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TITLE IV-B PART I & II, SSBG,
SPECIAL NEEDS ADOPTION PROGRAM,
CHAFEE FOSTER CARE INDEPENDENCE PROGRAM
The Regional Plan for Child Welfare Services contains twelve service categories:
This plan includes Child Welfare federal/state/county funding sources: Title IV-B Part I, Title IV-B Part II, SSBG, Chafee Foster Care Independence Program (CFCIP), Kids First Trust Fund, Community Based Child Abuse Prevention (CBCAP), Child Welfare Fund, and Family and Children Fund. Contracts for services bind grantees regardless of whether services are paid from the funds listed previously or from Family and Children Fund at the county level (funds may be made from any number of accounts within the Family and Children Fund to include Independent Living for Wards, Preservation Services, Adoption Services, etc.). Each funding source has guidelines on services that are appropriate to fund. The funding categories as well as the service standards in Attachment A have listed the funding that can be used for that particular category or service.
Grantees submitting Request For Funding Proposal shall agree to provide services in a manner described in the Service Plan for 2006-2008 for:
Grantees submitting Request For Funding Proposals agree to claim for all services in an amount not to exceed the service rates set forth in the State’s contract for IV-B Part 1 Funding, IV-B Part 2 Funding, SSBG, CFCIP, Kids Trust Fund, CBCAP, and County Funding.
Grantees submitting Request for Funding Proposals agree that County Funding will be considered the payor of last resort.
Development of the Regional Plan involves the following: needs analysis, review of the progress report; evaluation of current service needs and possible development of new services; decision to continue, expand or discontinue current services; and monitoring the progress toward the long-range goals.
II.A.1 Definition of Services
This category is designed to cover payment for community–based services which promote the well-being of children and families and is designed to strengthen and stabilize families (including adoptive, foster, and extended families). They are preventive services designed to alleviate stress and help parents care for their children’s well being before a crisis occurs.
Services may include:
Evidence based prevention programming is the identified priority for Family Support Services.
II.A.2 Target Population
II.A.3 Case Record Documentation
For individual service:
For group service:
Within sixty (60) days after the activity, a report must be submitted identifying the name or type of the activity, location of the activity and length of time the activity was held, the number of adults and children participating in the activity, and a cost accounting of the activity. A sign in sheet must be available for all participants age 18 and over and those in attendance must sign in.
For groups with participants under the age of 18, the instructor must indicate the number in attendance.
II.A.4 Desired Outcomes
II.A.5 Service Access
Services must be accessed through a DCS referral or a referral from a DCS approved source. Referrals are valid for a maximum of six (6) months unless otherwise specified by the DCS. Providers must initiate a reauthorization for services to continue beyond the approved period.
II.B.1 Definition of Services
This category is designed to provide services for children and families to help families (including adoptive and extended families) at risk or in crisis including services to assist families in preventing disruption and the unnecessary removal of children from their home (as appropriate). They help to maintain the safety of children in their own homes, support families preparing to reunify or adopt, and assist families in obtaining other services to meet multiple needs. Reunification services are also included in this category which could assist children in returning to their families or placement in adoption or legal guardianship with relatives. These services may include follow-up care to families to whom the child has been returned after placement and other reunification services.
Services may include:
See service standards in Attachment A for specific services.
II.B.2 Target Population
Probation youth are not excluded if they meet the criteria in number 2, 3, or 4 above and provide the required case record documentation listed below.
II.B.3 Case Record Documentation
Necessary case record documentation for service eligibility must include one of 1 through 5 below and 6 through 8:
II.B.4 Desired Outcomes
The service documentation must include one or more of the following:
For specific service outcomes, see Attachment A under service standards.
II.B.5 Service Access
Services must be accessed through a DCS referral. Referrals are valid for a maximum of six (6) months unless otherwise specified by the DCS. Providers must initiate a reauthorization for services to continue beyond the approved period.
