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HomeMy WebLinkAboutM-25-503 - Probation Title IV-E MOU Signed.pdf M-25-503 1 INTER-DEPARTMENTAL AGREEMENT 2 This Inter-Departmental Agreement ("Agreement") is dated September 23, 2025 3 and between the Department of Social Services, hereinafter referred to as "DSS", and the 4 Probation Department, hereinafter referred to as "Probation," both separate departments of 5 the County of Fresno. 6 Recitals 7 A. DSS is the Fresno County Department responsible for implementation of the State Plan 8 for the Foster Care Maintenance Payments Program established pursuant to Title IV-E of the 9 Social Security Act and is responsible for supervising the reception, care and placement of 10 children in foster care or children at risk of entering into foster care and taking all necessary 11 actions to assure maximum utilization of available funds for such purposes. 12 B. Pursuant to section 727 of the California Welfare and Institutions Code (WIC), Probation 13 has the responsibility to establish, operate and maintain or contract with certain other entities for 14 the operation and maintenance of various programs for the reception, care and treatment of 15 children placed in its custody by the Juvenile Court. 16 C. Section 472 of the Federal Social Security Act (WIC section 11404, and Eligibility and 17 Assistance Standards (EAS) Sections 45-202.612 and 45-203.512) requires that in order to be 18 eligible for Federal funds under the Title IV-E Foster Care and Adoption Assistance Program for 19 a child who is a candidate for foster care or for a child who is placed with any public agency 20 other than the single State agency supervising the administration of said Program, there must 21 be in effect an agreement between the single State agency and such other public agency, 22 including provisions for insuring compliance with the Title IV-E State Plan requirements. 23 D. Section 472 of the Federal Social Security Act further requires that, in order to be eligible 24 for Federal Funds under Title IV-E Foster Care and Adoption Assistance Program, a child must 25 have been removed from the home of a parent or relatives as a result of a judicial determination 26 or voluntary placement agreement. 27 E. Pursuant to section 601 and section 602 of the California WIC, the Juvenile Court may 28 place persons adjudicated as wards of the court directly under the supervision of Probation. 1 1 2 F. No State funds will be forthcoming as a result of Title IV-E case management activities. 3 G. The receipt of any State funds will be at the discretion of the State pursuant to the State 4 Budget for the purpose of improving service delivery and/or direct services to promote positive 5 outcomes to minors in the system or minors exiting the system. 6 The parties therefore agree as follows: 7 THIS AGREEMENT APPLIES TO A CHILD WHO: 8 A. Meets the general Aid to Families with Dependent Children-Foster Care (AFDC-FC) 9 eligibility requirements in EAS section 45-201, as well as those requirements specified in EAS 10 section 45-202 or EAS section 45-203 and all requirements in EAS section 45-300 which apply; 11 and 12 B. Was removed from the child's home pursuant to a court order which resulted in child's 13 placement in foster care and designated the care, custody, and control of the child to Probation. 14 C. Is a ward under the supervision of Probation and at imminent risk of removal from the 15 home. 16 Article 1 17 Services and Responsibilities 18 1.1 Summary of Services. 19 (A) Probation shall perform all services provided in Exhibit A to this Agreement, titled 20 "Scope of Services," under the heading "Probation Responsibilities." 21 (B) DSS shall perform all services provided in Exhibit A to this Agreement, titled 22 "Scope of Services," under the heading "DSS Responsibilities." 23 (C) Probation and DSS shall perform all services provided in Exhibit A, "Scope of 24 Services," under the heading "Mutual Responsibilities." 25 1.2 Representation. Probation and DSS represent that they are qualified, ready, willing, 26 and able to perform all of the services provided in this Agreement. 27 1.3 Compliance with Laws. Probation and DSS shall, at their own cost, comply with all 28 applicable federal, state, and local laws and regulations in the performance of their obligations 2 1 under this Agreement, including but not limited to workers compensation, labor, and 2 confidentiality laws and regulations. In the event any law, regulation, or guidance referred to in 3 this section 1.3 is amended during the term of this Agreement, the parties agree to comply with 4 the amended authority as of the effective date of such amendment without amending this 5 Agreement. 6 Article 2 7 Compensation, Claims, and Payments 8 2.1 DSS and Probation shall perform the services pursuant to the terms and conditions 9 of this Agreement without the payment of any monetary consideration, one to the other. 10 2.2 Notwithstanding the above, DSS shall accept claims for Federal reimbursement from 11 Probation for Title IV-E children who are candidates for Title IV-E administrative funding at fifty 12 percent (50%) Federal Financial Participation for the costs, including support costs, of allowable 13 activities conducted by Probation for children who are either in foster care or documented 14 candidates for foster care, with the claim discounted to the percentage of the total children in 15 Fresno County who are actually in foster care and who are Title IV-E eligible. 16 2.3 DSS shall remit to Probation any revenue received as Federal reimbursement for the 17 costs enumerated in the preceding paragraph hereinabove. 18 2.4 Claims. Probation shall submit quarterly claims to the attention of the DSS Staff 19 Analyst at: DSSlnvoices(a.fresn^-�untyca.go and )SSfinance(a�fre-n^-^,,ntyca o,,. Claims 20 must detail Probation's requested expenditure reimbursement for services provided pursuant to 21 the terms and conditions of this Agreement as referenced in Exhibit B, "Quarterly Claims 22 Protocol." Claims shall be submitted to DSS by the 13th of the month for the prior quarter's 23 expenses. 24 (A) Probation shall ensure the quarterly claims are in accordance with claiming 25 instructions provided in All County Letter (ACL) No. 14-36 and County Fiscal Letter 26 (CFL) No. 14-15-29 (CFL No. 14-15-76 and 15-16-61). 27 2.5 Payment. DSS shall pay each correctly, completed, and timely submitted claim 28 within 45 days after receipt. If a claim is incorrect or otherwise not in proper form or detail, 3 1 County's DSS Director or designee shall have the right to withhold payment as to only that 2 portion of the claim that is incorrect or improper, after five (5) days prior written notice or email 3 correspondence to Probation. DSS shall prepare an Inter-Departmental Journal Voucher to 4 reimburse Probation for expenditures. The Inter-Departmental Journal Vouchers shall be 5 subject to County, State and Federal audits. 6 Article 3 7 Term of Agreement 8 3.1 Term. This Agreement is retroactively effective on July 1, 2025 and terminates on 9 June 30, 2026, except as provided in section 3.2, "Extension," or Article 4, "Termination," below. 10 3.2 Extension. The term of this Agreement shall automatically be extended for two (2) 11 additional consecutive twelve (12) month periods upon the same terms and conditions herein 12 set forth, unless written notice of non-renewal is given by either of the parties not later than thirty 13 (30) days prior to the close of the current Agreement term. 14 Article 4 15 Termination 16 4.1 Termination without Cause. DSS or Probation may terminate this Agreement by 17 giving at least 30 days advance written notice. However, termination of this Agreement shall not 18 affect any pending activities, which shall be handled to their conclusion by Probation and/or 19 DSS. 20 Article 5 21 Inspections, Audits, and Record Maintenance 22 5.1 Inspection of Documents. Probation shall make available to DSS, and DSS may 23 examine at any time during business hours and as often as DSS deems necessary, all of 24 Probation's records and data with respect to the matters covered by this Agreement, excluding 25 attorney-client privileged communications. Probation shall, upon request by DSS, permit DSS to 26 audit and inspect all of such records and data to ensure Probation's compliance with the terms 27 of this Agreement. 28 4 1 5.2 Record Establishment and Maintenance. Probation shall establish and maintain 2 records in accordance with those requirements prescribed by DSS, with respect to all matters 3 covered by this Agreement. Probation shall retain all fiscal books, account records and client 4 files for services performed under this Agreement for at least five (5) years from date of final 5 payment under this Agreement or until all State and Federal audits are completed for that fiscal 6 year, whichever is later. 7 Article 6 8 Confidentiality and Data Security 9 6.1 Conformance with Laws. All services performed by DSS and Probation under this 10 Agreement shall be in strict conformance with all applicable Federal, State of California and/or 11 local laws and regulations relating to confidentiality. For the purpose of preventing the potential 12 loss, misappropriation or inadvertent disclosure of Probation data including sensitive or personal 13 client information; abuse of County resources; and/or disruption to County operations, 14 individuals and/or agencies that enter into a contractual relationship with DSS and Probation for 15 the purpose of providing services under this Agreement must employ adequate data security 16 measures to protect the confidential information provided to DSS by Probation. 