1. Office of Children, Youth and Families
PCCYFS
June 20, 2012
Office of Children, Youth and Families

2. OCYF Work Group Priorities
Financing
Placement Reform
Workforce
Mission/Vision

3. OCYF Work Group Priorities
1. Financing
NBB – The Needs Based Plan & Budget process is found to be long and tedious. The workgroup would like to see reforms around the requirements for these submissions.
Waiver – The workgroup would like the state to apply for the Title IV-E waiver to give flexibility to federal funds.
Contracting/Maximum Allowable Reimbursement – The contracting and maximum allowable reimbursement rate process is time consuming and currently requires duplication of efforts by the county staff and DPW contractors. The workgroup would like to see a streamlined process that is more reliable at determining Title IV-E eligible costs.
Maximization of Federal Funds – Following a federal audit, Pennsylvania became very cautious with federal Title IV-E claiming. The workgroup would like increased training around eligible federal expenses in order to maximize the federal share. Currently Pennsylvania draws a very low percentage of federal funding compared to comparable states.
Payment Schedule – The current payment schedule for Act 148 funds often causes cash flow problems in counties. A new payment system has been developed that mirrors the payment schedule of the Special Grants.
County Match – The workgroup would like to see reform around the required county match for services to create a system that rewards counties for safely maintaining children in their homes.

4. OCYF Work Group Priorities
2. Placement Reform
Pennsylvania needs to continue its focus on ensuring that every child is in the right placement by reducing the number of children and time in out-of-home placements, especially congregate care. In order to do this, there must be an emphasis placed on community-based solutions for both dependent and delinquent youth. Additionally, the group would like a review of the costs of the YDCs.

5. OCYF Work Group Priorities
3. Workforce
Staffing Ratios – The workgroup would like a review of staffing ratios for shelter and detention facilities.
Training Hour Requirements for Detention Staff (Annual) – The workgroup would like a review of training requirements for detention staff to decrease the number of training hours required on an annual basis.
Curriculum Development and Civil Service/Job Requirements – The child welfare workforce is the most important resource we have in OCYF. Caseworkers need to be properly trained to engage families, assess safety, and ensure timely permanency. The workgroup would like a review of the current curriculum for child welfare workers, additional training hours prior to a worker being able to take a case, and a review of the minimum requirements for the position.

6. OCYF Work Group Priorities
4. Mission/Vision
The workgroup feels that child welfare has gotten away from its mission of ensuring safety for children and has branched into areas beyond what the system was created for. The workgroup would like reform of the definitions of dependency, GPS and CPS; the creation of a true differential response; a review of the mandates of child welfare; and a restricted, defined role for child welfare.

7. Task Force on Child Protection
Common Themes
Concerns with Definition of Physical Abuse: Subjective Standard
GPS vs. CPS
Multidisciplinary Investigative Response
Mandated Reporters
Challenges of the Child Welfare System

8. 1. Concerns with Definition of Physical Abuse:
Task Force Themes
1. Concerns with Definition of Physical Abuse:
Subjective Standard
Severe pain
Non-accidental
Definition of perpetrator – family member or others
Unknown perpetrator
Standard too high

9. Task Force Themes 2. GPS vs. CPS
Counting of GPS in national statistics
Definition of neglect – too broad
Includes issues of socialization and or moral education
Differential response

10. 3. Multidisciplinary Investigative Response
Task Force Themes
3. Multidisciplinary Investigative Response
Use of Children’s Advocacy Centers
Use of team investigative approaches
Communication
Coordination of efforts
Value of CYS staff teaming with medical professionals, such as with nurses, to support agency’s response to reports of abuse and neglect

11. Task Force Themes 4. Mandated Reporters Universal mandated reporters
Greater protections for mandated reporters
Increased penalties for failure to report
Need for a better understanding of the magnitude for false reporting
Current burden on system to respond to current level of reporting, related to false reports involving custody disputes
Concern over lack of doctors willing to diagnose child abuse due to fear over liability or burden associated with testifying in court
Desire to expedite process for doctor’s to testify (i.e. video conferencing)
School or institution reporting: need for immediate and appropriate reporting by the “observer” or “witness”, which would support stronger prosecution down the road by expediting the report and avoiding multiple people within the institution interviewing the child and spoiling evidence

