03-OCFS-LCM-19 Guidelines and Instructions for …

03-OCFS-LCM-19 Guidelines and Instructions for … NEW YORK STATE George E. Pataki OFFICE OF CHILDREN & FAMILY SERVICES John A. Johnson Governor 52 WASHINGTON STREET Commissioner RENSSELAER, NY 12144 Local Commissioners Memorandum Transmittal: 06-OCFS-LCM-05 To: Local District Commissioners Issuing Strategic Planning & Policy Development Division/Office: Date: May 23, 2006 Subject: Guidelines and Instructions for Preparing Child and Family County Service Plan Contact See Technical Assistance Contacts, Page 3 Person(s): Attachments: Child and Family Services Plan – Strategic Component Local Department of Social Services – Administrative Component Youth Bureau – Administrative Component PINS Diversion Services Plan – Strategic Component Child Care Technical Assistance – #1 Eligible Families Child Care Technical Assistance – #2 Limiting Eligibility for Other Eligible Families if Funds are Available Attachment Available Online: yes I. Purpose The purpose of this Local Commissioners Memorandum is to provide the guidelines for the required county Child and Family Services Plan for the three-year plan covering the period January 1, 2007, to December 31, 2009. These guidelines for the county plan replace those used for the previous three-year county plan. All counties are now required to submit a single county plan. These guidelines represent the next step in the development of plan guidelines that are consistent with the operational policy of the Office of Children and Family Services (OCFS). County Youth Bureaus and Local Departments of Social Services (LDSS) are required by statute to develop and submit to New York State local multi-year plans for the provision of services and the allocation of resources. In August 2004, legislation was enacted to combine the consolidated services plan and the county comprehensive plan into one required plan, the Child and Family Services Plan, to be submitted by all counties. These guidelines reflect learnings from the Integrated County Planning (ICP) Project as well as feedback from all counties. ICP represents OCFS's long-term commitment to develop a local collaborative planning process and to actively involve counties in the evolution of revised planning guidelines that 06-OCFS-LCM-05 May 23, 2006 will support such a collaborative process. The lessons learned through that demonstration project have influenced these three-year plan guidelines. The guidelines enclosed reflect the following principles and objectives: , to support and acknowledge a local collaborative planning process inclusive of broad stakeholder involvement; , to construct a planning process that has meaning and utility locally, while preserving accountability to state and federal requirements; , to clarify a consistent planning process for counties; , to support a process that focuses on outcomes for children, youth, families, adults and communities; , to clarify the various components of planning; and , to support the important respective roles of County Youth Bureaus (and Municipal Youth Bureaus where they operate) and Local Departments of Social Services. New Requirements With the enactment of Chapter 57 of the Laws of 2005 – PINS Reform Legislation, there are now additional requirements for all counties to include diversion planning in existing county plans, eliminating a separate plan for that population. Thus, the county PINS diversion planning will now be incorporated in the OCFS-required county plans, with that portion of the plan to be jointly reviewed and approved by both OCFS and the Division of Probation and Correctional Alternatives. You will note that the new requirements for PINS are now being incorporated as part of the Strategic Component of the Child and Family Services Plan. This portion of the county plan is required to be developed jointly with the county probation department. You will note the previous changes are continued from the previous county plan guidelines. These include: , The county plans now have separate components. The Strategic Component covers the planning process, needs assessment, and outcomes/strategies. The Administrative Component covers legal assurances, funding procedures, compliance issues. , The Administrative Components represent the respective responsibilities and requirements of the LDSS and County Youth Bureaus (and Municipal Youth Bureaus where they operate), for all counties. However, it is anticipated this information will be shared as part of the planning process. , The Youth Bureau Administrative Component includes requirements relating to the narrative that Youth Bureaus need to submit for their administrative funds. This replaced the narrative submitted through the Resource Allocation Plan. This requirement is for both county and municipal Youth Bureaus. , The Child Care Section included in the Local Department of Social Services – Administrative Component reflects recent regulatory changes and is designed to reflect the increased flexibility allowed in the delivery of child care services under the block grant model. Two technical assistance documents are attached to assist counties in completing this component of the county plan. They are Technical Assistance #1 – Eligible Families and Technical Assistance #2 – Limiting Eligibility for Other Eligible Families if Funds are Available. The three-year guidelines are based on existing statutory and regulatory requirements. The format and language are consistent with the changes incorporated in the previous three-year plan guidelines and 2 06-OCFS-LCM-05 May 23, 2006 Annual Plan Update. Based on feedback from counties, the guidelines have been structured to allow some flexibility to counties in the development of their plan document. County Plan Guidelines (attached) These County Plan guidelines consist of four components, which are: , Child and Family Services Plan – Strategic Component , Youth Bureau – Administrative Component , Local Department of Social Services – Administrative Component , PINS Diversion Services Plan – Strategic Component Submission Date The county plan is due on October 1, 2006. The effective date of the plan will be January 1, 2007. If a county is unable to meet the deadline, an extension may be requested. Please submit a letter to Anne Johnson (see address below) describing the reasons for requesting an extension and providing the date on which the plan will be submitted. Please note that OCFS is committed to improving the approval process to have plans approved by the plan effective date. Long extensions to the submission date should not be requested. Anne Johnson Regional Operations and Practice Improvement Division of Development and Prevention Services NYS Office of Children and Family Services 52 Washington Street, Room 321N Rensselaer, New York 12144 Submission Requirements OCFS is in the process of developing a process for electronic submission of the plan. The procedures and technology for that are being finalized. OCFS will communicate, by late summer, specific instruction for submitting the plan. Please clearly number all pages. Technical Assistance Contacts The staff in the regional offices of the Division of Development and Prevention Services and the regional offices of the Office of Youth Development listed below continue to be available and involved on an ongoing basis. Please see below. Regional Office – Development and Prevention Services BRO Linda Brown (716) 847-3145 Linda.Brown@ocfs.state.ny.us RRO Linda Kurtz (585) 238-8201 Linda.Kurtz@ocfs.state.ny.us SRO Jack Klump (315) 423-1200 Jack.Klump@ocfs.state.ny.us ARO Glenn Humphreys (518) 486-7078 Glenn.Humphreys@ocfs.state.ny.us NYCRO Gail Hallerdin (212) 383-1788 Gail.Hallerdin@ocfs.state.ny.us YRO Pat Sheehy (914) 377-2080 Patricia.Sheehy@ocfs.state.ny.us 3 06-OCFS-LCM-05 May 23, 2006 Regional Office – Youth Development BRO Christine Garmon-Salaam (716) 847-3331 Christine.Garmon-Salaam@ocfs.state.ny.us Joe Proietti (716) 847-3860 Joseph.Proietti@ocfs.state.ny.us RRO Lydia Dzus (585) 238-8213 Lydia.Dzus@ocfs.state.ny.us SRO Denise Dyer (315) 423-5432 Denise.Dyer@ocfs.state.ny.us Terry Chylinski (315) 423-5491 Terry.Chylinski@ocfs.state.ny.us ARO Steve Conti (518) 486-6408 Steve.Conti@ocfs.state.ny.us Matt Beck (518) 473-2543 Matt.Beck@ocfs.state.ny.us Larry Hayes (518) 473-8866 Larry.Hayes@ocfs.state.ny.us NYCRO Madre Spicer (212) 383-4703 Madre.Spicer@ocfs.state.ny.us YRO/LIRO Princella Stover (516) 568-2961 Princella.Stover@ocfs.state.ny.us In addition, questions may be directed to: , Detention Services – Theresa Portelli (518) 474-1308; Theresa.Portelli@ocfs.state.ny.us , Child Care – Rhonda Finlayson (518) 402-6785; Rhonda.Finlayson@ocfs.state.ny.us , Domestic Violence – Lisa Gordon (518) 474-6512; Lisa.Gordon@ocfs.state.ny.us , Adult Services – Susan Somers (518) 402-6782; Susan.Somers@ocfs.state.ny.us Issued By: Nancy W. Martinez s/s Name: Nancy W. Martinez Title: Director Division/Office: Strategic Planning & Policy Development cc: County Youth Bureau Director County Probation Director 4 CHILD AND FAMILY SERVICES PLAN STRATEGIC COMPONENT Due: October 1, 2006 INSTRUCTIONS This document includes the directions for completing one of the required components of your required county plan. Each county plan consists of four components: the Strategic Component, the Administrative Component-Youth Bureau, the Administrative Component-Department of Social Services and the PINS Diversion Services Plan-Strategic Component. It includes the questions that need to be answered when completing the plan. Following the questions, a Guidance Section , is provided. This section provides suggestions, clarification or optional ways for counties to develop their responses. The Guidance does not include additional requirements. Counties are encouraged to use the optional forms or adapt the format to best represent their work. Please make sure the table of contents is provided on where required information can be found. COVER PAGE This should include the effective dates of the plan (January 1, 2007 to December 31, 2009), submission date, county, and the name of Youth Bureau and Department of Social Services submitting the plan and the name of a contact person(s) to be contacted if there are questions about the plan. A cover page is included for your use before the Appendices. TABLE OF CONTENTS Please provide a Table of Contents for the Strategic Component of the Child and Family Services County Plan. Since some flexibility is afforded to counties in presenting the required information, a Table of Contents on where to find information will assist readers and reviewers. I. OUTCOME FRAMEWORK/MISSION/VISION If the county has one, please describe the county’s outcome framework, mission, and/or vision. , Guidance Many counties have found it useful to establish a mission or vision statement or to use a framework such as NYS Touchstones. This assists the county in focusing its planning and work. 2007-09 Child & Family Services County Plan Guidelines 5/23/06 Strategic Component II. PLANNING PROCESS A. Describe the county planning process that has taken place, including meetings, forums, hearings, coalitions, and task forces. This description must include the level of involvement or consultation with the following: the public hearing, Advisory Board for the Local Department of Social Services, County Youth Board, municipalities (city, town, village), youth, families, and broad based community participation. Where the county has a municipal youth bureau(s), describe the involvement of the municipal youth bureau(s) in the county’s planning process. Please include specific reference(s) on how the Youth Bureau and Local Department of Social Services have planned together. B. The List of Required Interagency Consultation (Appendix B, 1-5) must be completed for the planning for child protective, child welfare, adult protective, day care services and if the county receives Runaway and Homeless Youth Act (RHYA) funding, runaway and homeless services. , Guidance The above section provides an opportunity to present an overview of the ongoing county planning process including the process to identify needs, to select outcomes and to determine strategies to address those outcomes. The planning process is strengthened through engagement of various public and private agencies, community-based organizations, families, youth and other partners. Each has unique contributions to make to the planning process and in turn each benefits from having been involved. Identifying key players' or stakeholders' or other contributions publicly acknowledges their support. This is an opportunity for counties to showcase their collaborative work and to acknowledge functioning planning groups. Other county agencies have planning responsibilities which impact children, youth, families and communities. This is an opportunity to discuss how the planning process described here relates to the development of other county plans including those developed by health, mental health, probation, alcohol and substance abuse, workforce development and/or educational agencies. Many counties have benefited from including the business community, faith based community, law enforcement, the United Way or other community funders in their planning decisions. Engaging youth actively in planning brings to bear their energy, insights and perspectives to improving the community in which they reside. This utilizes youth as resources and has been demonstrated to have a positive impact on adults who then see young people in new productive ways. The requirements are established by statute for a public hearing in Section 34-a of the Social Services Law. The relevant regulation is 18 NYCRR Section 407.5(g)(1). The legal requirements are that, "At least one public hearing must be held during the development and prior to the submission of the plan. Such public hearing(s) shall be held only after 15-day notice is provided in a newspaper of general circulation in the district. Such notice must specifically identify the times during the public hearing when the child protective 2007-09 Child & Family Services County Plan Guidelines 2 5/23/06 Strategic Component services, adult services, and family children's components of the plan are to be considered. The plan must include the date(s) of such hearing(s); how such hearing(s) was publicized; the number of people who attended and a general description of their interests and affiliations; and the major issues raised at the hearing(s) and how these comments were used in the planning process." The plan is not to be submitted until 15 days after Public Hearing. More specifically, this means that the plan document should not be completed prior to the public hearing. At most, a draft plan may be presented to the public at the hearing. The existing plan may be used as a guide, but it is important to seek input as part of the ongoing planning process. The plan may only be finalized after the public hearing has actually been held. There is, however, considerable discretion in how and when the public hearing should be held as long as it meets the regulatory time frames. The purpose of the public hearing is to allow the public the opportunity to raise issues and offer ways to improve service delivery and provision in the district. As such, the district may wish to develop public hearings that afford the entire community the opportunity to provide input to the development of the plan. Traditionally, the favored approach in most districts has been to schedule a public hearing at an assigned place and time with a specific agenda to meet all elements of the regulatory mandate. Some districts, at least at certain times, have attempted more innovative approaches to public hearings such as having them broadcast over the radio. Other ideas might include conducting the public hearings via public access television or through some other medium. Another goal of the public hearing should be to inform the community of the services available in the district and how they can be accessed. Additionally, it is required that comments and issues raised at the hearing be incorporated into the planning process. Implementing strategies that provide for meaningful public input can be very helpful in enhancing the local planning process. , An optional chart, Public Hearing (Appendix G), is provided to allow for counties to present their information on their public hearing. This must include information required by regulation. , An optional chart, Summary County Planning Process Activities (Appendix E), is provided to allow for counties to capture some of their activities around planning. Some additional explanation of this chart in the narrative is expected. III. NEEDS ASSESSMENT A. Needs Assessment Strategies Please provide a summary of the accomplishments, important activities and learnings from the previous county plan cycle. 2007-09 Child & Family Services County Plan Guidelines 3 5/23/06 Strategic Component B. Needs Assessment Activities Please provide a summary of the county's needs assessment activities. The needs assessment must include the specific resources, needs, services or opportunities for child protective services, foster care, youth development, adoption services, preventive services, detention services, child care, domestic violence services, adult protective services, and runaway and homeless youth populations. It is expected that over the course of the plan cycle the needs assessment activities will take into account the areas of juvenile justice, health, mental health, education, alcohol and substance use and workforce development particularly as they relate to those required service areas. If county is currently receiving only Part I RHYA state aid and wants to request Part II RHYA state aid, a justification of need must be included. C. Needs Assessment Conclusions Please describe the conclusions drawn from your needs assessment activities for the above areas, or any other areas, identified by the county. Please identify county determined priorities, if any. D. Data Sources Please complete the List of Data Sources Used in Needs Assessment (Appendix C) to identify the primary sources of information used for the assessment process. , Guidance Needs assessments are a critical part of the planning process. The planning process is ongoing and should continue from one plan cycle to the next. Many trends in data are relatively stable over time. This section is an opportunity to use existing needs assessment information, to add information learned from new needs assessment activities and to highlight new trends or learnings. The process of completing the needs assessment represents an excellent opportunity for Youth Bureaus and Local Departments of Social Services to plan together, and for them to engage an array of community partners. Typically when needs assessments are conducted, populations (be they children, youth, families or adults) have multiple service needs, such as mental illness, drug use, and housing. Individuals with similar problems show up in different systems. For example, PINS youth, youth leaving the foster care system, runaway and homeless youth or youth in jail have similar needs and are often defined in status by the system that ends up providing services. Looking at this similar population across systems enhances the understanding and level of information and potentially leads to identifying common outcomes and more efficient resource use. Children, youth and families need supports and opportunities within their community to promote better health and well-being. It is important for communities to assess the availability of these supports and opportunities for all members in addition to assessing problems. 2007-09 Child & Family Services County Plan Guidelines 4 5/23/06 Strategic Component When conducting needs assessment it may be useful to use the Office of Children and Family Services (OCFS) Continuum of Services (see OCFS Operational Framework May 2002 available at OCFS website at Regional Office. This Continuum of Services identifies Community Supports, Early Interventions Home-Based Responses, Out-of-Home Placement and Post-Placement Integration. Use of this or other frameworks such as Touchstones helps organize and analyze data. , There are a number of types of data sources that could be used to complete a comprehensive needs assessment. They include: 1. data indicators (e.g. census, Prevention Risk Indicator/Services Monitoring System, Monitoring and Analysis Profiles, Data Warehouse, NYS Touchstones, local archival data from schools, probation, etc.) 2. resource indicators (e.g. programs or services, funding available in community) 3. survey results (e.g. surveys of youth, the general population, consumers of services, key informant interviews, or focus groups) 4. program performance data (e.g. from monitoring and/or evaluation of existing programs) , County planning departments are often a useful source of information and data. , Some sources of data that might be useful are found in Appendix C-1. , Disproportionate Minority Confinement/Contact (DMC) Review of data maintained by OCFS identifies disproportionate number of minority children in both our child welfare and juvenile justice systems. OCFS data correlates with findings published by both organizations cite children of color and specifically African American children, as being disproportionately represented. Much has been written over the last decade about the number and percentage of youth of color in the juvenile justice system in our country. A wealth of data compiled by numerous sources, including the Federal Office of Juvenile Justice and Delinquency Prevention and the Child Welfare League of America has documented the problem. In summary, with rare exception, where minority and majority youth, or Caucasian youth and youth of color, are found in the juvenile justice and foster care systems throughout the country, there is an overrepresentation of minority youth or youth of color. Of the minority youth or youth of color, majority of those youth are African American. This phenomenon is recurrent even when arrest rates are identical. It is important to address this concern to reduce any discriminatory effects of over identifying one group of people over another and placing them in the care or custody of the state. 2007-09 Child & Family Services County Plan Guidelines 5 5/23/06 Strategic Component Disproportionate Minority Confinement/Contact occurs when the proportion of minorities in confinement exceeds their proportion in the general population. Overrepresentation – When a larger proportion of a particular group is present at various stages within the juvenile justice system (such as intake, detention, adjudication, and disposition) than would be expected based on their proportion in the general population. Disparity – The probability of receiving a particular outcome differs for different groups. Disparity may lead to overrepresentation. Counties are encouraged to assess the degree to which this exists in their county. Discrimination – Occurs if and when juvenile justice system decision makers treat one group of juveniles differently based wholly, or in part, on their gender, racial, and/or ethnic status. Counties are encouraged to assess the degree to which DMC exits in their county. A couple of useful sources of information on this issue are: Building Blocks for Youth State Info – Click on each state for state specific information on disproportionate minority representation, and links to juvenile justice policy reform groups. The Burns Institute State Info on Disproportionate Minority Confinement – Click on each state to see what they provided to the Burns Institute on the proportion of youth of color detained or committed to facilities. The tool does not show the rate per 100,000, so it under-represents the scale of what is happening to youth of color. , Sexually Exploited Youth – There has been increased legislative attention to issues related to sexually exploited youth and to providing appropriate services to these youth. This year’s budget requires OCFS, in conjunction with state and county partners, to complete a comprehensive study of the prevalence of sexually exploited children in New York. Counties are encouraged to target this population as they conduct their county needs assessment. Sexually exploited child is defined in the legislation as a person under the age of eighteen who may be subject to sexual exploitation because they have engaged or agreed or offered to engage in sexual conduct with another person in return for a fee, traded sex for food, clothing or a place to stay, stripped, been filmed or photographed performing or engaging in sexual acts or loitered for the purpose of engaging in a prostitution offense as defined in section 240.37 of the penal law. , Out-of-State Placements – As counties assess out-of-home placement issues, attention to those youth placed out-of-state is important. With the enacting of “Billy’s Law”, there is significant collaboration being done to strengthen our capacity to serve all you in our state, and to consider returning to New York some of these youth currently placed out-of-state. 