II.C.1 Definition of Services
This category covers services and activities that are provided to a child that has been placed in a foster family home or other court ordered out-of-home placement and/or the child’s parents or primary caregiver in order to facilitate reunification of the child safely and appropriately within a timely fashion. These services can only be purchased with Time Limited Reunification Funds during the 15-month period that begins on the date the child is considered to have entered out-of-home care, pursuant to section 475(5)(f).
Services and activities that can be provided under this category include:
See service standards in Attachment A.
II.C.2 Target Population
Probation youth are not excluded if they meet the criteria in number 2.
II.C.3 Case Record Documentation
Necessary case record documentation for service eligibility must include one of 1 through 3 and 4 through 6:
II.C.4 Desired Outcomes
For specific service outcomes, see Attachment A under service standards.
II.C.5 Service Access
Services can only be accessed through a DCS referral. Referrals are valid for a maximum of six (6) months unless otherwise specified by the DCS. Providers must initiate a reauthorization for services to continue beyond the approved period.
II.D.1 Definition of Services
Services and activities available are designed to encourage increased adoptions out of the foster care system, when adoptions promote the best interest of children. Such services and activities are designed to expedite the adoption process and support adoptive families to prevent adoption disruption and/or dissolution. This includes preparing the child for adoption with regard to loyalty, grief, and loss issues related to their birth family as well as evaluating a prospective adoptive family and making a recommendation regarding appropriateness of the family to adopt special needs children.
Services in this category include:
See service standards in attachment A.
II.D.2 Target Population
II.D.3 Case Record Documentation
II.D.4 Desired Outcomes
II.D.5 Service Access
Services can only be accessed through a DCS referral or a referral from an DCS approved source. Referrals are valid for a maximum of six (6) months unless otherwise specified by the DCS. Providers must initiate a reauthorization for services to continue beyond the approved period.
II.E.1 Definition of Services
For licensed Family Foster or Relative Foster care, this category includes monthly payments to cover the cost of providing food, clothing, shelter, daily supervision, school supplies, the child’s personal incidentals and entertainment, liability insurance with respect to the child, and reasonable travel to ensure the child’s appearance at visitations and court hearings.
For Group or Institutional care this category includes the reasonable costs of administration and operation of institutional/group home care that is required to provide food, clothing, shelter, daily supervision, school supplies, a child’s personal incidentals and entertainment, liability insurance with respect to the child and reasonable travel to ensure the child’s appearance at visitations and court hearings.
II.E.2 Target Population
II.E.3 Case Record Documentation
II.E.4 Desired Outcomes
II.E.5 Service Access
Services can only be accessed through a DCS referral.
II.F.1 Definition of Services
This category provides funds to adoptive parents on a recurring and periodic basis to assist in the support of adopted special needs children.
II.F.2 Target Population
Foster families that have adopted children and were awarded a subsidy payment through the local Department of Child Services office.
II.F.3 Case Record Documentation
II.F.4 Desired Outcomes
II.F.5 Service Access
Services can only be accessed through a DCS referral.
II.G.1 Definition of service
Provision of foster/adoptive/kinship caregiver training (FAKT), which includes 20 hours of pre-service training covering 11 competencies. An additional 6 hours of pre-service training is required for families wishing to adopt. Provide ongoing in-service training that will enhance the skills of caregivers and provide them with information on current issues related to special needs children and children in out of home care. Provision of CPR, First Aid, and Universal Precautions are required in addition to FAKT requirements.
II.G.2 Target Population
Providers and/or trainers will provide information/complete evaluation reports as indicated by the Training Coordinator quarterly and at the end of training session.
II.G.4 Desired Outcomes
II.G.5 Service Access
Services can be accessed by persons interested in becoming a licensed foster/kinship foster home or adoptive parents either through the local DCS or through the contracted agency to provide such services.
II.H.1 Definition of Services
Independent Living services consist of a series of developmental activities that provide opportunities for young people, ages 14 to 18, to gain the skills required to live healthy, productive, and responsible lives as self-sufficient adults. These services are to assist young people in transitioning into adulthood, regardless of whether they end up on their own, are adopted, or live in another permanent living arrangement. Services are based on a comprehensive independent living assessment that identifies strengths as well as areas needing improvement as identified in the case plan. In addition to the assessment, programming services include health, housing, vocational and employment, mentoring, life skills and social skills, and youth development. This funding can also be used to purchase educational and vocational supplies for eligible youths (e.g., textbooks, tools, work uniforms, etc.) Young people must participate directly in designing their program activities, accept personal responsibility for achieving independence, and have opportunities to learn from experiences and failures.