12. 4. Mandated Reporters (Cont.)
Task Force Themes
4. Mandated Reporters (Cont.)
Agreement that the distinction of “student abuse” should be eliminated
Further review is needed related to the lack of public visibility of children who are being educated through home or cyber schooling and the prevalence of the use of these education alternatives in recent cases of child deaths Discussion of enhancing health screen requirements for these children
Concern over mandated reporters being confused about current definitions of abuse and perpetrators in determining whether to report – recommendation made that reporters should report any serious risk of harm to a child
Currently no requirement for mandated reporters to be trained – one should be established with reasonable intervals for training (ideally the first training in-person and subsequent refresher trainings done electronically). Broad support to require school officials to be trained

13. 5. Challenges of the Child Welfare System
Task Force Themes
5. Challenges of the Child Welfare System
Child welfare workforce challenges: young, inexperienced, need for strong supervision, retention issues, poor compensation for qualified staff
Training of child welfare professionals was discussed including, quality of training and training in relation to when they receive cases

14. Human Services Block Grant
Special Grants that have been moved into the Human Services Block Grant include Evidence Based Practices, Promising Practices, Alternatives to Truancy, and Housing.
Full flexibility of the funds will be phased in over several years.
Counties will be required to submit a plan detailing how the block grant funds will be allocated.
Reporting will be streamlined.
For Child Welfare, the funding categories will include evidence-based programs and practices, in-home services, prevention, and reunification.

15. Children’s Roundtable
GAL Pre-Service DVD: One copy was sent to all President Judges, Leadership Roundtable Judges and CYS Administrators. Counties can order copies through OCFC (PPI $5/non-PPI $7).
Children’s Court Activity Booklet:  What’s Happening in Dependency Court? An Activity Book for Children Going to Court in Pennsylvania can be order through OCFC (PPI $3/non-PPI $4 or print from website).
Incarcerated Parents “Know Your Rights” handout is available.
PPI Phase IV Invitation – letters of interest due to OCFC by June 30, 2012
Children’s Summit – Seven Springs April 29 – May 1, 2013
CPCMS Dependency Court Data Dashboard – anticipated release winter 2012

16. Data
Truancy Data
APPLA: As of September 30, 2011, there were 1458 children with a goal of APPLA in PA. Of those, 50 children are age birth to 12.

17. Regional Offices – Post 7/1/12
WHAT IS GOING:
Licensure of Facilities under Chapter 3800
2 Staff
WHAT IS STAYING:
CPS Investigations
Child Fatality/Near Fatality
Needs Based Budgets
Licensure of Chapters 3680, 3350, 3700, 3130/3490
Supervision of County Children and Youth Social Service Agencies
CHANGING ROLE
Technical Assistance
Supervision
NBB – Benchmarks/CIP
Focus of Activity
WHAT WILL IT LOOK LIKE:
Monthly Contact
Safety Support Sessions
Critical Case Reviews
Data Discussions
Quarterly Budget Meetings

18. FY10/11 Initial Submission – 202 In review – 2 Finalized - 200
Provider Packet Reviews – FY
Initial Submission – 202
In review – 2
With OCYF – 2 (Community Specialist/Summit Academy)
Finalized - 200
FY10/11

19. FY11/12 Initial Submission Expected – 209
Provider Packet Reviews – FY
Initial Submission Expected – 209
Initial Submission Actual – 203
At County level – 35
At OCYF level – 14
Finalized – 154
No initial submission – 6
This time last year we had 78 packets outstanding, we currently have 49 outstanding reviews.
FY11/12

20. FY12/13 Initial Submission Expected – 200
Provider Packet Reviews – FY
Initial Submission Expected – 200
Initial Submission Actual – 122
With County – 103
With OCYF - 17
Finalized – 2
Extensions requested - 72
FY12/13

21. Fostering ConnectionsTo
Permits youth to remain in care until 21if they are employed 80 hours per month
Extends adoption subsidies up to age 21 for youth adopted after age 13
Extends subsidies for permanent legal custodianship up to age 21 for youth placed with a PLC after age 13
Permits youth to re-enter foster care up to age 21 when discharged 90 days prior to their 18th birthday or after
Generates additional federal revenues and saves state and county funds

22. Fostering Connections
HB 75, PN 3770 – Amends the Juvenile Act
HB 1261, PN 3646 – Amends the Public Welfare Code

23. Child Welfare Information Technology

24. Child Welfare Demonstration Project

25. Waiver Design Requirements
PCG Human Services
4/12/2017
A waiver would offer Pennsylvania the opportunity to use Title IV-E funding as a source of flexible spending on efforts which meet the waiver goals designated in the Title IV-E waiver legislation.
The waiver demonstration project must be designed to accomplish one or more of the following goals:
Increase permanency by reducing time in foster care and promote successful transition to adulthood for older youth
Increase positive outcomes and safety for children in their homes and communities, and improve the safety and well-being of children
Prevent child abuse and neglect and reentry into foster care
DSHS Children's Administration
Title IV-E Waiver Application

