“Ventura County Children and Family Services,” concluded that the caseloads of child welfare social workers were

Additional Recommendations 1

These recommendations are not explicitly linked to specific findings.

• R15-18
  for Ongoing child welfare social workers (Ongoing social workers), and 12 for Emergency Response child welfare social workers (ER social workers). (Ref-02) FA-03. The HSA admits given the uncertainties of social services funding and program design, it is difficult to define and ensure “ideal” caseloads. The HSA believes it is more meaningful to consider workload equity and workload ranges than to target a singular caseload standard given the natural fluctuations in the volume of child welfare work. However, for the purpose of high-level tracking and monitoring, the HSA uses the following Child Welfare Social Worker Caseloads 3 numbers as points of reference for ideal caseloads: 18 for Ongoing social workers and 13 for ER social workers. FA-04. The 2016-2019 MOA between the County and SEIU Local 721 states, “No worker will be required to carry a caseload more than ten percent (10%) in excess of the average caseload.” The MOA further states, “The current Human Services Agency workload/caseload standards are obsolete, based upon programs that no longer exist or have changed over time. As has been the intent to define more relevant and equitable standards, it is recognized that with present uncertainties for social service funding and program design, it is not optimal to establish standards that will be irrelevant in the short term. The County continues to work toward realistic workload standards that best represent the work that is expected by each stakeholder.” (Ref-01) ER Social Workers FA-05. Based on HSA monthly reports, ER social workers’ average monthly caseload during 2016 was 15.6. FA-06. HSA calculates the average monthly caseload for ER social workers by dividing the total number of referrals assigned in a month by the number of ER social worker FTEs on board that month. FA-07. In 10 out of 12 months in 2016, caseloads for ER social workers exceeded ideal caseloads as determined by HSA for high-level tracking and monitoring. (Att-01) FA-08. In 4 out of 12 months in 2016, caseloads for 25% or more of the ER social workers exceeded the average monthly caseload by more than 10%. (Att- 02, Att-03) FA-09. In 2 out of 12 months in 2016, caseloads for 25% or more of the ER social workers exceeded the average monthly caseload by 20% or more. (Att-03) FA-10. In December 2016, five [17%] of the ER social workers exceeded the average monthly caseload by 30% or more. Four [14%] exceeded the average monthly caseload by 40%. (Att-03) Ongoing Social Workers FA-11. Based on HSA monthly reports, Ongoing social workers’ average monthly caseload during 2016 was 20.5. FA-12. HSA calculates the average monthly caseload for Ongoing social workers by dividing the total number of cases within the jurisdiction of child welfare during a month by the number of Ongoing social worker FTEs on board that month. FA-13. In all 12 months of 2016, caseloads for Ongoing social workers exceeded ideal caseloads as determined by HSA for high-level tracking and monitoring. (Att-01, Att-04) 4 Child Welfare Social Worker Caseloads FA-14. In 2 out of 12 months in 2016, caseloads for 20% of the Ongoing social workers exceeded the average monthly caseload by more than 10%. (Att- 02, Att-04) FA-15. In 8 out of 12 months in 2016, caseloads for Ongoing social workers exceeded the average monthly caseload by 20% or more. (Att-04) FA-16. In 3 out of 12 months, one Ongoing social worker had a caseload exceeding the average by 30% or more. (Att-04) Impact of Hiring Social Workers on Average Caseloads FA-17. The average number of ER social workers increased 32% between 2014 and 2016. At the same time, caseloads for ER social workers increased by 12%, and the average caseload declined by 14%. Yet the average caseload in 2016 remained over the HSA ideal at 15.6. (Att-05) FA-18. The average number of Ongoing social workers declined 11% between 2014 and 2016. At the same time, caseloads for Ongoing social workers declined by 28%, and the average caseload declined by 21%. Yet the average caseload in 2016 remained over the HSA ideal at 20.5. (Att-05) FA-19. The total caseload for Ongoing and ER social workers has decreased from 2011 through July 2017. (Att-05) Conclusions Caseload Standards and Measurements C-01. Average caseloads as defined by HSA are a moving target with no relationship from one month to the next. For instance, a social worker could have what is considered a reasonable number of 17 cases one month and have the same 17 cases considered