2007-09 Child & Family Services County Plan Guidelines 6 5/23/06 Strategic Component On August 2, 2205, Governor Pataki signed Chapter 392 of the Laws of 2005, “Billy’s Law”. The Law improves the monitoring of out-of-state placements, promotes coordination across all levels of government and establishes a process for identifying and considering in-state resources prior to making an out-of-state placement. This legislation is a direct outcome of the Report of the Interagency Work Group on Out-of- State Residential Placements (June, 2005). This law becomes effective October 31, 2005. The legislation requires the following: , Establishing an Out-of-State Placement Committee within the Council on Children and Families composed of the Commissioners of SED, OCFS, OMH, OMRDD, OASAS, DPCA, and DOH; , Creating individual agency registries of out-of-state residential schools and facilities and a comprehensive registry to be housed at the Council on Children and Families; , Developing contract parameters to be used by Local Education Agencies and Local Departments of Social Services for placement of children in out-of-state residential schools and facilities; , Developing model processes for placement of children who may be at risk of out-of- state residential services; , Providing ongoing and future technical assistance and public awareness resources; , Studying integrated funding options specific to children at risk of out-of-state residential placements; and , Recommending additional steps to strengthen the infrastructure of children and youth residential placements and community services in New York State. The Council on Children and Families will coordinate the Out-of-State Placement Committee. A copy of the June 1, 2005 Out-of-State Residential Placement Report is available from the Council on Children and Families website (www.ccf.state.ny.us) , The needs assessment for detention is expected to examine available resources for detention, utilization of those resources and how the use of detention "fits" in the family court system. This is an opportunity to see how these services relate to use of respite services or those for runaway and homeless youth. Since implementing the new PINS Reform Law of 2005, many counties are experiencing changes in their use of detention. Analyzing use of detention, respite and other alternatives is important to determining effective use of resources. , Assessment of vulnerable adults is an important area to address. , In terms of formatting or presenting the information in the plan, counties may choose to present their needs assessment summaries and conclusions together with the specific outcomes and strategies supported by the needs assessment. 2007-09 Child & Family Services County Plan Guidelines 7 5/23/06 Strategic Component , It is useful to describe generally the process of collecting and reviewing data as part of the needs assessment. Was it done collectively by a group? Was data looked at over time or in comparison with other counties? This may be done here or in section II – Planning Process. , The conclusions that are drawn from the needs assessment are important for the selection of which outcomes to address and for the distribution of resources to achieve the outcomes. There should be a direct link from needs assessment to outcomes and strategies. E. Ongoing Needs Assessment Describe new or ongoing assessment activities planned for the next three years. Please be specific as to what issue(s) or question(s) will be examined through this needs assessment activity. Identify which agency(ies) will be responsible for completing the needs assessment activity. (These may be reported as strategies to achieve outcomes if it is more useful for the county to report it there.) , Guidance It may be that the needs assessment activities of other county agency planning efforts, including those by health, mental health, probation, alcohol and substance abuse, workforce development and/or educational agencies will be used for determining issues to be addressed in this plan. Please feel free to include those as part of the current or future information base to support this plan's implementation. IV. OUTCOMES A. The county’s Outcomes should include those that focus on supporting of child, youth, family, adult and community development and well being as well as the prevention of risk and vulnerability. Outcomes should be expressed as desired changes in community, family or individual behaviors or conditions and/or as maintenance of existing conditions or behaviors. These outcomes must relate to needs assessment results, to the use of OCFS funding, and/or to the required areas of services for Local Departments of Social Services and Youth Bureaus, including youth development. The local outcomes must include detention and Adult Protective Services. Counties must address at least two of the following state determined Adult Services goals: Adult Services , Impaired adults who are abused, neglected or exploited by others, will be identified, have their situation thoroughly investigated, and be protected. , To pursue appropriate legal interventions to address situations where impaired adults are at risk of harm, are unable to make informed decisions and are refusing necessary services. , To utilize multi-disciplinary community resources to improve assessments and to develop service plans which reduce risk and protect adults. , To provide protective services in the least restrictive manner, respecting the adult’s rights to self-determination and decision-making. 2007-09 Child & Family Services County Plan Guidelines 8 5/23/06 Strategic Component For each Outcome: 1. Identify quantifiable and verifiable indicators of the desired change in conditions or behaviors OR for maintaining the existing conditions or behaviors to track the progress in meeting the outcome; and 2. Describe strategies to be implemented to achieve the identified outcomes. Each strategy should include the timeframe for completion, and a designation of what agency(ies) or department(s) is responsible for implementation. This is an opportunity to explain how OCFS administered funding supports achievement of outcomes. Strategies must be related to the achievement of outcomes. If the county receives RHYA state aid, the strategies must include a provision for the coordination of all available county resources for those populations. , Guidance This is county level planning and it provides the opportunity to include the array of supports, opportunities and services brought to bear to address specific issues and achieve identified outcomes. It may be useful for counties to organize their outcomes along the Continuum of Services (referenced earlier), NYS Touchstones or other framework. While this plan represents primarily the focus of the Local Department of Social Services and the county Youth Bureau, it may include the services and work of other county planning partners. Not all outcomes presented must be addressed by all partners. It may be useful to identify those outcomes that are addressed collaboratively separately from those that are primarily the responsibility of the Youth Bureau or the Local Department of Social Services. The intent is to have counties develop Outcomes that are based on their local needs assessment and that are supportive of the use of Federal and State funding for services. It is important to have outcomes that address both required areas of service or specific target populations as well as discretionary provision of supports and opportunities to the community or general population. Federal and State statutory requirements are balanced with an interest in local decision making. New York State still needs to account to the Federal government on the five goals under Title IV-B of the Social Security Act (see Appendix D). Most of the locally developed outcomes will be linked to these five broad goals. New York State has been measured on its achievement of Federal performance standards in a Federal Child and Family Services Review conducted in June 2001. New York will have a second Federal Child and Family Services Review in the near future. In addition, locally developed outcomes must address or be linked to, at least two of the four Adult Services goals listed in box above. B. Please complete the Relationship Between County Outcomes and Title IV-B Federal Goals chart, Appendix D. In lieu of completing this Appendix, counties may enter the appropriate Title IV-B Federal Goal number below each outcome developed in response to IV-A above that relates to that particular Federal goal. , Guidance New York must demonstrate to the Federal government its compliance with the Title IV-B of the Social Security Act Subpart I Goals. It is expected that some of the county outcomes will be supportive of and linked to these five broad goals (see Appendix D). 2007-09 Child & Family Services County Plan Guidelines 9 5/23/06 Strategic Component V. PLAN MONITORING Describe the methods and the process by which the implementation of the Child and Family Services Plan and the achievement of outcomes will be verified and monitored by the county. , Guidance Ongoing review of the plan and its progress keeps the planning process active, allows for changes midstream and helps prepare for future plans. This is the process for monitoring the implementation of the whole plan. VI. RESOURCE ALLOCATION/FINANCING PROCESS A. Describe the relationship between the county's resource allocation process for Youth Bureau administered OCFS funding and other funding the Youth Bureau administers and the needs assessment process, the achievement of outcomes and the selection of strategies. All OCFS funding must support the direction set in the county plan. , Guidance The procedures and process describing how Youth Bureaus administer their OCFS funding is described in the Administrative Component of this plan. This is the opportunity to be clear on how funding decisions are supported by the needs assessment process and selection of outcomes and strategies. B. Describe the relationship between OCFS and other funding administered by the Local Department of Social Services and the needs assessment process, the achievement of outcomes and the selection of strategies. This would also include, for example, TANF, PINS allocations, purchase of services, and other grants obtained locally. , Guidance The procedures and process for describing general financing and the purchase of services are described in the Administrative Component of this plan. This is the opportunity to be clear on how the needs assessment process and selection of outcomes and strategies are supported by funding decisions. All OCFS funding must support the direction set in the county plan. 2007-09 Child & Family Services County Plan Guidelines 10 5/23/06 Strategic Component VII. APPENDICES Appendix A Plan Signature Page - Child and Family Services Plan Appendix B List of Required Interagency Consultation 1) Protective Services for Adults 2) Child Protective Services 3) Child Welfare Services 4) Day Care Services 5) Runaway and Homeless Youth Appendix C List of Data Sources Used in Needs Assessment Appendix C-1 List of Potential Data Sources – This Appendix provides an illustrative list of some websites that have county, state or national data that might be useful to counties in their planning. In addition many state agencies now have data available on their state websites. Appendix D Relationship Between County Outcomes and Title IV-B Federal Goals Appendix E County Summary Planning Process Activities – Optional Form Appendix F Technical Assistance Needs – Identify the assistance or training, if any, requested by the county to implement this plan. Please be specific. Appendix G Public Hearing Requirements (Optional) – This appendix provides a format to provide information on the required elements of the public hearing. If this appendix is not used, the required information must be included in a narrative fashion in the county plan Strategic Component, section II Planning Process. 2007-09 Child & Family Services County Plan Guidelines 11 5/23/06 Strategic Component COVER PAGE CHILD AND FAMILY SERVICES PLAN January 1, 2007 – December 31, 2009 County This Child and Family Services Plan including the Strategic Component, the Administrative Component-Local Department of Social Services, the Administrative Component-Youth Bureau, and the PINS Diversion Services Plan-Strategic Component covers the period of January 1, 2007 to December 31, 2009. The plan contains County Outcomes and Strategies to be undertaken that respond to community needs by the Youth Bureau for youth development and services and by the District in the areas of Adoption, Foster Care Services for Children, Preventive Services for Children, Protective Services for Adults, Protective Services for Children, Other Adult Services, and Other Children and Family Services. In addition, the Plan contains a description of public participation. The Plan contains estimates of expenditures and program information. Contact Person Phone Title Email 2007-09 Child & Family Services County Plan Guidelines 12 5/23/06 Strategic Component APPENDIX A PLAN SIGNATURE PAGE CHILD AND FAMILY SERVICES PLAN We hereby approve and submit the Child and Family Services Plan including the Strategic Component, the Administrative Component-Local Department of Social Services, the Administrative Component-Youth Bureau, and the PINS Diversion Services Plan-Strategic Component for the County Department of Social Services and Youth Bureau for the period of January 1, 2007, through December 31, 2009. ________________________________ _________ _______________________________ ________ Commissioner Date Executive Director Date County Department of Social Services County Youth Bureau ________________________________ _________ Chair Date County Youth Board ************************************************************************************************* I hereby approve and submit the PINS Diversion Services Plan-Strategic Component of the Child and Family Services Plan for County Probation Department for the period of January 1, 2007 through December 31, 2009. ________________________________ _________ _______________________________ ________ Director/Commissioner Date Chair Date County Probation Department County Youth Board *************************************************************************************************** WAIVER (Complete and sign the following section if a waiver is being sought concerning the submission of Appendix C – Administrative Component Local Department of Social Services – Estimate of Clients to be Served.) County requests a waiver to 18 NYCRR 407.5 (a) (3) which requests a numerical estimate of families, children and adults requiring each service listed in Section 407.4 of this same Part. Therefore, Appendix C, of the Administrative Component – Department of Social Services is not included in this Plan submission. I assert that the level of service need and utilization for the full array of services encompassed by the Child and Family Services Planning Process was taken into consideration as part of the County Child and Family Services Planning Process. ________________________________ _____________________ Commissioner Date County Department of Social Services 2007-09 Child & Family Services County Plan Guidelines 13 5/23/06 Strategic Component **************************************************************************************************** Enclosed is the Child and Family Services Plan for County. My signature below constitutes approval of this report. _______________________________ _____________________ Chief Elected Officer; or the Chairperson Date of the legislative body in those districts without a chief elected officer 2007-09 Child & Family Services County Plan Guidelines 14 5/23/06 Strategic Component APPENDIX B 1-4 Instructions for List of Required Interagency Consultation B-1. Protective Services for Adults - Agency Consultation Section 34-a.4 and Sections 473 (2)(a) and (b) of the State Social Services Law requires that in the development of the Protective Services for Adults component of the Annual Implementation Report, local districts must consult with other appropriate public, private and voluntary agencies in order to assure maximum local understanding, coordination, and cooperative action in the provision of appropriate services to protective services clients. These agencies include, but are not limited to, aging, health, mental health, legal and law enforcement agencies. Some of these agencies and organizations from these mandated areas are listed below. Aging: Representatives from the area agencies on aging, senior citizen centers and voluntary organizations which provide services to the elderly population. Health: Representatives from the Public Health Department including public health nurses and the environmental staff of the Health Department, Title XIX funded home care providers and other medical and health service providers. Mental Health: Representatives from the County Mental Health Department, psychiatric and developmental centers, community support systems core agencies, and other organizations and agencies involved in the provision of mental health services to mentally ill, mentally retarded, and developmentally disabled adults. Legal: Representatives from legal aid organizations, the courts, the legal advocacy attorney from the area agency on aging, the County Attorney's office. Law Enforcement: Representatives from the State Police, city, town or village police force, the Sheriff's department and the District Attorney's office. This section must include specific agencies represented. B-2. Child Protective Services (CPS) Section 34-a(4) and Section 423 of the State Social Services Law require that in the development of the Child Protective Services component of the Annual Implementation Report local districts must consult with local law enforcement agencies, the family court, and appropriate public and voluntary agencies including the societies for the prevention of cruelty to children. Regarding consultation with family court, the family court judge or a designated representative must be involved. This section must include specific agencies represented. 2007-09 Child & Family Services County Plan Guidelines 15 5/23/06 Strategic Component B-3. Child Welfare Services Sections 34-a(4) and 409-d of the State Social Services Law require that in the development of the Preventive Services for Children, Foster Care Services for Children and Adoption Services components of the Annual Implementation Report, the districts must consult with other government agencies concerned with the welfare of children residing in the districts, authorized agencies and other concerned individuals and organizations. Examples of these agencies/organizations include: Youth Bureaus or Boards, Departments of Probation, Family Court judges, mental health agencies and legal and law enforcement agencies. B-4. Day Care Services Counties that include amendments to their child care program in this document must share information regarding the proposed changes with local agencies who may be affected or who work with families who may be affected by such changes. These include but are not limited to: child care resource and referral programs, family day care associations or other child care associations, local agencies responsible for education and training for TANF recipients, employment and training centers, school districts, etc. 2007-09 Child & Family Services County Plan Guidelines 16 5/23/06 Strategic Component APPENDIX B-1 CHILD FAMILY SERVICES PLAN List of Required Interagency Consultation Please feel free to adjust this form or make multiple copies in order to capture all consultations. PROTECTIVE SERVICES FOR ADULTS AGENCY TYPE AGENCY NAME DATES/FREQUENCY OF MEETINGS* Aging Health Mental Health Legal Law Enforcement Other Public/Private/Voluntary Agencies * Either list dates of meetings or frequency, i.e. every third Wednesday of month. Summary of Issues Discussed During Consultation and How They Are Incorporated in Plan 2007-09 Child & Family Services County Plan Guidelines 5/23/06 Strategic Component APPENDIX B-2 CHILD FAMILY SERVICES PLAN List of Required Interagency Consultation Please feel free to adjust this form or make multiple copies in order to capture all consultations. CHILD PROTECTIVE SERVICES AGENCY TYPE AGENCY NAME DATES/FREQUENCY OF MEETINGS* Law Enforcement Family Court (judge or designee) Public/Private Agencies PINS Diversion lead agency * Either list dates of meetings or frequency, i.e. every third Wednesday of month. Summary of Issues Discussed During Consultation and How They Are Incorporated in Plan 2007-09 Child & Family Services County Plan Guidelines 5/23/06 18 Strategic Component APPENDIX B-3 CHILD FAMILY SERVICES PLAN List of Required Interagency Consultation Please feel free to adjust this form or make multiple copies in order to capture all consultations. CHILD WELFARE SERVICES AGENCY TYPE AGENCY NAME DATES/FREQUENCY OF MEETINGS* Government Agencies Authorized Agencies Concerned Individuals/Groups * Either list dates of meetings or frequency, i.e. every third Wednesday of month. Summary of Issues Discussed During Consultation and How They Are Incorporated in Plan 2007-09 Child & Family Services County Plan Guidelines 5/23/06 19 Strategic Component APPENDIX B-4 CHILD FAMILY SERVICES PLAN List of Required Interagency Consultation Please feel free to adjust this form or make multiple copies in order to capture all consultations DAY CARE SERVICES AGENCY TYPE AGENCY NAME DATES/FREQUENCY OF MEETINGS* Government Agencies Other Public/Private/Voluntary Agencies Concerned Individuals Groups Child Care Resource & Referral Agencies * Either list dates of meetings or frequency, i.e. every third Wednesday of month. Summary of Issues Discussed During Consultation and How They Are Incorporated in Plan 2007-09 Child & Family Services County Plan Guidelines 5/23/06 20 Strategic Component APPENDIX B-5* CHILD FAMILY SERVICES PLAN List of Required Interagency Consultation Please feel free to adjust this form or make multiple copies in order to capture all consultations. RUNAWAY HOMELESS YOUTH AGENCY TYPE AGENCY NAME Department of Social Services RHYA Providers Other Public/Private/Voluntary Agencies * This appendix is only required if the county receives RHYA funding. Summary of Issues Discussed During Consultation and How They Are Incorporated in Plan 2007-09 Child & Family Services County Plan Guidelines 5/23/06 21 Strategic Component APPENDIX C LIST OF DATA SOURCES USED IN NEEDS ASSESSMENT INSTRUCTIONS: The list below contains known common sources of data often used in county planning. Please check all that your county has used in the needs assessment performed for this plan. This list is not all inclusive, if you have other sources of