Title IV-E Probation Claiming Time Study Categories

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Title IV-E Probation Claiming Time Study
Categories

• Chief Probation Officers of California
• Deborah LaFayette
• cpoc_at_charter.net
• January, 2012

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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.

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Why do I need to do a Time Study?

• Title IV-E pays for between 20 and 35 of a
  countys juvenile services.
• Activities MUST be fairly apportioned between
  this program, other federal and non-federal
  programs.

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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.

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Basic Time Study Form
Category 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings) 1 2 3 4 etc. (Days of Month Headings)
B-Eligibility Determination
C-Foster Family Recruitment
D1Training
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
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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.

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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

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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.

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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.

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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.

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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.

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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

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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

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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

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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

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Category F Treatment Counseling

• Time spent providing treatment or therapeutic
  counseling services or documenting those services
  to a child or a childs 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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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.

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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 childs 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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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.

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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)

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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.

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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

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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

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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)

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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.

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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 childs 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).

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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.