excessive the next month. Using monthly averages as the basis of determining excessive caseloads is often misleading. A social worker could have a caseload not exceeding the monthly average by 10% yet still significantly exceed HSA’s ideal caseload standards. (FA-06, FA-08, FA-12, FA-14) ER Social Workers C-02. Monthly caseload averages for ER social workers for 2016 exceeded standards suggested by the Council on Accreditation as manageable workloads. (FA-01, FA-02, FA-05, FA-06) C-03. For all but two months of 2016, caseloads for ER social workers exceeded ideal caseloads as determined by HSA. In four months, caseloads were over the ideal by 30% or more. (FA-03, FA-07) C-04. The 2016-2019 MOA suggests caseloads in excess of 10% of the average monthly caseload are excessive. In six months of 2016, 25% or more of ER social workers had caseloads exceeding the average monthly caseload by 10%. (FA-04, FA-06, FA-08, FA-09, FA-10) Child Welfare Social Worker Caseloads 5 Ongoing Social Workers C-05. Monthly caseload averages for Ongoing social workers for 2016 exceeded standards suggested by the Council on Accreditation as manageable workloads. (FA-01, FA-02, FA-11, FA-12) C-06. For all 12 months of 2016, caseloads for Ongoing social workers exceeded ideal caseloads as determined by HSA. (FA-03, FA-13) C-07. The 2016-2019 MOA suggests caseloads in excess of 10% of the average monthly caseload are excessive. In two months of 2016, Ongoing social workers had caseloads exceeding the average monthly caseload by 10%. Some social workers carried caseloads 20% and even 30% higher than the average monthly caseload. (FA-04, FA-12, FA-14, FA-15, FA-16) Impact of Hiring Social Workers on Average Caseloads C-08. It is unclear investments in social worker staffing between 2014 and 2016 have resulted in HSA managing reasonable caseloads. Despite an increase in the number of ER social workers and a seven year decline in the number of cases, average caseloads in 2016 significantly exceeded standards suggested by the Council on Accreditation as well as those determined by HSA. (FA-07, FA-13, FA-17, FA-18, FA-19) Recommendations R-01. Despite the difficulty defining and ensuring ideal caseloads, the Grand Jury recommends HSA intensify its efforts to establish realistic workload standards for child welfare social workers. Ideally, clearly defined standards should be included in the next union agreement. (C-02, C-03, C- 04, C-05, C-06, C-07) R-02. The Grand Jury recommends HSA improves its statistical analysis avoiding dependency on averages which can mask excessive caseloads. (C-01) R-03. The Grand Jury recommends HSA determines why, despite increased hiring and a multi-year decline in child welfare caseloads, average caseloads for social workers remain over what the agency considers ideal. (C-08) Responses Responses Requested From: County of Ventura Human Services Agency, Children and Family Services (C-01, C-02, C-03, C-04, C-05, C-06, C-07, C-08, R-01, R-02, R-03) References Ref-01. 2016-2017 Ventura County Grand Jury. Ventura County Children and Family Services. May 18, 2017. http://vcportal.ventura.org/GDJ/docs/reports/2016- 17/Ventura_County_Children_and_Family_Services_4.27.2017.pdf Accessed on January 26, 2018. Child Welfare Social Worker Caseloads Ref-02. Council on Accreditation. CPS 14.05 A manageable workload… http://coanet.org/standard/cps/14/ Accessed on January 26, 2018. Attachments Att-01. Social Worker Caseloads Over/Under HSA Ideals Att-02. Social Worker Caseloads 10% Over Average Caseloads Att-03. Caseload Standards for ER Social Workers Att-04. Caseload Standards for Ongoing Social Workers Att-05. Social Worker Caseload Trends Child Welfare Social Worker Caseloads 7 Glossary TERM DEFINITION County County of Ventura ER social workers Emergency Response Child Welfare Social Workers FTE Full Time Equivalent Grand Jury 2017-2018 Ventura County Grand Jury HSA County of Ventura, Human Services Agency MOA Memorandum of Agreement Ongoing social workers Ongoing Child Welfare Social Workers SEIU Service Employees International Union 8 Child Welfare Social Worker Caseloads Attachment 01 Social Worker Caseloads Over/Under HSA Ideals Child Welfare Social Worker Caseloads 9 ER Caseloads Over/Under HSA Ideal 80% 60% la e d 40% I fo e g 20% a t n e c 0% r e P -20% -40% Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2016 Ongoing Caseloads Over/Under HSA Ideal 30% 25% la e d 20% I fo e g a 15% t n e c 10% r e P 5% 0% Jan Feb M ar Apr May Jun July Aug Sep Oct Nov Dec 201 6 Note: 0% represents HSA ideal 10 Child Welfare Social Worker Caseloads Attachment 02 Social Worker Caseloads 10% Over Average Caseloads Child Welfare Social Worker