Embed Size (px)
Citation preview
CRTF REPORTING INSTRUCTIONS
LIVE MEETING/WEBINAR Tuesday, August 25, 2015 10:30 a.m. to 12:00 p.m.
Today’s Panel
August 25, 2015 2
Bernard Wilson, Program Manager
Margaret Chretien, Sr. Policy Analyst
Margaret Schieferstine, Criminal Justice Program Representative
Office of Probation and Correctional Alternatives
Today’s Panel
August 25, 2015 3
Leigh Bates, Chief of Criminal Justice Research and Evaluation
Samantha Wiener, Criminal Justice Program Representative [email protected]
Office of Justice & Research Performance
August 25, 2015 4
CRTF REPORTING INSTRUCTIONS
TODAY’S WEBINAR AGENDA
OVERVIEW OF 2015-16 CRTF MILESTONES
BRIEF REVIEW OF ALL REPORTING REQUIREMENTS
FOCUS ON REVISED CRTF REPORTS
MONTHLY SNAPSHOT REPORT
CASE-SPECIFIC REPORT
REPORTS FOR CBI AND RSW! groups
CRTF CONTRACT PERFORMANCE MILESTONESEFFECTIVE JULY 1, 2015
August 25, 2015 5
Milestone 1: Intake/ Assessment Intake, assess and hold the first case conference for Track I individuals.
Milestone 2: 45 Day Retention Number of individuals who are actively engaged and receiving one or
more of the following services, based on assessed stabilization needs. (housing, employment, treatment, etc.)
CRTF CONTRACT PERFORMANCE MILESTONESEFFECTIVE JULY 1, 2015
August 25, 2015 6
Milestone 3: Enroll/Engage individuals into an approved CBI and/or Employment readiness program
Enroll Track I individuals into an approved CBI or employment readiness program
Milestone 4: Individuals complete an approved CBI and/or employment readiness program
Track I eligible individuals complete the designated CBI or employment program (must complete all required modules to be reimbursable)
What CBI and Employment Readiness Programs are approved by DCJS?
August 25, 2015 7
Thinking for a Change (T4C)
Moral Reconation Therapy (MRT)
Ready, Set, Work! (RSW!)
August 25, 2015 8
Current CRTF Reporting Requirements
County Re-entry Task Force (CRTF) programs funded by DCJSare required to submit the following reports to enable contract monitoring, program performance and analyze data outcomes. Fiscal reports document cases eligible for reimbursement.
• CRTF Monthly Snapshot Reports
• GMS Progress Reports
• Case-Specific Reports
• Quarterly Fiscal Reports
May 8, 2015 4
Additional CRTF Reporting Requirements for the CBI and Employment Programming
• Cognitive Behavior Intervention (CBI) Notification of Completion and Class Roster
• Ready, Set, Work! Report – Short form
• Ready, Set, Work! Class Roster/Notification of Completion
August 25, 2015 9
August 25, 2015 10
CRTF MONTHLY SNAPSHOT REPORT
INSERT Name of County here 2015 2016
July Aug Sept Oct Nov Dec Jan Feb Mar April May JuneContract YTD
Annual Targets
% achieved
Number of Intakes 0 #DIV/0!
Number of 45 day Retention 0 #DIV/0!
Number enrolled/engaged in CBI or employment readiness program 0 #DIV/0!
Number of approved CBI and/or employment readiness program completions 0 #DIV/0!
CRTF Case–Specific
Reporting
August 25, 2015 11
Purpose of Case-Specific ReportingCounty Re-entry Task Forces (CRTF) programs submit case-specific information on individuals admitted and discharged each quarter, using the DCJS electronic CRTF Case-Specific Report form. The information provided in the reports will allow DCJS to:
• Identify demographics, history, risk levels of the targeted population being served
• Evaluate program engagement and outcomes of the participants • Measure recidivism of participants
• Provide feedback to CRTFs on data
August 25, 2015August 25, 2015 12
Key Changes to the Case–Specific Report
August 25, 2015 13
• Program track has been added to indicate participant’s program track (CRTF Only, CRTF with CBI and CBI Only).
• Case–Conference Status, Discharge Date, Program Outcome will not be reported. CRTFs will now report 45 Day Retention Date and 45 Day Program Status.
• CRTFs will no longer report service outcomes; 45 Day housing, employment and CBI status will be reported. Employment Services will not be reported.
