local policy manual - prince william county government · web viewcsa for at-risk youth and...

CSA FOR AT-RISK YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 6/18/14LOCAL IMPLEMENTATION MANUAL SECTION: I

INTRODUCTION

A. Purpose of the Implementation PWC Local Policy & Procedures Manual

The Implementation Manual is intended as a reference guide for teams and individuals responsible for implementing This manual provides policy and procedures for local implementation and operation of the Comprehensive Services Act (CSA). It provides the philosophical base and intent of the Comprehensive Services Act, as well as guidelines for addressing the practical realities of service to at-risk youth and their families.

B. Background

In the spring of 1990, the Secretaries of Health and Human Resources, of Public Safety, and of Education formed a cross-secretarial interagency council to recommend changes to the service delivery system for severely emotionally and/or behaviorally disturbed children. The impetus of the formation of the Council on Community Services for Youth and Families was the 1990 Study of Children’s Residential Services conducted by the Virginia Department of Planning and Budget. The study concluded that state and local expenditures on residential care across four child-serving agencies would continue to increase significantly unless the Commonwealth instituted major policy and programmatic changes to its system of care. These agencies and their local counterparts included the Departments of Education, of Social Services, of Youth and Family Services, and of Mental Health, Mental Retardation and Substance Abuse Services. Department of Planning and Budget recommended expanding community-based nonresidential services, improving interagency collaboration and service delivery, and adapting the state’s funding policies and management systems.

The Department of Planning and Budget study examined issues that were identified over the past decade by legislative study committees, state agencies, provider organizations, and advocacy groups. Repeatedly, these groups emphasized that children and families have multiple needs and are frequently involved with multiple agencies. These children were often defined by the system they enter – a welfare child, a juvenile justice child, a school system child, or a mental health child. Yet, they were often the same child. In the Department of Planning and Budget study, 14,000 cases across four agencies yielded 4,993 actual children in residential care.

While the number of children served in residential care annually is relatively stable, the cost of care has increased significantly. State and

1

local agencies spend over $110 million a year on residential care for troubled youth. Seventy-eight percent of these expenditures are restrictive

CSA FOR AT- RISK YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 6/12LOCAL IMPLEMENTATION MANUAL SECTION: I

and/or out-of-community residential programs. Some of these expenditures have increased for state and local governments at a rate of 22 percent annually. These funds are used to purchase public and private services for individual children in residential and nonresidential settings. Expenditures for residential programs operated by government have increased around 8 percent annually over the past several years.

The 1991 Report to the General Assembly projected that during the 1992-94 biennium, the “Commonwealth would have to spend $42 million in new funds to maintain the current level of services. This same rate of growth will continue throughout the decade unless actions are taken to intervene earlier with families and to control escalating costs.”

The Governor and the 1991 General Assembly appropriated more than $2.4 million in the 1990-92 biennium to begin addressing these issues. These funds survived three series of budget reductions totaling more than $2 billion. Funds were preserved due to the focus on improving services for youth and families, the critical cost avoidance nature of the effort, and the emphasis on using current funds more effectively and efficiently. Most of the appropriation was combined with existing agency funds to underwrite five local demonstration projects to test the process and feasibility of building community-based, collaborative systems of care.

Language was included in the 1990-92 Appropriation Act requiring the three Cabinet Secretaries to submit a report to the Governor and the Chairman of the House Appropriations and Senate Finance Committees in November, 1991. The report was to include:

1. “Preliminary findings from the evaluation of the demonstration projects;

2. “A long-range plan for phasing in community-based nonresidential services across the Commonwealth…;

3. “An interagency plan for redirecting current funds and identifying new revenue sources for funding community-based services, including consideration of …Medicaid; and

4. “Any proposed legislation necessary for implementation.”

In June, 1991, the Council distributed a draft proposal to communities and constituents across the Commonwealth of receive public input.

2

CSA FOR AT- RISK YOUTH AND FAMILIES ADOPTED: 6/93 REVISED:LOCAL IMPLEMENTATION MANUAL SECTION: I

A final report, Improving Care for Troubled and “At-Risk” Youth & Their Families, was submitted by the Council to the Governor and the General Assembly in November, 1991. Included in the report were preliminary findings from the five demonstration projects, proposals for restructuring the service delivery system and funding streams, proposed legislation, and language to be included in the Appropriation Act.

In January, 1992, the proposed legislation was introduced to the General Assembly. The General Assembly enacted this legislation as the Comprehensive Services Act for At-Risk Youth and Family Services.

Implementation of the Comprehensive Services Act began in April, 1992 with the formation of the State Executive Council and the State Management Team. Prince William County has its local Community Policy and Management Team (CPMT) and has developed its local policies and procedures for implementing the Act to serve at-risk youth and their families.

3

CSA FOR AT- RISK YOUTH AND FAMILIES ADOPTED: 6/93 REVISED:LOCAL IMPLEMENTATION MANUAL SECTION: II

I. THE COMPREHENSIVE SERVICES ACT – INTENT AND PURPOSE

A. Passage of the Comprehensive Services Act by the 1992 general assembly dramatically altered the administrative and funding systems providing services to at-risk and troubled youth and families.

B. The Act has the following intent and purpose:

“It is the intention of this law to create a collaborative system of services and funding that is child centered, family focused, and community based with the Comprehensive Services Act addressing the strengths and needs of troubled and at-risk youth and their families in the Commonwealth” (Virginia Acts of the Assembly, Chapter 880, Section 2.5-745).

This law shall be interpreted and construed so as to effectuate the following purposes:

1. “Ensure that services and funding are consistent with the Commonwealth’s policies of preserving families and providing appropriate services in the least restrictive environment, while protecting the welfare of children and maintaining the public safety;

2. “Identify and intervene early with young children and their families who are at risk of developing emotional or behavioral problems, or both, due to environmental, physical or psychological stress;

3. “Design and provide services that are responsive to the unique and diverse strengths and needs of troubled youths and families;

4. “Increase interagency collaboration and family involvement in service delivery and management;

5. “Encourage a public and private partnership in the delivery of services to troubled and at-risk youths and their families; and

6. “Provide communities flexibility in the use of funds and to authorize communities to make decisions and be accountable for providing services in concert with these purposes (Virginia Acts of the Assembly, Chapter 880, Section 2.1-745).”

4

CSA FOR AT- RISK YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 7/13/07; 6/18/14LOCAL IMPLEMENTATION MANUAL SECTION: II

II. VISION, MISSION, MOTTO

A. VISION STATEMENT:The Prince William County At-Risk Youth and Family Services is a partnership of public and private organizations working to help eligible youth and their families to be positive, contributing members of our community.

B MISSION STATEMENT:To provide our citizens with a community-based collaborative process to determine appropriate and effective services that are least restrictive, child-centered, and family-focused for troubled youth so that the family can successfully manage or eliminate debilitating conditions.

C. MOTTO:It is better to build a healthy child than to repair an adult.

III. PROGRAM GOALS

A. Assure quick and easy system access for client, family, and staff case managers on behalf of their clients to receive timely support.

B. Establish a community-based system of care that meets the needs of the family and protects the community.

C. Provide a continuum of intervention services for at-risk youth and their families.

D Keep parents of at-risk youth involved, committed, responsible, and accountable.

F. Assign Empower FAPTs to have and exercise service planning and decision-making responsibilities to front line staff.

G. Promote a continuum of prevention services.

H Promote shared community responsibility and ownership for problems of at-risk youth.

I. Conduct ongoing evaluation and review, including fiscal accountability.

IV. NON-DISCRIMINATION STATEMENT

The Prince William County Community Policy and Management Team will ensure that all services are provided on a non-discriminatory basis. Services provided by the Community Policy and Management Team and Family Assessment and Planning Teams will not discriminate on the basis of race, gender, age, religion, socioeconomic status, handicapping conditions or national origin.

5

CSA FOR AT –RISK YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/20/95; 6/18/14LOCAL IMPLEMENTATION MANUAL SECTION: III

BY-LAWSPRINCE WILLIAM COUNTY

AT-RISK YOUTH AND FAMILY SERVICES

I. Community Policy and Management Team (CPMT)

A. Name

The name of this team shall be the Prince William County Community Policy and Management Team hereinafter referred to as the “CPMT”.

B. Purpose

The purpose of the CPMT shall be to create, maintain, and manage a collaborative system of services and funding that is child centered, family focused, and community based when addressing the strengths and needs of troubled and at-risk youth and their families (Code of Virginia, Title 2.1, Chapter 46, Sections 2.1-745 through 2.1-759).

C. Membership

1. Conditions and standards relating to membership are determined by state laws and by local government directive enacted in accordance with state law, which provides as follows:

a) The membership of the CPMT shall meet the requirements of the Code of Virginia (Sections 2.1-750 through 2.1751) but not exceed twenty (20) persons approved and appointed by the Prince William County Board of Supervisors. The membership shall include, at a minimum, the local agency heads or their designees who have the authority to approve funds from the following community agencies: Community Services Board, Juvenile Court Services Unit, Department of Health, Department of Social Services, and the local school division. The CPMT should also include a representative of a private organization or association of providers for children or family services if such organizations or associations are located within greater Prince William. This representative shall be required to file a statement of economic interest as set out in the Code of Virginia, Section 2.1-639.15 of the “State and Local Government Conflict of Interests Act”. The CPMT shall also include one or two parent representatives who are not employees of any public or private program that receives Prince William County Comprehensive Services Act pool funds.

6


b) Agency heads or their designees of Code-mandated organizations shall be permanent members of the CPMT.

c) Other appointed public or governmental agency Management Team CPMT members shall serve at the pleasure of the local governing bodies and may serve unlimited terms.

d) Parent representatives and private providers shall be appointed by the local governing bodies and may serve as many as two consecutive two-year terms.

e) Vacancies shall be filled for the unexpired terms in the same manner as the original appointment.

f) Any member of the CPMT who fails to personally attend or send a designee to at least 75 percent of the regularly scheduled Management Team CPMT meetings within any calendar year may be reported to the local appointing authority by the CPMT. Each team member will designate a standing alternate member(s) who will attend on a regular basis in the event of his/her absence from a meeting.

g) While the CPMT is without authority to expand or alter its membership, it may solicit advisory personnel to assist in achieving its objectives in accordance with its approved program and mandates.

