and Youth Partnership (FYP), Shared Leadership, and Wonder. Christina reports directly to the CEO.
Strategic Initiatives – Strategic Initiative Officer Terrell Thomas is now overseeing DEI initiatives, PAVE Administration, and the Empowerment Training Center. Terrell continues to report to the CEO. Erin Reynolds, as the Associate Director, reports to Terrell. The Empowerment Training Center will continue to have a deep connection with Family and Youth Partnership.
Ebony Chambers McClinton is serving as an Advisor on a part-time basis in the areas of training, DEI, and FYP. Ebony is working directly with the CEO, the Strategic Initiative Officer, and the FYP Director.
The talent within the agency is vast, and I thank the team members and departments who have been willing to take on additional responsibilities, so together we can move our mission forward.
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Let's Celebrate!
The Agency Party Planners from Celebrations, Cultural Competency, and Executive Team are hard at work to make our in-person All Staff Celebration fun for all!
Please encourage your colleagues and team members to attend – peer pressure works!
The theme of the event is Games & Grub, so come ready to eat and compete (or relax, cheer for your colleagues, and enjoy the camaraderie).
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Check out our employee spotlight on Facebook and LinkedIn
Meet Christy! Christy is our AP Specialist in our Finance department and has been part of the team for four years, starting as a Data Specialist. She has worked in the mental health field for over 23 years in various roles. In her current role, she loves being part of a passionate team within an agency dedicated to helping youth and families thrive through the services and programs we provide.
Fun fact: She loves sloths!
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Employee Benefits Highlight | |
October is recognized as Health Literacy Month by the Office of Disease Prevention and Health Promotion (ODPHP) which is part of the U.S. Department of Health and Human Services.
The Health Literacy initiative defines two dimensions of health literacy:
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"Personal health literacy is the degree to which individuals have the ability to find, understand, and use information and services to inform health-related decisions and actions for themselves and others.
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Organizational health literacy is the degree to which organizations equitably enable individuals to find, understand, and use information and services to inform health-related decisions and actions for themselves and others” (ODPHP, n.d.)
In alignment with these dimensions, we want to ensure that you have access to pertinent benefit information for the plans that we offer and in which you may be enrolled. As a resource, we keep all benefit summary documents on the I: drive and in UKG.
To access on the I: drive, please copy and paste the following file path into a folder address bar: I:\Agency At-A-Glance\Benefits
In UKG you can access the documents from either the desktop version or the mobile application by navigating to Myself > My Company > News & Information > Benefit Summary Documents
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Holly Hoppman has been promoted to Associate Director of Human Resources. Holly is transitioning from HR Compliance and Systems Manager. In her new role, Holly will continue her oversight responsibilities within HR systems and compliance. She will now also take the lead in the areas of, but not limited to, agency training, COA compliance and renewals, as well as assessing and updates to compliance policies and procedures.
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Michelle Gotfried has been promoted to Family and Youth Partnership Manager. Michelle is transitioning from the Housing Navigator Coordinator role in the FYP/FIT Sacramento Program where she was instrumental in helping families and youth receive housing support and connected them to vouchers. In her new role, Michelle will be supporting and supervising our peer team.
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Sydney Bice has been promoted to Family and Youth Partnership Manager. Sydney is transitioning from Empowerment Training Coordinator where she was instrumental in helping to develop a revenue stream through our Empowerment Training Center. In her new role, Sydney will be supporting and supervising our peer team.
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Shelley Keeble has been promoted to Family and Youth Partnership Manager. Shelley is transitioning from her role as Yolo CBFS Family Partner where she was instrumental in helping as a cultural broker and training county partners on affirming care for the LGBTQIA community. In her new role, Shelley will be supporting and supervising our peer team.