Services also include financial, housing, mentoring, counseling, employment, education, and other appropriate support to former foster care recipients between 18 and 21 years of age to complement their own efforts to achieve self-sufficiency and to assure that they recognize and accept personal responsibility in preparing for and making the transition from adolescence to adulthood. The Chafee Foster Care Independence Program Funds require a 20% match for total funds spent. See Attachment E “Claim Process for Chafee Independent Living Program” for further details on match requirements and claim processing.
Education and Training Voucher Program (ETV), enacted in 2001, provides resources specifically to meet the education and training needs of youth, aging out of foster care. This program makes vouchers of up to $5,000 per year available to eligible youth attending institutions of higher education, as defined in the Higher Education Act of 1965. These funds are managed through a contract with the Orphan Foundation (OFA). The match for ETV funds is covered by OFA through their contract. Application for these funds must be completed online at http://www.statevoucher.org/.
II.H.2 Target Population for services
Eligibility for case management services:
For probation youth adjudicated a delinquent, the county of residence must have an interagency agreement between the court and DCS relating responsibilities of each party for meeting all state and federal mandates.
Eligibility for Room and Board assistance:
Foster youth must have turned 18 years of age while in foster care*. This includes:
*Foster care is defined as 24-hour substitute care for children placed away from their parents or guardians and for whom the State agency has placement and care responsibility. Facilities that are outside the scope of foster care include, but are not limited to: detention facilities; psychiatric hospital acute care; forestry camps; or facilities that are primarily for the detention for children who are adjudicated delinquents.
II.H.3 Case Record Documentation
The youth’s case plan indicating Independent Living as a case plan goal including:
II.H.4 Desired Outcomes
For specific service outcomes, see Attachment A under service standards.
II.H.4 Service Access
Services can only be accessed through a DCS referral. Referrals are valid through the youth’s 18th birthday. Providers must initiate a reauthorization for services to continue beyond the approved period.
Funding Source: IV-B Part II; Kids First Trust Fund, Community Based Child Abuse Prevention; IV-E Waiver Savings; Family and Children Fund
II.I.1 Definition of Services
Community Partners for Child Safety is a child abuse prevention center based, service array that is to be delivered in every region in the state through community partnership. This service continuum builds community supports for those families who self identify or are referred by community agency referral to connect families to resources needed to strengthen the family and prevent child abuse and neglect. Community partners include, but are not limited to: schools; social services agencies; health care providers; public health; hospitals; child care providers; community mental health agencies; local Department of Child Services (DCS) offices; child abuse prevention agencies such as Healthy Families and local Prevent Child Abuse Councils; Youth Services Bureaus; Child Advocacy Centers; faith-based community; and Twelve Step Programs.
II.I.2 Target Population
Services must be restricted to the following eligibility categories:
II.I.3 Case Record Documentation
II.I.4 Desired Outcomes
II.I.5 Service Access
II.J.1 Target Population
Child Welfare staff and administrators in each local office working with abused and neglected children.
A proposal regarding speakers providing training programs including the speaker’s fee, travel, lodging, per-diem and other related expenses such as room rental and meals.
Funding Source: IV-B I; IV-B II for Administration and Planning (not to exceed 10% for either function); Child Welfare Fund; Family and Children Fund- Dependent on the program
Programs under this category are diverse in nature and require different methods of documentation. Some will require a proposal describing the purpose of the program, the actual plan, cost, procedures, and expected outcomes. Others may require minimal documentation such as a letter providing information regarding who, what, when, where, why, and how of the program being proposed. Each request should designate the funding source being requested for the service that is proposed.
II.K.2 Identifying funding source
The funding source would be determined based on the type of program being provided.
II.K.3 Service Access
Services can only be accessed through DCS approval. See specification grid in Attachment A.