data please indicated those as well. SOURCE CHECK ALL USED 1. NYS Touchstones Kids Count Data Book 2. Kids’ Well-being Indictors Clearinghouse (KWIC) 3. Monitoring and Analysis Profiles 4. Child Care Review Service 5. US Census Data 6. OCFS Data Warehouse Reports 7. Child Trends Data Bank 8. Prevention Risk Indicator/Services Monitoring System- PRISMS (OASAS) 9. NYS Department of Health (such as Vital Statistics) 10. Surveys a. Communities That Care Survey b. Search Institute Survey c. TAP Survey d. United Way (Compass Survey or other) e. Other (please specify): 10. Other Data Sources including archival data (please specify): a. b. c. d. e. f. g. h. i. j. k. l. m. n. o. 2007-09 Child & Family Services County Plan Guidelines 5/23/06 Strategic Component APPENDIX C-1 LIST OF POTENTIAL DATA SOURCES America’s Children – America’s Children: Key Indicators of Well-Being, is an annual report of indicators measuring the well-being of children and youth in the United States. Biannually, a detailed report with more extensive narrative is published. www.childstats.gov Behavior Risk Factor Surveillance System – The Behavior Risk Factor Surveillance System (BRFSS) tracks health risks in the United States to better monitor and improve the health of our country. The BRFSS specifically focuses on producing state estimates, which can be used to monitor progress towards health goals or to evaluate state policies. The BRFSS is a telephone survey sponsored by the National Centers for Disease Control and Prevention. Kids’ Well-Being Indicators Clearinghouse (KWIC) – KWIC is an online site with data on indicators of children’s health, education, and well-being. Run by the New York Council of Children and Families, KWIC aims to provide data to help assess the needs of children in New York, to design and improve programs, and more specifically focus on outcomes. The KWIC data site is based on the Touchstones framework, which focuses on preventative measures, early intervention, and family and youth involvement. Touchstones provides goals to guide state efforts and future expectations of child health and well-being, provide benchmarks for monitoring well-being over time, and help focus planning. New York State Department of Health – The New York State Department of Health (DOH) has county and state health data and statistics online with links to more detailed state tables and reports. Available data range from incidents of AIDS and HIV to vital statistics and demographic information for New York. By providing access to reliable and consistently updated data, users can better monitor and measure community health in their counties. OCFS Data Warehouse – The OCFS Data Warehouse provides counties with data on children in foster care, child abuse, sexual abuse, and maltreatment incidents, and transitions into adoption uses data provided by Child Protective Services (CPS) and Foster and Adoptive Home Development. The OCFS Data Warehouse is designed to meet the needs of local districts, regional offices, and state OCFS staff who need access to management reports and data in the CONNECTIONS and child welfare legacy systems. For more information, email data.warehouse@dfa.state.ny.us Youth Risk Behavior Surveillance System – The Youth Risk Behavior Surveillance System (YRBSS) monitors adolescent health behaviors that contribute to some of the leading causes of death, social problems, and disability among youth and adults. The survey aims to establish the prevalence of such behaviors, monitor decreases and increases over time, and measure progress towards meeting Healthy People 2010 goals. The YRBS surveys 2007-09 Child & Family Services County Plan Guidelines 23 5/23/06 Strategic Component high school students in the ninth through twelfth grades. U.S. Census/American Community Survey – 2007-09 Child & Family Services County Plan Guidelines 24 5/23/06 Strategic Component APPENDIX D Relationship Between County Outcomes and Title IV-B Federal Goals Directions: Please list each county outcome that supports or relates to achievement of the below identified Federal goals. If the information is included in the narrative, the Appendix does not have to be included. Title IV-B of the Social Security Act Subpart I Goal 1: Families, including nuclear, extended and adoptive families will be strengthened and supported in raising and nurturing their children; in maintaining their children’s connections to their heritage; and in planning for their children’s future. Goal 2: Children who are removed from their birth families will be afforded stability, continuity and an environment that supports all aspects of their development. Goal 3: Victims of family violence, both child and adult, will be afforded the safety and support necessary to achieve self-sufficiency (adult), and/or to promote their continued growth and development (child). Goal 4: Adolescents in foster care and pregnant, parenting and at-risk teens in receipt of public assistance will develop the social, educational and vocational skills necessary for self-sufficiency. Goal 5: Native American families, including nuclear, extended and adoptive families will be strengthened and supported in raising and nurturing their children; in maintaining their children’s connections to their tribal heritage; and in planning for their children’s future. 2007-09 Child & Family Services County Plan Guidelines 25 5/23/06 Strategic Component APPENDIX E COUNTY SUMMARY PLANNING PROCESS ACTIVITIES OPTIONAL FORM 1) Name of Task Force, Coalition, Board: 2) Membership: 3) Mission Charge: 4) Meeting Frequency: 5) Learnings: ****************************************************************************** 1) Name of coalition, taskforce, board, i.e. ABCD County Human Services Coalition. 2) Summarize key agencies involved. Note lead agency. Note parent, youth or citizen membership. 3) Mission Vision Charge – Why was group formed; i.e. to examine school dropout issue or required advisory group for funding. 4) Meeting Frequency – i.e. monthly, one time event. 5) Learnings – Summarize what group has learned or done to date or this year. 2007-09 Child & Family Services County Plan Guidelines 5/23/06 Strategic Component APPENDIX F TECHNICAL ASSISTANCE NEEDS Please identify technical assistance or training, if any, requested by the county to implement this plan. Please be as specific as possible. 2007-09 Child & Family Services County Plan Guidelines 27 5/23/06 Strategic Component APPENDIX G PUBLIC HEARING REQUIREMENTS (OPTIONAL APPENDIX) This appendix provides a format to provide information on the required elements of the public hearing. If this appendix is not used, the required information must be included in a narrative fashion in the county plan Strategic Component, section II Planning Process. Public Hearing County Public Hearing Held: (at least 15 days prior to submittal of Plan) date Public Notice Published: (at least 15 days in advance of Public Hearing) date Newspaper: Number who attended: Areas represented at the Public Hearing: Health Legal Child Care Law Enforcement Adolescents Other Mental Health Other Aging Other General Public Issues identified at the Public Hearing: 2007-09 Child & Family Services County Plan Guidelines 28 5/23/06 Strategic Component CHILD AND FAMILY SERVICES PLAN LOCAL DEPARTMENT OF SOCIAL SERVICES ADMINISTRATIVE COMPONENT Due: October 1, 2006 The Administrative Component of the county plan is the opportunity for Local Departments of Social Services (LDSS) to describe their procedures, delivery of services or other issues as required by statute and regulation. The information reported here applies to the three years of the plan cycle. Updates to this plan will be requesting only information that has changed from that submitted here. An effort has been made to capture a lot of the required information on the forms included as Appendices. I. FINANCING PROCESS Please describe the financing for the district’s services. a) Please include general information about the types of funds used (e.g. Federal, State, local, TANF, or innovative funding approaches). Please include new uses of Temporary Assistance for Needy Families (TANF) or Flexible Funds for Family Services funds for program services. Please include any innovative approaches to funding or new sources of funds used to support the service delivery system. b) If purchase of service agreements are used, describe the criteria and procedures used by the Department of Social Services for selecting providers for all child welfare, adult protective and non-residential domestic violence purchase of services (e.g. RFP process, news release on availability of funds, sister agencies panel). Guidance This is the opportunity to discuss how the social services district's delivery system is financed. This section provides general information on the types of funds used (e.g. local, state, federal). This would be the place to report how the Flexible Funds for Family Services allocation has been used to support achieving outcomes in the plan. II. MONITORING PROCEDURES Please describe the procedures used to monitor purchase of service agreements for child welfare, adult protective and non-residential services to victims of domestic violence. Include in this description of the procedures the frequency of monitoring, who is involved and provisions for on-site monitoring. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan Guidance This monitoring activity is important for program accountability, achievement of client outcomes and providing information to inform the needs assessment process and the process for the allocation of resources. III. APPENDICES Appendix A – Legal Assurances – Department of Social Services (Required) This appendix is to be included with the submission of the Administrative Component-Local Department of Social Services. Appendix B – Summary of Memorandum of Understanding with the District Attorney's Office for Child Protective Services. (No suggested format for Appendix B is included in this release.) This narrative summary must outline the cooperative procedures to be followed by both parties in investigating incidents of child abuse and maltreatment, consistent with their respective obligations for the investigation or prosecution of such incidents, as otherwise required by law. Chapter 156 of the Laws of 2000 went into effect in July of 2000 and is intended to prevent infants being abandoned in an unsafe manner that could result in physical harm to the child. The following three conditions must be met under the law: 1) The abandoned infant is five days old or less. 2) The person who abandons the infant must intend that the infant be safe from physical injury and be cared for appropriately. 3) The infant must be left with an appropriate person or in a suitable location. A “Suitable Location” is not defined in the law. District Attorneys are to designate suitable locations where a child may be left with a responsible member of the staff at the location. Consideration is to be given to hospitals, staffed police stations and staffed fire stations. As this Act did not eliminate the responsibility for a mandated reporter to report the abandonment to the State Central Register of Child Abuse and Maltreatment (SCR), mandated reporters continue to be required to report such situations to the SCR and the Local Department of Social Services will continue to have the responsibility to conduct child protective services investigations as required by law in such reported cases. As LDSS already has an agreement with their District Attorney, we recommend that this agreement be amended to include language referencing The Abandoned Infant Protection Act and outlining the procedures for jointly responding to cases that appear Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 3 to fall within the parameters of that Act. We recommend that the agreement include a list prepared by the District Attorney of those places deemed appropriate by the District Attorney as suitable locations under this Act. As part of this plan, each LDSS should include verification that the District Attorney agreement has been amended to include a reference to this Act and should include the listing of name, address and phone numbers of all designated locations. Appendix C – Estimate of Persons to be Served (Required only if the social services district does not seek a waiver.) The Appendix C waiver is included on the Signature page. Appendix D – Non-Residential Services to Victims of Domestic Violence (Required) This appendix is required for all non-residential services to victims of domestic violence. A separate Appendix D is required for each separate non-residential service to victims of domestic violence program. In designating an agency as a non-residential services for victims of domestic violence service provider, the social services district must determine that this provider meets the standards defined in 18NYCRR Part 462. Please refer to these regulations for complete information on staffing standards and other requirements. As program information is included in Appendix D, it is important to remember that each program identified as a provider of non-residential services to victims of domestic violence must meet the following requirements: , At least 70 percent of the clientele of the program consists of victims of domestic violence and/or their children , Must provide the core services (daily 9-5), directly (refer to 18 NYCRR Part 462 for definitions) Please note that assurances relating to the provision of non-residential services to victims of domestic violence have been included in Legal Assurances Appendix A. These include that LDSS must provide services regardless of the person’s financial eligibility, must provide services in a manner that addresses ethnic composition of community, must provide services in a manner that addresses needs of victims who are disabled, hearing impaired, non-English speaking, and must provide services in a safe and confidential location. Appendix E – Chafee Foster Care Independence Program Use of Allocations This form only needs to be completed IF the county is using part of its Federal Fiscal Year 2004-2005 Independent Living allocations for room and board up to 30 percent. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 4 Appendix F – Department of Social Services – Program Information Matrix (Required) This appendix is to be completed and included with the county plan. Instructions are included in the Appendix. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 5 Appendix G – Child Care (Includes Appendices G-1 through G-12) Complete instructions for these forms are found in these guidelines under Appendix G. The Child Care section of the county plan has been designed to reflect the increased flexibility allowed in the delivery of child care services under a block grant model. This component of the county plan is structured to reflect both federal and State requirements while allowing districts the opportunity to address locally defined needs and priorities. Planning activities continue to support a partnership between the State and the county for meeting shared goals and outcomes. Child Care services covered in the county plan include the New York State Child Care Block Grant (NYSCCBG) and Title XX. The LDSS has the option of including additional information as may be determined locally to clarify or strengthen the plan. LDSS is responsible for developing the Child Care Section of the county plan that will allow them to meet the needs of the community and to maximize the use of available funds. The Child Care section of the county plan has been created as a form, which will allow districts to complete the child care section as an electronic document. Format: This portion of the county plan is divided into the following four required Appendices and eight optional Appendices. Required Appendices: I. Administration – Appendix G-1 II. Other Eligible Families if Funds are Available – Appendix G-2 III Reasonable Distance, Very Low Income, Definition of Engaged In Work For Child Care In Lieu of Temporary Assistance, Family Share, Case Closings and Case Openings, and Fraud and Abuse Control Activities – Appendix G-3 IV Districts Options – Appendix G-4 Optional Appendices: 1. Priority Populations-Additional Local Priorities – Appendix G-5 2. Funding Set-Asides – Appendix G-6 3. Title XX Child Care– Appendix G-7 4. Additional Local Standards for Child Care Providers – Appendix G-8 5. Payment to Child Care Providers for Absences – Appendix G-9 6. Payment to Child Care Providers for Program Closures – Appendix G-10 7. Transportation, Differential Payment Rates, and Sleep – Appendix G-11 8. Child Care Exceeding 24 Hours, Child Care Service Unit, Waivers, Break in Activities – Appendix G- 12 Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 6 APPENDIX A LEGAL ASSURANCES DEPARTMENT OF SOCIAL SERVICES Appendix A contains the requirements each social services district must fulfill in order to meet the existing mandates found in the state or federal statutes. The activities indicated are statutorily mandated. Therefore, no option is given to indicate that any of these activities are not current practice. The inclusion of these assurances in the Child and Family Services Plan or Consolidated Services Plan constitutes the district’s commitment to maintain compliance with these assurances. A. General 1. All providers of service under this plan operate in full conformance with applicable Federal, State and local fire, health, safety and sanitation and other standards prescribed in law or regulations. Where the local district is required to provide licensure for the provision of services, agencies providing such services shall be licensed. 2. All recipients of funds are required to operate each program or activity so that, when viewed in its entirety, the program or activity is readily accessible to and usable by handicapped persons to the extent required by law. 3. Benefits and services available under the State Plan are provided in a non- discriminatory manner as required by Title VI of the Civil Rights Act of 1964 as amended. 4. The activities covered by this plan serve only those individuals and groups eligible under the provisions of the applicable State and Federal statutes. 5. There is in operation a system of fair hearings and grievances under which applicants for or recipients of services and care may appeal denial, exclusion, reduction, termination, or choice of services/care; mandatory nature of service/care; or failure to take timely action upon an application for services/care. 6. Adequate and timely notice is provided to applicants for and recipients of services and care as required by 18 NYCRR 407.5 (h) (2) (i). 7. Title XX funded services are available to eligible individuals in every geographic area within the district. Where different services are made available to a specific category of individuals in different geographic areas, services are available to all eligible individuals in that category who reside in that area. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 7 B. Child Protective Services 1. The district maintains an organizational structure, staffing, policies and practices that maintain its continued compliance with 18 NYCRR 432. 2. The district has specifically reviewed 18 NYCRR 432.2 (f)(3) to determine its compliance with all assurances outlined in those regulations. C. Preventive Services for Children 1. Every child and family needing any of the core services of Preventive Services shall have these services provided to them in a timely manner. Those core services are Day Care, Homemaker, Transportation, 24 hour access to Emergency Services, Parent Aide or Parent Training, Clinical Services, Crisis Respite Care, Services for Families with AIDS/HIV+, and Housing Services. 2. The district maintains efforts to coordinate services with purchase of service agencies and other public and private agencies within the district that provide services to children including the use of referral procedures with these agencies and formal and informal agreements. 3. The district has prepared a plan and procedures for providing or arranging for 24 hour access to emergency services for children who are at risk of foster care as specified in 18 NYCRR 423.4 and that staff are aware of such plans and procedures. D. Adult Protective Services 1. The district has a process in place to enable the commissioner to act as a guardian and representative or protective payee on behalf of a client in need of protective services for adults (PSA) when no one else is willing or capable of acting in this capacity. 2. The district in providing protective services for adults will implement each responsibility contained in 18 NYCRR Part 457. E. Domestic Violence Services 1. Each domestic violence victim seeking non-residential services will be provided with all needed core services directly from the provider and as otherwise specified in 18 NYCRR Part 462 in a timely manner. 2. Non-residential services will be provided regardless of a person’s financial eligibility, will be provided in a manner that addresses the ethnic composition of the community being served and the needs of victims with special needs, and will be provided in a safe and confidential location. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 8 F. Child Care The social services district assures that when providing child care services under the New York State Child Care Block Grant (NYSCCBG) it will: 1. provide parents with information about the full range of providers eligible for payment with child care subsidy funds; 2. offer child care certificates to assist parents in accessing care; 3. inform clients of criteria to consider when selecting a child care provider; 4. allow parents to select any legal eligible child care provider (Districts may disapprove providers chosen by families with a preventive or protective case under certain circumstances.); 5. establish at least one method of paying for child care provided by caregivers who do not have a contract with the district; 6. review enrollment forms for providers of legally-exempt child care to determine that providers are operating legally and comply with State standards and any additional State-approved local standards; 7. give priority for subsidies to children of families with very low income and to children who have special needs; 8. guarantee child care services to a family who has applied for or is in receipt of public assistance when such services are needed for a child under 13 years of age in order to enable the child's custodial parent or caretaker relative to participate in activities required by a social services official including orientation, assessment, or work activities as defined in 12 NYCRR Part 1300.9; 9. guarantee child care services to applicants for or recipients of public assistance who are employed and would otherwise be eligible for public assistance benefits that choose to receive child care subsidies for a child under 13 years of age in lieu of public assistance benefits for such period of time as the applicants/recipients continue to be financially eligible for public assistance; 10. guarantee child care services for up to 12 months for applicants for or recipients of public assistance who have chosen to receive child care subsidies for a child under 13 years of age in lieu of public assistance benefits and who are no longer eligible for public assistance, provided that certain financial and programmatic requirements are also met; 11. guarantee child care services to a family who is in receipt of public assistance when such services are needed for a child under 13 years of age in order to enable the child's custodial parent or caretaker relative to engage in work as defined by the Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 9 social services district; 12. guarantee child care subsidies for up to 12 months for families whose public assistance has ended, who need child care for a child under 13 years of age in order for the parent or caretaker relative to engage in work, whose income is within 200 percent of the State income standard, who received public assistance in three of the six months prior to case closing, and whose assistance was terminated as a result of increased hours or income from employment or increased income from child support or because the family voluntarily closed its case; 13. inform recipients of public assistance and former public assistance recipients of the child care guarantees for eligible families; 14. inform families in receipt of public assistance of their responsibility to locate child care; 15. inform families in receipt of public assistance of the criteria the district will use to determine that a family has demonstrated an inability to obtain needed child care because of the following reasons: , unavailability of appropriate child care within a reasonable distance from the individual's home or work site; , unavailability or unsuitability of informal child care by a relative or under other arrangements; or , unavailability of appropriate and affordable regulated child care arrangements; 16. offer two choices of legal child care, at least one of which must be a licensed or registered provider, to recipients of public assistance who have requested assistance in locating child care for a required work activity and who have demonstrated an inability to obtain care; 17. inform recipients of public assistance that their public assistance benefits cannot be reduced or terminated when they demonstrate that they are unable to work due to the lack of available child care for a child under the age of thirteen; 18. advise recipients of public assistance that the time during which they are excepted from the reduction or termination of benefits due to the lack of available child care will still count toward the families' time limit on family assistance benefits; 19. provide payment for the actual cost of care (rate charged by the provider to non- subsidized families unless a lower payment rate has been established in a negotiated contract) up to the applicable market rate; and 20. allocate NYSCCBG subsidy funds in a manner that provides eligible families Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 10 equitable access to child care assistance funds. 