17 Article 7 18 General Terms 19 7.1 Modification. Except as provided in Article 4, "Termination and Suspension," this 20 Agreement may not be modified, and no waiver is effective, except by written consent by both 21 parties. Probation acknowledges that DSS employees have no authority to modify this 22 Agreement except as expressly provided in this Agreement. 23 7.2 Non-Assignment. Neither party may assign its rights or delegate its obligations 24 under this Agreement without the prior written consent of the other party. Any transferee, 25 assignee or subcontractor will be subject to all applicable provisions of this Agreement, and all 26 applicable State and Federal regulations. Probation shall be held primarily responsible by DSS 27 for the performance of any transferee, assignee or subcontractor unless otherwise expressly 28 5 1 agreed to in writing by DSS. The use of subcontractor by Probation shall not entitle Probation to 2 any additional compensation than provided for under this Agreement. 3 7.3 Governing Law. The laws of the State of California govern all matters arising from 4 or related to this Agreement. 5 7.4 Days. Unless otherwise specified, "days" means calendar days. 6 7.5 Headings. The headings and section titles in this Agreement are for convenience 7 only and are not part of this Agreement. 8 7.6 Severability. If anything in this Agreement is found by a court of competent 9 jurisdiction to be unlawful or otherwise unenforceable, the balance of this Agreement remains in 10 effect, and the parties shall make best efforts to replace the unlawful or unenforceable part of 11 this Agreement with lawful and enforceable terms intended to accomplish the parties' original 12 intent. 13 7.7 Nondiscrimination. During the performance of this Agreement, Probation shall not 14 unlawfully discriminate against any employee or applicant for employment, or recipient of 15 services, because of race, religious creed, color, national origin, ancestry, physical disability, 16 mental disability, medical condition, genetic information, marital status, sex, gender, gender 17 identity, gender expression, age, sexual orientation, military status or veteran status pursuant to 18 all applicable State of California and federal statutes and regulation. 19 7.8 Limited English Proficiency. Probation shall provide interpreting and translation 20 services to persons participating in Probation's services who have limited or no English 21 language proficiency, including services to persons who are deaf or blind. Interpreter and 22 translation services shall be provided as necessary to allow such participants meaningful 23 access to the programs, services and benefits provided by Probation. Interpreter and translation 24 services, including translation of Probation's "vital documents" (those documents that contain 25 information that is critical for accessing Probation's services or are required by law) shall be 26 provided to participants at no cost to the participant. Probation shall ensure that any employees, 27 agents, subcontractors, or partners who interpret or translate for a program participant, or who 28 directly communicate with a program participant in a language other than English, demonstrate 6 1 proficiency in the participant's language and can effectively communicate any specialized terms 2 and concepts peculiar to program services. 3 7.9 Drug-Free Workplace Requirements. For purposes of this paragraph, Probation 4 will be referred to as the "grantee". By drawing funds against this grant award, the grantee is 5 providing the certification that it is required by regulations implementing the Drug-Free 6 Workplace Act of 1988, 45 CFR Part 76, Subpart F. These regulations require certification by 7 grantees that they will maintain a drug-free workplace. False certification or violation of the 8 certification shall be grounds for suspension of payments, suspension or termination of grants, 9 or government wide suspension or debarment. Probation shall also comply with the 10 requirements of the Drug-Free Workplace Act of 1990 (California Government Code section 11 8350 et seq.). 12 7.10 Grievances. Probation shall establish procedures for handling client complaints 13 and/or grievances. Such procedures will include provisions for informing clients of their rights to 14 a State Hearing to resolve such issues when appropriate. 15 7.11 Lobbying and Political Activity. None of the funds provided under this Agreement 16 shall be used for publicity, lobbying or propaganda purposes designed to support or defeat 17 legislation pending in the Congress of the United States of America or the Legislature of the 18 State of California. Probation shall not directly or indirectly use any of the funds under this 19 Agreement for any political activity or to further the election or defeat of any candidate for public 20 office. 21 7.12 No Waiver. Payment, waiver, or discharge by DSS of any liability or obligation of 22 Probation under this Agreement on any one or more occasions is not a waiver of performance 23 of any continuing or other obligation of Probation and does not prohibit enforcement by DSS of 24 any obligation on any other occasion. 25 7.13 Relationship of Parties. This is an Agreement by and between two (2) separate 26 departments of the County of Fresno and is not intended to and shall not be construed to create 27 a relationship of agent, servant, employee, partnership, joint venture or association. 28 7 1 7.14 Entire Agreement. This Agreement, including its exhibits, is the entire agreement 2 between Probation and DSS with respect to the subject matter of this Agreement, and it 3 supersedes all previous negotiations, proposals, commitments, writings, advertisements, 4 publications, and understandings of any nature unless those things are expressly included in 5 this Agreement. If there is any inconsistency between the terms of this Agreement without its 6 exhibits and the terms of the exhibits, then the inconsistency will be resolved by giving 7 precedence first to the terms of this Agreement without its exhibits, and then to the terms of the 8 exhibits. 9 7.15 No Third-Party Beneficiaries. This Agreement does not and is not intended to 10 create any rights or obligations for any person or entity except for the parties. 11 7.16 Authorized Signature. Probation represents and warrants to DSS that: 12 (A) Probation is duly authorized and empowered to sign and perform its obligations 13 under this Agreement. 14 (B) The individual signing this Agreement on behalf of Probation is duly authorized to 15 do so and his or her signature on this Agreement legally binds Probation to the terms of 16 this Agreement. 17 7.17 Electronic Signatures. The parties agree that this Agreement may be executed by 18 electronic signature as provided in this section. 19 (A) An "electronic signature" means any symbol or process intended by an individual 20 signing this Agreement to represent their signature, including but not limited to (1) a 21 digital signature; (2) a faxed version of an original handwritten signature; or (3) an 22 electronically scanned and transmitted (for example by PDF document) version of an 23 original handwritten signature. 24 (B) Each electronic signature affixed or attached to this Agreement (1) is deemed 25 equivalent to a valid original handwritten signature of the person signing this Agreement 26 for all purposes, including but not limited to evidentiary proof in any administrative or 27 judicial proceeding, and (2) has the same force and effect as the valid original 28 handwritten signature of that person. 8 1 (C)The provisions of this section satisfy the requirements of Civil Code section 2 1633.5, subdivision (b), in the Uniform Electronic Transaction Act (Civil Code, Division 3, 3 Part 2, Title 2.5, beginning with section 1633.1). 4 (D) Each party using a digital signature represents that it has undertaken and 5 satisfied the requirements of Government Code section 16.5, subdivision (a), 6 paragraphs (1) through (5), and agrees that each other party may rely upon that 7 representation. 8 (E) This Agreement is not conditioned upon the parties conducting the transactions 9 under it by electronic means and either party may sign this Agreement with an original 10 handwritten signature. 11 7.18 Counterparts. This Agreement may be signed in counterparts, each of which is an 12 original, and all of which together constitute this Agreement. 13 [SIGNATURE PAGE FOLLOWS] 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 9 1 The parties are signing this Agreement on the date stated in the introductory clause. 