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SMART Initiative
We are proud to partner with Sacramento County's Behavioral Health Services (BHS) and the California Institute for Behavioral Health Solutions (CIBHS) as we embark on an imperative initiative — the Self-Assessment for Modification of Anti-Racism Tool (SMART) project. The objective is to facilitate a comprehensive evaluation of our organization’s practices, focusing on behavioral health domains that are impacted by structural racism.
The domains to be evaluated are:
- Community Engagement/Co-Production
- Workplace Culture
- Hiring, Recruitment, Retention, and Promotion
- Community Advocacy
- Population Health Outcomes
- Clinical Care
The ultimate goal of the project is to develop a Racial Equity Improvement Plan that involves policies, procedures, and projects that drive organizational transformation, foster equity, and combat structural racism. This initiative underscores our commitment to advancing our diversity, equity, and inclusion (DEI) efforts.
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Meet the core team of SSYAF staff who will be serving as our SMART Survey Team.
Executive Sponsor –
- Laura Heintz, CEO
- Terrell Thomas, Strategic Initiative Officer
Lead –
- Erin Reynolds, Associate Director of DEI
Clinical Supervisor/Program Manager –
- Ontson Placide, Chief Program Officer
Community Member –
- Shannon Phillips, MSW Level Intern
Peer Support Specialist/Family Partner –
- Risha Hinton, Kinship Navigator
Data Analysts –
- Meranda Orenchuk, QI Clinical Practice Manager II
- Melissa Vennel, QI Evaluations Manager
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Gibrán Méndez, QI Director (Additional Support)
Direct Service Staff –
- Tamieka Hilliard, JJIS Skills Trainer
Admin/Support Services –
- Richelle Whiteford, Administrative Service Director
HR -
- Laura Contreas, HR Manager
The Project Team will participate in Learning Sessions, Office Hours, and Coaching throughout the project period. At the end of the project, our team will be eligible to earn a 1% Equity Incentive payment upon completion of the following tasks:
- Send the Survey Team (Internal Project Team) to each of the virtual Learning Sessions
- Complete the SMART Assessment
- Develop and implement policies and procedures for at least two domains that provide guidance for organizational decision making, transparency, and accountability to staff, governance boards, clients, family members, and the broader community.
We are thrilled to embark on this exciting endeavor. Stay tuned for regular updates on our progress throughout the year!
If you have any questions, please feel free to reach out to Erin Reynolds, DEI Associate Director at ereynolds@ssyaf.org or Terrell Thomas, Strategic Initiative Officer at tthomas@ssyaf.org.
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Year End Reviews
The HR Department wants to thank everyone who participated in the year-end review process last quarter. It was our first year utilizing UKG for our performance reviews and we are looking for ways to improve the process to best suit the needs of our staff and the organization. Cost of Living Adjustments (COLA) were rolled out in September, and, for eligible employees, Merit Based Increases (MBI) will be rolled out in October. One common question that comes up around both COLAs and MBIs is for staff who were hired in the middle of the previous fiscal year. For staff hired between 7/1/22 & 6/30/23, increases to base pay are pro-rated based on hire date. Please note, as we process pay increases in UKG we will be disabling portions of the system; full access will be restored by October 24th. Staff can expect to receive a document acknowledgement in UKG that will need to be accessed from the desktop version of UKG when access is restored. If you have any questions about your calculated MBI, please connect with your leadership team.
Finance
The finance team is fully engrossed in managing the financial needs of our clients and families every day. Every department is available to staff when questions arise or when emergency situations require assistance in the moment. Please make sure to know who you are reaching out to before sending a Finance-Staff email and instead send that email over to FinanceManagement@ssyaf.org. This way the team can quickly ensure your needs are met.
Department OAMs and staff EDPs are making their appearances in our daily tasks and Finance is happy to announce a new initiative of Open Hours! Staff will soon receive invites to join us over lunch where we will discuss a finance topic and also have an open forum where participating staff can ask questions and get direction. Look out for this invite coming to an inbox near you!