III.A Service Standards
Service standards have been developed for services under each major service title. All service providers offering a standardized service, regardless of the program service name, will use the service standards for that service. The service standards include a description of the components for all services within that title. The service description specifies the parameters within which services will be provided.
The target population and goals may apply to one type of service within a title. However, in most standardized services, the target population and goals apply to all of the services within a title.
Finally, the service standards include the required qualifications for the position and the qualities desired in a provider to provide the service effectively. These apply to all services within the title unless otherwise specified. Also included are the billing units, documentation required and service access. See Attachment A for more information.
III.B Non-Standardized Program Specification Grid
Programs in this category do not fit the criteria in other categories. Possible services or programs include daycare/respite care for biological parents, adoption/guardianship attorney fees, community awareness, camping, developing innovative programs or expanding existing service programs. See Attachment A for more information regarding this category.
Each county director of the DCS gathers input regarding service needs from the local Child Protection Team, the Judge having juvenile jurisdiction, and other local planning bodies. This input is considered when the Regional Services Council makes contract decisions.
The council determines a method to identify prospective service providers for new programs, for programs that require a change in provider because of unsatisfactory completion of the previous agreement, or for programs that are not meeting the standards set forth in their contract. The program application is a public document and shall be given to all interested parties/providers.
NOTE: All contractors and subcontractors must register with the Secretary of State of Indiana in order to be considered for a State contract.
When the region is making requests for proposals, the request for proposals shall be published in all the major regional newspapers including minority publications as can be located and will be posted on the Department of Child Services website at http://www.in.gov/dcs/.
The Child Welfare Services Coordinators will send program applications to all prospective service providers within two working days of the request. The Child Welfare Services Coordinator will serve as a contact for submission of applications. All questions will be submitted to the State in writing and responses will be made available to all interested parties on the website listed above.
IV.D Program Proposal Format
Applicants shall have access to all Service Standards (if applicable), Program Proposal, instructions for the proposal format, and an Annual Evaluation report format. The Child Welfare Services Coordinator will enter the ending date for the proposed funding period for any service standards having objectives that require completion dates. If applicable, the Service Standards along with the “Program Proposal” become the complete proposal and a part of the “Service Provider Contract” if approved. For “non-standardized” services, refer to the Program Specification Grid.
Service Providers will submit the “Program Proposal” to the Child Welfare Services Coordinator. The Child Welfare Services Coordinator will prepare the “Program Summary Sheet” after the Regional Services Council has accepted a proposal. The “Program Summary Sheet” will specify the services to be purchased as per action of the Regional Services Council.
Completed proposals are to be submitted to the county for which the proposal is intended, the Child Welfare Services Coordinator, and the Regional Manager in the region where the county is located for which a proposal is being submitted by the specified date. All proposals must be mailed to the Child Welfare Services Coordinator postmarked by December 22, 2005 to be accepted for review.
IV. F. Minority/Women’s Business Enterprise (MBE/WBE) Participation Plan
In accordance with 25 IAC 2-20, the respondent is expected to submit within the proposal a MBE/WBE participation plan or make an application for waiver from the contract goal. Failure to provide the minority business participation plan or to make an application for waiver of the participation goal at the time of proposal submission may result in the disqualification and rejection of the proposal. Please note that IDOA reserves the right to verify all information included on minority business enterprise participation plans and applications for waiver from the contract goal before making final determinations of the respondent’s responsiveness and responsibility.
By submission of the proposal, the respondent thereby acknowledges and agrees to be bound by the regulatory processes involving the State of Indiana's MBE/WBE program. Questions involving the regulations governing the MBE/WBE participation plan and the application for waiver from the contract goal should be directed to: Minority Business Development, Indiana Department of Administration, 402 W. Washington St., Room W479, Indianapolis, IN 46204 or at (317) 233-6607.
IV.G. Provider Data Summary, W-9 Form, Direct Deposit Form
A current Provider Data Summary and W-9 form must be completed by all agencies submitting proposals. Indiana is requiring all contracted agencies receiving funds through contracts to provide a signed direct deposit form to provide for electronic payment of funds.