2 County of Fresno County of Fresno 3 Department f Social Services Probation Department 4 6 Sa ja �ay, Director Kirk Haynes,'Chief Pobation Officer 7 8 9 10 11 12 13 14 15 16 17 For accounting use only: 18 Probation 19 Org No.: 34300200 20 Account No.: 5957 Fund No.: 0001 21 Subclass No.: 10000 22 23 24 25 26 27 28 10 Exhibit A Page 1 of 8 Title IV-E Pass Through for Probation Youth Scone of Services ORGANIZATION: Fresno County Department of Probation (Probation) Fresno County Department of Social Services (DSS) CONTACT INFORMATION: Probation: Juvenile Justice Campus 3333 East American Ave. Fresno, CA 93725 (559) 600-3996 DSS: Administrative Office 205 W. Pontiac Way., Bldg. 2 Clovis, CA 93612 (559) 600-2300 CONTRACT PERIOD: July 1, 2025 - June 30, 2028 Probation Responsibilities: A. For each child, Probation agrees to be responsible for the development of a written case plan for each child in out-of-home placement or extended foster care, who are removed from the home pursuant to WIC 727 & WIC 450, and are placed under the care, custody, and control of the Juvenile Delinquency Court, hereinafter referred to as the Court(s). Said written case plan shall include, but not be limited to the following: 1. A description of the circumstances that resulted in the child being placed under the supervision of Probation and in foster care. 2. An assessment of the child's needs and the type of placement best equipped to meet such needs. 3. A description of the type of home or institution in which the child shall be placed. To assure maximum utilization of funds, efforts shall be made by Probation to place said child in a facility that is eligible for reimbursement under Federal Title IV-E Foster Care and Adoption Assistance Program funding. When child's placement is made in facilities that are not eligible for Federal reimbursement, the child's case plan shall indicate why placement in such facility is most appropriate. 4. Specific time-limited goals and related activities designed to enable the safe return of the child to the child's home, or in the event that return to child's Exhibit A Page 2 of 8 home is not possible, activities designed to result in permanent placement of emancipation. 5. The projected date of completion of child's case plan objectives and the date services shall be terminated. 6. Scheduled visits between the child and child's family and an explanation if no visits are made. 7. Specific reasons why child's placement is most appropriate and in the best interest of the child when placement is made that is either a substantial distance from the home of the child's parent(s) or legal guardian. 8. If applicable, efforts shall be made to make it possible to place siblings together, unless it has been determined that placement together is not in the best interest of one or more siblings. 9. A schedule of visits between the child and Probation 's Deputy Probation Officer (DPO), including a monthly visitation schedule for those children placed in Short•Term Residential Therapeutic Programs (STRTPs). 10. Health and education information about the child, school records, immunizations, known medical problems, known medications the child may be taking (if any), names and addresses of said child's health and educational providers, child's grade level performance and assurances that child's placement in foster care considers other relevant health and educational information. 11. A description of services to assist in reunification and the services to be provided concurrently to achieve legal permanency if efforts to reunify fail when out-of-home services are used, and the goal is reunification. 12. Documentation of the compelling reasons why termination of parental rights is not in the child's best interests when out-of-home services are used and the child's case plan does not provide for adoptive placement. The phrase "compelling reasons" as stated hereinabove, shall have the same meaning as in WIC section 727.3. 13. A description of services that have been provided to said child under said case plan and an evaluation of the appropriateness and effectiveness of those services. Exhibit A Page 3 of 8 14. Completion of the 90-day Transition Plan (Attachment A) for each child leaving the foster care system no later than 90-days before the child is expected to leave the foster care system. B. Probation also agrees to provide each child, child's parent(s) and/or legal guardian(s) an opportunity to participate in the development of the child's case plan, to review the case plan, to sign the case plan when possible and to receive a copy of the child's case plan. C. In addition, Probation agrees to provide each child the following services in accordance with section 471 of Title IV-E of the Social Security Act, WIC sections 11404(b) and 11404.1 and EAS section 45-201.4 1. When feasible, provide pre-placement preventive services prior to placement into foster care and document in the child's case record why provision of these services was not successful in maintaining the child with the child's family. 2. Develop a written assessment and case plan for each child in a placement facility who is placed by the Courts, no later than thirty (30) days from the date the Court orders placement, or when Probation became involved with the child, or the date said child was removed from child's parents' or caretakers' home, whichever is later. Where the child is a minor parent and the minor parent's child is living in the same eligible facility, the assessment shall include the minor parent's child. 3. Place said child in an eligible facility specified in EAS section 45-202.5 or EAS section 45-203.4 and if said child is placed under the authority of WIC section 727(b), into a home which is certified or licensure-pending, PROBATION shall ensure that the provisions of the Manual of Policies and Procedures (MPP) section 31-445 are met. 4. Implement a case review system for each eligible child placed in Probation's care in accordance with Paragraphs C.1 and C.2, hereinabove. The case review system shall provide the following: a. Assurance that each child has a case plan designed to achieve placement in the least restrictive, most family-like setting available and in close proximity to the child's parent's home, consistent with the best interests and special needs of the child, in accordance with WIC section 727.2. b. Status review of each child shall be periodically but no less frequently than once every six (6) months by administrative review, which shall be open to participation of child's parents and the child, and conducted by the Juvenile Court and Probation 's DPO Exhibit A Page 4 of 8 responsible for the case, in order to determine the continuing necessity for and appropriateness of child's placement, the extent of compliance with child's case plan in making reasonable efforts to safely return the child to the child's home or to complete whatever steps are necessary to finalize the permanent placement of the child, the extent of progress that has been made toward alleviating or mitigating the causes necessitating placement in foster care and to project a likely date by which the child may be returned to the child's own home, the home of a suitable relative, placed with prospective adoptive parents or placed with a legal guardian. C. Procedural safeguards shall be applied to assure each child in foster care, under the supervision of Probation, shall receive a Permanency Planning Hearing to be held in the Juvenile Court no later than twelve (12) months after the detention hearing and periodically thereafter during the continuation of foster care as required by statute. Such hearings shall determine the future status of the child including, but not limited to, whether the child should be returned to the parent(s) or legal guardian or should be continued in foster care for a specified period. If the child is not returned to a parent or legal guardian at the permanency hearing, the Court shall determine whether or not the child should be referred for adoption proceedings, legal guardianship or to an alternative planned permanent living arrangement, including whether because of the child's special needs or circumstances, the child should continue in foster case on a permanent basis, according to WIC section 727.3(f). Procedural safeguards shall also be applied with respect to parental rights pertaining to the removal of the child from the home of the child's parent(s) to a change in the child's placement and to any determination affecting visitation privileges of parent(s). Should any Title IV- E eligible child in the custody of Probation, parent of such a child or child advocate believe procedural safeguards have not been properly taken, a fair hearing may be requested to review the matter. Notice of the status review or permanency planning hearing shall be mailed by Probation's DPO to the child, child's parent(s) or legal guardian, any adult provider of care to the child including, but not limited to, foster parents, relative caregivers, pre- adoptive parents, community care facility or foster family agency, and to the counsel of record if the counsel of record was not present at the time that the hearing was set by the Court. The notice shall also inform the child's foster parents, relative caregiver and pre-adoptive parents that said child may attend all hearings or may submit any information child deems relevant to the Court in writing in accordance with WIC section 727.4(a). Exhibit A Page 5 of 8 d. A social study report made by Probation's DPO that shall be received into evidence by the Court shall include, but is not limited to, the following factual material: 1) Progress toward goals established in the case plan previously submitted to the Court. 2) The extent of progress that has been made toward alleviating or mitigating the causes necessitating placement in foster care. 3) The safety of the child and the continuing necessity for appropriateness of the placement. 4) A likely date by which said child may be returned to and safely maintained in the home or placed for adoption or legal guardianship. 