Payroll
The payroll team appreciates all efforts when submitting timecards by making sure you allocate your valuable time to the correct program you are working with every pay period. Please make sure to review your timecard and make changes to the time entries that are worked outside your home program the day you are inputting your time to ensure accuracy. If you are unsure how to do this, the payroll team is more than happy to help you navigate your timecards to ensure an efficient and accurate payroll cycle. We encourage everyone to continue doing such an amazing job!!
As a reminder, the effective date for Merit Based Increases is 10/1/2023, and they will be reflected on the 10/25/2023 paycheck. You can review the FY23-24 COLA, Merit Based Increases, and Recognition of Commitment Bonus memo in your UKG documents for additional information.
Accounts Receivable
It’s been a busy time in the AR department. In continued partnership with our counties, the AR team has made strides to properly complete billing requirements under the new CalMHSA standards. We greatly appreciate the QI Department and Julian Feeley, our database expert, as we continue working through the many hurdles we still encounter. We also appreciate all the support from program managers and directors as we relay county information and ask questions. Going forward we expect the process will begin to normalize, but we also realize that these standards and SmartCare as a whole are still very new. So, while we are optimistic, we are also prepared for continued changes.
Lastly, as we head into the second quarter of FY 2023-24 it will be important to submit and process service notes in TIER as quickly and accurately as possible. Delays in that area have a significant impact on our ability to bill in a timely manner, so we appreciate your continued support in this area!
Accounts Payable
Accounts Payable has noticed a significant shift when it comes to program staff being more mindful of getting receipts in closer to the time they are making charges on their agency credits through Flex Funds. The team appreciates the efforts as receipt gathering and uploading is one of the major areas of need within their department. The following of this simple procedure ensures the staff in Accounts Payable meet their daily tasks and monthly close deadlines. Remember, gift cards require receipts too and these receipts are due within 5 days after a gift card is used by a client for approved program spend. Please reach out to Finance-AP@ssyaf.org for any gift card questions or needs.
Data
Maybe you haven’t heard of our Data department but now you have! Currently we are hiring another team member to process Medical billing, Medi-Cal & Other Health Care insurance claims. There is so much more to this position so if you or someone you know would be a great fit for our finance data team please look into the position and apply today. This position is open for internal and external candidates!
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Announcing our Annual Employee Giving Campaign! | |
We are a proud United Way Community Partner and have a great opportunity to give back AND win some awesome raffle prizes!
Philanthropy touches every youth and family we serve in one way or another. Last year, we received support, at all levels, from the community and many employees just like you. Thank you to our staff who have donated in the past. We truly appreciate your generosity and all that you do for the families we serve!
From now until December 8th, we invite you to join our annual employee giving campaign through United Way California Capital Region. Our annual employee giving program is another way you can empower the children and families we serve. Your donation at any level helps support ALL our programs, and truly makes a difference for the youth and families we care so deeply about.
United Way form completion instructions:
You have the option to donate to Stanford Sierra Youth & Families (code 3155), in which our organization receives 100% of the donation, with no processing fees taken out.
Please complete the donation form (accessible from the the I: drive by copying and pasting the following file path into a folder address bar): I:\Agency At-A-Glance\Philanthropy\United Way and turn it in to Jessica Kreb at jkreb@ssyaf.org. Be sure to keep a copy for your records. Also, please make certain you select your preferred method of payment (cash/check/payroll deduction). For questions, contact Jessica at (916) 588-0610.
Together, we can show the community that extraordinary care starts with us! Thank you for your participation and support!
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RAFFLE DRAWING
Please complete and return your donation form to Jessica Kreb by December 8th
and you will automatically be entered into the raffle (minimum $25 donation required).
RAFFLE PRIZES
- 4 $25 Starbucks gift cards
- 2 $50 Target gift cards
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Grand prize: $100 Amazon gift card
The winners will be picked Friday, December 15th and notified via email.