• Revised dropdown options for Track I Special Population Type, Housing Placement, Employment and CBI and/or OWDS/RSW!
Key Changes to the Case–Specific Report Program Track
August 25, 2015 14
• Program track has been added to indicate number of CRTF & CBI enrollments during a contract year.
• Program track should be completed for CRTF participants and direct referrals to CBI programs.
• There are three possible tracks :1. CRTF Only – Includes Track I intakes to the CRTF.
2. CRTF with CBI – Includes Track I intakes to CRTF, who are also participating in an approved CBI program.
3. CBI Only – Includes individuals who meet the Track I moderate to high-risk eligibility criteria who require CBI or employment readiness assistance only and are not admitted to the CRTF.
Program Track – Column C
August 25, 2015 15
• Program Track information should be updated if participants are referred to a CBI program after CRTF Intake.
• Select the appropriate program track from the drop down list :• CRTF Only • CRTF with CBI • CBI Only
Admission Information
August 25, 2015 16
• Admission Information (Columns B – L) should be completed for CRTF participants and direct referrals to CBI programs.
• Days in Program (Column A) automatically calculates the number of days a case has been active. This column will update automatically based on CRTF Program Intake Date until a 45 Day Retention Date has been entered.
• Agency/Program Name (Column B) automatically populates based on first entry in column.
CRTF Only & CRTF with CBI Tracks
August 25, 2015 17
• Columns B through R should be completed for all CRTF enrollees.• 45 Day CRTF Retention Date (Column N) and 45 Day Program Status (Column O)
have been added to the form.• You may refer to Column X to track the 45 Day Retention Date. However, the
projected retention date may change if a participant’s enrollment is suspended (e.g. diversion program).
• Column P (CRTF 45 Day Status: Housing Placement) through Column R (CRTF 45 Day Status: Cognitive Behavioral Intervention and/or OWDS/RSW!) should be completed at the 45 Day Retention Date.
CRTF Only & CRTF with CBI Tracks
August 25, 2015 18
• CRTF 45 Day Retention Date (Column N) – Enter the date when the participant reached the 45th day of program retention.
• In most cases this date would be 45 days after CRTF intake.• CRTF Program Status (Column O) – Indicate whether the participant was actively
engaged in CRTF services on the 45 Day Retention Date.• Engaged in CRTF• Not Engaged in CRTF
CRTF Only & CRTF with CBI Tracks
August 25, 2015 19
• CRTF 45 Day Status: Housing Placement (Column P) – Select the housing status of the participant at the time the 45 day retention date was reached. If the participant was not engaged at 45 days, select the last known housing status of participant.
• Permanent Housing Secured (private residence)• Temporary Housing Secured (e.g. transitional, shelter, motel, etc.)
CRTF Only & CRTF with CBI Tracks
August 25, 2015 20
• CRTF 45 Day Status: Employment (Column Q) – Select the highest known level of employment achieved at the time the 45 day retention date was reached.
• If the participant was not engaged at 45 days, select the highest known level of employment achieved while engaged in the CRTF.
• Currently Unemployable – (e.g. in school, training, treatment or disabled)
• Employed Part-Time (less than 35 hours/week)• Employed Full-Time (35 hours or more/week at or above minimum
wage)• Not Employed – Referred to Employment Services, Participant Declined• Not Employed – Referred to Employment Services• Not Employed – Not Referred (e.g. discharged from CRTF before
referral).
CRTF Only & CRTF with CBI Tracks
August 25, 2015 21
• CRTF 45 Day Status: CBI and/or OWDS/RSW! (Column R) – Select the program status at the time the 45 Day retention date was reached. If not engaged at 45 days, select the last known program status.
• No Need Identified, Not Referred• Need Identified, Referred, Participant Declined Services• Need Identified, Referred to CBI program and/or OWDS/RSW!• Need Identified, Not Referred
CBI Only & CRTF with CBI Tracks
August 25, 2015 22
• CBI Program Type (Column S) through CBI Successfully Completed (Column V) should be completed for participants enrolled in a CBI and/or OWDS/RSW! program.
• As participants are discharged, update their information accordingly, including discharge date and successful completion .
• If your task force uses a CBI/ employment readiness program that is not listed in the dropdown, provide the name of the approved program in the comments (Column W).