26. Waiver Design Requirements
PCG Human Services
4/12/2017
The federal guidance includes information on the types of waiver proposals that will receive priority from ACF.
Produce positive well-being outcomes for children, youth and their families, with particular attention to addressing the trauma experienced by children who have been abused and/or neglected;
Enhance the social and emotional well-being of children and youth who are available for adoption, as well as those who have been adopted, with a particular emphasis on those children who have been waiting the longest or are hardest to place in order to achieve and sustain successful adoptions;
Yield more than modest improvements in the lives of children and families and contribute to the evidence base; and/or
Leverage the involvement of other resources and partners to make improvements concurrently through child welfare and related program areas, including proposals to establish financial incentives based on the achievement of positive child outcomes.
DSHS Children's Administration
Title IV-E Waiver Application

27. Waiver Design Requirements
PCG Human Services
4/12/2017
A strong waiver design will complement and build upon existing reform efforts.
The waiver itself should not be the impetus for change and reform. The waiver should support change and reform undertaken by the state or counties.
A concern is that if the waiver is the driving force behind the reform, the waiver itself as a funding mechanism may not be sufficient to sustain the reform.
DSHS Children's Administration
Title IV-E Waiver Application

28. Waiver Design Requirements
PCG Human Services
Waiver Design Requirements
4/12/2017
Waiver demonstration projects must be cost neutral: the total amount of federal funds used to support the demonstration will not exceed the amount of Federal funds that would have been expended by the Title IV-E agency under Title IV-E and Title IV-B if the demonstration project were not conducted.
Pennsylvania will come to the table with ACF with a request for funding that makes a reasonable calculation of how much Title IV-E the state and/or participating counties would expect to receive during the course of the waiver if there were not a waiver program.
To develop and support this calculation, PA must identify prior year Title IV-E claim information.
DSHS Children's Administration
Title IV-E Waiver Application

29. Waiver Design Requirements
PCG Human Services
4/12/2017
Waiver Design Requirements
A waiver would offer Pennsylvania the opportunity to use Title IV-E funding as a source of flexible spending on efforts which meet waiver goals and fit within the Pennsylvania’s child welfare reform efforts.
Due to the cost neutrality condition, the only way the waiver project can generate these flexible funds is if the waiver project reduces spending on foster care. Then, and only then, those savings can be reinvested into other programs.
No new funding is available under the Title IV-E waiver.
DSHS Children's Administration
Title IV-E Waiver Application

30. ACYF-CB-IM-12-05: Waiver Proposal
PCG Human Services
4/12/2017
ACYF-CB-IM-12-05: Waiver Proposal
The guidance includes a number of requirements that are required by the law or previously released through the Federal Register, including:
Description of the demonstration project
The goals identified in statute that the project is intended to accomplish
The target population that the agency wishes to serve
Geographic areas in which the proposed project will be conducted
Service interventions to be implemented
Describe time period in which project will be conducted
The impact the intervention is expected to have on outcomes related to safety, permanency, well-being
How service provisions will change for children and families
Statement of program requirements for waivers needed to conduct the project
Description of the proposed evaluation design
Estimate of the projected costs or savings
DSHS Children's Administration
Title IV-E Waiver Application

31. ACYF-CB-IM-12-05: Waiver Proposal
PCG Human Services
4/12/2017
ACYF-CB-IM-12-05: Waiver Proposal
There are a significant number of new requirements that OCYF must meet. For example, OCYF must provide information regarding:
Provide a reliable method for measuring and ensuring Federal cost-neutrality over the course of the demonstration.
Describe impact on any similar projects already underway.
Accounting of any other sources of funding that have been used to provide the services that the agency now proposes to address under a waiver demonstration
Provide an assurance that the Title IV-E agency will continue to provide an accounting of that same spending for each year of the approved demonstration
Identify the statutory and regulatory requirements under titles IV-B and IV-E of the Act for which waivers will be needed to permit the proposed project to be conducted.
Partnerships and collaborations including letters of agreement and or Memorandum of Understanding.
Impact on child welfare information systems.
Impact on any existing court orders.
Relationship with Child and Family Service Reviews and Program Improvement Plans.
Summaries of public input.
DSHS Children's Administration
Title IV-E Waiver Application