5) An updated case plan as specified in WIC section 706.6. 6) Whether the child has been or shall be referred to educational services and what services the child is receiving, including special education and related services, if the child has exceptional needs. 7) Whether the right of the parent(s) or legal guardian to make educational decisions for the child should be limited by the Court pursuant to section 7579.5 of the Government Code, WIC section 727.4(b). e. Services to return the child to the child's own home along with establishing an alternate permanent plan for said child if return to the home is not possible or is inappropriate. f. Assurance that the child shall be visited by Probation's DPO at least once each calendar month for STRTP placements. g. Compliance with the provisions of WIC section 727 and 740, when placing wards out of Fresno County. 5. A complete case plan on all foster care candidates who are eligible for and do not enter placement which states that absent effective preventive services, foster care is the planned arrangement for said child. Exhibit A Page 6 of 8 6. Comply fully with all Title IV-B-and IV-E Federal requirements for children placed in their care and custody that are or appear to be Title IV-E eligible. D. Probation shall consider implementing the following strategies: 1. Increase face-to-face visitation with youth in care. This will include weekend and night visits with probation youth in STRTP placements and foster care homes. The intent is to support accountability for the providers of care to ensure that the youth are being cared for safely, securely, and their well- being and needs are being met. 2. Visits with youth and parents during home furloughs to observe interactions and to monitor the well-being of the youth. 3. Review case plan goals and progress by both the minor and parent. 4. Assess home risks to minor, parent, or siblings. 5. Increase relative placement approval and search. 6. Support parents by providing transportation of youth to their parent's home. 7. Increase pre-home inspections for home furloughs. 8. Search for runaway foster youth. E. Probation shall also make available to DSS: 1. A statement on a form prescribed by the California Department of Social Services (CDSS) which certifies that: a. The requirements in Paragraph's CA and C.2 of this Agreement have been met; and b. The child meets the authority for placement requirements in EAS section 45.202.4 or 45.203.313. 2. A copy of: a. The Court order which resulted in the child's placement in foster care. NOTE: (1) Probation's DPO is required to release a child to the custody of child's parent, legal guardian or responsible relative unless it can be demonstrated upon the evidence before the Court that continuance in the home is contrary to the child's welfare and (2) the Court shall make a determination on the record whether continuance in the home of the parent(s) or legal guardian(s) is contrary to the Exhibit A Page 7 of 8 child's welfare, whether reasonable efforts were made to prevent or eliminate the need for removal of the child from the child's home, and whether there are available services that would prevent the need for further detention (WIC section 636). b. The "Mutual Agreement for Eighteen (18)-Year-Olds"form signed by the eighteen (18) year old as required by EAS section 45.201.111(c), if applicable. 3. All information needed by DSS to determine the child's initial and continuing eligibility for AFDC-FC payments, to whom payment shall be made, and the amount of payment. 4. Immediate notification of any events which may affect the child's eligibility for AFDC-FC benefits, including but not limited to a change in the child's income or property, a change or termination of the child's placement or a change in school attendance. F. Probation shall complete time studies using the Program Codes (PC) and definitions in Attachment B (with the exception of PCs 581 and 818 related to non- federal costs for GHMVs). Probation shall conduct time studies throughout the fiscal year, which shall be the basis for determining the amount of time spent of Title IV-E activities. G. Probation shall provide quarterly fiscal reports to DSS relating to the care and services furnished to children placed by Juvenile Court who DSS has determined would be eligible for Title IV-E foster care payments and to submit in a timely manner, applications for Title IV-E eligibility determinations to DSS for processing. The fiscal report must be submitted within twenty (20) calendar days following the end of each quarter. H. Probation shall calculate the Indirect Cost Rate (ICR) using the total salary and benefits of the entire Probation Department divided by total support operating costs of the entire Probation Department. I. Probation shall maintain all records concerning children who are eligible or who reasonably appear eligible for Title IV-E payments for a period of five (5) years. Such records shall be subject at all reasonable times to inspection and/or audit by any agency of the County, State and Federal government or DSS. J. Probation, with respect to any child in the custody of Probation, shall obtain, verify and provide, in accordance with mutually acceptable procedures, to DSS all information necessary to determine initial and continuing eligibility for Title IV-E payments with respect to each child under the supervision or placed by Probation. DSS shall make a determination as to initial and continuing eligibility for such payment. Exhibit A Page 8 of 8 K. When a child is determined not to be eligible for State or Federal funds, Probation will contact DSS when there is a need to request County funds. DSS Responsibilities: A. Determine eligibility for initial and continuing AFDC-FC benefits and pay aid as appropriate under applicable Federal and State statutes and regulations. B. Monitor the provisions of this Inter-Departmental Agreement to ensure proper supervision of AFDC-FC funded placements as referenced in the Provisions Monitoring Protocol (Attachment C). C. To accept claims for Federal reimbursement from Probation for Title IV-E children who are candidates for Title IV-E administrative funding at fifty percent (50%) Federal Financial Participation for the costs, including support costs, of allowable activities conducted by Probation for children who are either in foster care or documented candidates for foster care, with the claim discounted to the percentage of the total children in Fresno County who are actually in foster care and who are Title IV-E eligible. D. Remit to Probation any revenue received as Federal reimbursement for the costs enumerated in Paragraph D hereinabove. Mutual Responsibilities: A. Probation and DSS agree to establish mutually satisfactory methods for the exchange of such information as may be necessary in order that each party may perform its duties and functions under this Inter-Departmental Agreement and appropriate procedures to ensure that all information is safeguarded from improper disclosure in accordance with applicable State and Federal laws and regulations. B. Probation and DSS agree to establish mutually satisfactory procedures for the readjustment of claims and reimbursement in the case of claims found not to qualify for Federal funds. C The maintenance of this Inter-Departmental Agreement is a Federal and State mandate for claiming AFDC-FC for foster children supervised by Probation. DSS and Probation must maintain current and readily accessible copies of this Inter- Departmental Agreement. Failure to do so may jeopardize funding and result in potential audit disallowances (WIC section 11404[a]). Exhibit B Page 1 of 3 Probation Title IV-E Pass-Through Quarterly Claiming Protocol 1. DSS Finance determines the Foster Care Discount Rate (Federal Ratio and Non- federal Ratio) by the 8th of the month following the end of the fiscal quarter. 2. DSS Accountant emails the quarterly Foster Care Discount Rate to the Probation Accountant and attaches Page One of the Probation Candidate Cases for Title IV-E Reimbursement Certification form (CFL 15/16-61), Attachment D. DSS Accountant requests the following three (3) documents be returned by the 1311 day of the month: • Probation's Quarterly Enhanced Title ME Juvenile Administrative Claim (Quarterly Administrative Claim) • Page One of the Probation Candidate Cases for Title IV-E Reimbursement Certification form- completed and signed by the Chief Probation Officer (Candidate Certification form) • Quarterly Case List of Eligible Pre-placed Candidates (Imminent Risk Youth) 3. By the 13th day of the month, the Probation Accountant emails the three (3) requested documents to the DSS Assigned Staff Analyst. The DSS Finance mailbox (DSSfinance(o)fresnocountyca.gov) and the DSS Invoices mailbox (DSSinvoices(a)fresnocountyca.gov) are to be cc'd on the email. 4. Within two (2) business days, the DSS Assigned Staff Analyst reviews the submitted Probation documents. The Quarterly Administrative Claim and the completed and signed Page One of Candidate Certification form are then forwarded in an email to the DSS Finance mailbox with a message indicating the claim is approved to be included in the quarterly DSS' CEC (County Expense Claim). A blank copy of Page Two of the Probation Candidate Cases for Title IV-E Reimbursement Certification form is to be attached in the email. 