2. Officers of the CPMT:

a) The chairmanship of the CPMT shall rotate annually among the members with the beginning of each fiscal year. The Vice Chair is the member scheduled to replace the Chair.

b) The duties of the chairman shall be:1) To preside at all meetings of the CPMT.2) To appoint committees necessary for the operations of the

Management Team CPMT.3) To work closely with the chair of the Administrative Team.4) To perform any other duties determined by the CPMT.5) To keep the state Management Team State and Local Advisory

Team (SLAT) and the Board of County Supervisors informed of the activities of the Community Policy and Management Team.

c) The vice-chairman shall, in the absence of the chairman, perform the duties of the chairman and any other duties assigned by the CPMT.

D. Powers and Duties

The CPMT, as a governmental entity of Prince William County and as a creation of state law, having been mandated by the general assembly, shall be subject to state and local laws and regulations established to regulate its functioning and shall have the general powers, duties, and responsibilities of a policy and management team as outlined in Section 2.1-752 2.2-5206

7


of the Code of Virginia as amended. As set forth in the Code of Virginia, the powers and duties of the CPMT are:

1. Develop interagency policies and procedures to govern the provision of services to children and families in Prince William County.

2. Develop interagency fiscal policies governing access to the state pool of funds by the eligible populations including immediate access to funds for emergency services and shelter care.

3. Coordinate long-range, community-wide planning which ensures the development of resources and services needed by children and families in their community.

4. Establish policies governing referrals and reviews of children and families to the Family Assessment and Planning Teams (FAPTs) and a process to review the teams’ recommendations and requests for funding.

5. Establish quality assurance and accountability procedures for program utilization and funds management.

6. Establish procedures for obtaining bids on the development of new services.7. Manage funds in the interagency budget allocated to the County from the

state pool of funds, the trust fund, and any other source.8. Authorize and monitor the expenditure of funds by each Family Assessment

and Planning Team.9. Authorize submitting grant proposals which benefit the County to the state

trust fund and to enter into contracts for the provision or operation of services upon approval of the governing body.

10. Serve as the community’s liaison to the State and Local Advisory Team, reporting on its programmatic and fiscal operations and on its recommendations for improving the service system.

11. Hear appeals by any parent, legal custodian, eligible child (by law, certain services can be received without parental permission) or eligible child by counsel who is dissatisfied by the action of the Family Assessment and Planning Team (FAPT), including but not limited to denial of access to the FAPT, family participation in all aspects of assessment, planning and implementation of services, and improper notification of meeting and actions, upon written request to the CPMT within 10 calendar days of receipt of the notice of FAPT action. After the hearing, the CPMT shall respond in writing to the appellant’s request. CPMT may uphold or alter the decision. CPMT’s decision is final and binding. Any assembly of at least three CPMT members shall be considered a quorum for the purpose of ruling on the appeal. All CPMT members shall be invited to attend appeal hearings.

8

12. The CPMT may create grant proposals and seek other funding sources that meet the objectives of the purpose of the CPMT and submit such proposals to the appropriate governing body.

13. The financial policies and procedures of the CPMT will be in accordance with local and state fiscal policies and procedures.


E. Meetings

1. Regular meetings shall be held at a time to be determined by the Management Team CPMT. Meetings shall be conducted at least quarterly.

2. Special meetings of the Management Team CPMT may be called by the chairman or upon written request of three members.

3. The quorum for all Management Team CPMT meetings shall be fifty (50) percent of its members or designated alternate members.

F. Rules of Order

1. Robert’s Rules of Order, Newly Revised shall be used as a guide in conducting Management Team CPMT business. All issues of parliamentary procedure shall be referred to by the chairman or presiding officer in the absence of the chairman where decisions shall be final and binding.

G. Confidentiality

All information about specific children and families obtained by Management Team CPMT, Administrative Team and Family Assessment and Planning Team members in the discharge of their responsibilities shall be confidential under all applicable laws, mandates, and licensing requirements.

H. Amendments

The terms and provisions of these bylaws may be amended at any regular meeting of the Management Team CPMT by a majority vote of those present and voting, given that notice of any proposed amendment was submitted to all members in writing two weeks prior to the meeting.These bylaws were amended at a regular meeting of the Management Team CPMT held on January 20, 1995, unanimously.

_______________________________________Chairman

9

_______________________________________Date

10

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/20/95; 9/2/98; 1/16/02; 9/17/14LOCAL IMPLEMENTATION MANUAL SECTION: III

II. Fiscal and Administrative Policy Team

A. Name

The name of this Team shall be the Fiscal and Administrative Policy Team, hereinafter referred to as the "Administrative Team".

B. Purpose

The purpose of the Administrative Team shall be to administer local and state policy and procedures for At-Risk Youth and Family Services, to manage the program budget, and to oversee function as an advisory team to the CPMT and monitor the activities of the Family Assessment and Planning Teams (FAPTs) to ensure effective and efficient operations of the At-Risk Youth and Family Services program.

C. Membership: The Membership of the Administrative Team shall include, at a minimum:

Community Services Board representative, designated by the Director Health Department representative, designated by the Director Juvenile Court Services Unit representative, designated by the Director School Division representative, designated by the Superintendent Department of Social Services representative, designated by the

Director Parent Representative, appointed by the CPMT Private Provider, preferred but not required Chairs of the East and West and Mid County FAPTs At-Risk Youth and Family Services Coordinator: staff

1. All full members of the Administrative Team, including the Chair, shall have voting authority. Should a public agency designate more than one member, that agency shall have only one vote in matters before the Team. Ex-officio members and staff have no voting authority.

2. Any member of the Administrative Team who fails to personally attend or send a designee to at least 75% of the regularly scheduled Administrative Team meetings within any calendar year may be reported to the Management Team CPMT. Each Team member will designate a standing alternate member(s) who will attend on a regular basis in the event of his/her absence from a meeting.

3. While the Administrative Team is without authority to expand or alter its membership, it may solicit advisory personnel to assist in achieving its objectives in accordance with its approved program and mandates.

11


4. Parent representatives, private providers, and other members, shall be appointed by the CPMT and may serve as many as two consecutive two year terms. Public agency designees listed in C shall be permanent members.

5. Persons serving on the Administrative Team who do not represent a public agency shall file a statement of income interests as set forth in 52.1 631.1 et sag.

6. Vacancies shall be filled for the unexpired terms in the same manner as the original appointment.

7. Chairmanship:a) The Chair of the Administrative Team shall have an appointment of

twelve months to coincide with the beginning of the calendar year. This appointment shall rotate in the order shown between the following public agencies:

Community Services Board Prince William Public County Schools Juvenile Court Services Unit Department of Social Services

b) The Vice-Chair shall be the representative from the agency designated to chair the following year. In the absence of the Chair, the Vice-Chair shall perform the duties of the Chair and any related duties, as necessary.

c) The duties of the Administrative Team Chair shall be – To preside at all Administrative Team meetings; To appoint committees necessary for the functioning of the

Administrative Team; To work closely with the CPMT Chair and the CSA

Coordinator; To perform any other duties determined by the CPMT; To execute actions authorized by the CPMT or Administrative

Team; To attend CPMT meetings on behalf of the Administrative

Team (an alternate may be designated by the Administrative Team Chair to attend CPMT meetings).


1. The Administrative Team shall have the following powers and duties, delegated by the CPMT:

a) Recommend to the CPMT and implement policies and procedures to govern the provision of services to children and families in Prince William County.

b) Recommend to the CPMT and implement policies governing referrals and reviews of children and families to the FAPT and a process to review the FAPTs' recommendations and requests for funding.

12

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 32/3/95; 9/17/14LOCAL IMPLEMENTATION MANUAL SECTION: III

c) Recommend to the CPMT and implement quality assurance and accountability procedures for program utilization and funds management.

d) With CPMT oversight, manage funds in the inter-agency budget allocated to the County from the state pool of funds, the trust fund, and any other sources.

e) With CPMT oversight, authorize and monitor the expenditure of funds by each FAPT.

f) Oversee the clinical functioning of each FAPT.g) Oversee agency compliance with local and state At-Risk Youth and

Family Services policies and procedures.h) Develop and oversee contracts for the provision and operation of

services, upon approval of the CPMT.

2. Regular meetings shall may be held at least monthly.

III. Family Assessment and Planning Team (FAPT)

A. Name

The name of these teams shall be the Prince William County Family Assessment and Planning Teams hereinafter referred to as the “FAPT”.

B. Purpose

The purpose of the FAPT shall be to create, maintain, and manage a collaborative system of services and funding that is child centered, family focused and community based when addressing the strengths and needs of troubled and at-risk youth and their families (Code of Virginia, Title 2.1, Chapter 46, Sections 2.1-745 through 2.1-759).

C. Membership

1. Conditions and standards relating to membership are determined by state law and by local government directive enacted in accordance with state law, which provides as follows:

a) The membership of the FAPT shall meet the requirements of the Code of Virginia (Section 2.1-753) but not exceed ten (10) persons approved and appointed by the Prince William County CPMT. The membership shall include, at a minimum, representatives of the following community agencies who have authority to access services within their respective agencies: Community Services, Juvenile Court Services Unit, Department of Health, Department of Social Services, local school division, a private provider representative, and a parent representative

13

who is not an employee of any public or private program that receives Prince William County Comprehensive Services Act pool funds.


b) Persons serving on the FAPT shall be immune from any civil liability for decisions made about the appropriate services for a family or treatment of a child who comes before the team unless it is proven that such person acted with malicious intent.

c) Persons serving on a FAPT who do not represent a public agency shall file a statement of income interests as set out in Section 2.1-639.1, et seq.

d) Agency designees of Code-mandated organizations shall be permanent members of the FAPT.

e) Parent representatives and private providers shall be appointed by the Prince William County CPMT and may serve as many as two consecutive two-year terms.

f) Vacancies shall be filled for the unexpired terms in the same manner as the original appointment.

g) Any member of the FAPT who fails to personally attend or send a designee to at least 75 percent of the regularly scheduled CPMT FAPT meetings within any calendar year may be reported to the local appointing authority by the FAPT.

2. While the FAPT is without authority to expand or alter its membership, it may solicit advisory personnel to assist in achieving its objectives in accordance with its approved program and mandates.

3. The duties of the FAPT Chair shall be –

a) A FAPT Chair shall have an appointment of twelve months. Appointments will rotate according to the following schedule: FAPT-West on a fiscal year basis (to coincide with the CPMT

Chair rotation); FAPT-Mid County on a calendar year basis (to coincide with the

Administrative Team Chair rotation); FAPT-East on a calendar year basis (to coincide with the

Administrative Chair rotation).b) This appointment shall rotate between the four representing agencies in

the following order: Community Services Board Prince William County Public Schools Juvenile Court Services Unit Department of Social Services

c) To preside at all meetings of the FAPT.d) To attend the Administrative Team meetings and to keep the

Administrative Team informed of the activities of the FAPT.