V.A Service Satisfaction Report (previous Progress Report)
The purpose of the Service Satisfaction Report is to review the provision of services on the first five months of the program and to provide an opportunity for the counties/ region to provide information /concerns about the service provision, so that changes/modifications can be made in the continuing contracted period and in the next funding years proposal, should the regional Council choose to fund the program again.
The Child Welfare Services Coordinator will initiate the Service Satisfaction Report after November 30 of each contract year. The Service Satisfaction Reports will be submitted as a part of the regional plan for service.
V.B Annual Evaluation for Regional Services
The evaluation format will be completed on an annual basis, with the evaluation period being the period of the contract, which is July 1 to June 30. The evaluations will be due to Central Office on October 31 following the completed funding year.
The evaluation format should be closely examined prior to the implementation of the service. The evaluation format requires that information be gathered continuously concerning:
The cover sheet (Title IV-B Program Annual Evaluation Report For Region) for the evaluation items 1 to 18 as well as the two accompanying pages will be completed for all programs. In addition, Items 19 to 25 will be completed for Family Support, Family Preservation, Time Limited Reunification, and Adoption Promotion-Support Programs.
Service outcomes are based on the objectives set forth in the program proposals (Item 18) or as listed in the Service Standards. It is very important that the objectives be stated in measurable terms:
Desired Outcomes become the criteria of the evaluation for the effectiveness of the program.
The Coordinator will review and correct the information as necessary.
VI.A Steps To Be Taken In Reviewing Program Proposals
VI.A.1 Notification of Completed Proposals
Applicants will be instructed to mail one copy of their completed proposal to each DCS County Director and DCS Regional Manager and 2 copies to each Regional Child Welfare Service Coordinator that they are proposing to serve. The Child Welfare Service Coordinator will notify the Regional Services Council of all the completed proposals that are received from the providers on or before the submission deadline. Proposals that are not postmarked by the DCS Regional Child Welfare Services Coordinator on the deadline date will not be considered.
VI.A.2 Review of Program Proposal
The Child Welfare Service Coordinator will review all proposals to ensure that all proposals are complete according to the checklist. All applicants with incomplete proposals will be provided a copy of the checklist showing items that are missing or that need clarification. The Coordinator will fax checklists indicating missing items to applicants. Applicants will have 5 business days to make any additions/corrections to their proposals and submit them to the Regional Child Welfare Service Coordinator. The Regional Child Welfare Service Coordinator will provide corrected pages of the proposal to the each county DCS Director included in the proposal and the Regional Manager. The Regional Manager will be responsible for providing copies of this information to the Regional Services Council. Corrections/additions received after the 5 day deadline will not be included in the review. The Regional Child Welfare Service Coordinator will review all proposals for completeness.
VI.A.3 Scoring and Acceptance of Proposals
The DCS Directors or assigned sub-committee will score each proposal using the criteria established in the Planning Document and determine which proposals will be accepted as part of the regional plan. The DCS Directors will meet with the Regional Manager (RM) to make contract recommendations. The RM will take these recommendations to the Regional Service Council (RSC). If the RSC is not fully operational, the Regional Manager will make this determination and will have final approval for contracts. The Child Welfare Regional Coordinator will assist in this process as determined by the Regional Manager in each region.
The Regional Services Council or assigned sub-committee will identify the points of clarification that need to be made in the submitted proposal prior to accepting the proposal as part of the regional plan. required revisions to the proposal shall be made within 5 working days of notification.
VII.A Face Sheet
The Face Sheet with identifying information and a checklist will be the first page of the Regional Plan.
VII.B. Coordinator's Checklist
The Coordinator shall complete a "Coordinator's Checklist for Standardized Program Format" and a "Coordinator's Checklist for Non-Standardized Title IV-B Services". These checklists will serve as verification that the Coordinator has reviewed all submitted proposals for completeness and accuracy as a part of the region's plan.