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Training Compliance
The Training team continues to evaluate our training plans and look for ways to increase training compliance across the agency. Each quarter the Training Department reports out the previous quarter’s training to our county partners. Last quarter (July through September 2023) we had 218 learners complete 1,733 courses totaling 2,833 training hours either through Relias, virtual, external, or in-person trainings. As of 10/09/23, our agency training compliance rate is 96.88%. This is approximately a 2% increase from last month! For context, a learner is considered compliant if they are not yet past their due date for a given enrollment. Learners are considered non-compliant if they have passed their due date without completing their requirement. Many thanks to everyone for ensuring that we remain compliant.
In partnership with the Training Department, please continue to complete all assigned trainings in a timely manner. If you are unable to attend a “live training”, you must have permission from your supervisor, and when emailing agencytraining@ssyaf.org, your supervisor must be included in the email.
Agency Training Support
As a reminder, staff training needs are important, and we are committed to responding in a timely manner. The agencytraining@ssyaf.org inbox is monitored daily, and you can expect a response to your inquiry within 48 hours. We are also committed to having Relias transcripts updated within 5 days of trainings being completed or training certificates being received.
Relias Course Updates
Periodically, Relias updates their library of available content. The Agency Training team will be keeping catalogues of available content and a list of recent and upcoming course changes to the Relias content library as a resource for staff and supervisors. This information can be accessed from the I: drive (copy and paste into a folder address bar to access the location): I:\Training\Course Content\Course Catalog.
If you come across a Relias course that you feel would be beneficial for your team(s), please let your supervisor know, and share with agencytraining@ssyaf.org. Thank you!
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Message from Pathways to Permanency | |
Call to Action: Please scan the QR code below and share the information with anyone wanting to find out more about our permanency programs. The QR code will take you directly to the inquiry form, our program, our video, and our podcast. | |
Diversity, Equity, and Inclusion Corner | |
The Diversity, Equity, and Inclusion (DEI) Corner highlights
cultural observances, shares resources, and celebrates the diversity of our agency.
If there is something you would like to see in the DEI Corner, connect with Erin Reynolds.
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Observances
As October unfolds, it brings with it observances that encourage reflection, celebration, and awareness. This month, we shine a spotlight on three significant days: Indigenous People Day (Oct. 9th), World Mental Health Day (Oct. 10th), and National Coming Out Day (Oct. 11th).
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Indigenous People Day (October 9th) is a time to honor and celebrate the rich cultures, histories, and contributions of the Indigenous peoples’ whose land we stand on today. It's a moment to acknowledge the resilience and strength of these communities, whose ancestral connections stretch back generations. This day and year round we extend a call to action for supporting the rights and well-being of Indigenous communities, preserving their traditions and fostering understanding and respect.
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World Mental Health Day, celebrated October 10th, acknowledges mental health as a universal concern that affects us all, regardless of our background or circumstances. On this day, we are all encouraged to have candid conversations around mental health to reduce stigma and advocate for accessible and equitable mental healthcare for all. In an increasingly challenging world, it's vital to prioritize our mental well-being and reach out to those who may need support. On this day, and every day, we extend our deepest gratitude to all of our SSYAF staff who work tirelessly to better the mental health of the youth and families we serve and our community at large.
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National Coming Out Day, observed on October 11th, is a day of empowerment and celebration for members of the LGBTQ+ community. It supports and acknowledges individuals who can share their true selves with their friends, family, and the world. It's also an opportunity for allies to show their support and solidarity through fostering a culture of acceptance. National Coming Out Day contributes to a more inclusive society where everyone can live authentically and without fear of discrimination.
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This October, as we commemorate these important days, let's take a moment to educate ourselves about Indigenous cultures, advocate for mental health awareness and support, and stand with the LGBTQ+ community in their journey towards acceptance and equality. By recognizing and celebrating these observances, we contribute to a more compassionate, inclusive, and just organization and world for all. |
Join an Affinity Group
Affinity Groups, also known as Employee Resource Groups, are one of the many ways SSYAF practices and promotes our values of diversity, equity, and inclusion. They support us in fostering a diverse and inclusive workplace, and create a space where employees can bring their authentic selves to the table. We currently have several Affinity groups, and if you see a gap it doesn’t mean there isn’t a need, it just hasn’t been started yet. If you haven’t done so, consider joining an affinity group or starting one!