14



1. The FAPTs shall assess the strengths and needs of troubled youth and families who are approved for referral to the teams and identify and determine the complement of services required to meet these unique needs.

2. Every such team, in accordance with policies developed by the CPMT, shall:

a) Review referrals of youth and families to the team;b). Provide for family participation in all aspects of assessment, planning

and implementation of services;c) Develop an individual family services plan (IFSP) for youth and families

reviewed by the team which provides for appropriate and cost-effective services;

d) Refer the youth and family to community agencies and resources in accordance with the individual family services plan;

e) Recommend to the CPMT Approve expenditures from the local allocation of the state pool of funds to the extent authorized by the CPMT; and

f) Designate a person who is responsible for monitoring and reporting, as appropriate, on the progress being made in fulfilling the individual family services plan developed for each youth and family, such reports to be made to the team or the responsible local agencies.

E. Meetings

1. Regular meetings shall be held at a time to be determined by the FAPT, with the approval of the Administrative Team. Meetings shall be conducted at least monthly.

2. The quorum for all FAPT meetings shall be fifty (50) percent of the members required by law.

F. Confidentiality

All information about specific children and families obtained by the FAPT members in the discharge of their responsibilities to the CPMT shall be confidential under all applicable laws, mandates, and licensing requirements.

15

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 5/21/94 REVISED: 1/16/02; 9/17/14LOCAL IMPLEMENTATION MANUAL SECTION: VII

PROVISION OF SERVICES

I. General Eligibility

A. For the purpose of determining eligibility for the state pool of funds, “child” or “youth” means: 1) a person less than eighteen years of age, and 2) any older individual who is otherwise eligible for mandated services from the following participating state agencies: foster care services until age 21 and/or special education until age 22.

B. Children and their families are eligible for the provision of services under the Act if they meet the following criteria:

1. The child or youth has emotional or behavioral problems which:

a) Have persisted over a significant period of time or, though only in evidence for a short period of time, are of such a critical nature that intervention is warranted;

b) Are significantly disabling and are present in several community settings such as at home, in school or with peers; and

c) Require services or resources that are unavailable or inaccessible or that are beyond normal agency services or routine collaborative processes across agencies or require coordinated services by at least two agencies.

2. The child or youth has emotional or behavioral problems, or both, and currently is in, or is at imminent risk of entering, purchased residential care. In addition, the child or youth requires services or resources that are beyond normal agency resources or routine collaborative processes across agencies and requires coordinated services by at least two agencies.

Target Population: Mandated Provision of Services3. The child or youth requires placement for purposes of special education in

approved private school programs.4. The child or youth has been entrusted to a local social services agency by

his parents or guardian or has been committed to the agency by a court of competent jurisdiction for the purpose of placement as authorized in §63.1-56 COV, or for whom foster care services are provided as defined in §63.1-55 COV.

Target Population: Non-mandated Provision of Services5. Children placed by a juvenile and domestic relations court in accordance

with provisions of §16.1-286 COV or in a private or locally operated facility or residential program;

16

6. Children committed to the Department of Youth and Family Services Juvenile Justice and placed by it in a private home or in a public or private facility in accordance with §66-14 COV.

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 5/21/94 REVISED: 12/2/98; 11/15/00;1/16/02; 9/17/14

LOCAL IMPLEMENTATION MANUAL SECTION: VII

II. Target Population

The “targeted population” for the provision of services, in accordance with the Comprehensive Services Act, are those populations which previously received services under the categorical funding streams: children and families in special education placements, foster care services; the 286/239 special placements programs, and foster care prevention. These populations are presumed eligible for services as the following target populations:

A. Children placed in approved residential or private day school programs for purposes of special education previously funded by the Department of Education through private tuition assistance;

B. Children with disabilities placed by local social services agencies or the Department of Juvenile Justice in private residential facilities or across jurisdictional lines in private, special education day schools, if the individualized education program plan indicates such school is the appropriate placement while living in foster homes or child-caring facilities, previously funded by the Department of Education through the Interagency Assistance Fund for Non-educational Placements of Handicapped Children;

C. Children for whom foster care services, as defined by §63.2-905 COV, are being provided to prevent foster care placements, and children placed through parental agreements, entrusted to local social service agencies by their parents or guardians or committed to the agencies by any court of competent jurisdiction for purposes of placement in suitable family homes, child-caring institutions, residential facilities or independent living arrangements, as authorized by §63.2-900 COV;

D Children placed by a juvenile and domestic relations district court, in accordance with the provisions of §16.1-286 COV, in a private or locally operated public facility or nonresidential program; or in a community or facility-based treatment program in accordance with the provisions of §16.1-284, subsections B or C;

E. Children committed to the Department of Juvenile Justice and placed by it in a private home or in a public or private facility in accordance with §66-14 and §2.2-5211B COV.

17

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 7/7/99 REVISED: ; 9/17/14LOCAL IMPLEMENTATION MANUAL SECTION: VII

III. Establishment of Administrative Activities to Control the Provision of Services

A. In accordance with Section VII, Article IV, the CPMT has the authority to develop interagency policies and procedures to govern the provision of services to children and families in Prince William County.

B. Accordingly, for the purposes of managing service needs and of controlling program funds, the CPMT will determine the appropriateness for establishing case management benchmarks and service waiting list(s). In recognition of state statutes obligating CPMTs to provide services for mandated CSA clients – those with IEPs stipulating residential placements or are bona fide foster care children, i.e., children court ordered into foster care – such clients will be provided the services as determined by a FAPT and will not be placed on a waiting list.

IV. Qualifying Providers as Approved to Provide CSA-funded Services

A. Use of private providers for provision of services funded by CSA pool funds is limited to providers who completed a pre-authorization process. The process requires that Agreement for Purchase of Services be signed by the provider's authorized representative and the CPMT Chair. The Agreement with applicable addendums establishes general terms and conditions for creating contracted child-specific services on an as needed basis.

B. The CPMT shall determine the fiscal year frequency for renewal of approved providers. The normal frequency will be on a biennial basis effective every even numbered fiscal year.

C. The CSA Coordinator is responsible for –

1. Developing and updating Agreement documents approved by the County Attorney and County's Purchasing Manager.

2. Distributing Agreement packages to available providers. Should a provider demonstrate unacceptable business or therapeutic practices, they may be considered as nonresponsive and be eliminated from the distribution list. Classifying a provider as nonresponsive requires approval by the CPMT.

3. Resolving concerns of or disagreements by providers related to specific Agreement terms or conditions. Adjustments to the Agreement must be in writing and briefed to the CPMT Chair prior to the Chair's signature.

4. Finalizing the pre-authorization process by securing a signature of approval by the CPMT Chair on the Agreement and by providing providers with a copy of the approved Agreement.

5. Distributing a list of approved providers to CSA team members for distribution to agency case workers.

6. Maintaining the official file of Agreements in effect.

18

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 7/7/99 REVISED: ; 9/17/14LOCAL IMPLEMENTATION MANUAL SECTION: VII

D. The purpose of the pre-authorization process is to –

1. Formally establish business arrangements related to terms of procurement but does not obligate the actual purchase of any services. A purchase order for services shall be used to establish a contractual relationship and shall be established by the FAPT designated agency on a client-by-client basis when deemed appropriate.

2. Ensure approved providers meet minimal qualifications related to licensing and insurance.

19

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/20/95; 2/3/95; 4/2002LOCAL IMPLEMENTATION MANUAL SECTION: X

FAMILY ASSESSMENT AND PLANNING TEAMS (FAPTs)

I. Establishing FAPTs

The CPMT determines the appropriate number of FAPTs. At a minimum, FAPTs will be regularly scheduled and established at the east and west ends of the county.

II. FAPTs shall hear cases in order to:

A. Review referrals of youths and families to FAPT;

B. Provide for family participation in all aspects of assessment, planning, and implementation of services;

C. Develop an individual family services plan (IFSP) for youths and families (see section X.8.2) for appropriate and cost effective services;

D. Refer the youth and family to community agencies and services in accordance with the IFSP;

E. Designate a person case manager who is responsible for monitoring and reporting on the progress being made in fulfilling the IFSP, and

F. Determine if a case meets the criteria for foster care prevention services. Whenever a foster care prevention client should need residential services, case managers will be required to complete coordination with the parents to finalize a Non-Custodial Foster Care Agreement or Parental Agreement before residential services can begin. For Non-Custodial Foster Care cases, the following applies:

1. The FAPT process qualifies as a family assessment. Service needs are established on the FAPT Case Action Form for use by courts.

2. Periodic FAPT reviews of the case will suffice as a foster care panel review prior to court foster care review and permanency planning hearings.

G. Determine parental co-pay assessment.

H. Through the Administrative Team recommend to the CPMT expenditures from the local allocation of the state pool funds.

III. Members:

A. Public agency membership on FAPTs should be at a position classification high enough to know department resource levels and policies on accessing critical services being presented.

B. FAPTs shall consist of representation from the following required agencies as well as optional participants:

1. Required:

20

a) Department of Health upon request based on case needsCSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/20/95; 2/3/95; 4/2002; 7/20/01

LOCAL IMPLEMENTATION MANUAL SECTION: X

b) Department of Social Servicesc) Community Services Boardd) Court Services Unite) Schools

2. The parent representative and alternate, are not to be employees of any public or private program which serves children and families and receives payment from the Prince William County Funds Pool. The parent representatives shall be selected from nominees submitted by each agency on a biennial basis.

C. Optional: Private Provider

IV. PROCEDURES GOVERNING REFERRALS AND REVIEWS OF CHILDREN AND FAMILIES TO THE FAMILY ASSESSMENT AND PLANNING TEAM (FAPT) AND A PROCESS TO REVIEW THE TEAM'S RECOMMENDATIONS AND REQUESTS FOR FUNDING (§2.1-754.1 and §2.1-755)

A. Families and Agency staff may access the FAPT most geographically convenient to the family through scheduling a time on the FAPT agenda and submitting material required for the FAPT to make a decision. Guidelines for assignments, schedules, and required materials that ensure consistency and quick access shall be established and promulgated by the Administrative Team.

1. Cases requiring a full FAPT hearing for processing (i.e., attendance by family and case worker for presentation of strengths, needs, and proposed/desired services) are the following:

a) A new case being presented for the first time (see exception below).b) Requests for increased levels of services as a continuation of a previous FAPT-

approved service plan.