Caseloads 11 E R Ca selo ads >10% of Average 40% % 35% 0 1 > s d 30% a o le 25% s a C 20% fo e 15% g a t n 10% e c r e 5% P 0% Jan Feb M ar Ap r May Jun July Aug Sep Oct Nov Dec 20 16 Ongoing Caseloads >10% of Average 25% % 0 1 20% > s d a o le 15% s a C fo e 10% g a t n e c 5% r e P 0% Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Dec 2016 Note: 0% represents 10% or less of average caseloads 12 Child Welfare Social Worker Caseloads Attachment 03 Caseload Standards for ER Social Workers Child Welfare Social Worker Caseloads 13 Jan- Feb- Mar- Apr- May- Jun- ER Social Workers Caseload Standards 16 16 16 16 16 16 Referrals 374 466 482 490 510 432 FTE 36 34.2 34.2 32.2 29 27.4 Average Monthly Caseload 10 14 14 15 18 16 HSA Standard 13 13 13 13 13 13 Percent Over/Under HSA Standard -20% 5% 8% 17% 35% 21% Council on Accreditation Standard 12 12 12 12 12 12 Percent Over/Under Council on Accreditation Standard -13% 14% 17% 27% 47% 31% Social Workers >10% over Average Caseload 11 9 13 3 0 1 Percentage >10% over Average Caseload 31% 26% 38% 9% 0% 4% Social Workers 20% over Average Caseload 11 9 2 3 0 0 Percentage 20% over Average Caseload 31% 26% 6% 9% 0% 0% Social Workers 30% over Average Caseload 2 1 1 0 0 0 Percentage 30% over Average Caseload 6% 3% 3% 0% 0% 0% Social Workers 40% over Average Caseload 0 0 0 0 0 0 Percentage 40% over Average Caseload 0% 0% 0% 0% 0% 0% Jul- Aug- Sep- Oct- Nov- Dec- 16 16 16 16 16 16 Referrals 358 443 541 473 396 357 FTE 25 25 24 27.4 27.4 28.9 Average Monthly Caseload 14 18 23 17 14 12 HSA Standard 13 13 13 13 13 13 Percent Over/Under HSA Standard 10% 36% 73% 33% 11% -5% Council on Accreditation Standard 12 12 12 12 12 12 Percent Over/Under Council on Accreditation Standard 19% 48% 88% 44% 20% 3% Social Workers >10% over Average Caseload 0 0 0 3 5 10 Percentage >10% over Average Caseload 0% 0% 0% 11% 18% 35% Social Workers 20% over Average Caseload 0 0 0 0 5 6 Percentage 20% over Average Caseload 0% 0% 0% 0% 18% 21% Social Workers 30% over Average Caseload 0 0 0 0 1 5 Percentage 30% over Average Caseload 0% 0% 0% 0% 4% 17% Social Workers 40% over Average Caseload 0 0 0 0 0 4 Percentage 40% over Average Caseload 0% 0% 0% 0% 0% 14% 14 Child Welfare Social Worker Caseloads Attachment 04 Caseload Standards for Ongoing Social Workers Child Welfare Social Worker Caseloads 15 Jan- Feb- Mar- Apr- May- Jun- Ongoing Child Welfare Social Workers 16 16 16 16 16 16 Referrals 502 494 481 489 481 495 FTE 25.2 24.2 24.8 25.2 23.6 23 Average Monthly Caseload 20 20 19 19 20 22 HSA Standard 18 18 18 18 18 18 Percent Over/Under HSA Standard 11% 13% 8% 8% 13% 20% Council on Accreditation Standard 18 18 18 18 18 18 Percent Over/Under Council on Accreditation Standard 11% 13% 8% 8% 13% 20% Social Workers >10% over Average Caseload 5 2 4 5 3 1 Percentage >10% over Average Caseload 20% 8% 16% 20% 13% 4% Social Workers 20% over Average Caseload 3 1 3 4 2 0 Percentage 20% over Average Caseload 12% 4% 12% 16% 8% 0% Social Workers 30% over Average Caseload 0 0 1 1 0 0 Percentage 30% over Average Caseload 0% 0% 4% 4% 0% 0% Social Workers 40% over Average Caseload 0 0 0 0 0 0 Percentage 40% over Average Caseload 0% 0% 0% 0% 0% 0% Jul- Aug- Sep- Oct- Nov- Dec- 16 16 16 16 16 16 Referrals 470 485 467 467 453 455 FTE 20.6 22.95 20.7 20.7 21.25 21.35 Average Monthly Caseload 23 21 23 23 21 21 HSA Standard 18 18 18 18 18 18 Percent Over/Under HSA Standard 27% 17% 25% 25% 18% 18% Council on Accreditation Standard 18 18 18 18 18 18 Percent Over/Under Council on Accreditation Standard 27% 17% 25% 25% 18% 18% Social Workers >10% over Average Caseload 0 4 2 2 0 0 Percentage >10% over Average Caseload 0% 17% 10% 10% 0% 0% Social Workers 20% over Average Caseload 0 2 1 1 0 0 Percentage 20% over Average Caseload 0% 9% 5% 5% 0% 0% Social Workers 30% over Average Caseload 0 1 0 0 0 0 Percentage 30% over Average Caseload 0% 4% 0% 0% 0% 0% Social Workers 40% over Average Caseload 0 0 0 0 0 0 Percentage 40% over Average Caseload 0% 0% 0% 0% 0% 0% 16 Child Welfare Social Worker Caseloads Attachment 05 Social Worker Caseload Trends Child Welfare Social Worker Caseloads 17 Social Worker Caseload Trends Ongoing 2011 2012 2013 2014 2015 2016 2017* Average Effective FTEs 22.6 25.5 26.4 25.6 28.3 22.8 21.6 Caseload 577 652 596 650 532 466 451 Average Caseload 25.7 25.6 22.6 25.8 18.9 20.5 20.9 Emergency Response 2011 2012 2013 2014 2015 2016 2017* Average Effective FTEs 27 28 27 22 34 39 30 Caseload 512 490 403 394 425 442 411 Average Caseload 19.4 17.3 14.7 18.2 12.7 15.6 13.9 *Through July 2017 HSA ideal caseloads: Ongoing social workers = 18 ER social workers = 13 18 Child Welfare Social Worker Caseloads Child Welfare Social Worker Caseloads 19