21. provide child care to those eligible as long as funds are available and other families are determined eligible. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 11 G. Staffing 1. The Organizational Chart requirements will be met by the social services district's assurance that the organizational chart submitted to the Office of Financial Operations and Audit for the Random Moment Survey process is current. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 12 APPENDIX C 2007 ESTIMATES OF PERSONS TO BE SERVED CHILD AND FAMILY SERVICES PLAN CONSOLIDATED SERVICES PLAN County Name: County Code: TYPE OF CARE/SERVICE TOTAL* CHILDREN ADULTS 1 Adoption 2 Day Care 3 Domestic Violence 4 Family Planning 5 Preventive Child Mandated 6 Preventive Child Non-Man. 7 Child Protective Services 8 Child Protect Svs Investig 9 Unmarried Parents 10 Preventive - Adults ---------------------- 11 Prot Svs Adults - Svs ---------------------- 12 Prot Svs Adults - Investig ---------------------- 13 Social Group Svs Sr Citiz ---------------------- 14 Education 15 Employment 16 Health Related 17 Home Management 18 Homemaker 19 Housekeeper/Chore 20 Housing Improvement 21 Information and Referral 22 Transportation * Total Equals Children Plus Adults Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 13 APPENDIX C 2007 ESTIMATES OF PERSONS TO BE SERVED CHILD AND FAMILY SERVICES PLAN CONSOLIDATED SERVICES PLAN TYPE OF CARE/SERVICE NON OCFS DSS JD/PINS JD/PINS JD/PINS TOTAL* CHILD CHILD CHILD CHILD FOSTER CARE 23 Institutions 24 Group Homes/Residences 25 Agency Oper Board Homes 26 Family Foster Care 27 Comm on the Handicapped ------------ ------------ Unduplicated Count of All ------------ -- ------------ ------------ Children in Care TYPE OF CARE/SERVICE TOTAL* CHILDREN ADULTS ADULT 28 Residential Placement Serv. ---------------------- * Total Equals Children Plus Adults Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 14 APPENDIX D (Administrative-DSS) NON-RESIDENTIAL DOMESTIC VIOLENCE SERVICES (To be completed for EACH program.) County: Contact Person: To promote accuracy, Local Districts are strongly encouraged to have the non-residential domestic violence program complete any new information. In accordance with the Domestic Violence Prevention Act and subsequent budget provisions, local social service districts are required to provide, either directly or through a purchase of service agreement, non-residential services to victims of domestic violence. Whether provided directly or through a purchase of service, each program must be approved through the Child and Family Services Plan or Consolidated Service Planning process. Non-residential domestic violence programs must comply with 18 NYCRR Part 462. Provide the following information for each agency providing non-residential domestic violence services (make copies of form as needed): It is strongly recommended that the Non-Residential Domestic Violence Program complete this information. Agency Name: Business Address: Telephone Number: Contact Person: (Preferably Program Director) Email Address: PROGRAM REQUIREMENTS 1. 70 percent of the clientele served must consist of victims of domestic violence and their children (the intent of which is a separate and distinct program offering specialized services for victims of domestic violence). Describe how the program is separate and distinct and how it fits into overall agency. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 15 2. Services must be provided regardless of financial eligibility; services must be provided in a manner that addresses special needs including physically handicapped, hearing impaired, and non-English speaking; and must address the ethnic compositions of the community served. Describe the eligibility criteria for clients of the non-residential domestic violence program, and how special need populations are accommodated: 3. There must be evidence that the program is needed based on the number of persons to be served and evidence that the indicators used are realistic. Provide an estimate of the number of victims of domestic violence needing non-residential services and description of the indicator/data used to determine that estimate: 4. All the core services listed in 18 NYCRR 462 must be provided directly by the program, as defined in the regulations, and must be provided in a timely manner. For each of the core services listed below, provide: a) A detailed description of each service including how and where the service is provided. b) The days and hours the service is available. Responses should be as explicit as possible and must not be a replication of the regulatory language, but instead should include details specific to this program. Telephone Hotline Assistance (Include hotline operation hours and a detail of methods currently being used for an operational hotline service, e.g. coverage, staff responsibility, any technology used.) Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 16 Information and referral Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 17 Advocacy (Be sure to address each type of advocacy provided and whether accompaniment and/or other types of advocacy are offered) Counseling Community Ed/Outreach (Include methods used, target audience, and messages. If there is more than one domestic violence provider in the community, describe how the outreach activities are coordinated.) Optional services (if applicable) 5. Where are the non-residential domestic violence services provided (the specific address is not necessary, but rather a description of the location; for example, at the business office, at the school, etc.)? 6. Explain how the location(s) where the non-residential domestic violence services are provided ensure the safety of the persons receiving services and the confidentiality of their identities. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 18 7. Each program must employ a qualified director and a sufficient number of staff responsible for providing core and optional services. List each of the staff/volunteer positions responsible for providing non-residential services including title, responsibilities and qualifications. Job descriptions that include qualifications may be attached to this Appendix. Title: Responsibilities: Qualifications: Title: Responsibilities: Qualifications: Title: Responsibilities: Qualifications: Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 19 APPENDIX E CHAFEE FOSTER CARE INDEPENDENCE PROGRAM USE OF ALLOCATIONS This form only needs to be completed if the county is using part of its Federal Fiscal Year 2004-2005 Independent Living allocations (up to 30 percent) for room and board services. The Chafee Foster Care Independence Program (CFCIP) permits the use of Federal funds for room and board services (up to 30 percent) for Independent Living (IL) eligible youth aged 18 to 21 who are being discharged from foster care or who have been former foster care youth. Room and board expenditures were previously excluded from expenditures that could be reimbursed from Federal Independent Living funds. Guidelines for room and board services were provided in 02 LCM 05 dated February 28, 2002. In that LCM eligible expenditures were identified. Room and board payments for former foster care youth ages 18 through 20 years that are made from non-Federal funds may be used for the 20 percent required State/local match, as long as the former foster child is not eligible for payments for such costs from Family Assistance (FA) or Safety Net (SN) support under the Temporary Assistance to Needy Families (TANF) program. The use of CFCIP funds to support a Supervised Independent Living Program (SILP) is prohibited, as youth placed in SILPs have not been discharged from foster care. Social services districts are also reminded that room and board payments for youth under age of 18 may not be claimed as an IL expenditure. Social services districts that opt to use up to 30 percent of the district's Federal allocation for Independent Living services on room and board services must establish written policies and procedures. Effected counties are asked to complete information under below items, or attach county written procedures to this Appendix. , The categories of youth that will be provided room and board services; including if room and board will be provided to the optional category of eligible youth who left care before attaining the age of 18. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 20 Appendix E continued , The maximum levels of funding for the provision of room and board assistance to former foster care youth who aged out of foster care at 18, 19 or 20, but who have not attained the age of 21. , The expenses that will be covered under the room and board program. , The maximum dollar amount that will paid to any youth for room and board assistance; the length of time room and board assistance will be provided to eligible youth. , Any stipulations related to employment or school for the provision of room and board. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 21 APPENDIX F PROGRAM INFORMATION MATRIX INSTRUCTIONS FOR COMPLETING APPENDIX F Districts are required to submit Appendix F that reflects the program information regarding eligibility limits, goals, method of provision and category of clients served. The chart provides a complete itemization of the restrictions on and the availability of any Title XX service and it is used to update each district’s Welfare Management System (WMS)/SSRR matrix for WMS authorization. The blank spaces in the chart under Goals, Methods and Eligibility Categories must be completed with either a “Y” = Yes or “N” = No. Where the chart contains a preprinted “Y” or “N”, that particular item is determined by State mandate. Where the “Y” is preprinted districts must maintain the ability to provide that service. Any coding changes should be noted in red so that the changes are readily apparent. Since Appendix F is used to update your WMS matrix for authorization of services, make sure that ALL INFORMATION IS NOTED. 1. County Code – Complete with your 2 digit number (e.g. Albany = 01). 2. Goals – The five goals are those goals stated in Title XX of the Federal Social Security Act. An abbreviated version of each goal is included on page 5 of Appendix F. The five goals in their entirety are as follows: Goal 1: Achieving or maintaining economic self-support to prevent, reduce or eliminate dependency. Goal 2: Achieving or maintaining self-sufficiency including reduction or prevention of dependency. Goal 3: Preventing or remedying neglect, abuse, or exploitation of children and adults unable to protect their own interests, or preserving, rehabilitating or reuniting families. Goal 4: Preventing or reducing inappropriate institutional care by providing for community-based care, home-based care, or other forms of less intensive care. Goal 5: Securing referral or admission for institutional care when other forms of care are not appropriate, or providing services to individuals in institutions. In order for a service to be authorized, it must relate to at least one goal. Therefore, if you intend to offer a particular service, there must be at least one “Y” in the Goal section. There are preprinted “N”s for some goals under some of the services. This means that, under no circumstances could that particular goal and service be related. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 22 3. Method of Provision addresses the way in which a district will deliver a service. The three possible methods are: D Direct – Service provided by employees of the district. U Public Purchase – Service provided through a contract with a public agency (other governmental entity, public authority or public school). R Private Purchase – Service provided through a contract with a private agency (either not- for-profit or proprietary). This section has preprinted “Y”s in the private purchase section of Adoption and Foster Care Children. This enables the district to authorize adoption subsidies and services and maintenance payments. Similarly, preprinted “N”s signify that a particular method of provision is not allowable for a particular service. Note: When your district provides a component of a primary service (Protective Adults, Protective Children, and Child Preventive Services), a “Y” entry is required under the appropriate method of provision of the primary service. For example, if your district is going to provide purchased child care, transportation, etc., as a component of mandated Child Preventive Services, a “Y” entry is required under the appropriate purchase categories on the line for Mandated Preventive Services. The Eligibility Categories – Appendix F reflects different categories of service eligibility as follows: 02 FCAA Foster Care and Adoption Assistance (Title IV-E) 03 TANF Temporary Assistance to Needy Families (Family Assistance) (Title IV-A) 04 EAF Emergency Assistance to Families 05 AGED Supplementary Security Income 06 BLIND Supplemental Security Income 07 DISABLED Supplemental Security Income 08 MA Medical Assistance 09 URM Unaccompanied Refugee Minor 10 UEM Unaccompanied Entrant Minor 13 SN Safety Net 14 IE Income Eligible* WR Without Regard to Income or other eligibility determinations * In those instances where service eligibility includes Income Eligible, the county may establish its own standard. The standard is expressed as a percentage of the poverty level adjusted for the size of the family seeking services. For all services where income eligibility is allowable, a State standard is provided in the Social Services Block Grant report which can be found in the public folders under Federal Plan Documents. When Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 23 the district does not set its own income eligibility standard for a service and there is a “Y” for eligibility 14, the State standard will be used. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 24 APPENDIX F 20__ PROGRAM INFORMATION Page 1 County Name: County Code: 01 04 05 06 07 08 09 10 AdoptiEducaEmploFamily Medicl Resid Foster Health Home on tion yment Plng Option Plcmnt Care RelateMgmt. Adult Child d N G N N o N a N lN N N sN N N : 1 2 3 4 5 Method: D N N U Y R N Y Eligibility Categories 02 FCAA Y N Y 03 TANF Y Y Y Y 04 EAF Y 05 AGED Y Y Y Y 06 BLIND Y Y Y Y Y Y 07 Y Y Y Y Y Y DISABLED 08 MA Y Y Y 09 URM * Y Y 10 UEM ** Y Y 13 SN Y Y Y Y 14 IE Y Y Y WR Y N N Under 21 Y N Y*** option Income Eligibility Standards State WR 200% 200% 200% 150% WR 200% WR***Standards * Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 25 Local WR WR Standards * Unaccompanied Refugee Minor ** Unaccompanied Entrant Minor Local Standards not specified assumed to be established at State Standards. *** When these services as provided as part of a child protective or preventive services case in accordance with the regulations of the Office of Children and Family Services. **** The 200% state standard only relates to TANF to Title XX transfer funding. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 26 APPENDIX F 20__ PROGRAM INFORMATION Page 2 County Name: County Code: 11 12 13 14 Homemaker HousekeepeHousing Info & Component r/ Improvement Referral Chore Component Goals: 1 A B C? A? B 2 N 3 4 N 5 N N N N N Method: D U R Eligibility Categories 02 FCAA N 03 TANF 04 EAF 05 AGED Y Y Y N 06 BLIND Y Y Y N 07 Y Y Y N DISABLED 08 MA 09 URM * N 10 UEM ** N 13 SN N 14 IE WR Y*** Y*** Component B Y Income Eligibility Standards State WR**** WR**** 200% WR Standards Local WR Standards ? This component is mandated for SSI individuals. * Unaccompanied Refugee Minor ** Unaccompanied Entrant Minor Local Standards not specified assumed to be established at State Standards. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 27 *** When these services as provided as part of a child protective, preventive or adult protective services case in accordance with the regulations of the Office of Children and Family Services. **** The 200% state standard only relates to TANF to Title XX transfer funding. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 28 APPENDIX F 20__ PROGRAM INFORMATION Page 3 County Name: County Code: 15 16 17 19 20 21 Preventive A&B Prot WIN Transp Unmarr Adults Component Prot Child Couns Parent Adults Goals: 1 A B C D N N 2 N N N 3 Y Y N 4 N N N 5 N N N N N N Method: D U N R Eligibility Categories 02 FCAA N N N N N N 03 TANF N Y 04 EAF Y N 05 AGED N 06 BLIND N Y 07 N Y DISABLED 08 MA N Y 09 URM * N 10 UEM ** N 13 SN N Y 14 IE N Y WR Y Y Y N N N Income Eligibility Standards State 200 WR WR 200% 150% Standards % Local WR WR Standards * Unaccompanied Refugee Minor ** Unaccompanied Entrant Minor Local Standards not specified assumed to be established at State Standards. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 29 APPENDIX F 20__ PROGRAM INFORMATION Page 4 County Name: County Code: 22 23 24 25 26 38 Personal Victim CHAP Preventive Preventive Child Care Domestic Child Child Care Services Violence Mandated Optional All Goals: 1 N N 2 N N 3 Y 4 N N 5 N N N Y N N Method: D U R Eligibility Categories 02 FCAA N N Y 03 TANF Y Y Y 04 EAF Y Y Y Y 05 AGED Y 06 BLIND Y 07 Y DISABLED 08 MA Y 09 URM * Y 10 UEM ** Y 13 SN N Y Y 14 IE N N WR N Y N Y Income Eligibility Standards State WR WR WR *** Standards Local WR WR WR Standards * Unaccompanied Refugee Minor ** Unaccompanied Entrant Minor *** For Title XX Day Care, up to: 275% family of 2; 255% family of 3; 225% family of 4 or more Local Standards not specified assumed to be established at State Standards. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 30 APPENDIX F 20__ PROGRAM INFORMATION Page 5 County Name: County Code: Key to Goals Maximum State Standards Title XX Day Care 1. Self-support 2. Self-sufficiency 275% Family of 2 3. Protection 255% Family of 3 4. Community-based Care 225% Family of 4 or more 5. Institutional Care PROGRAM LIMITATIONS CHILD CARE STATE CHILD CARE CHILD CARE TITLE XX BLOCK GRANT Fee _____% ____ % Family of 2 200% ____ % Family of 3 ____ % Family of 4 or more OTHER PROGRAM LIMITATIONS Less than 200% of poverty is the limit for all services funded with TANF funds transferred to Title XX. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 31 APPENDIX G INSTRUCTIONS FOR CHILD CARE APPENDICES G-1 THROUGH G-12 The Child Care section of the county plan has been designed to reflect the increased flexibility allowed in the delivery of child care services under a block grant model. This component of the county plan is structured to reflect both federal and State requirements while allowing districts the opportunity to address locally defined needs and priorities. Planning activities continue to support a partnership between the State and the county for meeting shared goals and outcomes. Child Care services covered in the county plan include the New York State Child Care Block Grant (NYSCCBG) and Title XX. The LDSS has the option of including additional information as may be determined locally to clarify or strengthen the plan. LDSS is responsible for developing the Child Care Section of the county plan that will allow them to meet the needs of the community and to maximize the use of available funds. The Child Care section of the county plan has been created as a form, which will allow districts to complete the child care section as an electronic document. Format: This portion of the county plan is divided into the following four required Appendices and eight optional Appendices. Required Appendices: I. Administration – Appendix G-1 II. Other Eligible Families if Funds are Available – Appendix G-2 III Reasonable Distance, Very Low Income, Definition of Engaged In Work For Child Care In Lieu of Temporary Assistance, Family Share, Case Closings and Case Openings and Fraud and Abuse Control Activities – Appendix G-3 IV Districts Options – Appendix G-4 Optional Appendices: 1. Priority Populations-Additional Local Priorities – Appendix G-5 2. Funding Set-Asides – Appendix G-6 3. Title XX Child Care– Appendix G-7 4. Additional Local Standards for Child Care Providers – Appendix G-8 5. Payment to Child Care Providers for Absences – Appendix G-9 6. Payment to Child Care Providers for Program Closures – Appendix G-10 7. Transportation, Differential Payment Rates, and Sleep – Appendix G-11 8. Child Care Exceeding 24 Hours, Child Care Service Unit, Waivers, Break in Activities – Appendix G- 12 Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 32 INSTRUCTIONS FOR REQUIRED APPENDICES I. Administration – Appendix G-1 In this Appendix, a district must describe how it is organized to administer the child care subsidy program. In the first section, a district must identify which unit(s) is responsible for child care for different categories of families. In the second section, a district must provide an estimate of how the district will use New York State Child Care Block Grant (NYSCCBG) subsidy funds. In the Total Block Grant Amount, a district must provide an estimate of the district’s NYSCCBG allocation plus any local share. Then estimate the amount of funding that will go toward subsidy to families, other program costs, and administrative costs. The total of these three costs should add up to the total NYSCCBG amount. Allowable program costs include the following costs of providing child care services: , eligibility determinations and re-determinations; , participation in adjudicatory and judicial hearings; , child care placements including transportation to such placements; , inspection, review and supervision of child care placements including monitoring compliance with any additional local child care requirements imposed; , training of social services district staff; and , the establishment of computerized child care information systems. A social services district may spend no more than 5% of its annual block grant allocation for administrative activities. The term "administrative activities" does not include the costs of providing child care services set forth above. Administrative activities include, but are not limited to the following: , providing local officials and the public with information about the program; , conducting public hearings; , monitoring program activities for compliance with program requirements; , maintaining substantiated complaint files; , coordinating the resolution of audit and monitoring findings; , evaluating program results; , managing or supervising persons with responsibilities listed under allowable program costs; , travel costs incurred for official business in carrying out the program; and , other costs for goods and services required for the administration of the program including rental or purchase of equipment, utilities, and office supplies. In the third section, a district must indicate if the district has a contract or formal agreement with another organization, provide the name of the organization and the amount of the contract. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 33 II. Other Eligible Families if Funds are Available – Appendix G-2 In this Appendix, a district must indicate which other families are eligible under NYSCCBG, if any, that will be included as part of its county plan. If the district has elected to serve one or more of these families, they must be served as long as funds are available. Refer to Child Care Technical Assistance # 1 for a list of eligible families that are guaranteed child care, families that must be served if funds are available, and other eligible families that the district may serve if they funds available and they have indicated in their county plan that they will serve these families. A district should select “Yes” in the option column next to the category of eligible families it will serve. A district should select “No” in the option column next to the category of eligible families it will NOT serve. Each category and sub-category should be addressed with a “Yes” or “No”. A district can select a “Yes” and “No” for subcategories under one optional category. For example, a district may elect to pay for child care services when the parent or caretaker is physically or mentally incapacitated but not when the parent or caretaker has family duties away from the home. A district will describe any limitations that will be imposed on these other eligible families it has proposed to serve as part of its county plan. III. Reasonable Distance, Very Low Income, Definition of Engaged In Work For Child Care In Lieu of TA, Family Share, Case Closings and Openings, and Fraud Abuse and Control Activities- Appendix G-3 Reasonable Distance Recipients of public assistance benefits who have children under age 13 years of age, need child care in order to participate in required work activities, and are unable to find an appropriate and available child care provider located within a reasonable distance from the recipient’s home or work activity site, cannot be penalized for failure to comply with work requirements. A district is required by regulation to define reasonable distance in their county plan. Distance may be defined in terms of time and/or distance in miles for a public assistance recipient to travel from home to a work activity site with a stop at a child care provider. The definition must be defined as a one-way trip, not a round trip. Describe any steps taken or consultations made that helped you arrive at your definition of reasonable distance. Very Low Income Federal regulations require that two specific populations be prioritized: families with very low income and families with children who have special needs. In this section, a district will define the term "very low income". "Very low income" may be defined at 200% of the State Income Standard (SIS) or at a lower percentage. The definition of very low income does not affect eligibility but rather it affects prioritization of all categories of eligible families for the NYSCCBG Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 34 with the exception of families who are eligible for a child care guarantee. If a district designates an amount less than 200% as a definition of very low income, this lower percentage must be taken into account when prioritizing families for opening and closing cases. Definition of Engaged In Work For Child Care In Lieu of Temporary Assistance A district that will require a higher standard than the State requires for families to meet the engaged in work requirement for child care in lieu of temporary assistance must enter the minimum hours required in this section. A district that does not require a higher standard than the State requirement does not need to complete this section. Family Share A district must indicate the family share percentage from 10% to 35% it will use. The State’s sliding fee scale for the family share of child care is calculated by applying a family share percentage against the excess of the family’s gross annual income over the State Income Standard divided by 52. Instructions for Case Closings and Openings Districts must describe their process for selecting cases for closing and opening when insufficient or no funds are available. In describing this process, districts must address the following: a. federal priorities of families with very low income and children with special needs; b. locally identified priorities (as identified in Appendix G-8), if any; and c. funding set-asides, if any. Eligible families are defined in the Child Care Technical Assistance #1. Determinations regarding case closings and limitations on case openings may only be made from the following two categories of eligible families: families that are eligible as long as funds are available and families that are eligible as long as funds are available and when the district has listed such family as eligible in its COUNTY PLAN. Case Closings In describing its process for closing cases, a district must describe how priority is given to federally mandated priorities, which are very low-income and children with special needs. A district may want to consider whether category two and category three families (see Child Care Technical Assistance #1) will be differentiated from one another in the selection process for case closings and whether particular families within each of these categories will be given priority over other families. For example, a district may choose to close cases from category three before closing any cases from category two. Additionally, if a district has selected to serve all potentially eligible families in category three, they may also elect to describe within this category which cases would be closed first. No case closings may be made based on insufficient funds for any family that falls under the child care guarantee. Once a district has committed all of the funds available to it, either through set asides approved in the district’s county plan and/or because all of the available funds are projected to be needed for open child care cases, the district may discontinue funding to those families which are not eligible for a child care guarantee that have lower priorities in order to serve families with higher Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 35 priorities. If no priorities are established beyond the federally-mandated priorities and all funds are committed, case closings for families which are not eligible under a child care guarantee and are not a federally-mandated priority must be based on the length of time in receipt of services. The length of time used to close cases may be based either on the shortest or longest time receiving child care services but must be consistent for all families. The district must specify in its county plan whether case closings will be based on the shortest or longest length of time receiving child care services. A district may elect to place families whose cases have been closed due to insufficient funds on a waiting list. If additional funds become available (either through an increased allocation or through attrition), the process to open these cases should be included in the district’s definition of opening cases when limited funds are available. Opening Cases When Limited Funds are Available A district must describe how priority is given to federally mandated priorities, which are very low-income and children with special needs. A district must also describe how cases will be selected from all potential applicants if a limited amount of funds are available for case openings. Districts should consider how they would address cases that were closed due to insufficient funds. Applicants must be given the opportunity to apply even if there are insufficient funds to open their case. A district may elect to place such families on a waiting list. If additional funds become available (either through an increased allocation or through attrition), the process described in this section must be used to open new cases. Fraud and Abuse Control Activities In this section, the district must describe their fraud and abuse control activities for their child care subsidy program. A district must identify the criteria it will use to determine which child care subsidy applications suggest a higher than acceptable risk for fraudulent or erroneous child care subsidy payment and procedures for referring such applications to the district’s front end detection system. The district must describe its sampling methodology used to determine which cases they will seek verification of an applicant or recipient’s continued need for child care including, as applicable, verification of participation in employment, education or other required activities. The district cannot use age of provider, gender of provider, Post Office box, or child residing in the same residence as provider as an indicator for drawing the sample. The district must also describe its sampling methodology used to determine which child care providers of subsidized, child care services enrolled in the Child and Adult Care Food Program it will review for the purpose of comparing the child care providers attendance forms and any Child and Adult Care Food Program inspection forms to verify that child care was actually provided on the days listed on the child care providers’ attendance forms. IV. District Options – Appendix G-4 Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 36 In this Appendix, a district will select which options, if any, it wishes to establish to administer the child care subsidy program. Appendices 5 through 12 only need to be completed if the district selected the option associated with that Appendix. Districts that use local equivalent forms in place of State forms must submit copies of the local forms. The forms will be reviewed by OCFS to determine whether the forms meet all statutory and regulatory requirements. Any previous approvals for local equivalent forms will not be carried forward in this county plan. Therefore, any local equivalent forms a district wishes to establish or renew must be included in this plan and will be subject to review and approval by OCFS. INSTRUCTIONS FOR OPTIONAL APPENDICES Appendix G-5 - Priority Populations-Additional Local Priorities In this Appendix, a district that will establish local priorities must describe how priority is given to local priorities in addition to Federal priorities. Local priorities may refine but cannot replace federal priorities. Priorities may be based on one or more of a combination of factors including, but not limited to: household composition, reason for care, income level and special circumstances. Priorities cannot be based on the number of children in the family needing child care, the age of the child, or the type of care. Priorities cannot have the effect of limiting the caretaker's choice of a child care provider or the guarantee of child care. Intake and case closings due to funding limitations will be governed by priorities set in this appendix and any set-asides described in Appendix G-6. If you select more than one priority, you may wish to rank your priorities. Ranking is optional. However, if you do not rank your priorities you must treat priorities equally for case openings and closings. Appendix G-6 -Funding Set-Asides In this Appendix, a district may set aside portions of its allocations to serve one or more of its priority populations. A district can choose NOT to set aside any funds, set aside a portion of funds, or to set aside all of their NYSCCBG, including families eligible for a child care guarantee. A district may also set aside funds for Title XX child care. Set-aside amounts should be based on a 12-month period. Amounts may be adjusted from one category to another without a plan amendment as long as the total adjustments in a calendar year do not exceed 10% of any category. All such adjustments require a page replacement and notification to the Office of Children and Family Services within 30 days of the adjustment. Adjustments exceeding 10% of any category require a plan amendment. Districts must indicate the categories of families and amount of money set aside. Districts must also justify why one category of families was selected over another category. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 37 Appendix G-7 -Title XX For Low Income Child Care In this Appendix, a district that is utilizing Title XX funds to provide child care to low income families must describe anticipated expenditures, financial eligibility limits and financial and programmatic eligibility. A district must also describe local priorities, if any, for Title XX child care. A district that is utilizing Title XX funds only for child protective and/or preventive cases must not include financial eligibility limits as child care services in these instances are provided without regard to income. Appendix G-8 - Additional Local Standards for Child Care Providers In this Appendix, a district that will require additional local standards for any type of provider including licensed, registered, legally-exempt family and in-home or legally-exempt group child care providers, must describe the additional local standards and justification for the additional local standards. A district must describe how these additional local standards will be met and monitored. Additional local standards cannot supersede State regulations or State requirements. A district may make participation in the Child and Adult Care Food Program a condition of enrollment of legally-exempt providers who will be providing an average in excess of 30 hours of care per week to one or more subsidized children. A district may require that legally-exempt child care providers certify whether or not they have asked household members 18 years of age and older, volunteers or employees whether or not they have been arrested. Legally-exempt providers must also certify whether or not they have been arrested. If the legally-exempt provider, household member 18 years of age or older, volunteer or employee has been arrested the legally-exempt provider must provide the legally-exempt caregiver Enrollment Agency with the charges and other relevant information regarding the arrest. If the legally-exempt provider fails to provide such information they cannot be enrolled. The legally-exempt caregiver Enrollment Agency must evaluate the information to determine the appropriateness to care for children. A district that has proposed additional local standards of legally-exempt providers must include procedures for notifying the applicable Legally-exempt Caregiver Enrollment Agency if the district determines that the legally-exempt provider is not in compliance with the additional local standard. Any additional standards established by a district may not extend the timeframes for the Legally-exempt Caregiver Enrollment Agency to review the enrollment package. A district may not incur costs associated with meeting additional local standards that under the legally-exempt enrollment regulations will by funded by OCFS through direct contract with the Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 38 local Legally-exempt Caregiver Enrollment Agency. OCFS cannot honor claims from a district for services that duplicate activities that are already funded through a different mechanism. Any previous approvals for additional local standards will not be carried forward into this county plan. Therefore, any additional local standards a district wishes to establish or renew must be included in this plan and will be subject to review and approval by OCFS. Appendix G-9 - Payment to Child Care Providers for Absences In this Appendix, a district may opt to pay for absences only to licensed, registered or legally-exempt group child care providers with whom the district has a contract or letter of intent, or to all providers of subsidized child care services except to legally-exempt family child care providers and legally-exempt in-home child care providers. A district must describe which types of child care providers are eligible to receive payment for absences, the reasons for absences, whether or not it will require a contract or letter of intent and any limitations placed on providers who will be eligible for payment for absences. While regulations state the maximum number of absences allowed, a district may choose a lower limit on the number of absences it will pay for during its base period. A district must choose a base period of three months or six months for determining the number of allowable absences. The following chart summarizes the maximum allowable limit for which reimbursement for payment for temporary absences from child day care may be claimed. Period Routine limits Extenuating Total # of circumstance(s) absences (# of days) allowed (# of (# of days) days) 1 month 12 3 15 3 months 12 8 20 6 months 24 16 40 Appendix G-10 – Payment to Child Care Providers for Program Closures In this Appendix, a district may opt to pay for program closures only to licensed, registered or legally-exempt group child care providers with whom the district has a contract or letter of intent, or to all providers of subsidized child care services except to legally-exempt family child care providers and legally-exempt in-home child care providers. A district must select which type of child care providers are eligible to receive payment for program closures and whether or not they will require a contract or letter of intent for payment of program closures. Districts must state the maximum number of program closures they will allow per year. While regulations state the maximum number of program closures allowed is five days, a district may choose a lower limit for the number of program closures they will pay. Districts must also list allowable program closures for which the district will provide payment. Appendix G-11 -Transportation, Differential Payment Rates, and Sleep Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 39 Transportation A district may make payments for eligible families for transportation to and from a child care provider. A district will be reimbursed for transportation expenses charged by a child care provider that are separate and apart from the regular rate charged by the provider. Also, the district may make arrangements using other providers of transportation services. Expenditures for transportation are reimbursed as a program cost under the district’s NYSCCBG allocation. Appendix F under transportation (column 20) must indicate the district will pay for transportation costs. Differential Payment Rates for Nationally Accredited Programs/Care During Non-Traditional Hours A district is allowed to establish differential payment rates above the market rate for child care services provided by licensed and registered child care providers that have been accredited by a nationally recognized child care organization. Nationally recognized organizations that provide accreditation to licensed and registered child care providers include the National Association for Education of Young Children (NAEYC), National Association for Family Child Care (NAFCC) and National School Age Child Care Association (NSACCA). Additionally, a district is allowed to establish differential payment rates for child care services that are provided during non-traditional hours, that is during evening, night or weekend hours. If a district elects to establish differential payment rates for non-traditional hours, it must provide this rate for all types of providers, as federal requirements do not allow rate setting that would limit access to a full range of providers. The differential payment rates established by the district may be up to 15% higher than the applicable market rates. The differential payment rates the district sets for accredited programs may be different from the rates set for care provided during non-traditional hours. There can be a total of only 15% in differential payments to any one provider. For instance, a provider who is nationally accredited and who also provides child care for non-traditional hours is eligible only for a maximum of 15% increase above the market rate for the respective type of care and age of the child. A district may establish a payment rate that is in excess of 15% above the applicable market rate where the 15% maximum is insufficient to provide access within the appropriate market rate. A district must describe why the 15% maximum is insufficient to provide access within the district to accredited programs and/or to care provided during non-traditional hours. A district must state the percentage above the market rate it proposes to use. Sleep A district may pay for child care services while a parent or caretaker who works a second or third shift sleeps. A district can pay up to 8 hours of child care services while a parent or caretaker sleeps. A district must describe the criteria used in determining Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 40 the need to pay for child care while a parent or caretaker sleeps and the number of hours the district will allow. Appendix G-12 – Child Care Exceeding 24 Hours, Child Care Service Unit, Waivers, Breaks in Activities Child Care Exceeding 24 Hours A district may pay for child care services that exceed 24 consecutive hours when such services are provided on a short-term basis or in other cases where the parent/caretaker’s approved activity necessitates care for 24 hours on a limited basis. A district will describe any limitation that it establishes in determining to pay for child care services that exceed 24 consecutive hours. Child Care Service Unit The Child Care Service Unit is the basis upon which a district will determine which household and/or family member should be counted in determining family size and countable family income. A district that elects to include 18, 19 and/or 20 year olds in the Child Care Service Unit must complete this Appendix. A district may elect to count 18, 19 and/or 20 year olds in the Child Care Service Unit or only to include in them in the Child Care Service Unit in every instance when it would benefit the family. A district that elects to only include 18, 19 or 20 year olds in the Child Care Service Unit when it benefits the family must describe the criteria used to determining if the 18, 19and/or 20 year old will be counted in the Child Care Service Unit. When a district has included an 18, 19and/or 20 year old in the Child Care Service Unit, they are considered a dependent child and therefore, the parent must actively pursue child support for them as well as include child support received, as income to the Child Care Service Unit. Districts should note the inclusion of 18, 19 and/or 20 year olds mean that any income of such individuals will also be counted. Waivers A district has the authority to request a waiver of any regulatory provision that is non-statutory. A district must describe the regulatory provision that they wish to have waived and the regulatory provision must be approved by OCFS before implementation. Breaks In Activities A district may pay for child care services for low income families during breaks in activities for a period not to exceed two weeks or for a period not to exceed one month where child care arrangements would otherwise be lost and the subsequent activity is expected to begin within that period. A district may provide child care services while the caretaker is waiting to enter an approved activity or employment or on a break between activities. Child Care Technical Assistance The following assistance documents are included as attachments to the Local Commissioners Memorandum (LCM) accompanying these county plan Guidelines. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 41 , Child Care Technical Assistance # 1 - Eligible Families , Child Care Technical Assistance # 2 – Limiting Eligibility for Other Eligible Families if Funds are Available Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 42 APPENDIX G-1 CHILD CARE SECTION DATED 2007-2009 County: I. Administration (Required Section) Describe how your district is organized to administer the child care program including any functions that are subcontracted to an outside agency. 1. Identify the unit that has primary responsibility for the administration of child care for: Public Assistance Families: Transitioning Families: Income Eligible Families: Title XX: 2. Indicate the use of New York State Child Care Block Grant (NYSCCBG) Funds. Total NYSCCBG Amount: $ A. Subsidy $ B. Other program costs (excluding subsidy) $ C. Administrative costs $ 3. Does your district have a contract or formal agreement with another organization to perform any of the following functions? Function: Organization: Amount of Contract: Eligibility screening Screening of legally- exempt providers Assistance in locating care Child Care Information Systems Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 43 Other APPENDIX G-2 II. Other Eligible Families if Funds are Available (Required Section) Listed below are optional categories of eligible families that your district can include as part of its ICP. Select any categories your district wants to serve and describe any limitations associated with the category. Optional Categories Option Limitations 1. Public Assistance (PA) families Yes participating in an approved activity in No addition to their required work activity. 2. PA families or families with income up to 200% of the State Income Standard when the caretaker is: a) participating in an approved substance Yes abuse treatment program No b) homeless Yes No c) a victim of domestic violence Yes No d) in an emergency situation of short Yes duration No 3. Families with an open child Yes protective services case when child No care is needed to protect the child. 4. Families with income up to 200% of the State Income Standard when child care services are needed because the child’s caretaker: a) is physically or mentally Yes incapacitated No b) has family duties away from home Yes No Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 44 5. Families with income up to 200% of Yes the State Income Standard when child No care services are needed for the child’s caretaker to actively seek employment for a period up to 6 months. 6. PA families where a sanctioned Yes parent is participating in unsubsidized No employment, earning wages at a level equal to or greater than the minimum amount under law. 7. Families with income up to 200% of the State Income Standard when child care services are needed for the child’s caretaker to participate in: a) a public or private educational Yes facility providing a standard high No school curriculum offered by or approved by the local school district b) an education program that Yes prepares an individual to obtain a No NYS High School equivalency diploma c) a program providing basic Yes remedial education in the areas of No reading, writing, mathematics, and oral communications for individuals functioning below the ninth month of the eighth grade level d) a program providing literacy Yes training designed to help individuals No improve their ability to read and write; e) English as a second language Yes (ESL) instructional program No designed to develop skills in listening, speaking, reading and writing the English language for individuals whose primary language is other than English Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 45 f) a two year full-time degree Yes granting program at a community No college, a two year college, or an undergraduate college with a specific vocational goal leading to an associate degree or certificate of completion g) a training program, which has a Yes specific occupational goal and is No conducted by an institution licensed or approved by the State Education Department other than a college or university h) a prevocational skill training Yes program such as, a basic education No and literacy training program i) a demonstration project designed Yes for vocational training or other No project approved by the Department of Labor. The parent/caretaker must complete the selected programs listed under number seven within 30 consecutive calendar months. The parent/caretaker cannot enroll in more than one program. 8. PA recipients and low income Yes families No with incomes up to 200% of the State Income Standard who are satisfactorily participating in a two-year program other than one with a specific vocational sequence (leading to an associates degree or certificate of completion and that is reasonably expected to lead to an improvement in the parent/caretaker’s earning capacity) as long as the parent(s) or caretaker is also working at least 17 ? hours per week. The parent/caretaker must demonstrate his or her ability to successfully complete the course of study. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 46 9. PA recipients and low income Yes families No with incomes up to 200% of the State Income Standard who are satisfactorily participating in a four-year college or university program (leading to a bachelor degree and that is reasonably expected to lead to an improvement in the parent/caretaker’s earning capacity) as long as the parent(s) or caretaker is also working at least 17 ? hours per week. The parent/caretaker must demonstrate his or her ability to successfully complete the course of study. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 47 APPENDIX G-3 III. Reasonable Distance, Very Low Income, Definition of Engaged In Work For Child Care In Lieu of Temporary Assistance, Family Share, Case Closings and Openings, and Fraud and Abuse Control Activities (Required Section) Reasonable Distance Your district is required to define reasonable distance based on community standards for determining accessible child care. The following defines "reasonable distance": Describe any steps/consultations made to arrive at your definition: Very Low Income Very Low Income is defined by each district and is used in determining priorities for child care benefits. Very Low Income is defined as % of the State Income Standard. Definition of Engaged In Work For Child Care In Lieu of Temporary Assistance The minimum number of hours for Federal Fiscal Year 2006 are: , 20 hours for a single parent with a child under the age of six years old , 30 hours for a single parent whose children are six years of age and older , in two parent families the parents must be working a combined total of 55 hours with at least one parent working 30 or more hours. If a district proposes a higher minimum number of required hours of work describe the requirement below. , hours for a single parent with a child under the age of six years old , hours for a single parent whose children are six years of age and older , in two parent families the parents must be working a combined total of 55hours with at least one parent working or more hours. Family Share Family share is the weekly amount paid towards the costs of the child care services by the child’s parent or caretaker. In establishing family share, your district must select a percentage from 10% to 35% to use in calculating the family share. The family share of child care is calculated by applying the family share percentage against the amount of the family’s annual gross income that is in excess of the State Income Standard divided by 52. Family Share Percentage selected by our district %. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 48 Case Closings (select one or two) 1. The district must describe below how priority is given to federally mandated priorities and describe local priorities. If all NYSCCBG funds are committed, the district will discontinue funding to those families that have lower priorities in order to serve families with higher priorities. Described below is how the district will select cases to be closed in the event that there are insufficient or no funds available. 2. The district has not established priorities beyond the federally-mandated priorities. If all NYSCCBG funds are committed, case closings for families which are not eligible under a child care guarantee and are not a federally-mandated priority must be based on the length of time in receipt of services. The length of time used to close cases may be based either on the shortest or longest time receiving child care services but must be consistent for all families. The district has chosen to close cases based on: shortest time receiving child care services longest time receiving child care services Case Openings The district must describe below how priority is given to federally mandated priorities and how the district will select cases to be opened in the event that there are insufficient funds available. Fraud and Abuse Control Activities The district must identify below the criteria it will use to determine which child care subsidy applications suggest a higher than acceptable risk for fraudulent or erroneous child care subsidy payment and procedures for referring such applications to the district’s front end detection system. The district must describe below it sampling methodology used to determine which cases it will seek verification of an applicant or recipient’s continued need for child care including, as applicable, verification of participation in employment, education or other required activities. The district must describe below it sampling methodology used to determine which child care providers of subsidized child care services they will review for the purpose of comparing the child care providers attendance forms for children receiving subsidized child care services and any child and adult care food program inspection forms to verify that child care was actually provided on the days listed on the attendance forms. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 49 APPENDIX G-4 IV. District Options (Required Section) Districts have certain flexibility to administer the child care subsidy program to meet local needs. Check which options that your district wishes to include in your county plan. Complete attachments for any area(s) checked. 1. Our district has identified local priorities in addition to the federal priorities (complete Appendix G-5). 2. Our district has chosen to establish funding set-asides for NYSCCBG (complete Appendix G-6). 3. Our district is using Title XX funds for the provision of child care services (complete Appendix G-7). 4. Our district has chosen to establish additional local standards for child care providers (complete Appendix G-8). 5. Our district has chosen to make payments to child care providers for absences (complete Appendix G-9). 6. Our district has chosen to make payments to child care providers for program closures (complete Appendix G-10). 7. Our district has chosen to pay for transportation to and from a child care provider (complete Appendix G-11). 8. Our district has chosen to pay up to a 15% higher than the applicable market rates for regulated child care services that have been accredited by a nationally recognized child care organization (complete Appendix G-11). 9. Our district has chosen to pay up to 15% higher than the applicable market rates for non-traditional hours (complete Appendix G-11). 10. Our district has chosen to pay for child care services while a caretaker who works the second or third shift sleeps (complete Appendix G-11). 11. Our district has chosen to make payments to child care providers who provide child care services, which exceed 24 consecutive hours (complete Appendix G-12). Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 50 12. Our district has chosen to include 18, 19 or 20 year olds in the Child Care Services Unit (complete Appendix G-12). APPENDIX G-4 (continued) 13. Our district is seeking a waiver from one or more regulatory provisions. Such waivers are limited to those regulatory standards that are not specifically included in law (complete Appendix G- 12). 14. Our district has chosen to pay for breaks in activity for low income families (non public assistance families, complete Appendix G-12). 15. Our district has chosen to use local equivalent forms such as, but not limited to, child care application, client notification and/or legally exempt enrollment forms (attach copies of the local equivalent forms your district uses). Any previous approvals for local equivalent forms will not be carried forward into this county plan. Therefore, any local equivalent forms a district wishes to establish or renew must be included in this plan and will be subject to review and approval by OCFS. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 51 APPENDIX G-5 PRIORITY POPULATIONS-ADDITIONAL LOCAL PRIORITIES In addition to the federal priorities of very low income families and families with children who have special needs, the following additional local priorities have been selected: Category: Rank: Description: Category: Rank: Description: Category: Rank: Description: Category: Rank: Description: Category: Rank: Description: Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 52 APPENDIX G-6 FUNDING SET-ASIDES Total NYSCCBG Block Grant Amount Including Local Funds Category: $ Category: $ Category: $ Category: $ Category: $ Category: $ Category: $ Total set asides $ Describe for each category the rationale behind specific set-aside amounts out of the NYSCCBG (e.g. estimated number of children, etc.). Category: Category: Category: Category: Category: Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 53 APPENDIX G-6 (continued) The following amounts are set aside for specific priorities out of the Title XX block grant: Category: $ Category: $ Category: $ Total set asides (Title XX) $ Describe for each category the rationale behind specific set aside amounts out of the Title XX block grant (e.g. estimated number of children, etc.). Category: Category: Category: Category: Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 54 APPENDIX G-7 TITLE XX CHILD CARE Projected total Title XX expenditures for plan duration: $ Financial eligibility limits (percentage of State Income Standard) your district will apply based on family size. Maximum reimbursable limits are 275% for a family of 1 or 2, 255% for a family of 3, and 225% for a family of 4 or more. Districts that are utilizing Title XX funds only for child protective and/or preventive child care services must not enter financial eligibility limits as these services are offered without regard to income. Family Size: (2) % (3) % (4) % Programmatic Eligibility for Income Eligible Families. (Check all that apply.) Title XX: employment education/training seeking employment illness/incapacity homelessness domestic violence emergency situation of short duration participating in an approved substance abuse treatment program Does your district apply any limitations to the programmatic eligibility criteria? YES NO (See Technical Assistance #1 for information on limiting eligibility.) If yes, describe eligibility criteria: Does your district prioritize certain eligible families for Title XX funding? YES NO If yes, describe which families will receive priority: Does your district use Title XX funds for child care for open child protective services cases? YES NO Does your district use Title XX funds for child care for open child preventive services cases? YES NO Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 55 APPENDIX G-8 ADDITIONAL LOCAL STANDARDS FOR CHILD CARE PROVIDERS The district may propose local standards in addition to the State standards for providers who will receive child care subsidies. 1. Described below are the additional local standards that will be required of providers as well as which providers must comply with each additional standard. 2. Described below are the methods and resources that will be utilized to determine that these additional local standards are being met. 3. Described below are the procedures the district will use to notify the Legally Exempt Caregiver Enrollment Agency as to whether or not the legally exempt provider is in compliance with the additional local standards. (Districts only need to describe this procedure if the additional local standard is applied to legally exempt child care providers.) 4. Described below is the justification for each additional standard. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 56 APPENDIX G-9 PAYMENT TO CHILD CARE PROVIDERS FOR ABSENCES The following providers are eligible for payment for absences: (Check any that are eligible) Day Care Center Legally Exempt Group Group Family Day Care School Age Child Care Family Day Care Our district will only pay for absences to providers with which the district has a contract or letter of intent. Yes No Base period selected (check one) 3 months 6 months Number of absences allowed during base period: Period Routine Limits Extenuating Total Number of (# of days) Circumstances Absences Allowed (# of days) (# of days) In a month Base period List reasons for absences for which the district will allow payment: List any limitations on the above providers' eligibility for payment for absences: Note: Legally exempt family child care and in-home child care providers are not eligible to receive payment for absences. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 57 APPENDIX G-10 PAYMENT TO CHILD CARE PROVIDERS FOR PROGRAM CLOSURES The following providers are eligible for payment for program closures: Day Care Center Legally Exempt Group Group Family Day Care School Age Child Care Family Day Care Our district will only pay for program closures to providers with which the district has a contract or letter of intent. Yes No Enter the number of days allowed for program closures (maximum allowable program closures is five days). List the allowable program closures for which the district will provide payment. Note: Legally exempt family child care and in-home child car providers are not allowed to be reimbursed for program closures. Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 58 APPENDIX G-11 TRANSPORTATION, DIFFERENTIAL PAYMENT RATES, SLEEP Transportation Describe below under what circumstances and limitations if any your district will use to reimburse for transportation, what type of transportation will be reimbursed (public vs. private), and how much your district will pay (per mile or trip). Note if paying for transportation, Appendix F will need to reflect this choice. Differential Payment Rates Indicate below the percentage above the market rate your district has chosen. Accredited Programs may receive a differential payment up to % above market rate. Care during non-traditional hours may be paid up to % above market rate. Limitations to the above differentials are as follows: Payments may not exceed 15% above market rate. However, if your district wishes to establish a payment rate that is in excess of 15% above the applicable market rate must describe below why the 15% maximum is insufficient to provide access within the district to accredited programs and/or care provided during non-traditional hours. Sleep The following describes the standards that will be used in evaluating whether or not to pay for child care services while a parent or caretaker that works a second or third shift sleeps and any limitations pertaining to payment: Indicate the number of hours allowed by your district (maximum number of hours allowed is eight). Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 59 APPENDIX G-12 CHILD CARE EXCEEDING 24 HOURS, CHILD CARE SERVICES UNIT, WAIVERS, BREAKS IN ACTIVITIES Child Care Exceeding 24 Hours Child care services may exceed 24 consecutive hours when such services are provided on a short-term emergency basis or in other cases where the caretaker’s approved activity necessitates care for 24 hours on a limited basis. Describe any limitations for payment of child care services that exceed 24 consecutive hours. Child Care Services Unit The Child Care Service Unit is the basis upon which a district will determine which household and/or family members should be counted in determining family size and countable family income. Our district will include the following in the Child Care Services Unit (check which ones apply). 18 year old 19 year old 20 year old -OR- Our district will include only the following in the Child Care Services Unit when it will benefit the family (check which ones apply). 18 year old 19 year old 20 year old Describe the criteria your district will use to determine whether or not an 18, 19 or 20 year old is included in the Child Care Services Unit. Waivers Districts have the authority to request a waiver of any regulatory provision that is non-statutory. Describe and justify why your district is requesting a waiver. Breaks in Activities Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 60 Districts may pay for child care services for low income families during breaks in activities for a period not to exceed two weeks or for a period not to exceed one month where child care arrangements would otherwise be lost and the subsequent activity is expected to begin within that period (check one). two weeks four weeks Districts may provide child care services while the caretaker is waiting to enter an approved activity or employment or on a break between approved activities. The following low income families are eligible for child care services during a break in activities (check any that are eligible): entering an activity waiting to begin employment break between activities Administrative Component – Department of Social Services 5/23/06 2007-09 CFS County Plan 61 CHILD AND FAMILY SERVICES PLAN YOUTH BUREAU ADMINISTRATIVE COMPONENT Due: October 1, 2006 The Administrative Component of the county plan is the opportunity for Youth Bureaus to submit their youth bureau administrative narrative (for both county and municipal Youth Bureaus), procedures for the Resource Allocation Plan (RAP), monitoring and evaluation systems, and, as necessary, issues relating to the provision of services under the Runaway and Homeless Youth Act (RHYA). The information reported here applies to the three years of this plan cycle. Updates to this Administrative Component will be reporting only information that has changed. This component of the county plan replaced the program narrative for administrative funding for ALL county and municipal Youth Bureaus. It is required for ALL Youth Bureaus. (The Project Application form (OCFS-3105) and Program Budget Form (OCFS-3117) for Youth Bureau funding are still required to be submitted separately as part of the county’s Resource Allocation Plan (RAP). I. ADMINISTRATIVE REQUIREMENTS a) Youth Bureau Role and Structure within County/Municipal Government Please explain how the county/municipal Youth Bureau fits into the organizational structure of county/municipal government. Indicate the name and title of the person to whom the Youth Bureau Director reports. A county/municipal government organizational chart must be included as an appendix. b) Youth Bureau Organization and Staffing Please attach a Youth Bureau organizational chart. Include names and titles for all staff. Identify staff who devote only a portion of time with an asterisk. For these staff, specify what percentage of their time, in terms of Full Time Equivalents (FTEs), is committed to Youth Bureau responsibilities. In the case of shared staff, an explanation of how costs are shared must be included consistent with Fiscal Policies and Procedures for Local Assistance Programs. c) Youth Board Administrative Component – Youth Bureau 5/23/06 2007-09 CFS County Plan Describe the role and function of the Youth Board including whether it has advisory or policy-making functions. Attach (as Appendix B) a listing of the members including their names, addresses, employers and professional/community affiliations. Please asterisk or otherwise denote which are the youth members. d) Youth Bureau Program Operations 1) List and describe any programs or services operated directly by the Youth Bureau including the funding sources. 