2. Cases acceptable for presentation for administrative approval of service plans (i.e., attendance is NOT required by family and case worker, and a proposed service plan prepared by the Case Manager is presented by the applicable agency representative sitting on the FAPT) are the following:

a) Required documents for every administrative approval review by FAPT:1) Copy of last FAPT-approved Case Action Form (see exception below).2) Latest progress report from the service provider.3) Signature of parents/legal guardians on the proposed FAPT service plan

proving consent to the plan.

b) All MEDICAID approved and funded service plans involving partial CSA funding.

21

1) So long as services continue to meet MEDICAID standards, FAPT administrative approval reviews need only be done every four months.

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/20/95; 2/3/95; 4/2002; 7/20/01


2) No restriction applies to the number of consecutive administrative FAPT reviews.

c) Non MEDICAID funded service plans with an existing FAPT-approved Case Action Form –1) May seek approval for continued or reduced services for up to four

months. Consecutive subsequent administrative approvals is allowed if only seeking approval for reduced services.

2) May not seek administrative FAPT-approval to request the following: Any increase in services. Consecutive approval for continuation of a previous administrative

FAPT-approved Case Action Form. If approval for continued services is needed for the same or increased levels of service, the case manager must schedule a full FAPT hearing.

d) Case Action Revision Form approval. The only additional documentation that is required is a copy of the last FAPT-approved Case Action Form.

e) Continuation of Crisis Intervention. If it is impossible for a case manager to meet the 14-day time limit for CSA funding of crisis intervention services that need to be continued but cannot be heard by a FAPT within the 14 days, administrative reviews may approve continued services until a full FAPT hearing can be convened.

f) EXCEPTION: Crisis intervention approval. If this is a new case, the requirement for a copy of the last FAPT-approved Case Action Form does not apply.

3. If an administratively presented proposed FAPT service plan is changed, the case will have to be scheduled for a full FAPT hearing since the family was not in attendance to participate in the change of plans. Denials of administratively presented proposed service plans are also afforded the opportunity for a full FAPT hearing.

B. The CPMT shall review the actions of the FAPT through the following methods:

1. Cases that come before the CPMT on appeal.

2. Summary report on FAPT expenditures presented by the Administrative Team Chairperson at regular CPMT meetings.

3. FAPT Chairpersons report difficult cases that illustrate systemic problems.

C. The following criteria are used to determine which locality will be responsible for planning and funding needed services across jurisdictional boundaries:

1. Youth being served under the foster care classification as defined in §16.1-55.8 but not placed in the custody of the local DSS, will be handled by the State CSA 30 day rule. The locality to which the custodial parent moves will be responsible

22

for planning and costs for services for these families. The local DSS from which the family moved will share appropriate data in compliance with State policy with the receiving agency.

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/20/95; 2/3/95; 4/2002; 7/20/01


2. When a youth is in the custody of local DSS and the parents do not reside in the locality, the responsibility for planning and payment is with the agency holding custody. The guiding principle for local DSS service continues to be best interest of the child and that best interest requires continuity of service:

a) When custody of the youth is returned to one or both parents in a different jurisdiction, the agency which held custody no longer is responsible for planning and payment for services needed by the family. It is expected that the family will be stable at the time the custody is returned. If the family needs services in the receiving jurisdiction, the former agency will facilitate the family’s return to the local planning group. The 30-day rule will apply at this time. Sharing of DSS case information will continue to be governed by state policy.

b) When the custody of the youth remains with the initial agency, the best interest of the youth appears to require involvement of the second jurisdiction and the goal is to return home or to a relative, the local DSS holding custody will initiate joint planning between jurisdictions. The representative of the agency holding custody will discuss circumstances with the local DSS representative in the second jurisdiction, and they will jointly identify who should be a part of the planning. Specific examples of when such joint planning should occur include:

1) The family is split and each local DSS is working with part of the family. (Example: Youth is in custody of one agency and a second agency is providing child protective services to the parents and siblings who remain in the custody of the parents.)

2) The two parents live in different jurisdictions and returning the youth to either requires community support.

3) The family lives too far from the agency holding custody to allow that agency to provide services to facilitate a goal of return home.

4) The family has not been assessed by the local FAPT and has begun working with a local agency other than DSS in the receiving jurisdiction and services for the family require joint planning.

23

5) There is a relative in the second jurisdiction that is an appropriate placement for the youth and additional community services will be required to support the placement.

6) The placement of the youth must be aborted and multiple local agencies need to plan for alternatives for the youth.

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/20/95; 2/3/95; 4/2002; 7/20/01; 9/16/09


V. POLICIES GOVERNING REFERRAL AND REVIEW OF CHILDREN AND FAMILIES TO THE FAMILY ASSESSMENT AND PLANNING TEAM AND A PROCESS TO REVIEW THE TEAM’S RECOMMENDATIONS AND REQUESTS FOR POOL FUNDING (§2.1-754.1 and §2.1-755)

A. Children and families served must be residents of Prince William County. In the event that the legal guardian(s) leaves PWC and establishes residency elsewhere, local ARYFS funds may continue for up to 30 days to facilitate transition of service planning and delivery responsibilities to the client. The start of the 30 days is when the case manager is first aware of the legal guardian’s relocation from PWC.

B. Children must be less than 18 years of age or through 21 years of age if otherwise eligible for mandated services of participating agencies, including special education or foster care. Children placed by the Juvenile and Domestic Relations Court in a facility or non-residential program under §16.1-286 and children committed to the Department of Youth and Family Services and placed by it in a private home or facility under §66.14 are also eligible through age 21 if these services were initiated before the child was 18 or if these services were court ordered under §16.1-286 and/or §16.1-242, Code of Virginia.

C. Children and families who are eligible for Prince William County At-Risk Youth Services in part or total are defined as follows:

1. Children of Prince William County who have emotional or behavioral problems which: Have persisted over a significant period of time or, though only in

evidence for a short period of time, are of such a critical nature that intervention is warranted; and

Are significantly disabling and are present in several community settings such as home, in school or with peers; and

Require services or resources that are unavailable or inaccessible or that are beyond normal agency services or routine collaborative process across agencies or require coordinated services by at least two agencies.

2. The child or youth has emotional or behavioral problems, or both, and currently is in or is at imminent risk of entering purchased residential care. In addition, the child or youth requires services or resources that are beyond

24

normal agency resources or routine collaborative process across agencies and requires coordinated services by at least two agencies.

3. The child or youth requires placement for purpose of special education in an approved private school educational program.

25

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 5/7/97; 9/16/09


4. The child or youth has been entrusted to Prince William County Department of Social Services by his or her parents or guardian or has been committed to the Department by a court of competent jurisdiction for the purpose of placement, or in need of services to prevent foster placement, as authorized by §55.8 and §56. Children in need of services to prevent foster care placement must also meet the conditions in Local Manual Section X8.4 and 8.4.1.

VI. POLICIES GOVERNING WHICH YOUTH AND FAMILIES ARE NOT REQUIRED TO BE ASSESSED BY A FAMILY ASSESSMENT AND PLANNING TEAM BUT FOR WHOM FUNDS FROM THE STATE POOL MAY BE DIRECTLY ACCESSED TO PAY FOR SPECIFIED SERVICES (§2.1-755)

A. All expenditures of pool funds must be approved by a FAPT or CPMT, except the following:

1 Family foster care costs may be approved by the Department of Social Services, to include only the following costs: Room and board. Specialized foster care payments. DSS may not raise rates without

CPMT concurrence. Daycare. Non-Medicaid reimbursable transportation. $300 Yearly clothing allowance. Educational expenses not to exceed $500/year. All financial aid for

which the child may be eligible must first be accessed. The following services, with a t Total cumulative monthly cost not to

exceed $500 $1,000: Non-Medicaid reimbursable medical expenses. Non-Medicaid reimbursable therapeutic expenses. Socialization and recreation costs. Concrete needs to facilitate reunifying child with family. Short-term shelter.

2. DSS may continue to approve these costs (with the exception of room, board and specialized foster care payments) for a period of up to six months after the child returns home, if the family cannot afford them.

3. The Department of Social Services shall submit a yearly report on family foster care expenditures to Administrative Team and CPMT by September 1 of the following fiscal year.

B. Emergency residential placements must be approved prior to placement by a public agency director or designee and reviewed at the next FAPT meeting.

26



1. Intensive crisis stabilization services must be preapproved by a public agency director or designee and reviewed by FAPT within 30 14 days of commencement of services.

2. Children approved for intensive crisis stabilization services shall be at high risk of immediate out-of-home placement.a) Children at possible imminent risk to self or others because of mental

illness, substance abuse or inability to care for themselves must first be assessed by Community Services.

b) Children suspected of being abused or neglected must also be reported to Child Protective Services.

c) Court Services Unit involvement should be considered when a child’s criminal activity might result in out-of-home placement.

C. Wraparound coordination services may be administratively approved for up to $1,500 by the ARYFS Coordinator but then shall be reviewed by FAPT within 14 days of commencement of services. The Coordinator shall only approve children who are at risk of out-of-home placement or are in placement and in need of transitioning home. The focus of services should be on formulating a plan that will meet the child’s and family’s needs and on maintaining the child in the community while ensuring the safety of the child and others.

VII. PROCEDURES FOR FAMILY PARTICIPATION IN ALL ASPECTS OF ASSESSMENT, PLANNING AND IMPLEMENTATION OF SERVICES (§2.1-754.2)

A. At all points of entry to the Family Assessment and Planning Team, parents/guardians shall have been given documented appointments in order to ensure appropriate opportunity to participate in the planning for their child.

B. The person referring the child/family to the Family Assessment and Planning Team shall discuss the plan for referral with the parent and secure consent to share information with the team members.

C. The lead agency staff person will be responsible for providing the child’s parents/guardians documentation of the following prior to and following the Family Assessment and Planning Team:

1. Family services plan.2. Recommendation contained therein.3. Subsequent recommendations emanating from the FAPT.

VIII. PROCEDURES FOR THE DEVELOPMENT OF INDIVIDUAL FAMILY SERVICES PLANS FOR YOUTH AND FAMILIES REVIEWED BY FAMILY ASSESSMENT AND PLANNING TEAM; ADDRESSING THE

28

PROVISION OF APPROPRIATE AND COST EFFECTIVE SERVICES (§2.1 – 754.3)



A. Development of an Individual Family Service Plan (IFSP) is an extensive process that results in determining a cost effective service plan consisting of the following:

1. The ability and extent of the family to financially contribute to the child's care.

2. Use of third party payers.3. Utilization of other public entitlements.4. Less restrictive and/or costly interventions have been attempted/not been

successful.5. Use of available public and private funds and services.