VII.C Program Summary Sheet
For each proposal accepted, a "Program Summary Sheet" must be completed by the Child Welfare Service Coordinator and attached to the accepted proposal. The "Program Summary Sheet" requires the following information:
VII.D Application for use of Federal Child Welfare Services Funds (Form 660)
The Region Application for use of Federal Child Welfare Services Funds, 660 form, must be completed per the instructions provided. The Application must be signed by the Regional Manager or the authorized designee. (Please note: The designee can not be the Regional Child Welfare Service Coordinator.) The application form has been designed to serve two purposes. First, this form provides an overview of all services requested within a region. Second, this form provides each region with the opportunity to develop a program unique to each county. The second year of the plan, a new 660 form will be completed reflecting the allocation of funds for the second year of the contracts.
VII.D.1. Submission of Regional Plan for Approval
The Regional Services Council will submit the original Regional Child Welfare Services Plan to Programs and Services, Indiana Department of Child Services, 402 West Washington Street, W-364, Indianapolis, Indiana 46204 for approval.
The plan will be submitted in a three (3) ring binder with proposals separated alphabetically by service provider. If program refunding is requested, the progress report and cover sheet must be attached to the proposal.
VII.E. Revision or Additions to Approved Plan
VII.E.1 Revision of Approved Plan
Financial transfers from one approved program into another approved program will be completed on the DCS Form 660. Approval will be given by each Regional Services Council affected by the transfer and verified by the signature of the Regional Manager or designee. The amendment sheet must be attached for each program change. (See Attachment D) Any language or process changes to the plan must be approved by Central Office with the approval date included and attached to the approved document in effect.
VII.E.2 New Program Addition To Approved Plan
Any programs that have not been approved by Central Office of the Department of Child Services on the original plan must be approved prior to the implementation of a contract. The following must be sent to the Indiana Department of Child Services, Programs and Services, 402 West Washington Street, W-364, Indianapolis, Indiana 46204:
VII.F General Service Delivery
The State will have Service Provider Contracts with provider agencies or individuals as approved in the plan.
The Child Welfare Service Coordinator will monitor claims for service delivery to clients through the procedures identified in the Service Provider Contract and will report the results in written form to the Regional Services Council on a quarterly basis.
The Regional Services Council or a designee of this Council in conjunction with Central Office will evaluate and monitor the service program to assure that the minimum service standards are met. In evaluating programs, the categories to be monitored are as follows:
Based on approval of the Regional plan, a set of services and corresponding unit rates will be identified.
The Central Office will record these funds as follows:
Fiscal records will be maintained by Central Office based on approved amounts for each non-contracted services. Central Office will maintain region accounts. However, Central Office will not maintain accounts for each county's specific share agreed upon through the Council process.
Central Office will assess the spending trends of each region based on the amount of claims received. Based on this assessment, Central Office may make recommendations to the Region Child Welfare Service Coordinator, who will in turn relay information to the Region Regional Services Council for funding transfers from one service to another. After the second quarter, if the spending trends indicate excess funds available, reallocation of funds by the Central Office may occur.
VIII.B.1 Regional Records
Each Regional Services Council is responsible for determining the method to be used for establishing and maintaining a set of records and procedures which will document the use of funds for each regional service by county. The following must be noted:
VII.B.2 Council Meeting Minutes
The following description must be included and documented in the minutes of a council meeting:
The ultimate responsibility and decision to purchase approved regional services or manage available regional funds is with the Regional Manager and the Regional Services Council. This must be completed within the guidelines established by the Regional Services Council in compliance with Central Office policies.
VIII.B.3 Transfer of Funds
VIII.B.3.a Internal Transfers
Since the approved regional plan includes service contracts at a specific funding level, a transfer of funds will be necessary if funds are released from one county and given to other counties in the region. An amendment sheet must be completed to reduce funds in a contract and/or add funds to a contract and provided to claims management for input into CMS.
VIII.B.3.b External Transfers
External transfers will be used to transfer funds between regions or to roll funds from one year to the next using the same process.
IX. CLAIMS PROCESSING/DOCUMENTATION
IX.1 Claim Processing
IX.2 Time Table
X. APPLICATION FORMS—i.e. 660 forms
XI.1 IV-B Part I, IV-B Part II, SSBG