5. DSS Accountant obtains signatures of the DSS Director and the County Auditor on Page Two of the Candidate Certification form. DSS Accountant includes the two completed pages of the Candidate Certification form when submitting the quarterly CEC to the State. A completed, signed copy (pages one and two) of the Candidate Certification form is forwarded to the DSS Assigned Staff Analyst to be filed in the Probation Title IV-E Pass-Through contract folder. NOTE: The Probation Department has elected to retain the time study records and the eligible costs records for audit documentation purposes (CFL 14/15-29). Exhibit B Page 2 of 3 REVISED QUARTERLY CLAIMS To be submitted no later than 7 months after the claimed quarter's end dateH 1. Probation Accountant emails the Revised Quarterly Administrative Claim to the DSS Assigned Staff Analyst. The DSS Finance mailbox (dssfinance(a-)-fresnocountvca.goyl and the DSS Invoices mailbox (dssinvoicesCc�fresnocountyca.gov), are to be cc'd on the email. • Page One of the Probation Candidate Cases for Title IV-E Reimbursement - completed and signed by the Chief Probation Officer, is required if there is a correction to the number of candidate cases claimed for the revision quarter. 2. Within two (2) business days, the DSS Assigned Staff Analyst reviews the submitted Probation documents. The Quarterly Administrative Claim, and Page One of the Candidate Certification form if included, is then forwarded in an email to the DSS Finance mailbox with a message indicating the claim is approved for payment. If necessary, Page Two of the Probation Candidate Cases for Title IV-E Reimbursement Certification form is attached in the email. 3. If included, the DSS Accountant obtains signatures of DSS Director and County Auditor on Page Two of the Candidate Certification form. A completed, signed copy (Pages One and Two) of the Candidate Certification form is forwarded to the DSS Assigned Staff Analyst to be filed in the Probation Title IV-E Pass-Through contract folder. Probation's Internal Process The Probation Department has contracted with a vendor to assist in the tracking of Title IV-E claims. The process below demonstrates integration with such vendor; should Probation choose to end contracted Title IV-E services, Probation would then complete all necessary processes internally. 1. Probation Vendor (PV) requests due dates for Title IV-E quarterly claim in advance of the quarter's end. The due date is used to determine when the data needs to be submitted by Probation in order to give enough time for the PV to complete the claim. (The PV requires a minimum of 4 business days to complete the claim). 2. During the last week before the quarter ends, the PV will send a data request email to the Probation Business Office with an attached pdf file of eligible participants. The participant list is needed to complete the payroll data spreadsheet. 3. Probation Business Office requests a quarterly case list of eligible candidates from the Assistant Deputy Chief assigned to oversee the Title IV-E claims for imminent risk youth. This list is needed to complete the candidacy certification form. Exhibit B Page 3 of 3 4. Probation Business Office completes and sends candidacy certification form to the Executive Secretary for the Chief Probation Officer's signature. 5. Probation Business Office completes and sends payroll data and eligible invoices before due date specified by the PV. The foster care discount rate is sent later to the PV when received by DSS (received from DSS by the 8th of each month). 6. The PV completes the quarterly claim and sends it back to Probation Business Office. 7. Probation Business Office sends quarterly claim along with the quarterly case list of eligible candidates and signed candidacy certification form to DSS for submittal (submitted to DSS by the 131h) Attachment A STATE OF CALIFORNIA-HEALTH AND HUMAN SERVICES AGENCY CALIFORNIA DEPARTMENT OF SOCIAL SERVICES CWS/CMS CASE MANAGEMENT 90-DAY TRANSITION PLAN This form is for you to develop a plan when you are within 90 days of leaving foster care. This plan will focus on activities that you will complete during this time. This is as an agreement between you and those supporting you to work toward completing your transition plan. This should be developed with you in a transition conference setting, or group meeting, with those you want involved and who are helping you to successfully transition out of foster care. Instructions To Youth: During the 90-day period before you leave foster care, you will make a transition plan that shows where you plan to live, receive additional support, work and/or go to school after you leave care and help keep family connections. The purpose of this plan is to help you take steps to successfully live on your own. Instructions to Caregiver/other adults: If asked by the youth, you are also agreeing to assist the youth in the development of a 90-day transition plan that will help him/her to successfully transition out of foster care. Instructions to Social Worker/Probation Officer: During the 90-day period prior to the youth exiting foster care, you are agreeing to assist the youth in developing a transition plan that will address his/her needs for housing, employment, education, mentors, continuing support services and health insurance. Instructions for Family, Service Providers, CASA and others connected to and supporting the youth: If asked by the youth, you are also agreeing to assist the youth in the development of a 90-day transition plan that will help him/her to successfully transition out of foster care. During the 90-day period prior to aging out ofzare:- This plan is to be completed within the 90 day period before you turn 18, or exit foster care after age 18. If you emancipate from care before age 18, this plan should be completed within 90 days before your target emancipation date. The sections on the next page must be completed to include your plan for education, employment, housing, mentoring, family connections, continuing support services and health insurance. The plan must be personal to you and as detailed as you can get. The plan must contain specific actions that you and others will take to help you prepare for leaving care. *Note: The last page of this form has an example grid that can give you ideas to help make your planning very concrete. Copies to: Youth - Caregiver- Case File- ILP - Family- Others FC 1637(5/14) PAGE 1 OF 4 Attachment A YOUTH: DOB: AGE: ETHNICITY: CASEWORKER NAME: CASEWORKER PHONE: 90-DAY TRANSITION PLAN Additional boxes can be inserted if needed Education Plan: I o prepare, I or a supporting Recommended documents adult(name) will: the youth will need Employment Plan: To prepare, I or a supporting Recommended documents adult (name)will: the youth will need Housina Plan: To prepare, I or a supporting Recommended documents adult(name)will: the youth will need Mentoring &Continuing Support Services (e.g. To prepare, I or a supporting Recommended documents mental health, health services) Plan: adult(name)will: the youth will need Family and Other Permanent Connections: I plan to stay connected to Recommended documents family and other adults by: the youth will need Health Insurance Plan: If not eligible for extended Agency,employer or other Medi-Cal, I plan to get person providing health insurance through: health insurance: Copies to: Youth - Caregiver - Case File - ILP - Family - Others FC 1637(5/14) PAGE 2 OF 4 Attachment A ACKNOWLEDGEMENTS: I know that I must sign verification paperwork to continue my Medi-Cal health insurance benefits when I exit from foster care and again each year to receive Medi-Cal until my 26th birthday or until I have secured a different type of health insurance. I am also aware that when I move I must resubmit a verification form with my new address. youth's initials I have been told that when I am 18, 1 can choose a "power of attorney for health care" that can make medical choices for me if I am not able. When I turn 18, 1 will receive directions and a form that I can fill out if I want to choose a power of attorney for health care. youth's initials I know that 30 days prior to leaving foster care, I am eligible to apply for food stamps. youth's initials I agree to meet with my caregiver and social worker/probation officer as needed to ensure sufficient progress towards my goals. Target date for exiting foster care By signing below,this means we will all work to complete the steps necessary to help the youth complete his/her transition plan. Youth's signature Date Caregiver's signature Date Social Worker/Probation Officer signature Date Family Member signature Date Service Providersirherapist signature Date CASA/Other Youth Advocates signature Date LEGISLATIVE & REGULATORY REFERENCES: • Public Law (P.L.) 110-351, which states that a Transition Plan must be developed at the direction of the youth during the 90 day period prior to the youth aging out. The plan must contain specific options on housing, health insurance, education, local opportunities for mentors/continuing support services and workforce support/employment services. P.L. 111-148 requires providing foster youth with the information about a Power of Attorney for Health Care. Copies to: Youth - Caregiver - Case File - ILP - Family - Others FC 1637(5114) PAGE 3 OF 4 Attachment A 90-DAY TRANSITION PLAN EXAMPLES Education Goals: Timeline Recommended documents the youth will need I plan to attend.... FAFSA due: 01/01/2009 • Copy of School application School application 01/15/2009 0 Copy of FAFSA application Scholarship app: 02/01/2009 • Copy of Chafee grant Housing app: 03/01/2009 application (Due dates of all document and • Copy of Guardian Scholar application deadlines) application • Copy of High School transcripts Employment Plan: I have Prepared by: Recommended documents the youth will need I plan to get/have a job at.... • Completing ILP Proficiency 0Copy of resume Certificate checklist • Copy of Permanent Resi- t0 Completing job applications dency card (if applicable) at: 0 List of people willing to 2. 