B. An Individual Family Service Plan (IFSP) will be incorporated in the FAPT Case Action Form and include the following:

1. Description of family's and child's strengths and needs.2. Description of agency interventions which includes failures and successes.3. Recommendations to be included on a cover sheet:

a) What family /child will dob) What agencies will doc) Assignment of lead agency responsibilityd) Time lines for various tasks

2. Listing of desired outcomes in quantifiable terms.3. Service plan specifying who is to do what and how often.4. Listing of providers and specific services from applicable providers with

begin dates, end dates, and costs for each service.

C. In the process of approving an IFSP, FAPT shall –

1. Evaluate the child's risk to self, others, from family, to community, and to school.

2. Select the least restrictive service(s) necessary to alleviate the risk.3. Ensure all placements involving special education students were approved

by PWC School Division's special education department based on the student's IEP requirements.

D. Foster Care Prevention.

1. Children meeting the eligibility criteria in paragraph 5 of section X may only access mandated funding for foster care prevention services under the following conditions:

29



a) There must be high risk of severe or irremediable harm to the child or others, as described in the local risk evaluation guidelines, which places the child at risk of foster care placement. Children at risk because of parental behaviors/conditions (“risk from family” on risk eval.) should also be referred to Child Protective Services. OR

b) The parents are planning Conditions in the family could reasonably lead parents to request relief of custody based on some behaviors or conditions that can be mitigated by services if services were not provided; and

1) The parents are willing to participate in services.2) The array of existing community services has already been explored

and found to be inadequate, as assessed by FAPT.3) 2) The child is at risk of removal from home and placement into

foster care within 6 months.4) 3) The goal for the family is to maintain the child in the home or in

the community if temporary out-of-home placement is necessary to stabilize the family.

5) 4) Services are necessary to the service plan and to the goal of maintaining the child in his the child's current family and/or community.

6) 5) Services to be funded can be accomplished within six months.2. The case must be re-reviewed by FAPT within three four months.3. In order to access mandated foster care prevention funding for out-of-home

services, the following conditions must be met in addition to those in 8.3:

a) The risk factors to the child or others are not directly attributable to parental behaviors/conditions. These cases should be referred to Child Protective Services for risk assessment: If CPS determines that out-of-home placement is necessary for the safety of the child, then custody should transfer to DSS.

b) The parent should shall attend FAPT and play an active role in presenting the case.

c) The parent should be willing to shall enter into a specific non-custodial foster care agreement with lead agency, and the outline of agreement has been negotiated prior to FAPT staffing.

d) If proposed plan calls for placement in a regular foster home, lead worker must contact DSS and assess availability of a home prior to the FAPT staffing.

e) All less restrictive alternatives to out-of-home placement have been explored; “reasonable efforts” have been made to prevent placement, as assessed by FAPT.

30

f) For all non-custodial placements involving special education students, the lead worker shall be accessible to and cooperative coordinate with PWC School Division's special education department for approval of placement prior to finalizing the service plan to assure IEP



requirements can be met by the out-of-home agency in obtaining parental signatures and in other educational matters.

4. Extension of Foster Care Prevention (FCP) services beyond first six months. Continuation of FCP services for more than six months requires approval from the State's DSS regional office for non residential services. For extension of FCP residential services, a court order is also required.

a) For non residential services (e.g., home based, community based, and out-patient): No later than thirty (30) days prior to the completion of six months of FCP services (i.e., by the fifth month), the regional DSS office must receive a request to extend FCP services. The request consists of the following:

1) A recent FAPT-approved case action form with a service plan recommending extending FCP status. This case action form serves as an Individual Family Service Plan to report CAFAS CANS score and to specify type(s) of services/treatments, by whom, at what frequency with start and end dates, unit costs, and total costs.

2) A letter from the case manager explaining what risks exist that could result in a foster care placement.

3) A decision from the DSS regional office will be provided in writing to the case manager. A copy of the DSS regional office's decision shall be provided to the CSA Coordinator for the case to receive funding for continued services. Without the letter, funding stops at the completion of the sixth month. If the FCP extension is not approved, continued services will be funded as non mandated. For approved FCP extensions, services continue as mandated.

b) For residential services: No later than thirty (30) days prior to the completion of six months of residential FCP services (i.e., by the fifth month), the regional DSS office must receive a request to extend FCP services as listed above in "For non residential services (e.g., home based, community based, and out-patient)". Additionally, a copy of a court order specifying continuation of residential services as a foster care prevention plan must be provided.

c) For residential services stepping down to non residential services: Follow requirements listed above in "For non residential services (e.g., home based, community based, and out-patient)".

31

E. Whenever the CPMT determines a need to impose limitations on FAPT-approval authority, benchmarks are established to provide heightened oversight. The enactment of a services waiting list for non-mandated clients is a function of enforcing program benchmarks while managing the needs for high cost services



that are being postponed until affordable. The following procedures shall take effect when the residential placement benchmark is reached:

1. For new cases seeking in which case workers are considering requesting a FAPT-approved residential service plan –

a) Case workers shall, prior to the FAPT presentation, complete appropriate staffing within their agency for review. coordinate with CSB's emergency services. A CSB emergency service therapist evaluates the client.

1) If the internal agency staffing supports residential placement is supported by CSB –

(a) The CSB emergency service therapist The applicable staffing level (i.e., team leader or supervisor) signs the proposed service plan as "reviewed" and assists the case worker with devising an interim service plan of community-based services. should the client be placed on the waiting list. Then, the case worker presents the new case to FAPT for a final decision.

(b) FAPT's options are –

agree with the need for residential services and place youth on the residential waiting list and approve or revise the recommended interim service plan ,

not to exceed $8,000 over 4 months

OR

deny the request for residential services and devise an alternative service plan, not to exceed $6,000 over 4 months

ORin the case of a bone fide mandated child (IEP or Foster

Care) agree with the need for residential services and finalize the service plan authorizing residential

placement.

32

2) If the internal agency staffing does not support residential placement is not supported by CSB –

(a) The CSB emergency service therapist The applicable staffing level (i.e., team leader or supervisor) assists the case worker



with devising a proposed alternative community-based service plan and signs the proposed service plan as "reviewed".

(b) Then, the case worker presents the new case to FAPT for a final decision. FAPT's options are to approve the alternative proposed or a different community-based service plan, not to exceed $6,000 over 4 months.

OR if FAPT believes residential services are needed, then – place case on residential waiting list and devise an interim community-based service plan, not to

exceed $8,000 over 4 monthsOR

in the case of a bone fide mandated child (IEP or Foster Care)

if FAPT believes residential services are needed, then – finalize the service plan authorizing residential

placement.

b) The CSA UM Coordinator maintains the official waiting list.

1) Additions to the waiting list are based on FAPT decisions as stated on the Case Action Form.

2) Placement on the waiting list will be in the order of FAPT decision date, i.e., the case with the oldest decision date will be listed first.

3) Selections for residential placement of youth from the waiting list will be in the order as listed applying the method of ‘first-in, first-out’. The CSA UM Coordinator is responsible for contacting the applicable case manager to arrange for immediate residential services. If the case manager determines residential services are no longer needed, the CSA UM Coordinator removes the youth from the waiting list and offers residential services to the case manager for the next child on the waiting list.

2. For existing residential cases —

33

a) Case managers will —

1) If continuation of residential placement beyond the established service plan end date is desired, the case manager must arrange for a CSB therapist to jointly review the discharge plan prior to a the client and a residential treatment team representative to attend the

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/20/95; 8/4/95; 1/16/02


FAPT meeting. Attendance by the client is not expected if determined by the case manager to be clinically inappropriate.

2) Provide monthly progress reports or briefings to their respective agency director. Monthly progress reports or briefings are expected to explain –

2) At the FAPT meeting, the residential treatment team representative will provide the status of the client’s treatment and progress toward discharge or step down.

b) FAPTs' authority related to reviews of existing residential cases remain unchanged. However, approval of continued residential services requires the existence of a reasonable discharge plan with a projected discharge date.

c) CSA UM Coordinator will —

1) Provide a monthly residential status report to the CPMT and FAPTs.

2) The case manager will keep the CSA UM Coordinator appropriately informed, as requested by the CSA UM Coordinator regarding the following minimal information:

(a) Why the youth continues to receive residential services.

(b) What is being done to return the youth to the community as soon as possible.

(c) When to expect discharge or step-down treatment from the residential facility.

IX PROCEDURES FOR REFERRING YOUTH AND FAMILIES TO COMMUNITY AGENCIES AND RESOURCES IN ACCORDANCE WITH INDIVIDUAL FAMILY PLANS (§2.1-754.4)

34

A. All Family Assessment and Planning Team members will have the authority to mobilize services within their respective agencies.

B. Following the finalization of the individual family plan by the Family Assessment and Planning Team, service responsibilities of the identified agencies, as well as specific agency representatives and their phone numbers will be made available to all team members and the family or guardian within three (3) days.

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 9-15-95 REVISED: 3/21/01, 6/7/02, 7/16/08, 4/15/09, 4/21/10, 3/21/12LOCAL IMPLEMENTATION MANUAL SECTION: X

C. Family Assessment and Planning Team members will be responsible to assure that services identified in the individual family plan are accomplished within the agreed upon timelines.

X. CSA CASE MANAGEMENT10.1. In Prince William County, the person responsible for seeing that the Individual

Family Service Plan (IFSP) (§2.1-754.6) is fulfilled shall be a professional staff member of the lead human service public agency, as determined by the Family Assessment and Planning Team (FAPT). The IFSP is contained in the ARYFS Case Action Form (CAF).

10.2 Family participation in all aspects of assessment, planning and implementation of ARYFS-funded services is required. “Family” is defined to include birth families, adoptive families, foster families, adults acting in the role of parent, and households in which the child resides with a legal guardian.

10.3 CSA CASE MANAGER'S RESPONSIBILITIES

A. Prior to scheduling a client case for a FAPT meeting, the Case Manager shall have utilized any appropriate and available services from the local community, which may include but are not limited to the following:

(1) Client/family’s school counseling services (child study and/or IEP);

(2) Office of Dispute Resolution Family Mediation; (3) Private or public healthcare or military insurance of either parent; (4) Child protective services; (5) Community Services agency programs; (6) Juvenile Court Services Unit programs; and (7) Various community resources such as Systematic Training for

Effective Parenting (S.T.E.P.), Alcoholics Anonymous, Alanon, Families Anonymous, etc.

B. After exhausting community and family resources, the FAPT-designated Case Manager is responsible for implementing the provisions of the FAPT-approved CAF. (1) The Case Manager makes referrals and secures the appropriate

services in accordance with the CAF.