2) Please identify any State or local initiatives for which the Youth Bureau is the lead agency and for each initiative describe the administrative role the Youth Bureau has including duties, responsibilities, and tasks. This would include initiatives such as Mental Health/Juvenile Justice (MH/JJ), ACT for Youth, Consolidated Children's Services Initiatives (CCSI), Communities That Care (CTC) or other state sponsored or local initiatives. e) Funding Administered List any funding administered by the Youth Bureau that is not included in the RAP. f) Other If there are other administrative activities or responsibilities that the Youth Bureau has that are not covered elsewhere in this document, or the Strategic Component of the county plan, please include those here. II. RESOURCE ALLOCATION PROCEDURES Describe the county's resource allocation procedures and process for all of the Youth Bureau administered Office of Children and Family Services' funding. If the county has municipal youth bureau(s), describe the relationship of their resource allocation process to the county's allocation process. It is required that the RAP funding decisions are supported by the needs assessment process and are used to support the achievement of outcomes. III. MONITORING AND EVALUATION PROCEDURES a) Describe the system to monitor (review of program activities and contractual obligations) all Office of Children and Family Services' funded programs that are funded in the county's Resource Allocation Package. Include in this description procedures, frequency, who is involved and provisions for on-site monitoring. Explain how the results of these activities will be used in planning and funding decisions. Administrative Component – Youth Bureau 5/23/06 2007-09 CFS County Plans 2 b) Describe the system to evaluate (a review of program performance) all Office of Children and Family Services' funded programs, which are contained in the county's Resource Allocation Package. Include in this description procedures, who is involved, and frequency. Explain how results of these activities will be used in planning and funding decisions. IV. RUNAWAY AND HOMELESS YOUTH ACT (RHYA) (Required if county receives RHYA State aid.) a) Provide a statement concerning the designation, responsibilities, and duties of the Runaway and Homeless Youth Coordinator. b) Describe the system for responding to inquiries concerning available shelter space, transportation, and services-24 hours per day. c) List all residential programs serving runaway and homeless youth, including agency, address, capacity, and description of population served. Please include federally funded RHY programs. Please identify which RHYA programs are providing PINS Respite services. d) Describe any new services to be provided and current services to be expanded. e) Describe how education, and transportation to education, will be provided to youth residing in RHY residential programs. V. FOR MUNICIPAL YOUTH BUREAUS ONLY Municipal Planning Activities a) Describe the planning and needs assessment activities undertaken to determine the strengths and needs of youth in your municipality. b) Describe new or ongoing planning needs assessment activities to be undertaken in the next year. c) Describe the municipality’s outcomes and strategies. d) Describe the involvement the municipal youth bureau has had in the development of the county’s Child and Family Services Plan VI. APPENDICES Appendix A Youth Services Planning Agreement – This appendix is to be included with the submission of the Administrative Component-Youth Bureau. Administrative Component – Youth Bureau 5/23/06 2007-09 CFS County Plans 3 Appendix B Youth Board List – Please attach complete Youth Board list and label it Appendix B. Administrative Component – Youth Bureau 5/23/06 2007-09 CFS County Plans 4 APPENDIX A YOUTH SERVICES PLANNING AGREEMENT Appendix A contains the requirements and agreements each county youth bureau must fulfill to develop services, perform tasks and submit reports according to the Child and Family Services Plan. The inclusion of this agreement in the Child and Family Services Plan constitutes the county's commitment to comply with these requirements for the duration of the Plan's approval. 1. All funding under this county plan is executory to the extent of monies made available to the Office of Children and Family Services from the State of New York, and no liability on account thereof shall be incurred by the Office of Children and Family Services or the State of New York beyond monies available for such purposes. It is mutually understood that funding for this county plan after March 31 of each year is contingent upon appropriation or reappropriation of such funds by New York State Legislature. 2. The County authorizes the Office of Children and Family Services to reimburse its municipalities directly, for expenditures under this county plan, for those programs the County designates in the Program Summary submitted for that program year. 3. The County, or municipality if so designated, shall be reimbursed only for claims that are submitted within the timeframes specified in the appropriation of funds therefor. 4. On-site inspections and financial audits by the Office of Children and Family Services and the New York State Comptroller of any program funded under this Plan shall be permitted. Any reports requested by the Office of Children and Family Services shall be furnished by the County. 5. If the County does not have a county plan approved by the Office of Children and Family Services, or if approval is withdrawn, the Office of Children and Family Services may suspend reimbursement to the County and its municipalities until a county plan is approved. 6. Reimbursement for the second and third years of the Plan is contingent upon the County's submission of the required reports reviewing the previous year's activities and Office of Children and Family Services approval of the upcoming year's activities. 7. The County agrees to develop the services, perform the tasks, and submit reports according to the Guidelines for County Comprehensive Planning, Fiscal Policies and Procedures for Local Assistance programs. 8. The County agrees to comply with all applicable Federal and State laws, rules and regulations which affect the services to be performed under this Agreement, Administrative Component – Youth Bureau 5/23/06 2007-09 CFS County Plans 5 including the Office of Children and Family Services regulations set out in Part 165, and Part 182 if applicable, of Title 9 of the New York Codes, Rules and Regulations. TERMINATION OF AGREEMENT The Office of Children and Family Services has sole discretion to terminate this Agreement if in its judgment the services rendered by the County are unsatisfactory, or if the County has breached any term of this Agreement or fails to comply with any laws, rules, regulations, policies or procedures affecting this Agreement. The Office of Children and Family Services shall give the County thirty days notice prior to terminating this Agreement. Administrative Component – Youth Bureau 5/23/06 2007-09 CFS County Plans 6 PINS DIVERSION SERVICES PLAN STRATEGIC COMPONENT and MEMORANDUM OF UNDERSTANDING (MOU) FOR COOPERATIVE DIVERSION PROCEDURES BETWEEN PROBATION DEPARTMENT AND LOCAL SOCIAL SERVICE DISTRICT (REQUIRED AS PART OF STRATEGIC COMPONENT OF CHILD AND FAMILY SERVICES PLAN) Due: October 1, 2006 INSTRUCTIONS This document includes the directions for completing one of the required components of your required county plan. It includes the questions that need to be answered when completing the plan. Following the questions, a Guidance Section is provided. This guidance section is designed to offer suggestions, clarification or optional ways for counties in their response to the required questions. The Guidance does not include additional requirements. Counties are encouraged to adapt the format to best represent their work, making sure to provide direction through a table of contents on where required information is to be found. The PINS Reform Law (Chapter 57 of the Laws of 2005) requires that the Local Department of Social Services (LDSS) Consolidated Services Plan or the Child and Family Services Plan (Integrated County Plan) must now include a Persons In Need of Supervision (PINS) diversion services portion of that plan. This requirement applies to all counties. These guidelines are to provide direction to counties on what they need to do to meet these new requirements. These guidelines have been established jointly by the Division of Probation and Correctional Alternatives (DPCA) and Office of Children and Family Services (OCFS). As the plans are developed by counties and reviewed by OCFS and DPCA, issues that might need clarification or definition will be identified. In the future, guidelines or regulations may be developed to address those issues. This legislation made significant changes to the statute to support increasing services to PINS youth and families and to reduce the use of detention. It is recognized that many counties have worked collaboratively to develop viable and productive responses to status offenders and their families. It is hoped that counties will build upon their existing effective practices in responding Administrative Component – Youth Bureau 5/23/06 2007-09 CFS County Plan to these new requirements. These practices may include those developed locally in conjunction with state initiatives including Coordinated Children’s Services Initiative (CCSI), Single Point of Accountability (SPOA) and Mental Health/Juvenile Justice (MH/JJ). For counties that formerly provided diversion services under the previous Section 735 F.C.A., the information from those plans could be updated and included as part of this Strategic Component. For this three-year county plan cycle, all counties will report their strategic planning for the PINS population here. Please put the response to these questions in a document with the following heading: _________ County PINS Diversion Services Plan and Memorandum of Understanding Between Probation Department and Local Social Service District Strategic Component – Child & Family Services Plan 2007-2009 To facilitate the joint review process, it would be useful for counties to follow the outline below. It is also important to allow flexibility to counties. If your format does not conform to this outline, please include a table of contents to show where the required parts of this section will be found. Please paginate this response. I. Update of MOU on Cooperative Procedures Between LDSS and Probation Requirements This legislation requires that the diversion services portion of the required county plan be “based on a written understanding between the local social services district and the probation department which outlines the cooperative procedures to be followed by both parties regarding diversion services pursuant to Section 735 of the FCA, consistent with their respective obligations as otherwise required by law.” Below are the directions for reporting these established cooperative procedures accounting for the new requirements of this legislation. a) Designate lead agency. In 2005, all counties designated either the local social services district or the probation department as the lead agency for the purpose of providing diversion services. Please indicate here whether a county wishes to change that designation. Guidance: This decision is a locally determined choice. It provides an opportunity for counties to configure their diversion services based on the efficiencies and strengths existing within their county. Counties may choose to consider services provided through other existing collaborative efforts such as the previous PINS adjustment services efforts, SPOA or CCSI in making this determination. Since the designation is made within the county plan, it may be changed in the future through an amendment to the plan or at the time of the next submission for the plan. While it is required to identify one lead agency, cooperative procedures agreed to may determine that agencies other than the lead agency are responsible to perform certain functions or services. PINS Diversion Services Plan – Strategic Component 5/23/06 Child & Family Services Plan 2 b) Please provide updated information on the services for the categories below that have been established since July 1, 2005. Provide an inventory of available community services targeted for this population for each category below. For each service, please identify the geographic area within the county this service covers. Please note that it is required that the first three categories be available. i. residential respite (required) ii. crisis intervention – 24 hours/day (required) iii. diversion services/ other alternatives to detention (required) iv. alternative dispute resolution services (optional) Guidance: If there are existing inventories of services, please feel free to reference them and attach as an appendix to this submission. Counties may have existing respite programming available through LDSS preventive services, other state agencies or local providers. Counties may have existing RHYA programs, which are now authorized to provide respite and or “crisis intervention” services as additional services. Some counties may want to coordinate efforts with providers to establish regional services. The Office of Court Administration (OCA) supports conflict resolution programming in counties (for more information, please contact Mark Collins, Uniform Court Services – State Alternative Dispute Resolution Office – (518) 238-2888 ext. 234). c) Please provide information on any changes to the procedures for initiating and delivering diversion services listed below that have been made since July 1, 2005. These procedures should include descriptions of: i. how and by whom the county will provide an immediate response to families and youth in need of services. Please include provisions for 24 hours a day response capability. ii. how potential petitioners initiate a request for diversion services, iii. how and by whom the initial conference will be scheduled, iv. how and by whom eligibility for PINS diversion will be determined, v. how an assessment will be made to determine whether the youth would benefit from residential respite services or other alternatives to detention, vi. what assessment protocols will be used to determine risks, needs and strengths, vii. how and by whom referral to services and a case plan will be developed, including any case plan protocols that will be used. d) Please identify any changes that have been made since July 1, 2005 to the criteria and procedures (including who is responsible) to be used in determining the closing of cases. This needs to include a process for notification of the potential petitioner when services are terminated based on a determination that interventions were successful, detailing the diligent efforts undertaken. If a case is unsuccessfully terminated because there is no substantial likelihood of the youth and family benefiting from further attempts or services and the case has not been successfully diverted, procedures must include a process for notifying the PINS Diversion Services Plan – Strategic Component 5/23/06 Child & Family Services Plan 3 potential petitioner and preparing a report of diligent efforts undertaken to be made available to the court at the initial appearance. II. PINS Diversion Services Plan a) Development of PINS Diversion Services Plan and MOU Please briefly describe the planning process the county engaged in since July 1, 2005 to develop PINS Diversion Services. Please include a list of stakeholders or agencies involved in the process. Guidance: The intent here is to have a brief description of who in the county has been involved to date in this process. Schools, law enforcement officials and your local family court are critical partners, and these new requirements impact significantly on how they interact with the diversion process. With the requirements for respite and other services, engaging service providers, youth bureaus, detention facilities and others will be important considerations. Lists of Runaway and Homeless Youth Act (RHYA) Coordinators (in counties that have these positions), detention facilities, designated county lead agencies for detention and other resources are available on the OCFS website at www.ocfs.state.ny.us. If this planning process has been reported elsewhere in the Strategic Component, please cross-reference that section. b) Needs Assessment Please identify any needs assessment conclusions and/or priorities about the PINS population that have been developed as part of the planning and needs assessment process. c) Outcomes Please identify the intended outcomes to be achieved for the PINS population. These should be expressed as desired changes in community, family or individual behaviors or conditions. For each outcome: 3. Identify quantifiable and verifiable indicators of the desired change in conditions or behaviors, and PINS Diversion Services Plan – Strategic Component 5/23/06 Child & Family Services Plan 4 Guidance: Data collected through the needs assessment process can be useful in selecting indicators to track changes and achievement of outcomes. 4. Describe strategies to be implemented to achieve the identified outcomes. Each strategy should include the timeframe for completion, and a designation of what agency(ies) or department(s) is responsible for implementation. This is an opportunity to explain how OCFS administered and other funding supports achievement of outcomes. Strategies must be related to the achievement of outcomes. PINS Diversion Services Plan – Strategic Component 5/23/06 Child & Family Services Plan 5 ELIGIBLE FAMILIES Families are eligible for child care services under the New York State Child Care Block Grant (NYCCBG) program if the family meets one or more of the following criteria: 1. Families which are guaranteed child care. A social services district must guarantee child care services to a family which meets the criteria set forth below regardless of whether the social services district has any State or federal funds available under the NYSCCBG program to pay for all or a portion of the child care costs. a. A social services district must guarantee child care services to a family that has applied for or is receiving public assistance when such services are needed for a child under 13 years of age in order to enable the child’s parent(s) or caretaker relative(s) to participate in activities required by a social services official including orientation, assessment, or work activities as defined in 12 NYCRR Part 1300. b. A social services district must guarantee child care services to a family that is receiving public assistance when such services are needed for a child under 13 years of age in order to enable the child’s parent(s) or caretaker relative(s) to engage in work as defined by the social services district. c. A social services district must guarantee child care services to a family that has applied for and would otherwise be eligible for public assistance benefits or was in receipt of public assistance and voluntarily closed their public assistance case while still eligible for public assistance, when: (1) child care is needed for a child under 13 years of age in order to enable the child’s parent(s) or caretaker relative(s) to be employed for at least the number of hours that would be required if the family were in receipt of public assistance; and (2) the family is eligible for public assistance but chooses to receive child care services in lieu of public assistance. d. A social services district must guarantee child care services for a period up to 12 consecutive months after the month in which the public assistance case closed or, for those who chose child care in lieu of public assistance, the month after the family is no longer financially eligible for public assistance, provided: (1) the case closed or the family became financially ineligible for public assistance due to increased income from either employment or child support; or because the family voluntarily ended their public assistance case and their income is no longer within public assistance standards; (2) the family received public assistance in at least three of the six months immediately preceding the case closing; or, for a family which chose child care in lieu of public assistance, was eligible for public assistance in at least three of the six months immediately preceding their ineligibility for public assistance; (3) the family includes an eligible child that is under the age of 13 and needs child care services in order to enable the child’s parent(s) or caretaker relative(s) to be employed; and (4) the family has income at or below 200 percent of the applicable State income standard 2. Families which are eligible when funds are available. A social services district must provide child care services to a family eligible under this category, to the extent that the Administrative Component – Youth Bureau 5/23/06 2007-09 CFS County Plan Child Care Technical Assistance # 1 Eligible Families (revised 5/17/06) district continues to have funds available under either the district’s allocation from the New York State Child Care Block Grant program or any local funds appropriated for such program, subject to any priorities or set asides as approved by the Office of Children and Family Services. a. A family which has applied for or is receiving public assistance when child care services are needed for an eligible child who is age 13 years or older and who has special needs or is under court supervision, in order to enable the child’s parent(s) or caretaker relative(s) to participate in activities required by a social services official including orientation, assessment, or work activities as defined in 12 NYCRR Part 1300. b. A family receiving public assistance when child care services are needed for an eligible child who is age 13 years or older and who has special needs or is under court supervision in order to enable the child’s parent(s) or caretaker relative(s) to engage in work as defined by the social services district. c. A family receiving public assistance when child care services are necessary: (1) to enable a teenage parent to attend high school or an equivalency program; or (2) for the child to be protected because the child’s parent(s) or caretaker relative(s) is physically or mentally incapacitated or has family duties away from home necessitating his or her absence. d. A family with income up to 200 percent of the State income standard which is at risk of becoming dependent on public assistance when child care services are needed: for the child’s caretaker(s) to be employed; or (1) (2) to enable a teenage parent to attend high school or an equivalency program. 