0 Having Social Security card provide reference 3. available 4 • Identifying people to provide reference Housing Plan: I have prepared by: Recommended documents the youth will need I plan to live with/in... 0 Touring the facilities 0 Copy of housing application • Confirming deposit and 0Housing deposit verification move-in arrangements • Completed cost of living • Checking resources pro- budget vided by housing facility Family Connections: I plan to stay connected to family Recommended documents the and other adults by: youth will need I feel closely connected to ... • Having phone and in-person • Contact list for family contact with..... members • Making a plan to stay with ....during college dorm breaks • Having email addresses for... Copies to: Youth - Caregiver - Case File - ILP - Family - Others FC 1637(5/14) PAGE 4 OF 4 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 1 of 10 'All Program codes listed that have a federal share have the nonfederal discount rate applied. PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ Countv Probation Probation County Only N/A Yes County 00/00/00/100 Includes unallowable Title IV-E activities for This code is county probation Only Only candidacy,youth in detention,and other use only. This code does not governmental/probation work not eligible for Title IV- appear on the CEC. E reimbursement.Includes, but Is not limited to, correctional(criminal)court related activities,and other law enforcement activities such as:filing petitions or dispositions related to a criminal offense, booking activities,and administering drug tests. Also,this code is for working with youth NOT at imminent risk of removal,youth while in an unallowable setting,or supervising and monitoring youth performing an unallowable activity. Unallowable settings include detention,secure placements,boot camps,ranches and facilities for whom probation has final administrative control. Note:This is a county probation-use only code. Generic Generic NIA Yes County 00/00/00/100 Includes time spent by probation officers performing Hours claimed to this code Only general administrative activities that essentially should be proportionately provide a department-wide benefit such as reallocated to all codes.This developing a manual on casework procedures.This code does not appear on the also includes time spent training or in conference or CEC. staff meetings when the subject has department- wide benefit or cannot be identified to a specific program.This code is not to be used when performing case management activities,which continue to be recorded to the associated program. 004 Probation/Peer Review SS Yes Title ME 50/35/00/15 Includes county probation officer activities All General Fund(GF) (PR) associated with preparation,coordination,training, expenditures will be review time and travel/per diem expenses for staff transferred to county-only participating in the PR process.The purpose of the share due to 2011 PR is to learn,through intensive examination of Realignment.See CFL No. county child welfare practices,how to improve child 11/12-18 for additional welfare services and practices,both in the information. participating county and in other counties. Rev.10/2014 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 2 of 10 'All Program codes listed that have a federal share have the nonfederal discount rate applied. PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ County 127 Probation Title IV-E SS Yes Title IV-E 50/00/00/50 NOTE:If case management activities are being This code is used on behalf of Case Management performed for youth that are in detention,or are not the youth in a placement and in a foster care placement,these activities are to be applied the FC non-federal claimed to the"Probation Only"code.If youth is a discount rate. candidate,use PC 128. Allowable activities include activities when the child is in out-of-home placement.Included is the development of the case plan,which indicates specific services necessary to meet the protective needs of the child.The following are allowable activities performed on behalf of youth in out-of- home placement:Assessing child's/family's needs and developing a case plan as indicated in regulations;referral to services;working with foster parents or facilities to prepare them to receive a child;monitoring progress in meeting case plan objectives and updating the case plan;management and supervision of the case,participation in case conferences,permanency planning meetings and administrative reviews;recruitment activities, developing and distributing resource material, consulting and coordinating with service providers and community based organizations;visits for non- group home Foster Care placements(i.e.:relatives and foster family homes);pre-adoptive applicant screening;child adoptibility assessment for foster youth in placement;Title IV-E allowable court related activities that are non-correctional(non-criminal)for probation supervised Foster Care youth;and travel time associated with any of the above activities. Also,includes activities related to preparing for determination of a child's eligibility for Foster Care. Examples:Gathering and verifying information to be used by the County Welfare Department Eligibility Worker regarding income,parental deprivation, resources,social security numbers,birth certificates and child support;and filling ouUprocessing required forms;querying systems,records and other staff for current Aid to Families with Dependent Children status. Rev.10/2014 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 3 of 10 'All Program codes listed that have a federal share have the nonfederal discount rate applied. PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ County 128 Probation Tliie IV-E PrE SS Yes Title IV-E 50/00/00/50 NOTE:If youth is in a foster care placement, charge This code is applied the FC Placement Prevention eligible acilivites to PC 127. If youth is placed in non-federal discount rate. detention for any reason,this youth is not considered to be a candidate and the activities associated with the youth are not considered pre-placement and are to be claimed under the"Probation Only"code. This PC and its activities are specific to time spent on allowable activities directed to a candidate for Foster Care.A candidate is a youth who is at imminent risk of removal from home and will be immediately placed in a Foster Care setting.The following are allowable activities after candidacy determination has been made: Assessing child's/family's needs and developing a case plan as indicated in regulations after it has been determined that the youth is a candidate for Foster Care;referrals to services when necessary; monitoring progress in meeting case plan objectives and updating the case plan;management and supervision of the case,participation in case conferences and administrative reviews;developing and distributing resource material,consulting and coordinating with service providers and community based organizations;on-going assessment and determination for candidacy;arranging for pre- placement visits;Title IV-E allowable court related activities that are non-correctional(non-criminal)and travel time associated with any of the above activities. Rev.10/2014 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 4 of 10 'All Program codes listed that have a federal share have the nonfederal discount rate applied. PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ County 130 Probation Title IV-E SS Yes Title ME 75/00/00/25 Costs are funded at the enhanced federal Training must be included in Training reimbursement rate of 75 percent for staff employed the Title IV-B State Plan.The or preparing for employment with the Probation enhanced rate is for the Department.Includes participation in long-term or approved population and short-term continuous training provided by outside activities listed in 45 CFR agencies,training conferences or preparing for or 1356.60. providing Title ME training to Probation staff. Training is limited to topics necessary for performing the following specific Foster Care functions: Referral to services:case plan development:case management and supervision:preparation for and participation in judicial determinations:placement of the child;case reviews;recruitment and licensing of foster homes and institutions:eligibility determinations,and travel costs related to any of these above activities. 