Title IV-E Probation Claiming Time Study Categories

1. Title IV-E Probation Claiming Time Study Categories Chief Probation Officers of California Deborah LaFayette cpoc@charter.net January, 2012

2. How are time studies done?DAILY! • 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.

3. Why do I need to do a Time Study? • 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.

4. Who must do a Title IV-E Time Study • 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.

5. Basic Time Study Form

6. Time Studies • 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.

7. Claiming to Title IV-E categories • 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

8. Record time to categories B through G when… • 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.

9. Category B – Eligibility Determination • 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.

10. Category B – Eligibility DeterminationTypes of activities • 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.

11. Category C – Foster Care Licensing • 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.

12. D1 - Training • 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

13. D2 – Enhanced Training • 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: • 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

14. Training Category Note • 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

15. Category E – Court RelatedExamples of activities • 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

16. Category F – Treatment & Counseling • 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.

17. Category G – Preventative Case Management Activities • 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.

18. Category G – Case ManagementExamples of activities • 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

19. Category H – Foster Care Case Management Activities • 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.

20. Group Home Monthly Visits • 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)

21. Category K – Non Allocable • This category is used for all paid time during which no work related activity is expected, for example • Vacation/compensatory time off • Paid holidays • Sick time • Jury duty • Generic Required for employment training such as defensive driving, first aid/CPR.

22. Category L – Probation Only • 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

23. Category L – Probation OnlyExamples of activities • 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

24. Category L-2 PQCR • “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)

25. Extended Foster Care codes(added 1-1-2012) • 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.

26. Extended Foster Care codes • 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. • Category EFC – Eligibility • Includes activities related to preparing for determination of a child’s eligibility for the Extended Foster Care. • 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).

27. Extended Foster Care codes • 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. • 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.