3. Families which are eligible if funds are available and if the social services district has listed such families as eligible in the district’s Child and Family Services Plan. The following families are eligible provided the social services district has listed such families as eligible families in the district’s Child and Family Services Plan and the district continues to have funds available from the NYSCCBG or any local funds appropriated for such program: a. A family receiving public assistance when child care services are necessary for a parent or caretaker relative to participate in an approved activity in addition to their required work activity. b. A family receiving public assistance when child care services are necessary for a sanctioned parent or caretaker relative to participate in unsubsidized employment whereby the parent or caretaker relative receives earned wages at a level equal to or greater than the minimum amount required under federal and State labor law. c. A family receiving public assistance or with income up to 200 percent of the State income standard when child care services are needed for the child to be protected because the child’s caretaker is: (1) participating in an approved substance abuse treatment program or in screening for an assessment of the need for substance abuse treatment; (2) homeless or receiving services for victims of domestic violence and needs child care in order to participate in an approved activity or in screening for or an assessment of the need for services for victims of domestic violence; or (3) in an emergency situation of short duration including, but not limited to, cases where the caretaker’s absence from the home for a substantial part of the day is necessary because of extenuating circumstances such as a 2 Child Care Technical Assistance # 1 Eligible Families (revised 5/17/06) fire, being dispossessed from the home, seeking living quarters or providing chore/housekeeper services for an elderly or disabled relative. d. A family with income up to 200 percent of the State income standard when child care services are needed for the child to be protected because the child’s caretaker(s) is physically or mentally incapacitated or has family duties away from home necessitating his or her absence. e. A family with an open child protective services case when it is determined on a case-by-case basis that such child care is needed to protect the child. f. A family with income up to 200 percent of the State income standard when child care services are needed for the child’s caretaker(s) to participate in one of the following activities provided such activity is an allowable activity set forth in the social services district’s Child and Family Services Plan and the district determines that the activity is necessary part of a plan for the family’s self-support: (1) actively seek employment for a period of up to six months as established by the social services district in its Child and Family Services Plan, if the caretaker documents that he or she is currently registered with a New York State Department of Labor Division of Employment Services Office, provided that the child care services will be available only for the portion of the day the family is able to document is directly related to the caretaker engaging in such activities; or (2) education or vocation activities including attendance in one of the secondary or post-secondary programs allowable under Part 415 of the State regulations. g. A family receiving public assistance or with income up to 200 percent of the State income standard when child care services are needed for the child’s caretaker(s) to attend a two year program other than one with a specific vocational sequence leading to an associates degree or certificate of completion, or a four year college or university program leading to a bachelor’s degree provided: (1) the program is reasonably expected to improve the earning capacity of the caretaker; (2) the caretaker is and continues to participate in non-subsidized employment whereby the caretaker works at least 17 ? hours per week and earns wages at a level equal to or greater than the minimum amount required under federal and State labor law while pursuing the course of study; and (3) the caretaker can demonstrate his or her ability to successfully complete the course of study. 3 Child Care Technical Assistance #2 LIMITING ELIGIBILITY FOR OTHER ELIGIBLE FAMILIES IF FUNDS ARE AVAILABLE Districts may choose to serve all of these other eligible families, none of these other eligible families, some of these other families, or may add criteria that may limit eligibility within any of the category 2 and 3 descriptions in Child Care Technical Assistance #1. The following is a partial list of ways a district may choose to limit eligibility within categories. Time Limitations Districts may choose to limit eligibility by setting certain time limitations. For example, districts may choose to support certain activities for a period of time that is shorter than the allowable State maximum. One example of this is seeking employment. Although State reimbursement is available for districts choosing to cover child care for a period of up to six months while a parent looks for work, a district could choose to cover this activity for a shorter period of time such as three months. Restricting Programmatic Eligibility Districts may wish to modify one or more categories of eligibility. For example, although reimbursement is available for a long list of educational activities, districts may decide that they can only support certain educational activities. For example, districts may limit educational activities to basic remedial education. Alternatively, districts may choose to pay for educational activities only in combination with another activity such as part-time work. Restricting Income Eligibility Districts may wish to restrict income eligibility to certain families. Although families with income up to and including 200 percent of the State income standard are financially eligible for subsidies through the NYSCCBG, districts may set different financial eligibility limits for the optional categories of other eligible families. For example, the district could limit eligibility for individuals who are attending a two-year college program to an income less than 200 percent of the State income standard. Eligibility Until Funds Run Out Districts may wish to serve some categories of families up to a certain amount of funds per year. For example, a district could set aside funds for families in substance abuse treatment programs. Families who apply for child care for this purpose would be eligible as long as they meet eligibility criteria and as long as the district has funds available in the set-aside. Once the set-aside is exhausted, no additional families would be authorized under this category. If a category of eligibility will be limited by set-aside funds, Appendix G-6, Attachment 2-Funding Set-Asides, must be completed. May 23, 2006 Dear Probation Director: The purpose of this letter is to provide the guidelines for the required county Child and Family Services Plan for the three-year plan covering the period January 1, 2007, to December 31, 2009. These guidelines for the county plan replace those used for the previous three-year county plan. All counties are now required to submit a single county plan. These guidelines represent the next step in the development of plan guidelines that are consistent with the operational policy of the Office of Children and Family Services (OCFS). County Youth Bureaus and Local Departments of Social Services (LDSS) are required by statute to develop and submit to New York State local multi-year plans for the provision of services and the allocation of resources. In August 2004, legislation was enacted to combine the consolidated services plan and the county comprehensive plan into one required plan, the Child and Family Services Plan, to be submitted by all counties. These guidelines reflect learnings from the Integrated County Planning (ICP) Project as well as feedback from all counties. ICP represents OCFS's long-term commitment to develop a local collaborative planning process and to actively involve counties in the evolution of revised planning guidelines that will support such a collaborative process. The lessons learned through that demonstration project have influenced these three-year plan guidelines. The guidelines enclosed reflect the following principles and objectives: , to support and acknowledge a local collaborative planning process inclusive of broad stakeholder involvement; , to construct a planning process that has meaning and utility locally, while preserving accountability to state and federal requirements; , to clarify a consistent planning process for counties; , to support a process that focuses on outcomes for children, youth, families, adults and communities; , to clarify the various components of planning; and , to support the important respective roles of County Youth Bureaus (and Municipal Youth Bureaus where they operate) and Local Departments of Social Services. New Requirements With the enactment of Chapter 57 of the Laws of 2005 – PINS Reform Legislation, there are now additional requirements for all counties to include diversion planning in existing county plans, eliminating a separate plan for that population. Thus, the county PINS diversion planning will now be incorporated in the OCFS-required county plans, with that portion of the plan to be jointly reviewed and approved by both OCFS and the Division of Probation and Correctional Alternatives. You will note that the new requirements for PINS are now being incorporated as part of the Strategic Component Child Care Technical Assistance # 1 Eligible Families (revised 5/17/06) of the Child and Family Services Plan. This portion of the county plan is required to be developed jointly with the county probation department. You will note the previous changes are continued from the previous county plan guidelines. These include: , The county plans now have separate components. The Strategic Component covers the planning process, needs assessment, and outcomes/strategies. The Administrative Component covers legal assurances, funding procedures, compliance issues. , The Administrative Components represent the respective responsibilities and requirements of the LDSS and County Youth Bureaus (and Municipal Youth Bureaus where they operate), for all counties. However, it is anticipated this information will be shared as part of the planning process. , The Youth Bureau Administrative Component includes requirements relating to the narrative that Youth Bureaus need to submit for their administrative funds. This replaced the narrative submitted through the Resource Allocation Plan. This requirement is for both county and municipal Youth Bureaus. , The Child Care Section included in the Local Department of Social Services – Administrative Component reflects recent regulatory changes and is designed to reflect the increased flexibility allowed in the delivery of child care services under the block grant model. Two technical assistance documents are attached to assist counties in completing this component of the county plan. They are Technical Assistance #1 – Eligible Families and Technical Assistance #2 – Limiting Eligibility for Other Eligible Families if Funds are Available. The three-year guidelines are based on existing statutory and regulatory requirements. The format and language are consistent with the changes incorporated in the previous three-year plan guidelines and Annual Plan Update. Based on feedback from counties, the guidelines have been structured to allow some flexibility to counties in the development of their plan document. County Plan Guidelines (attached) These County Plan guidelines consist of four components, which are: , Child and Family Services Plan – Strategic Component , Youth Bureau – Administrative Component , Local Department of Social Services – Administrative Component , PINS Diversion Services Plan – Strategic Component Submission Date The county plan is due on October 1, 2006. The effective date of the plan will be January 1, 2007. If a county is unable to meet the deadline, an extension may be requested. Please submit a letter to Anne Johnson (see address below) describing the reasons for requesting an extension and providing the date on which the plan will be submitted. Please note that OCFS is committed to improving the approval process to 2 Child Care Technical Assistance # 1 Eligible Families (revised 5/17/06) have plans approved by the plan effective date. Long extensions to the submission date should not be requested. Anne Johnson Regional Operations and Practice Improvement Division of Development and Prevention Services NYS Office of Children and Family Services 52 Washington Street, Room 321N Rensselaer, New York 12144 Submission Requirements OCFS is in the process of developing a process for electronic submission of the plan. The procedures and technology for that are being finalized. OCFS will communicate, by late summer 2006, specific instruction for submitting the plan. Please clearly number all pages. Technical Assistance Contacts The staff in the regional offices of the Division of Development and Prevention Services and the regional offices of the Office of Youth Development listed below continue to be available and involved on an ongoing basis. Please see below. Regional Office – Development and Prevention Services BRO Linda Brown (716) 847-3145 Linda.Brown@ocfs.state.ny.us RRO Linda Kurtz (585) 238-8201 Linda.Kurtz@ocfs.state.ny.us SRO Jack Klump (315) 423-1200 Jack.Klump@ocfs.state.ny.us ARO Glenn Humphreys (518) 486-7078 Glenn.Humphreys@ocfs.state.ny.us NYCRO Gail Hallerdin (212) 383-1788 Gail.Hallerdin@ocfs.state.ny.us YRO Pat Sheehy (914) 377-2080 Patricia.Sheehy@ocfs.state.ny.us Regional Office – Youth Development BRO Christine Garmon-Salaam (716) 847-3331 Christine.Garmon-Salaam@ocfs.state.ny.us Joe Proietti (716) 847-3860 Joseph.Proietti@ocfs.state.ny.us RRO Lydia Dzus (585) 238-8213 Lydia.Dzus@ocfs.state.ny.us SRO Denise Dyer (315) 423-5432 Denise.Dyer@ocfs.state.ny.us Terry Chylinski (315) 423-5491 Terry.Chylinski@ocfs.state.ny.us ARO Steve Conti (518) 486-6408 Steve.Conti@ocfs.state.ny.us Matt Beck (518) 473-2543 Matt.Beck@ocfs.state.ny.us Larry Hayes (518) 473-8866 Larry.Hayes@ocfs.state.ny.us NYCRO Madre Spicer (212) 383-4703 Madre.Spicer@ocfs.state.ny.us YRO/LIRO Princella Stover (516) 568-2961 Princella.Stover@ocfs.state.ny.us In addition, questions may be directed to: , Detention Services – Theresa Portelli (518) 474-1308; Theresa.Portelli@ocfs.state.ny.us 3 Child Care Technical Assistance # 1 Eligible Families (revised 5/17/06) , Child Care – Rhonda Finlayson (518) 402-6785; Rhonda.Finlayson@ocfs.state.ny.us , Domestic Violence – Lisa Gordon (518) 474-6512; Lisa.Gordon@ocfs.state.ny.us , Adult Services – Susan Somers (518) 402-6782; Susan.Somers@ocfs.state.ny.us Sincerely, cc: Director, County Youth Bureau Commissioner, Department of Social Services Attachments: Child and Family Services Plan – Strategic Component Local Department of Social Services – Administrative Component Youth Bureau – Administrative Component PINS Diversion Services Plan – Strategic Component Child Care Technical Assistance – #1 Eligible Families Child Care Technical Assistance – #2 Limiting Eligibility for Other Eligible Families if Funds are Available 4 May 23, 2006 New York State Office of Children & Family Services Dear Youth Bureau Director: The purpose of this letter is to provide the guidelines for the required George E. Pataki county Child and Family Services Plan for the three-year plan covering Governor the period January 1, 2007, to December 31, 2009. These guidelines for the county plan replace those used for the previous three-year county John A. Johnson plan. All counties are now required to submit a single county plan. Commissioner These guidelines represent the next step in the development of plan guidelines that are consistent with the operational policy of the Office of Children and Family Services (OCFS). County Youth Bureaus and Local Departments of Social Services (LDSS) are required by statute to develop and submit to New York State local multi-year plans for the provision of services and the allocation of resources. In August 2004, legislation was enacted to combine the consolidated services plan and the county comprehensive plan into one required plan, the Child and Capital View Office Family Services Plan, to be submitted by all counties. Park These guidelines reflect learnings from the Integrated County Planning 52 Washington Street (ICP) Project as well as feedback from all counties. ICP represents Rensselaer, NY 12144- OCFS's long-term commitment to develop a local collaborative planning 2796 process and to actively involve counties in the evolution of revised planning guidelines that will support such a collaborative process. The lessons learned through that demonstration project have influenced these three-year plan guidelines. The guidelines enclosed reflect the following principles and objectives: , to support and acknowledge a local collaborative planning process inclusive of broad stakeholder involvement; , to construct a planning process that has meaning and utility locally, while preserving accountability to state and federal requirements; , to clarify a consistent planning process for counties; , to support a process that focuses on outcomes for children, youth, families, adults and communities; , to clarify the various components of planning; and , to support the important respective roles of County Youth Bureaus (and Municipal Youth Bureaus where they operate) and Local Departments of Social Services. New Requirements With the enactment of Chapter 57 of the Laws of 2005 – PINS Reform Legislation, there are now additional requirements for all counties to An Equal Opportunity Employer Child Care Technical Assistance # 1 Eligible Families (revised 5/17/06) include diversion planning in existing county plans, eliminating a separate plan for that population. Thus, the county PINS diversion planning will now be incorporated in the OCFS-required county plans, with that portion of the plan to be jointly reviewed and approved by both OCFS and the Division of Probation and Correctional Alternatives. You will note that the new requirements for PINS are now being incorporated as part of the Strategic Component of the Child and Family Services Plan. This portion of the county plan is required to be developed jointly with the county probation department. You will note the previous changes are continued from the previous county plan guidelines. These include: , The county plans now have separate components. The Strategic Component covers the planning process, needs assessment, and outcomes/strategies. The Administrative Component covers legal assurances, funding procedures, compliance issues. , The Administrative Components represent the respective responsibilities and requirements of the LDSS and County Youth Bureaus (and Municipal Youth Bureaus where they operate), for all counties. However, it is anticipated this information will be shared as part of the planning process. , The Youth Bureau Administrative Component includes requirements relating to the narrative that Youth Bureaus need to submit for their administrative funds. This replaced the narrative submitted through the Resource Allocation Plan. This requirement is for both county and municipal Youth Bureaus. , The Child Care Section included in the Local Department of Social Services – Administrative Component reflects recent regulatory changes and is designed to reflect the increased flexibility allowed in the delivery of child care services under the block grant model. Two technical assistance documents are attached to assist counties in completing this component of the county plan. They are Technical Assistance #1 – Eligible Families and Technical Assistance #2 – Limiting Eligibility for Other Eligible Families if Funds are Available. The three-year guidelines are based on existing statutory and regulatory requirements. The format and language are consistent with the changes incorporated in the previous three-year plan guidelines and Annual Plan Update. Based on feedback from counties, the guidelines have been structured to allow some flexibility to counties in the development of their plan document. County Plan Guidelines (attached) These County Plan guidelines consist of four components, which are: , Child and Family Services Plan – Strategic Component , Youth Bureau – Administrative Component , Local Department of Social Services – Administrative Component , PINS Diversion Services Plan – Strategic Component 2 Child Care Technical Assistance # 1 Eligible Families (revised 5/17/06) Submission Date The county plan is due on October 1, 2006. The effective date of the plan will be January 1, 2007. If a county is unable to meet the deadline, an extension may be requested. Please submit a letter to Anne Johnson (see address below) describing the reasons for requesting an extension and providing the date on which the plan will be submitted. Please note that OCFS is committed to improving the approval process to have plans approved by the plan effective date. Long extensions to the submission date should not be requested. Anne Johnson Regional Operations and Practice Improvement Division of Development and Prevention Services NYS Office of Children and Family Services 52 Washington Street, Room 321N Rensselaer, New York 12144 Submission Requirements OCFS is in the process of developing a process for electronic submission of the plan. The procedures and technology for that are being finalized. OCFS will communicate, by late summer 2006, specific instruction for submitting the plan. Please clearly number all pages. Technical Assistance Contacts The staff in the regional offices of the Division of Development and Prevention Services and the regional offices of the Office of Youth Development listed below continue to be available and involved on an ongoing basis. Please see below. Regional Office – Development and Prevention Services BRO Linda Brown (716) 847-3145 Linda.Brown@ocfs.state.ny.us RRO Linda Kurtz (585) 238-8201 Linda.Kurtz@ocfs.state.ny.us SRO Jack Klump (315) 423-1200 Jack.Klump@ocfs.state.ny.us ARO Glenn Humphreys (518) 486-7078 Glenn.Humphreys@ocfs.state.ny.us NYCRO Gail Hallerdin (212) 383-1788 Gail.Hallerdin@ocfs.state.ny.us YRO Pat Sheehy (914) 377-2080 Patricia.Sheehy@ocfs.state.ny.us Regional Office – Youth Development BRO Christine Garmon-Salaam (716) 847-3331 Christine.Garmon- Salaam@ocfs.state.ny.us Joe Proietti (716) 847-3860 Joseph.Proietti@ocfs.state.ny.us RRO Lydia Dzus (585) 238-8213 Lydia.Dzus@ocfs.state.ny.us SRO Denise Dyer (315) 423-5432 Denise.Dyer@ocfs.state.ny.us Terry Chylinski (315) 423-5491 Terry.Chylinski@ocfs.state.ny.us ARO Steve Conti (518) 486-6408 Steve.Conti@ocfs.state.ny.us Matt Beck (518) 473-2543 Matt.Beck@ocfs.state.ny.us 3 Child Care Technical Assistance # 1 Eligible Families (revised 5/17/06) Larry Hayes (518) 473-8866 Larry.Hayes@ocfs.state.ny.us NYCRO Madre Spicer (212) 383-4703 Madre.Spicer@ocfs.state.ny.us YRO/LIRO Princella Stover (516) 568-2961 Princella.Stover@ocfs.state.ny.us In addition, questions may be directed to: , Detention Services – Theresa Portelli (518) 474-1308; Theresa.Portelli@ocfs.state.ny.us , Child Care – Rhonda Finlayson (518) 402-6785; Rhonda.Finlayson@ocfs.state.ny.us , Domestic Violence – Lisa Gordon (518) 474-6512; Lisa.Gordon@ocfs.state.ny.us , Adult Services – Susan Somers (518) 402-6782; Susan.Somers@ocfs.state.ny.us Sincerely, Nancy W. Martinez s/s Nancy W. Martinez Director Strategic Planning & Policy Development cc: Director, Municipal Youth Bureau Commissioner, Department of Social Services Director, County Probation Attachments: Child and Family Services Plan – Strategic Component Local Department of Social Services – Administrative Component Youth Bureau – Administrative Component PINS Diversion Services Plan – Strategic Component Child Care Technical Assistance – #1 Eligible Families Child Care Technical Assistance – #2 Limiting Eligibility for Other Eligible Families if Funds are Available 4