131 Probation Title IV-E SS Yes Title IV-E 50/00/00/50 Allowable activities include recruitment,study, Licensing certification and licensing of relative and/or foster family homes;re-certification,renewal,suspension, revocation and complaint investigation actions affecting licensing;providing public information on out-of-home care programs and supporting participation of the public in such care;licensing information/data system activities:and travel related to any of these activities. Rev.10/2014 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 5 of 10 'All Program codes listed that have a federal share have the nonfederal discount rate applied. PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ County 132 Probation Title IV-E SS Yes Title IV-E 50/00/00/50 Allowable activities include those directed to a child In cases where the Foster Adoptions Assistance in adoptive placement or activities immediately Care home is the pre-adoptive Program(AAP) preceding an adoptive placement,such as a child placement,the social worker adaptability assessment(in cases where a Foster must determine status of Care home is the pre-adoptive placement),home youth and claim activities study and AAP assessment,and other adoption accordingly. case planning activities.Use for activities generally supportive of the county's AAP after the termination of parental rights. Includes activities related to preparing for determination of a child's eligibility for the Adoption Assistance Program.Not actual eligibility determination. For example: Gathering and verifying information to be used by the County Welfare Department(CWD)Eligibility Worker regarding income,parental deprivation,resources, social security numbers,birth certificates and child support;filling out and processing necessary forms required by the CWD;querying systems, records and other staff for current Aid to Families with Dependent Children status;and travel time associated with any of the above activities. 576 Probation Title IV-E SS Yes Title IV-E 50/00/00/50 Used for claiming the costs of training Title IV-E Only the training/portion of the Training-Administration CPD staff other than those described in code 130. training that is for employees Only eligible for federal funding at the 50 percent that benefit Title IV-E are rate provided the staff are employed by CPD to allocable to perform a Title IV-E administrative function and the Title IV-E. training is necessary for such staff to perform the Title IV-E administrative activities (i.e.:multi- disciplinary teams). Any training that only benefits probation-only programs,including correctional(criminal)or non- Title ME programs must be claimed under the "Probation Only"code. Rev.10/2014 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 6 of 10 'All Pro ram codes listed that have a federal share have the nonfederal discount rate aiDDlied. PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ County 579 Monthly Visits/Group SS Yes Title IV-E 50(50(00100 Includes those activities performed by Probation This separate code(apart Home Probation Officers when providing monthly visits to all children from 127)is needed to placed in group homes(in and out-of-state),includes recognize the state share.Per travel time associated with these activities. Diem is allowed to be claimed to PC 579 since GHMV is a case management function. All GF expenditures will be transferred to county-only share due to 2011 Realignment.See CFL 11/12- 18 for additional information. 581 Non-federal Monthly SS Yes Non-federa 00/100100100 Captures non-federal probation cost in PC 579 after All General Fund(GF) Visits/Group Home the non-federal discount rate is applied for activities expenditures will be Probation associated with the monthly visits. transferred to county-only share due to 2011 Realignment.Refer to CFL No. 11/12-18 for additional information.This is not a direct charge code,costs inputted into this code are a result from the application of the FC non-federal discount rate. 703 Child Welfare Services SS Yes Title IV-E 50150100(00 This includes federally eligible Title IV-E activities All GF expenditures will be Outcome Improvement required to implement the System Improvement transferred to county-only Project(CWSOIP)- Plans.Activities include but are not limited to: share due to 2011 Probation Implementing new procedures;providing special Realignment.See CFL No. training to staff or caregivers;conducting 11/12-18 for additional focused/targeted recruitment of caregivers; information. improving coordination between public and/or private agencies;reducing high worker caseloads; increasing clerical or paraprofessional support; implementing permanency and youth transition practice improvements;implementing additional home visits;enhancing and/or expanding family finding efforts,and developing better methods and procedures for collecting and analyzing data; improving internal communication and information sharing;and improving oversight of social workers. Rev.10/2014 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 7 of 10 'All Program codes listed that have a federal share have the nonfederal discount rate applied. PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ County 704 CWSOIP-Probation Non SS Yes Non-federal 00/100/00/00 These activities are required to implement the county All GF expenditures will be federal improvement plans and include services provided to transferred to county-only a child and/or the child's family. The range of share due to 2011 service activities include but are not limited to: Realignment.See CFL No. Emergency/temporary in-home caretakers: 11/12-18 for additional therapeutic day services: teaching and information. demonstrating to homemakers:parenting training services and respite care. 788 Probation Non-Related SS Yes Non-federal 00/50/00/50 This code is for case management activities for All General Fund(GF) Legal Guardian(NRLG) NRLGs.Activities include but are not limited to: expenditures will be (UNDER 18) developing and updating written assessment and transferred to county-only case plan,and conducting caseworker visits. share due to 2011 Realignment.See CFL No. 11/12-18 for additional information. 789 Probation NRLG Non- SS Yes Non-federal 00/50/00/50 This code is for case management activities for All GF expenditures will be Minor Dependent(NMD) NRLGs participating in EFG.Activities include but transferred to county-only are not limited to:developing and updating written share due to 2011 assessment and case plan,and conducting Realignment.See CFL No. caseworker visits. 11/12-18 for additional information. 790 Probation Non-Related SS Yes Non-federal 00/50/00/50 Assessing the nonrelative caregiver suitability, All GF expenditures will be Extended Family performing criminal records checks,checking for transferred to county-only Member(NREFM) prior child abuse/neglect allegations,and completing share due to 2011 (UNDER 18) in-home safety inspections. Also includes time Realignment.See CFL No. spent responding to nonrelative concerns and other 11/12-18 for additional tasks related to the nonrelative grievance procedure information. process.This code is to be used for the activities performed on behalf of NREFMs that are under age 18. Rev.10/2014 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 8 of 10 'All Program codes listed that have a federal share have the nonfederal discount rate applied. PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ County 791 Probation NREFM NMD SS Yes Non-federal 00/50/00/50 Assessing the nonrelative caregiver suitability, All GF expenditures will be performing criminal records checks,checking for transferred to county-only prior child abuse/neglect allegations,and completing share due to 2011 in-home safety inspections. Also includes time Realignment.See CFL No. spent responding to nonrelative concerns and other 11/12-18 for additional tasks related to the nonrelative grievance procedure information. process.This code is to be used for the activites associated with NREFMs over age 18(NMDs). 818 Extended Foster Care SS Yes Non-federal 00/100/00/00 Captures non-federal probation cost in PC 844 after Mirrors Program Code(PC) (EFG)Non-federal the non-federal discount rate is applied for activities 581.This is not a direct Group Home Monthly associated with the monthly visits.This program charge code,costs inputted Visits(GHMV) code is specific for the youth participating in into this code are a result from Probation Extended Foster Care(ages 18-21)enacted by the application of the FC non- Assembly Bill 12(Chapter 559,Statutes of 2010). federal discount rate to PC 844. 844 EFC GHMV Probation SS Yes Title IV-E 50/50/00/00 Please refer to PC 579's description for allowable Mirrors PC 579.All GF activities. This program code is specific for the expenditures will be youth participating in Extended Foster Care(ages 18- transferred to county-only 21)enacted by Assembly Bill 12(Chapter 559, share due to 2011 Statutes of 2010). Realignment.See CFL No. 11/12-18 for additional information. 851 EFC Probation Case SS Yes Title IV-E 50/00/00/50 Please refer to PC 127's description for allowable Mirrors PC 127 Management activities. This program code is specific for the youth participating in Extended Foster Care(ages 18- 21)enacted by Assembly Bill 12(Chapter 559, Statutes of 2010). 854 EFC Probation Training Ss Yes Title IV-E 75/00/00/25 Please refer to PC 130's description for allowable Mirrors PC 130 activities. This program code is specific for the youth participating in Extended Foster Care(ages 18- 21)enacted by Assembly Bill 12(Chapter 559, Statutes of 2010). 