32. Application Activity Discussion Advisory Cabinet Meetings
Casey Data Presentation
County Interest Survey – May/June 2012
Conference Call – June 13, 2012
Follow-up Questions – Responses by June 20, 2012
Waiver Workgroup Convened
June 8, 2012
Two Subcommittees – Practice and Fiscal
Governor’s Budget Office Meeting

33. Timelines for an FFY12 Waiver
PCG Human Services
Timelines for an FFY12 Waiver
4/12/2017
The Letter of Intent is due June 4, 2012
The Waiver Proposal is due July 9, 2012
Draft Application – June 28, 2012
First Level Review and Approvals complete– June 29, 2012
Application submitted for final approvals – July 2, 2012
DSHS Children's Administration
Title IV-E Waiver Application

34. Demonstration Project - Goals
Improve Child and Family Outcomes
Use of assessment to identify needs
Services match identified needs
Placement Prevention
Reducing entries and re-entries
Use of appropriate placement
Increase use of less restrictive placements
Decrease reliance on congregate care

35. National Youth In Transition Database
Three data groups: Baseline, Served, Follow-up Populations.
OCYF/HZA have been working with county NYTD Coordinators for Served Population being collected 4/1/2012-9/30/2012.
HZA has made collection and submission as simple as possible. HZA also is in final stages of development of web-based data entry.

36. National Youth In Transition Database
Follow-up Population (a sample of the Baseline Population from ) will begin October 1, 2012.
The sample size is 296 for Pennsylvania and will be for 19 year old former/current foster youth.
Specific youth per county will be available shortly so counties may undertake outreach.

37. National Youth In Transition Database
NYTD Bulletin for Baseline and Served is near completion. The Follow-up Population info will be updated for another date.
Financial penalties for areas of non-compliance.

38. Identity Theft/Credit History
Child and Family Services Improvement and Innovation Act (P.L )
Amends the case review system definition to require that each child age 16 and older in foster care receive a copy of any credit report annually and be assisted in interpreting and resolving inaccuracies.
OCYF State plan must be updated by Aug 13, 2012.
Bulletin forthcoming with more, helpful information.

39. Identity Theft/Credit History
Most likely roles/responsibilities
Administrative – mail/fax necessary documentation to each of 3 Credit Reporting Bureaus annually for each youth 16 years of age or older in placement
Casework/IL staff – inform, educate youth of any finding or lack of finding
GAL/Casework/IL staff/other agency – assist youth with any inaccuracies

40. CFSR PIP: Update
PA is on target for completion of strategies and actions steps identified within PIP Matrix come 6/30/12.
September 14, 2012 will be our annual PIP meeting to celebrate our accomplishments over the past two years.
PA may be required to move into a non-overlapping year for certain baseline items which are measured using our Quality Service Reviews.
Feedback from ACF following review of quarter 6 – PA is doing really well and making significant progress with PIP and is definitely on target.
September 14, 2012 Annual PIP meeting with ACF and with stakeholders – to celebrate our progress over the past two years
Breakdown of remaining PIP action steps:
Quarter 7 (12/31/11 – 03/29/12) = had 67 action steps to complete (12 “new” steps and 55 “ongoing”) and will be confirming “completion” with ACF on 6/15/12 call
Quarter 8 (03/30/12 – 06/30/12) = have 16 new action steps remaining, as well as the 55 “ongoing” action steps which we have until 6/30/12 to complete.

41. Continuous Quality Improvement
6 Phase I CQI Counties completed their 2nd round of QSRs this year
5 Phase I CQI counties will have completed their 1st round of QSRs as of June 13th.
Approximately 16 CCYAs have shown an interest in being involved in Phase III
We are currently working on completing After Action Reviews with our Phase I and II teams and are discussing capacity planning re: roll out of future CQI phases so stay tuned for further details….

42. Concurrent Planning
Concurrent Planning Policy and Implementation Bulletin issued in May, effective date of
July 1, 2012.

43. Concurrent Planning Implementation
Effective July 1, 2015 all children entering foster care with a goal of reunification will have a concurrent plan for permanency established within 90 days of their placement.

44. Concurrent Planning Implementation
Effective January 1, 2016 all children who were already in out of home care will have a concurrent plan for permanency, regardless of their court-ordered permanency goal.