35

(2) If the CAF includes a purchase of services from a provider, the Case Manager uses the CAF to confer with the provider to review the needs of the family, to identify the specific type and frequency of services needed to address those needs, and to delineate the desired outcomes as identified by the FAPT. (a) The Case Manager also works with the provider to develop both

a crisis intervention plan and a transition / discharge plan. The Case Manager promotes an expectation for the achievement of the client’s and family’s therapeutic goals safely by the earliest possible date.


(b) The Case Manager consults with providers on an on-going basis to keep informed of case progress, to monitor the services and ensure that services comply with the CAF, and to coordinate and modify the service plan as needed. Ongoing facilitation of the case is achieved through participation with the provider’s monthly treatment team meetings for the client, review of monthly treatment summaries, and weekly-to-monthly utilization reviews of the client/family treatment services. Consultation with CSA Utilization Coordinator is available throughout the course of the CAF.

(3) The Case Manager maintains a case file in accordance with the agency's requirements. The Case Manager will maintain required CSA case documents in the agency case file to include: FAPT referral forms, required assessments, consents to release information, the CSA Prep and Case Action Forms, Case Action Revision forms, crisis intervention plan, discharge plans, progress reports from providers, schools, probation, etc. Special Education forms and non-custodial foster care or parental agreements are required on a case-by-case basis. The state Office of Comprehensive Services may audit files for required CSA documentation.

C. PRE-FAPT DUTIES: The Case Manager is responsible for coordinating FAPT reviews as needed to request or extend services or as required by the FAPT or by order of the court. State law requires that treatment services be delivered to youth in ‘the least-restrictive environment’. Considerations for child, family, and community safety are addressed in the CAF. General values include preventing placements in foster care, keeping families together, and strengthening families and children so they can function independently of public sector interventions and services.(1) The Case Manager schedules the case for a FAPT meeting and

notifies the family, service provider, and any other participants of the time and location of the meeting.

36

(2) The Case Manager prepares the appropriate paperwork to include a pre-FAPT form, the Consent to Exchange Information form, an assessment (i.e., CAFAS CANS), a Parental Co-pay form, the latest provider’s progress report, and any other required forms and submits such paperwork a week prior to the FAPT meeting. (a) For all placements involving special education students, the case

manager shall coordinate with PWC School Division's special education department for approval of placement prior to finalizing the service plan. This assures that IEP requirements can be met by the out-of-home agency, per state special education regulations.


(b) FAPT prep forms and accompanying vendor’s reports are faxed to CSU one week prior to the FAPT meeting.

(3) Family Engagement. (a) The Case Manager explains the FAPT process, the information and reports to be shared at the FAPT, and the proposed service plan, if any, with the family at least 48 hours prior to the scheduled meeting to ensure understanding and informed participation. Child and parent/guardian attendance is required whenever clinically appropriate. Provider participation at FAPT is expected.(b) The Case Manager and family attend the FAPT meeting and present the case using the FAPT presentation format.(c) Finalizing a FAPT-approved CAF requires the presence of parent / guardian to participate in the meeting. Therefore, case managers need to ensure their attendance at, and involvement in, FAPT meetings unless legal restrictions or extenuating circumstances exist. Use of a telephonic conference is an acceptable option.

D. RESIDENTIAL & GROUP HOME PLACEMENT CONSIDERATIONS:(1) Whenever a Case Manager seeks group home services for a client,

finalizing the service plan will include a review decisions by the FAPT will undergo a quarterly review by the PWC CSA Joint Admissions Review Committee (JARC) to assess compliance with procedures to maximize use of local group home facilities based on needs of the client and capabilities of available services.(a) JARC is a public / private partnership between PWC CSA and

representatives of local providers: Youth for Tomorrow, Turning Point of Boys, JERU, and a nonresidential community-based agency. The full Committee includes members of the Admin Team. JARC assists Case Managers with determining best use of local resources to meet the needs of clients.

(b) The Case Manager schedules the case for a FAPT meeting per subsection C above. Quarterly JARC reviews occur during the

37

first meeting of the Admin Team following the end of a quarter. Results are provided at the next meeting of the CPMT.

(c) The PWC CSA office coordinates the attendance of JARC members to attend the applicable FAPT Admin Team meeting.

(d) The quarterly JARC / FAPT meeting begins with a review of the clients’ needs, and the proposed service plan, and the FAPT-approved CAF by JARC members to determine compliance by case managers and FAPTs to appropriately maximize local resources in accordance who will then offer their recommendation of services to be provided . Next, the FAPT members will complete the meeting with their decision as to what services will be approved on the CAF in compliance with CSA policies.


(2) All out-of-home placements will follow the pre & post discharge planning policy in subsection K below.

(3) In accordance with Section X, paragraph 8.5 of local CSA policy, when residential placements exceed the benchmark and the Case Manager's recommendation is for residential placement or for an extension of residential placement, the Case Manager refers the case to the Utilization Management Coordinator at the time of scheduling the FAPT meeting and/or three weeks prior to the FAPT for the purpose of utilization management. The Utilization Management Coordinator reviews the pre-FAPT forms, clinical documentation, and family treatment progress, respectively, with the Case Manager, provider, and parent/guardian in order to supplement documentation for the FAPT’s consideration when developing the IFSP.

(4) Whenever a Case Manager plans to transfer a Special Education client from one out-of-home residence to another, an updated Special Education Form must be submitted to PWC School’s SPED department for approval prior to the placement to ensure compliance with State Special Education regulations.

E. FOSTER CARE PREVENTION and RESIDENTIAL PLACEMENT: If a FAPT approves the case for residential placement and determines that the case is mandated as foster care prevention, the following actions are taken based on whether the case will be managed by a DSS or a non-DSS case manager:(1) For DSS managed cases:

(a) Case Manager meets with the family to complete the Non Custodial Foster Care Agreement (NCFCA) and forwards the paperwork to the Department of Social Service's Foster Care / Adoption Team Leader.

(b) NCFCA cases are synonymous with traditional foster care and subject to DCSE services.

38

(c) The Case Manager submits the foster care plan to the court within 60 days of parent signing the Non-Custodial Foster Care Agreement.

(d) Case Manager attends Court hearing within 75 days of placement to review the plan.

(e) A Foster Care Review Hearing is held within 6 months of the 75 day hearing and then a Permanency Planning Hearing is held within 5 months of the foster care review hearing.

(2) For non-DSS managed cases:(a) Case Manager meets with the family to complete the Parental

Agreement.(b) The Parental Agreement is a voluntary agreement between the

parents and the case managing agency.


(c) The Parental Agreement is in effect until whichever of the following occurs first: The “period not to exceed” date on the first page under

“PLACEMENT AUTHORITY” is reached and not updated.

The child is discharged from the residential facility. The signing parties invoke their rights under

“CONDITIONS FOR TERMINATION OF AGREEMENT”

The parents relocate outside of PWC.

F. MEDICAID: Clients are automatically Medicaid-eligible after a 30-day stay in a Medicaid-funded facility. The PWC DSS ARYFS web site has a list of all CSA providers, and denotes those which are Medicaid-funded programs. Medicaid services are deemed excellent treatment placements due to the high level of clinical standards and quality assurances under which they are regulated. (1) When the CAF provides for placement in a Medicaid-approved

residential facility, the Case Manager prepares the necessary paperwork to include the Certificate of Need to access Medicaid funding to support the CSA placement.(a) The Case Manager coordinates with FAPT members and an

independent physician to sign the Certificate of Need for residential services.

(b) Medicaid placements require coordination with the CSA Program Manager for CPMT signature on the Medicaid rate certification for the facility.

(c) Case Manager provides the prepared paperwork to the residential facility.

(2) Case Manager monitors monthly payments and eligibility requirements for client.

39

G. APPEALS: If the parent(s) disagrees with the CAF and wants to appeal the FAPT decision, the Case Manager informs the parent(s) that they must submit a written request to the CSA Program Manager within 10 work days after the FAPT meeting. Upon receipt of the appeal request, the CSA Program Manager will contact the Case Manager and the FAPT Chair to schedule a review of the case by the CPMT. The Case Manager coordinates with the family to attend the CPMT meeting, briefs the family on the CPMT process and what to expect, prepares the appropriate paperwork, and presents the case before the CPMT.

H. UTILIZATION MANAGEMENT (UM) COORDINATOR and INTENSIVE CARE COORDINATOR (ICC) ASSISTANCE:(1) The positions of UM Coordinator and ICC shall be established by

the CSA office and CS agency, respectively. Each position exists


as a partnership to support case managers with FAPT-approved services based on the circumstances of the case.

(2) Unique to CS’s ICC position is to focus on serving youth that are in residential placements and receiving CSA case management from JCSU.(a) State funding is provided to CSBs to work with residentially

placed probation youth for the purpose of identifying strengths and needs of the youth and family in order to overcome barriers to a timely and successful discharge.

(b) Requests for ICC assistance will normally be via direct coordination between JCSU and CS staffs whenever a case becomes problematic for a Probation Officer. Additionally, requests can be made by a FAPT or UM Coordinator regarding a JCSU case, as needed.

(c) ICC caseload size is limited to the maximum amount that the ICC is able to support so that each client is provided with intensive collaboration and care coordination with residential staff, youth, parents and CSA case managers to identify and link youth and family to resources needed for pre and post discharge services.

(d) The ICC works closely with the JCSU case manager and families as a partnership in developing solutions that use natural supports and resources.

(e) All ICC actions will be included in the case manager’s presentation to FAPTs.

(3) UM Coordinators from the CSA office specialize as one for residential cases and the other for nonresidential cases to include SPED-related services. The focus of UM Coordinators is to maximize the effectiveness and efficiency of PWC’s ARYFS

40

program related to service planning, coordination, approval, and delivery for all FAPT-approved cases.

I. REVISIONS to CASE ACTION PLANS:(1) If additional funding is needed to fulfill an CAF with an existing

provider, or if a decrease in funding is warranted, the Case Manager completes a Case Action Revision form with the explanation for the change of service. The original CAF is attached, and the Case Action Revision is reviewed by FAPT to determine approval.

(2) If a new provider is needed, Case Manager completes a new FAPT process. Revision forms are used only as attachments to existing CAFs, not for establishing new provider accounts.

J. FOLLOW-UP FAPT DUTIES: If services for client / family are necessary beyond the existing CAF, the Case Manager:(1) Schedules a follow-up FAPT meeting to occur at least two weeks

prior to the existing CAF's service end dates. Follow-up meetings are held with the same FAPT that the CAF was developed.


(2) Uses applicable procedures to prepare for the follow-up FAPT meeting as stated in the section above for PRE-FAPT DUTIES.

