Transcript Title IV-E Probation Claiming

Chief Probation Officers of California
Deborah LaFayette
[email protected]
January, 2012
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Some counties do a continuous time study; others
do the mid-month of the quarter only (February,
May, August, and November).
The Probation Officer (or other staff doing a time
study) should complete the time study daily
insuring the total time worked on the time study is
the total time worked on the time card (including
overtime).
Staff should put in the number of hours (to the
quarter hour) they spent during the day in each of
the categories listed.
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Title IV-E pays for between 20% and 35% of a
county’s juvenile services.
Activities MUST be fairly apportioned between
this program, other federal and non-federal
programs.
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All Probation Officers involved with juvenile
offenders where Title IV-E is claimed MUST
time study.
All support staff and first line supervisors who
are not 100% dedicated to support of Juvenile
Probation Officer activities MUST time study.
If they are 100% dedicated to these activities
they may be included in the cost pool without
doing a time study.
Category
B-Eligibility Determination
C-Foster Family Recruitment
D1–Training
D2-Enhanced Training
E-Court Related
F-Treatment & Counseling
G-Case Management
Preventative
H-Case Management Foster
Care
Monthly Group Home Visit
K-Non Allocable
L- 1 Probation Only
L-2 Prob Only - PQCR
1 2 3 4 etc. (Days of Month Headings)
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Staff MUST complete their time study on a
daily basis.
Time is allocated to closest 15 minute
interval.
Break time should be recorded to the activity
being performed prior to the break.
All paid hours must be recorded.
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Claiming categories B through H are to be used to record
time ONLY for activities related to a child where case file
documentation indicates the child is a reasonable
candidate for foster care because they are at imminent risk
of removal from the home and the developing/existing
case plan indicates that absent the prevention services
foster care is the plan for the child. These same activities
performed on behalf of a child who is NOT a reasonable
candidate must be recorded in Category L – Probation Only
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The child is not in residential placement or
detention, is at imminent risk of removal, the
case file has documented the child is a
reasonable candidate because of the
imminent risk and the department is making
reasonable efforts to prevent removal.
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Eligibility determination means determination
of eligibility for federal financial participation
in payment of monthly foster care
maintenance costs (payments made to foster
parents or group homes.
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Birth certificates or other documents establishing date and place
of birth
Citizenship or resident alien status
Social security number(s) of minor and parent(s)/guardian(s).
Family income
Family members residing in the home / relationship to minor
Any form of public assistance family members may be receiving
Any health or disability issue which might make the family
eligible for public assistance.
Completing foster care assistance applications, eligibility
determination information for foster care.
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Providing public information to encourage
potential foster parents to volunteer
Assessment of potential foster parents and their
homes
Certification/re-certification of foster family
agency homes
Temporary certification of foster homes pending
foster home licensing.
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Any training that although not directly related to
the allowable Title IV-E activities is necessary for
the proper administration of the California Title
IV-E State Plan. Examples would include:
Report writing
General communication
Ethnic Diversity
Computer applications necessary for maintaining case
work documentation.
◦ Alternative treatment approaches
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Training directly related to allowable Title IV-E activities as
listed in Title 45, Section 1356.60 Code of Federal
Regulations for Title IV-E eligible staff (probation
officer/case worker) only. These activities are:
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Referral to services
Preparation for and participation in judicial determinations
Placement of the child
Development of the case plan
Case reviews
Case management and supervision
Recruitment and licensing of foster homes and institutions
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Training related to peace officer responsibilities
must be coded to Category L (Probation Only).
Examples of this type of training would include
832 P.C., most of the CORE training curriculum,
searches, management of assault behavior, arrest
procedures.
85% content rule and 2 person minimum DAB
2110
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Reviewing applications for petition for removal from the
home (not a criminal petition).
Interviewing youths, family members, other persons with
significant involvement with the child and family.
Collecting information from collateral sources such as
schools and counseling agencies
Conferring with attorneys, supervisors, etc.
Writing reports and submitting them
Time spent in court as a witness, court officer, or in
discussions with the judge and/or attorneys
Time spent recording court orders or clarifying court
orders immediately after the hearing
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Time spent providing treatment or therapeutic counseling
services or documenting those services to a child or a
child’s family in order to ameliorate or remedy personal
problems, behaviors, or home conditions.