45. Eight Core Components
Full disclosure to all participants in the case planning process
Family search and engagement
Family Group Decision Making/family group conferencing/Teaming
Child/family visitation

46. Eight Core Components
Establishment of clear timelines for permanency decisions
Transparent written agreements and documentation
Committed collaboration
Specific recruitment, training and retention of resource families

47. Implementation Guidance
CCYA Organizational Self-Study must be completed by July 1, 2013.
Copy of Organizational Self Assessment & Implementation Plan must be given to OCYF Regional Office for approval.
CCYA submit needs and costs in 2014 – 2015 NBPB Request.

48. Safety Assessment
Efforts have centered on reducing duplication and streamlining documentation
Interval changes to In-Home will be effective July 1, 2012
All County Safety Call will be held to announce this
Final Out-of-Home Care Tool will be released July 1, 2012
Intervals
Alert Document
Present Danger Assessment
Full implementation expected July 1, 2013
Revisions to the manual and curriculum are being finalized
Training plan being finalized with CWRC
Safety Assessment

49. GPS Response Times Issued April 26, 2012
General Protective Services Response Times
Issued April 26, 2012
Web-based training developed by the Child Welfare Resource Center for workers to take at their leisure
Full implementation July 1, 2012
Training brochure distributed with the bulletin
GPS Response Times

50. GPS Response Times General Protective Services Response Times
Immediate: The information reported indicates that a Present Danger exists which by definition meets the Safety Threshold. In order to reach the safety threshold, a condition must meet all of the following criteria: have potential to cause serious harm to a child; be specific and observable; be out-of control; affect a vulnerable child; and be imminent. Present Danger is defined as an immediate, significant, and clearly observable threat to a child actively occurring in the present.
Priority (Within 24 hours): The information reported indicates that an Impending Danger exists which meets the Safety Threshold and/or the information reported indicates that overall Risk Factors rated as high exist which place the child in danger of future harm. An Impending Danger refers to threatening conditions that are not immediately obvious or currently active or occurring now but are out-of-control and likely to cause serious harm to a child in the near future. The information reported does not indicate the existence of Present Danger.
Expedited (Within 3-7 calendar days): The information reported indicates that overall Risk Factors rated as moderate exist which place the child in danger of future harm. The information reported does not indicate that Present or Impending Danger exists and does not meet the safety threshold.
General/Other (Within 7-10 calendar days): The information reported indicates that overall Risk Factors rated as low exist which may place the child in danger of future harm. The information reported does not indicate that Present or Impending Danger exists and does not meet the safety threshold.
GPS Response Times

51. GPS Response Times General Protective Services Response Times
County agency staff must make reasonable efforts to establish face-to-face contact with the identified child within the assigned response time.
Ideally, the identified child or children and their primary caregiver(s) should be seen within the response time so that an appropriate assessment of safety can be completed. However, consistent with the In-Home Safety Assessment and Management Process, there may be instances when county agency staff must make the immediate, preliminary assessment and safety decision without seeing both the child and the primary caregiver in order to assure child safety. This would lead to the development of an immediate, preliminary safety plan.
When this happens, the county agency staff must make reasonable efforts to see the other household members and persons involved with the case, including children, involved in the case within the 72 hour time period for the safety assessment worksheet to be completed.
If during the process of the preliminary assessment of the identified child, the threshold of present or impending danger is not met; county agency staff must continue to make reasonable efforts to see the other household members and persons involved with the case, including children involved in the case within the 72 hour time period for the safety assessment worksheet to be completed.
GPS Response Times

52. GPS Response Times Training
General Protective Services Response Times
Following this one hour training participants will be able to:
* Define the statewide General Protective Services (GPS) response times.
* Identify connections between information gathering, Pennsylvania’s Safety Assessment and Management Process, Risk Assessment Model, and the statewide General Protective Services (GPS) response times.
How to access online trainings:
1. Obtain your user name and password by
e mailing
2. Go to
3. Enter your user name and password. If you wish to change your password-click on Edit Profile
4. Click on the Course Catalog icon at the top of the screen.
5. Scroll down to 204: Statewide General Protective Services Response Times
6. Click on the Clipboard Icon at the right of the screen to enroll in the course
7. In order to receive a certificate of completion, you will need to complete the course, as well as complete the evaluation. Once the evaluation is completed, you will see a certificate of completion that you will be able to print out for your records.
GPS Response Times Training

53. Education Bulletin and Screen
Educational Screens
Delayed Implementation pending further review and revisions to the screen and bulletin
Final Edits have been made to the screen
Efforts continue to be made regarding the manual
Slated to be finalized by the end of July 2012
Efforts continue to be made regarding edits to the bulletin including:
Population for whom the screen must be completed
Intervals for completion of the screen
Education Bulletin and Screen