(3) Informs FAPT and UM Coordinator what goals are expected to be achieved prior to client’s discharge.(a) Planning for the least-restrictive therapy environment is

continually assessed throughout the client’s participation in CSA-funded services.

(b) Appropriate community resources for the client and family, whether free of charge or fee-for-service, need to be identified and assigned for discharge planning well in advance of provider’s discharge date.

K. CASE CLOSURE:(1) Case Manager fills out ARYFS Case Closure Form once the client

completes or terminates from a course of treatment with any vendor. Case Closure Form is forwarded to UM Coordinator within 2 weeks after treatment termination. This assists in the assessment of provider services for quality assurance purposes.

(2) If same client is continuing treatment with other provider(s), Case Manager continues provision of CSA procedures according to aforementioned regulations.

L. RESIDENTIAL PLACEMENT PRE & POST DISCHARGE PLANNING: For cases deemed appropriate by a FAPT to receive residential services, Case Managers and FAPTs will implement pre & post discharge planning requirements after placement so that these children are discharged into a lesser restrictive setting as soon as practicable. Pre & post discharge planning is a standardized process for children placed in residential facilities. The intent is to make sure

41

residential placements routinely receive appropriate care and attention essential to ensuring that children are always in the least restrictive setting possible. The pre & post discharge plan is completed by the Case Manager in collaboration with ‘plan participants’ (described below) and staffed with the CSA UM Coordinator within 45 calendar days after placement. Additional Case Manager reviews with the CSA UM Coordinator are conducted within 45 calendar days after subsequent FAPT approvals for continuation of residential services.

(1) Basic elements to a Pre & Post Discharge Plan:(a) Plan participants:

1 Parents / Legal Guardian2 Child3 Case Manager4 School Representative. The Case Manager responsible for

providing PWC public school contact information to parents, as follows:a For special education clients: PWC School’s special

education central office representative.CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 9-15-95 REVISED: 3/21/01, 6/7/02, 7/16/08, 4/15/09, 4/21/10, 3/21/12LOCAL IMPLEMENTATION MANUAL SECTION: X

b For non special education clients: base school representative.

5 Residential facility’s case manager & treatment team6 Others, as applicable: extended family members, other

involved agencies’ staffs, GAL, CASA, etc.(b) Anticipated discharge date: This date is decided by the Case

Manager as a part of finalizing the service/treatment plan with the residential facility’s case manager and the ‘plan participants’.

(c) Service plan: A detailed plan for treating both the youth and family and designed to support the discharge date as follows:

1 Identifies treatment needs and the specific service per need;2 Specifies service and/or treatment frequency (daily, weekly,

etc.) and duration (hrs per event);3 Includes education plan;4 Lists measurable outcomes to be achieved by the youth and

family and what is to be accomplished by the end of treatment plan date(s);

5 Delineates responsibilities and actions of each ‘plan participant’;

6 Establishes monthly treatment plan review requirements by the ‘plan participants’.

(d) Post discharge actions, as applicable:1 Living arrangement for the youth (with whom and where)2 Post discharge services for the youth and family as

follows:a Educational

42

b Medicalc Legal, i.e., probation, foster care court, etc.d Psychologicale Familial

(2) Pre & post discharge planning activities are as follows:(a) FAPT meetings:

1 Initial FAPT meeting authorizing residential services.2 Subsequent FAPT meetings to review the pre & post

discharge plan and to determine what services to authorize. The duration between FAPT meetings is four months or less.

(b) Finalizing the pre & post discharge plan:1 Within 30 calendar days after placement, the Case

Manager completes coordination with the residential facility’s case manager and treatment team to ensure service and discharge plans for the youth and family are understood by the clients. Services for family/guardian are required while the youth is in an residential program.

2 With each month of placement, the Case Manager ensures that the service and discharge plans used by the residential


treatment team are updated and further refined. By the third month in placement, these plans become more specific about services needed to facilitate an early discharge and the step down services that should be provided after discharge. The most recent residential service and discharge plans are presented to all applicable FAPT meetings.

(c) Determining application of Pre Discharge Assistance Services. Pre Discharge Assistance Services have the following purposes:

Reduce length-of-stay, and Facilitate transition of clients to community services.

1 Not later than the 90th day after placement, the Case Manager convenes an assessment meeting to accomplish the following:a Define the treatment needs for the child and family that

supports the earliest possible discharge.b Determine a revised discharge date that all agree will

become the “targeted” discharge date.c Decide if the addition of a community-based provider

will improve the chance of returning the child to the community before the “targeted” discharge date.

2 If the “targeted” discharge date is more than a total of eight months of residential services, use this assessment meeting to decide –

43

a The appropriateness of pre discharge assistance services, and

b Which community-based provider is best suited to provide pre discharge assistance services. A critical determinant in the selection of a community-based provider is the agreement of the residential treatment team. If the residential treatment team can explain potential problems related to a community-based provider, pursue finding an alternative.

3 The Case Manager uses normal procedures to secure FAPT approval of the desired community-based provider.

4 The community-based provider works for the Case Manager to provide the services that will enable discharging prior to the “targeted” discharge date.a. The expectation is the community-based provider will

reduce length-of-stay by at least one month and continue to serve the child and family to ensure a successful return to and stay in the community.


b. The community-based provider’s services are predominately with the family and child within our community. Visits with the residential treatment team and in support of their family counseling sessions will account for the least amount of service/treatment time provided.

(d) Pre & post discharge plan reviews: The Case Manager coordinates with ‘plan participants’ to conduct monthly reviews of youth and family’s progress to accomplish outcomes of the service and discharge plans. These reviews also help to determine what changes are needed to improve those plans. For families not engaging in their prescribed treatment plans, possible options for the Case Managers are:1 Meet with the parents to address the issue;2 Initiate a clinical assessment of the parents;3 Seek court action;4 Discontinue funding for services;5 Schedule another FAPT meeting;6 etc.

(e) Case Manager and UM Coordinator consultation: The Case Manager is required to inform the UM Coordinator on the status of residential placements as follows:1 When. No later than 45 calendar days after the following events:

a After initial placement of the child into the residential facility;

44

b After each FAPT meeting that approved a continuation of residential services.

2 Why. The UM Coordinator is responsible for instilling quality assurance in all residential service plans. Reviews of a child’s pre & post discharge plan with Case Managers increase case management effectiveness and identifies ways for the UM Coordinator to assist with pre & post discharge planning.

(3) Whenever continued residential services need to be requested for FAPT approval, the Case Manager will include the pre & post discharge plan in their presentation to the FAPT (the monthly progress report from the treatment facility will suffice so long as the ‘basic elements’ in section K.(1) above are addressed); otherwise, FAPTs are not authorized to approve funding for continuation of residential services.

(4) Preparation for and implementation of post discharge actions.(a) The objective of preparing for discharge is to have step-down

services ready to start upon discharge, which may require certain transitional services to begin before discharge.

(b) The Case Manager arranges for step-down service provider(s) to coordinate with the current residential facility case manager to finalize appropriate post-discharge services. If the step-down service is another residential placement, pre & post discharge planning requirements continue until the child is discharged to return home.


(c) Pre & post discharge planning requirements stop when each of the following occurs:

1 Residential placement services end and2 The child starts community based services and3 The Case Manager informs the UM Coordinator of the discharge.

XI. PROCEDURES FOR THE FAMILY ASSESSMENT AND PLANNING TEAM TO RECOMMEND TO THE COMMUNITY POLICY AND MANAGEMENT TEAM EXPENDITURES FROM THE LOCAL STATE FUNDS POOL ALLOCATION (§2.1-754.5)

Through the Administrative Team, the Prince William County Family Assessment and Planning Teams shall submit to The Community Policy and Management Team is provided a monthly summary of pool expenditures by the CSA Coordinator.

XII. PROCEDURES FOR THE REFERRING AGENCY TO OBTAIN CONSENT TO EXCHANGE CLIENT INFORMATION AND TO PROVIDE FOR THE PROMPT RELEASE OF RECORDS TO THE FAMILY ASSESSMENT AND PLANNING TEAM AND FOR ENSURING THE CONFIDENTIALITY OF PROCEEDINGS (§2.1-756)

45

The Prince William County Family Assessment and Planning Teams endorse the use of the Uniform Consent to Exchange Information and the Interagency Consent to Release Confidential Information for Alcohol and Drug Patients Forms.To assure their uniform use by all agencies, the Administrative Team will request services from the county attorney for staff training as well as any implementation issues which may be presented.

46

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/20/95; 4/15/09LOCAL IMPLEMENTATION MANUAL SECTION: XI

ADMINISTRATIVE & FINANCIAL POLICES & PROCEDURES

I. PROCEDURES FOR QUALITY ASSURANCE AND ACCOUNTABILITY FOR PROGRAM UTILIZATION AND FUNDS MANAGEMENT (§ 2.1-752.5)

A. Accounting

1. Unique sub-fund for At-Risk Youth and Families pool moneys2. Unique department for all At-Risk Youth and Families moneys3. Unique division for each FAPT4. Unique index codes for mandated, non-mandated, and family foster care.5. CPMT contingency

a. Unique divisionb. Unique index code

B. Budget Development

1. To be prepared in accordance with procedures issued by OEM annually.

C. Budget Execution

1. To be monitored by the Administrative Team and reported upon monthly, to the CPMT, by ARYFS Program Manager to include:

a. Revenues and expenditures to dateb. Fiscal Agent will compile actual case load for past three years

1) Mandated population2) Non-mandated population3) Cost per case

2. To be allocated by the CPMT

a Fiscal Agent will not authorize payment requests exceeding availability of funds.

b CPMT delegates authority to allow the Fiscal Agent to advance moneys from available contingency funds.

1) Upon doing so, the Fiscal Agent will notify the Chairperson of the CPMT.

3. Performance measures to be reported upon annually to OEM

47

a To be provided to the Chairperson of the CPMT by the Administrative Team ARYFS Program Manager.


b To be provided by the CPMT to OEM.

D Reporting to Virginia Department of Education

1. Based on information provided by the FAPTs financial records in HARMONY and PERFORMANCE.

2. The Accounting Office, PWC Finance Department, will prepare for the CPMT Chairperson’s signature

a. Pool allocation planb. Pool funded service utilization planc. Pool Reimbursement Request shall be sent by the Fiscal Agent.

II. PROCEDURES TO MANAGE FUNDS IN THE INTERAGENCY BUDGET ALLOCATED TO THE COMMUNITY FROM THE STATE FUNDS POOL, THE TRUST FUND, AND ANY OTHER SOURCE (§ 2.1-752.7)

A. Source of Funding

Each allocation to the community, whether it be State Pool Funds, the Trust Funds, or any other source restricted as to its use, shall be accounted for in separate index codes.