855 EFC Probation Training- SS Yes Title IV-E 50/00/00/50 Please refer to PC 576's description for allowable Mirrors PC 576 Administration activities. This program code is specific for the youth participating in Extended Foster Care(ages 18- 21)enacted by Assembly Bill 12(Chapter 559, Statutes of 2010). Rev.10/2014 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 9 of 10 'All Program codes listed that have a federal share have the nonfederal discount rate applied. PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ County 889 Resource Family Ss Yes Title ME 50/35/00/15 The time study code includes activities performed for Effective December 2013 Approval Probation a resource family applicant or an approved resource pending approval of the Title family(Resource families may be related or non- ME state plan.All GF related caregivers).Pre-approval activities include expenditures will be resource family recruitment,the comprehensive transferred to county-only assessment as described in the Resource Family share due to 2011 Written Directives including but not limited to Realignment.See CFL 11/12- background checks clearances and assessment, 18 for additional information. home environment assessment,permanency assessment,pre-approval training,written assessment,activities related to emergency placement and placement based on a compelling reason,information and data system activities, and travel related to any of these activities.Background check clearances include Child Welfare Services Live Scan/California Law Enforcement Telecommunications System,Child Abuse Index searches,Federal Bureau of Investigation and California Department of Justice databases background checks for criminal records).Activities may also include tasks associated with the provision of information to resource families including their rights to a due process. This code also includes training costs for staff development.Training activities also include preparing and providing training to prospective resource families on requirements and continued training after pre-approval training.Post approval activities include the resource family annual update, post approval training,rescinding approval, monitoring,and investigating complaints and serious incident reports.Training expenditures will be reimbursed with federal financial participation at 50 percent and 75 percent(enhanced rate)for allowable activities. 917 Probation ME Waiver SS Yes Title ME 50/00/00/50 This code is available to capture staff time Only to be used by Title ME Evaluation participating in the collection ofTitle ME Wavier California Well-Being Project evaluationinformation during face-to-face meetings, counties. conference calls or in completing specific forms for the Title ME Waiver evaluation. Rev.10/2014 Fiscal Year 2013-14 Probation Program Codes(non-time study codes) Attachment B Page 10 of 10 'All Pro iram codes listed that have a federal share have the nonfederal discount rate applied- PC PC Title Function Direct Funding Sharing Ratio Description of Program Codes Notes Charge Source Fed/State/ Code Reimbursement/ County 921 Probation Services/ SS Yes County 00/00/00/100 The CPDs approved to participate in the Project will Only to be used by Title IV-E Nonfederal Only claim costs incurred for additional services provided California Well-Being Project to children,youth and families as a direct result of counties. approved optional interventions to PIN 921059. Claims for these services are not claimable with the current Title ME claiming structure.The PIN 921059 will be deleted effective at the end of the Project. The CPDs approved to participate in the Project will claim costs incurred for additional services provided to children,youth and families as a direct result of SOP/CPM case management to PIN 921076.The PIN 921076 will be deleted effective at the end of the Project. Rev.10/2014 Attachment C Page 1 of 2 Probation Title IV-E Pass-Through: PROVISIONS MONITORING PROTOCOL Should Probation contract with another vendor to gain full access to Safe Measures, there may be additional modifications to Attachment C, upon written agreement of both Probation and DSS. 1. By the 15th of the month following the end of a fiscal quarter (January 15th, April 15th, July 15th, October 15th): A. All updated case plans, new court orders, and monthly face-to-face contact narratives will be uploaded/entered into CMS by Placement Case Managing Probation Officers. B. Probation Assigned Staff Analyst will email a spreadsheet listing active Case Managed Foster Care Wards to the DSS Assigned Staff Analyst. The list should include client name (last, first), DOB, and CMS case number. 2. On the 16th of the month following the end of a fiscal quarter, the DSS Assigned IT staff member will, per the standing HEAT report request: A. Pull the F 2F Probation Management Report (Face-to-Face Contacts) from Safe Measures for each month of the quarter in question. B. Run the Probation Imported Documents Report (case plans and court orders) in Business Objects for the quarter in question. C. Email a copy of both reports, in Excel format, to the DSS Assigned Staff Analyst. 3. Within 14 calendar days of receiving the reports, DSS Assigned Staff Analyst will: A. Review the F 2F Probation Management Report to: 1) Determine the percent of active cases with face-to-face contact narratives for each month of the quarter in question. 2) List cases without face-to-face contact narrative by month. 3) Identify individual cases without face-to-face contact narratives for the quarter. B. Review the Probation Imported Documents report to: 1) Determine percentage of active cases with an uploaded court order. 2) Identify individual cases for which a court order has not been uploaded. 3) Determine percentage of active cases with a current case plan. 4) Identify individual cases without a current case plan (dated/uploaded within the last seven (7) months. Attachment C Page 2 of 2 C. Complete the Quarterly Monitoring Findings Summary and email a copy to the Probation Assigned Staff Analyst. 1) Via email, the Probation Assigned Staff Analyst will acknowledge receipt of the Findings Summary. 4. Within thirty (30) days of receiving the Findings Summary, the Probation Assigned Staff Analyst will email Probation's response to the Quarterly Monitoring Findings Summary to the DSS Assigned Staff Analyst. Should Probation have no response to the Summary, an email will be sent indicating "no response". 5. Copies of the Quarterly Monitoring Findings Summary and response are to be kept on file by both departments. ** The Safe Measures 2F Probation Management Report is run automatically on the last day of each month. It is understood that narratives for face-to-face client visits which take place the last week of the month may not have been entered into CWS/CMS prior to the report pull. Cases showing no contact narrative on the report, but in which the narrative was entered after the last day of the month, may be addressed by Probation in the response to Quarterly Monitoring Findings Summary. California Department of Social Services Attachment D County Fiscal Letter (CFL) 15/16-61 Page One of Two Probation Candidate Cases for Title IV-E Reimbursement The California Department of Social Services (COSS) is the single state agency with the authority to administer the Title IV-E program. The COSS shall receive claims from County Welfare Departments for Title IV-E eligible pre-placement (candidacy) related costs associated with activities on behalf of the County Probation Department (CPD). Per 2 Code of Federal Regulations 225, "costs must be necessary and reasonable for proper and efficient performance and administration of federal awards in order to be claimed for reimbursement, and must meet all eligibility requirements for federal Title IV-E reimbursement." Based on direction from ACF and for federal reporting purposes, CPDs are required to submit this form to claim eligible candidacy cases for federal reimbursement, and without this form costs will be denied. The CPD must provide the number of eligible candidates for each claiming quarter, and submit this certification form with the quarterly County Expense Claim (which includes candidacy costs for reimbursement) certification page. County: Quarter: County Contact Name: County Contact email: County Contact phone number: Number of eligible Candidate cases for the quarter: CHIEF PROBATION OFFICER'S CERTIFICATION I hereby certify, under penalty of perjury, that the above is true and correct. Signature of Chief Probation Officer Date California Department of Social Services Attachment D County Fiscal Letter (CFL) 15/16-61 Page Two of Two Probation Candidate Cases for Title IV-E Reimbursement The County Welfare Department (CWD) is the lead agency for the Title IV-E program. The CWD and CPD maintain a Memorandum of Understanding that states CPDs are solely responsible for operating and administering the Title IV-E program for Probation Candidate Cases. The Title IV-E costs associated with CPDs eligible candidate cases are submitted to CWD and claimed on the County Expense Claim (CEC) in order to pass-through Title IV-E funding to CPDs. The CWD Director and County Auditor-Controller certify the CEC. By certifying this form, the CWD Director and County Auditor-Controller are certifying that the costs claimed on the CEC are based on the amounts provided by the CPD associated with eligible candidate cases. COUNTY WELFARE DIRECTOR'S CERTIFICATION Signature of County Welfare Director Date COUNTY AUDITOR'S CERTIFICATION Signature of County Auditor-Controller Date If you have any questions regarding this form, please direct them to fiscal.systems(@dss.ca.aov, and reference this CFL.