• Indicate in comments (Column W) if a participant enrolls in multiple CBIs.
• Note: CBI Participants should also be submitted on CBI and/or RSW! rosters in addition to the Case-Specific Report.
CBI Only & CRTF with CBI Tracks
August 25, 2015 23
• CBI Program Type (Column S) - Select the CBI the participant enrolled in:• MRT• OWDS/RSW!• T4C• Other Approved CBI – Indicate program name in comments
CBI Only & CRTF with CBI Tracks
August 25, 2015 24
• CBI Enrollment Date (Column T) – Enter the date the participant enrolled in a CBI Program.
• CBI End Date (Column U) – Enter the date participant ended their CBI program.
• Note – Enrollment and End dates must follow chronological order, otherwise you will receive an error message.
• CBI Successfully Completed (Column V)- Indicate whether the participant successfully completed the CBI program.
• Yes• No
Reporting Best Practices
August 25, 2015 25
Accurate ReportingAugust 25, 2015 26
• Case – Specific Reports are due quarterly and should be submitted no later than the 30th day of the month following the end of a reporting period to: [email protected]
• Reports must be password protected.• The Case – Specific Report is cumulative. Active cases as of July 1, 2015 should be
reported, in addition to all new CRTF intakes and CBI enrollments. Prior to submission….• Verify NYSID is correct. NYSID must be nine characters long, including eight numbers
and one letter at the end (e.g.,00123456H).• DINs should be seven character string (e.g., 89G1234).• NYSID and DIN are unique identifiers and should be assigned to a single participant.• DIN and DOCCS Release Dates can be obtained from :
• DOCCS Inmate Population Search: http://nysdoccslookup.doccs.ny.gov • Parolee Lookup Feature: https://www.parole.ny.gov/lookup.html
Accurate Reporting cont’d
August 25, 2015 27
• CRTF Intake & CBI Enrollment dates should only be entered for individuals who are enrolled. Individuals who were screened but not formally enrolled should not be reported.
• Agency/Program Name (Column B) through Special Population Type (Column L) should be completed for all participants .
• Program track should be updated if participants are referred to a CBI program after CRTF intake.
• Review dates to ensure they are in chronological order and do not occur in the future.• Intake and CBI information should be completed on a single row per participant.• Restrict entries to the dropdown menus provided.• If participant enrolls in and/or completes more than one CBI program, note additional
programs in Comments Section (Column W).• CBI participants must be on CBI & RSW! rosters in addition to the Case–Specific.• Programs should review Unmatched NYSID Summary Reports. Revisions should be
included in next report Case-Specific report submission.
Contact Information
August 25, 2015 28
• For questions related to the report, please contact:
• Samantha Wiener [email protected]
• Leigh Bates [email protected]
• Thank you!
Cognitive-Based Intervention Reporting
August 25, 2015 29
August 25, 2015 30
Agency/Program Providing CBI: Program Type: (drop down) Name of CBI Provided: (drop down) Total Program Hours:
COUNTY CBI provided: Name/s of Facilitators: OPCA Use Only:Date Received:
Session Start Date: Date Reviewed:
Date Approved:
Class Roster:Please complete the class roster tab.
Certification:
Cognitive Based Intervention (CBI)NOTIFICATION OF COMPLETION/CLASS ROSTER
Group Facilitator Signature Date Program or Probation Director Signature Date
I hereby certify that the above named participants have, where indicated, successfully completed this course. I further certify that the curriculum for this CBI course has not been altered in either content or duration from that which was provided by OPCA.
Within 30 days of CBI program completion, please submit this form electronically as an attachment via [email protected] . The class roster tab should include all individuals participating in the CBI/group indicated (e.g. Thinking for a Change, Change Companies Interactive Journaling, NCTI, MRT or other DCJS-approved program; this form is not be used for OWDS - Ready, Set, Work! reporting, a different form is available for that purpose). The Group Facilitator and Program Director/Probation Director approval should be indicated in the text of the email.