If you are interested in joining one of our current affinity groups, connect with one of our amazing and fearless group leaders. Looking to start a new affinity group? Connect with Erin Reynolds.
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Do you have exciting news about the agency? Do you want to share team kudos or provide an acknowledgement of work well done? Have you heard about a community event happening that you think your colleagues might benefit from? Send your news to Brittany Honeyman at bhoneyman@ssyaf.org to be featured in the next edition of Employee News & Updates.
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Staff Milestones & Updates | |
Birthdays - October
10/04 Julia Torres
10/04 Michelle Young
10/09 Jenny Graham
10/09 Ontson Placide
10/11 Joshua Rosenblume
10/12 Misha Lee
10/13 Sophia Herek
10/15 Pratibha Chatkara
10/18 Hanna Yeoman
10/18 Hallie Symons
10/18 Tiffany Peterson
10/20 Bryce Baumann-Herndon
10/20 Nancy Savalza
10/20 Tonya Bauhofer
10/25 Gibrán Méndez
10/26 Renee Minyard
10/28 Alexis Dinsdale
10/29 Anthony Rodriguez Contreras
10/31 Juan Cervantes
10/31 Melissa Vennel
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Anniversaries - October
() = Years of Service
10/01 Ernest Perkins (10)
10/06 Nicole Carter (3)
10/06 Rachelle Eckhardt (3)
10/25 Susan Fry Van Rheenen (7)
10/25 Amanda Morgan (1)
10/25 Marie Kittle (1)
10/27 Melissa Vennel (9)
10/29 Shane Cargill (19)
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Greetings!! September New Hires
Alicia Cortez - Family Partner, Family & Youth Partnership
Isaiah Saunders - Skills Trainer II, JJIS
Holly Prahm - Clinician I, El Dorado CBFS
Jodi Besag - Family Support Specialist I, El Dorado CBFS
Alondra Rodriguez - Family Support Specialist III, Wraparound
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Mission
Transforming lives by nurturing permanent connections and empowering families to solve challenges together, so every young person can thrive.
Vision
We envision our communities with safe, lifelong connections for all young people, built and strengthened through generations of empowered families.
Values
Compassion
Equity
Excellence
Honor
Integrity
Partnership
Please see the full list of value definitions here or on the I: drive at the following pathway (copy and paste into a folder address bar to access):
I:\Agency At-A-Glance\Agency Culture\Our Values
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Executive Leadership Team
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- Laura Heintz, Psy.D., Chief Executive Officer
- Jovina Neves, Chief Financial Officer
- Ontson Placide, Chief Program Officer
- Brittany Honeyman, Executive Assistant
- Christie Shorrock, Director of Development
- Christina Cagle, Director of Family and Youth Partnership
- Christine Stanescu, Controller
- Danielle Paminto, Program Director, Pathways to Permanency & Destination Family
- Danielle Vanaman, Program Director, Family Preservation
- Deborah Bennett, Clinical Director, FIT, RYSE Above, Clinical Supervision
- Gibrán Méndez, Director of Quality Improvement
- Jacquenette Michael, Program Director, Yolo CBFS, Napa CBFS
- Kimberly Woods-Burch, Director of Human Resources
- Richelle Whiteford, Director of Administrative Services
- Sara DeCoursey, Program Director, TBS, School Based Services, EDC Programs
- Terrell Thomas, Strategic Initiative Officer
- Tonya Bauhofer, Clinical Director, JJIS, Wraparound Services, Kaiser Managed Care
- Beatriz Lodia, FYP Manager, Family and Youth Partnership
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