The distinction between this category and case
management is that often probation officers refer families
to professional counselors or counseling agencies to
obtain these kinds of services. When such a referral is
made, the activity is case management. When the
probation officer personally provides the service, time so
spent should be recorded in the Treatment and Counseling
category.
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Case management entails determining what
needs to be accomplished in a case, setting
specific goals, establishing a plan of action to
reach those goals, arranging for utilization of
resources, monitoring progress toward goals,
maintaining case records, and modifying the case
plan as necessary. In short as the name implies,
these activities are focused on managing what
happens rather than providing direct service.
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Assessment of case dynamics prior to developing a case plan
Development of case plans
Completion of needs or risk assessments
Development or revision of an appropriate plan of care for a child including the
initial individualized case plan, a comprehensive reunification plan or a
permanency plan for the child
Supervision and monitoring (i.e., school visits, home visits, etc.)
All planning, assessments, and paperwork that contribute to the above activities
Collateral contacts with parents, family members, teachers and other significant
adults or peers related to the development, revision or supervision of a child’s
case plan
Determination of the need for and referral to appropriate therapeutic and social
services required by the child and/or family as specified in the case plan
Preparation and/or participation in case and administrative reviews, case
conferences, staffing, or permanency planning meeting
Referral of parent to community/placement resources
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Case management activities (as listed in
Category G) incurred when the activity is
directed to a child who is in an allowable
residential placement. Placement must be
non-secure.
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This category is to record all time, including
travel time, spent visiting youth placed in
Group Homes. These monthly visits are
mandated per SB933.
GHMV allocations are now part of
Realignment (AB118 -2011)
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This category is used for all paid time during
which no work related activity is expected, for
example
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Vacation/compensatory time off
Paid holidays
Sick time
Jury duty
Generic Required for employment training such as
defensive driving, first aid/CPR.
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Working with youth NOT at imminent risk of
removal, youth in an unallowable setting, or
supervising and monitoring youth performing an
unallowable activity. Note: Unallowable settings
include detention, secure placements, boot
camps, and facilities with more than 25 beds and
for whom an arm of the government has final
administrative control
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Routine contacts and communication with youth not at
imminent risk of removal or youth in an unallowable
setting
Family assessments of youth not at imminent risk of
removal or youth in an unallowable setting
Supervision/monitoring youth in detention
Supervision of youth performing community service
Travel associated with above activities
Any activity related to peace officer/law enforcement
responsibilities and peace officer training
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“Peer Quality Case Review” is done on a tri-ennial
basis.
◦ ACIN: I-52-09E
Funded through Title IV-E (50%), State (35%) and
County (15%), but uses different codes to claim to.
Can be very time consuming for department. This
code was added to assist accounting staff in
documenting and claiming all costs without
“double dipping” federal dollars.
PQCR allocations are now part of realignment
(AB118 -2011)
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Extended Foster Care (EFC) codes are now
included on the time study to capture costs
associated with these activities.
EFC Codes include the same functions as
their Administrative claim code counterparts.
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Category EFC – Case Management
◦ All activities listed in Category H (Case Management Foster
Care) and E (Court Related) above when pertaining to a
Non-Minor Dependent in Extended Foster Care.
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Category EFC – Eligibility
◦ Includes activities related to preparing for determination of
a child’s eligibility for the Extended Foster Care.
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Category EFC Monthly Group Home Visit
◦ Includes all activities, including travel time and costs, when
a Probation Officer is doing the required monthly visit to all
non-minor dependents in the EFC Program placed in group
home (in and out of state).
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Category EFC – Enhanced Training
◦ This category includes participation in long-term or short-term
continuing training provided by outside agencies, training
conferences, or preparing for or providing Title IV-E training to
Probation staff related to Extended Foster Care program.
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Category EFC – Training
◦ Used for claiming, the costs of training any non Probation Officer
staff or staff are contracted by CPD to perform a Title IV-E
administrative function and the training is necessary for such staff
to perform the Title IV-E administrative activities related to the
EFC Program.