COMMENTS:
ProbationATIReentry TF200% PovertyOther
Thinking for a ChangeInteractive JournalingNCTIMRTOther DCJS approved program
August 25, 2015 31
NYSID First Name Last Name Date of Birth SexParticipant
Status Arrest DateCBI Discharge
DateProgram Outcome
Unsuccessful Discharge
Reason Additional Information123456789
CBI CLASS ROSTER
Dropdown M F
DropdownProbationATIReentry TFOther
DropdownSuccessfulUnsuccessfulAdmin. DischargeOther
DropdownNew ArrestViolationNon-complianceOther
Ready, Set, Work! Reporting
August 25, 2015 32
August 25, 2015 33
RSW! Short form
Ready, Set, Work! (RSW!)CLASS ROSTER/NOTIFICATION OF COMPLETION
To RSW! Group Facilitator: Type the name, NYSID #, date of birth, sex, and date of arrest and / or sentence for each individual participating in the RSW! group. Complete all sections as indicated. At the conclusion of the RSW! course, the OWDS should sign where indicated and return one copy of this roster to OPCA, 80 South Swan Street, Albany, NY 12210. Attn: Cynthia Blair. In addition please email to [email protected] Use additional sheets as needed.
PROBATION DEPT, AGENCY, OR PROGRAM RUNNING RSW! GROUP
PLEASE USE SEPARATE SHEETS FOR EACH INDIVIDUAL GROUP OPCA INFORMATION:
COMMENTS:
LOCATION OF RSW!: DATE RECEIVED:
DATES OF GROUP: Start date TO End date DATE REVIEWED:
(mm/dd/YY) (mm/dd/YY)
NUMBER OF EMPLOYED 0
No. OF Satisfactory Completing RSW! 0
FT= 0 PT= 0
Name of RSW! Group Participant ( Last, First, Middle Initial)
NYSID # (9 digit Alpha-numeric)
Date of Birth (mm/dd/yyyy)
Sex M/F
Date of Arrest and/or (mm/dd/yyyy) Sentence
Charge/Conviction (e.g., PL 120.03)
Satisfactorily Completed RSW! Group (Yes/No)
Employed Within 90 Days Yes/ No
Employed FT/PT FT= 30 Hours per wk or more
August 25, 2015 34
Submission of CBI Rosters
August 25, 2015 35
EMAIL TO: [email protected] CC: [email protected]
DUE WITHIN 30 DAYS OF PROGRAM COMPLETION
Submission of RSW! Rosters
EMAIL TO: [email protected] CC: [email protected]
SHORT FORM – Number of groups held – DUE 30 DAYS AFTER CLOSE OF EACH QUARTERLONG FORM – ROSTERS - DUE WITHIN 90 DAYS OF COMPLETION OF PROGRAM
CBI and RSW! Rosters
August 25, 2015 36
• Rosters must be submitted electronically and in Excel Format to the designated email boxes.
• Cover Pages requiring signatures should be scanned and sent electronically in Adobe format where electronic signatures are not available.
• Password Protect the CBI and RSW! Rosters and send password in separate email.
May 8, 2015 5
CRTF REPORTS AND DUE DATES
August 25, 2015
REPORT DUE DATE SUBMIT TO:
OPCA MONTHLY SNAPSHOT
15TH OF EACH MONTH (Jan. report is due Feb. 15)
EMAIL TO: [email protected] w/ cc: to assigned OPCA representative
GMS PROGRESS REPORT
30 DAYS AFTER CLOSE OF EACH QTR.(July to Sept. is due Oct. 30)
Access your GMS grant record at: https://grants.criminaljustice.ny.gov/ and complete online
CASE-SPECIFIC REPORT
Same schedule as GMSreports
EMAIL TO: [email protected]
FISCAL REPORTS Same schedule as GMS and CSR reports
MAIL signed hard copies to: DCJS Finance, 10th Floor80 S Swan St Albany NY 12210
August 25, 2015 37
May 8, 2015 5
CBI AND RSW! REPORTS AND DUE DATES
August 25, 2015
REPORT DUE DATE SUBMIT TO:CBI NOTIFICATION OF COMPLETION/ROSTERS
Within 30 days upon completion of a group
EMAIL TO: [email protected]: [email protected]
READY, SET, WORK! NOTIFICATION OF COMPLETION/ROSTERS
90 days after class completionEMAIL TO: [email protected]: [email protected]
READY, SET, WORK! SHORT FORM – number of groups held
30 days after close of each quarter
EMAIL TO: [email protected]: [email protected]
August 25, 2015 38
CRTF REPORTING INSTRUCTIONS
QUESTIONS?
August 25, 2015 39
THANK YOU FOR JOINING US!