B. Budgetary Control

1. Budgetary control to disburse, expend, encumber and transfer funds shall be at the:

a. indexb. reserving document

2. Existing agency forms will be incorporated into the County numbering system, until revisions/replacements are suggested.

3. The payment process will follow normal County operating policy.

C. Contracts

1. Each provider, public or private, shall be awarded a service vendor contract(s).

2. Each vendor contract shall be authorized by the CPMT or its designee.3. Each vendor contract shall be monitored by the Administrative Team or its

designated contract manager.

48

4. Payment under each vendor contract shall be authorized by the lead agency.


D. Encumbrances

1. CPMT delegates authority to the FAPTs to authorize encumbrances, and to increase or decrease encumbering documents, using the FAPT Case Action Form.

a. The lead agency shall issue a purchase of service order with the provider for each FAPT authorization of services, which shall not exceed the amount and duration of services specified on the FAPT Case Action Form.

b. If CPMT, Administrative Team, the ARYFS Program Manager a designee of the above discovers a legal, state, or county policy or computational error in the FAPT action to award, increase or decrease, an encumbrance, and the error impacts the validity or amount of the encumbrance, the ARYFS Program Manager shall:

1) Send a notice to the family, agency, lead worker, and FAPT Chair informing them of the error, requesting a correction and providing a 14-day notice to terminate funding.

2) Inform the County Finance of the termination date.

c. The action to terminate funding or change the encumbrance based on the error may be appealed to CPMT per CPMT bylaw IVK.

d. The lead agency shall terminate or change the purchase of service order with the provider to comply with the action to terminate or change the encumbrance.

2. ARYFS shall not be responsible for funding services that are not encumbered according to provisions of* Section D. Agencies that issue purchase of service orders or otherwise enter into purchase agreements with providers without an ARYFS encumbrance established under the provisions of *Section D. shall be responsible for funding the cost of such services.

E. Parental Financial Contributions

1. Under the authority of Virginia Code 2.1-252.3 and 2.1-254.4, for all children funded by At-Risk Youth and Family Services Funds, a financial contribution shall be assessed and collected from parents and legal guardians to reimburse the cost of services.

49

a. Parents or legal guardians of children funded for services contained on an Individualized Education Plan (IEP) are exempt from the parental contribution requirement for those services, per P.L. 94-142.


b. Parents or legal guardians of children funded for intensive crisis stabilization services or wraparound services are exempt from the parental contribution requirement for those services.

c. For all children in Department of Social Services custody, or in non-custodial foster care, and receiving out-of-home services, a parental contribution shall be assessed and collected by the Division of Child Support Enforcement based on Virginia Code 20-108.2.

d. For all other children receiving At-Risk Youth and Family Services-funded services, a parental financial contribution shall be assessed by the lead worker’s agency and approved by FAPT using local guidelines. Monthly contribution toward the cost of out-of-home services shall be at 9 percent of the parents’ or legal guardians’ monthly gross income. Monthly contribution toward the cost of services when the child is in the home shall be at 3 percent of the parents’ or legal guardians’ monthly gross income.

e. A parental contribution amount shall be assessed, and parents or legal guardians shall be informed in writing of their financial obligation, prior to the commencement of services.

f. Parents of children receiving At-Risk Youth and Family Services-funded out-of-home- services who receive Supplemental Security Income (SSI), Social Security (SSA) or other moneys on behalf of the child shall be required to immediately inform the source of the moneys of the child’s change in residence.

g. The Administrative Team shall have the authority to promulgate necessary procedures, forms, and notices to implement this policy.

h. Parents or legal guardians dissatisfied with the action of FAPT regarding their contribution may appeal to CPMT per Local Policy Section *VII, Article IV-K.

i. The Community Services Board has responsibility for billing and collect of parental contributions.

III. PROCEDURES TO AUTHORIZE AND MONITOR THE EXPENDITURE OF FUNDS BY EACH FAMILY ASSESSMENT AND PLANNING TEAM (§ 2.1-752.8)

A. Payment Authorization

1. Each invoice, warrant register or other request for payment will be presented to the Accounts Payable Section, Accounting Division, PWC Finance Department.

50

2. Each invoice, warrant register or other request for payment shall be paid against a contract document.

3. All requests for payments will be handled in accordance with normal disbursing procedures.


B. Expenditure Monitoring

1. The Fiscal Agent will provide monthly revenue and expenditure reports.2. The Fiscal Agent will provide to the CPMT Chairperson a copy of each

FAPT monthly revenue and expenditure reports.3. The Fiscal Agent will provide to the CPMT Chairperson a monthly report of

the contingency.

IV. PROCEDURES FOR DEVELOPING AN ANNUAL COST ALLOCATION PLAN: INCLUDING ESTIMATING, TO THE BEST OF THE ABILITY OF THE COMMUNITY POLICY AND MANAGEMENT TEAM, THE NUMBER OF CHILDREN AND ASSOCIATED EXPENSES FOR WHOM SPECIAL EDUCATION AND FOSTER CARE SERVICES WILL BE REQUIRED TO MEET RELEVANT FEDERAL MANDATES (§ 2.1-757.C.)

A. The Administrative Team will annually provide all necessary information to the CPMT to enable the CPMT to submit a budget through OEM to be presented to the Board of County Supervisors for adoption.

B. Based on the information provided to the CMPT and the input from OEM, the CPMT will set the:

1. Allocations for the coming fiscal year;2. CPMT contingency.

V. PROCEDURES FOR AUTHORIZATION TO SUBMIT GRANT PROPOSALS TO THE STATE TRUST FUND AND TO ENTER INTO CONTRACTS FOR THE PROVISION OF OPERATION OF SERVICES, INCLUDING A PROCESS FOR RECEIVING APPROVAL FROM THE PARTICIPATING GOVERNING BODIES (§ 2.1-752.9)

A. Strategic Plan: Meet the goals of the Prince William County Strategic Plan where applicable.

B. Philosophy: Shall be consistent with the CPMT Community Philosophy adopted in May, 1993.

C. Budgeting: To be prepared in accordance with *14.B.1.

51

D. Grant Proposal Submissions

1. Shall be presented to CPMT for endorsement.2. Shall be presented to the Board of County Supervisors in the form of a

resolution.3. Shall be authorized by the Board of County Supervisors prior to submission.


E. Grant awards shall be accepted, budgeted, and appropriated by the Board of County Supervisors.

VI. PROCEDURES FOR OBTAINING BIDS ON THE DEVELOPMENT OF NEW SERVICES (§ 2.1-752.6)

Prince William County Purchasing Regulations shall apply.

52

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/2/94; 4/15/09LOCAL IMPLEMENTATION MANUAL SECTION: XII

APPEAL PROCESS FOR CHILDERN AND FAMILIES

I. BASICS

A. WHO MAY FILE? Any parent, legal custodian, eligible child (by law, certain services can be received without parental permission) or eligible child by counsel who is dissatisfied by the action of the Family Assessment and Planning Team, including, but not limited to denial of access to the team, family participation in all aspects of assessment, planning and implementation of services, and improper notification of meetings and actions. There is no mechanism whereby local agencies can appeal decisions by the Family Assessment and Planning Team (per state implementation manual).

B. HOW? The parent, legal guardian or eligible child may file a written request on a CPMT-approved form for review of the Family Assessment and Planning Team action to the Community Policy and Management Team to the ARYFS Program Manager. It may be stated on the CAF or provided via email.

C. NOTICE OF ACTION AND REVIEW RIGHTS: The Family Assessment and Planning Team provides the parent/legal custodian/eligible child with appropriate notice of meetings and actions related to them. At the conclusion of the FAPT meeting, the team provides the parent/legal custodian/eligible child with a copy of the individual family services plan, a written notice of the proposed action taken at the FAPT meeting, and information regarding their right to request review of the FAPT decision by CPMT. This information is sent to the parent within 10 calendar days of the FAPT meeting.

D. TIME FRAMES: The parent/legal custodian/eligible child should submit a written request to the CPMT ARYFS Program Manager within 10 calendar days of receipt of the notice of the FAPT action. The CPMT must hold a review within 30 calendar days after receiving a request for review. Submit appeal request to:

PWC ARYFS7987 Ashton Ave, Suite 200Manassas, VA 20109-8240

Attention: ARYFS Program Manager

E. RESOLUTION: CPMT shall hold a hearing on the appeal request, to which the appellant and local agency case manager shall be invited. The FAPT chairman shall attend to present the FAPT decision and proposed service plan. After the hearing, CPMT shall respond in writing to the parent’s request. CPMT may uphold or alter the FAPT decision. CPMT’s decision is final and binding.

53

CSA FOR AT RISK-YOUTH AND FAMILIES ADOPTED: 6/93 REVISED: 1/2/94; 4/15/09LOCAL IMPLEMENTATION MANUAL SECTION: XII

Guidelines for Conducting an Appeal Hearing

A. The CPMT Chair entertains a motion to enter into executive session. Upon passage, parent/legal custodian, child, case manager, and other presenters enter and all present introduce themselvs. Ensure that FAPT service plan and other documents are legible.

B. Case manager presents a brief overview of the case, including age of the child, current placement, risk factors, other presenting problem(s), current treatment and effectiveness of previous interventions.

C. FAPT chairperson presents the proposed FAPT service plan and rationale, including other options which were considered and the expected benefits and time frames.

D. Parents discuss why he/she disagrees with the proposed FAPT service plan and presents an alternative request. Through the right to appeal notice, the parents have been asked to explain the request in terms of these issues:

Child’s risk to self and others. Family risk factors such as child abuse or spousal abuse. Criminal offenses by child or family members. Drug or alcohol abuse by child or family members. School history. Child’s current living arrangements. Child’s support system and personal strengths. Previous counseling or treatment in which the child and/or family participated and

its effectiveness in dealing with child’s problems.

The parents have also been notified that CPMT may ask questions about or discuss these issues.

E. FAPT chairperson has the opportunity to respond to parent’s alternative request.

F. As necessary, CPMT members question parent, FAPT chairperson, case manager or others present about their proposed service plans. Questions should focus on the issues listed in paragraph “D” and the ability of the service plans to adequately address them.

G. Parents and other presenters are dismissed; after deliberation, CPMT leaves executive session to vote on the appeal request. CPMT may uphold or alter the FAPT decision. CPMT then responds in writing to the parent’s request.

H. CPMT’s decision is final and binding.

54

local policy manual - prince william county government · web viewcsa for at-risk youth and...

Documents