This procedure letter outlines the process for requesting reimbursement of expenditures for Alternative Response Experiential Learning (AREL) activities as authorized by Ohio Administrative Code rule 5101:9-6-33.

Public children services agencies (PCSAs) that have implemented the Alternative Response approach may receive reimbursement for costs associated with hosting an AREL event as defined in the above-mentioned rule. PCSAs interested in implementing Alternative Response may, with prior approval from the ODJFS Alternative Response Program Manager, receive reimbursement for participating in AREL activities hosted by a PCSA currently approved to implement the practice approach. Agencies may receive reimbursement for eligible activities that have occurred on or after July 1, 2010.

To receive reimbursement, host agencies will be required to provide detailed information including, but not limited to:

1.Host County Event Lead: name, title and contact information.

2.Participant(s) by County: name and title.

3.Event Agenda (including date and time of event).

4.Any lesson learned regarding effective AREL events.

5.Event Abstract.

6.Event Keyword(s).

Participant agencies will be required to provide the following documentation to receive reimbursement for participating staff:

1.Host County Event Lead: name, title and contact information.

2.Participant County Lead: name, title and contact information.

3.Participant(s): name, title and contact information.

4.Event Agenda (including date and time of event).

5.Identify the following:

a.Type of event (e.g., shadowing experience, mentoring experience, immersion event, coaching activity).

b. Purpose of your participation (i.e. What did you hope to achieve).

c. Any specific lessons related to the planning or hosting for counties considering an AREL event.

d.Any recommended improvements for the event or county readiness for the event.

e.Whether you would recommend this event to another county.

f.Rate the experience on a scale of 1 - 5 (five being the highest).

Host agencies are also eligible to request reimbursement for activities related to planning and preparing for the event, as long as the following documentation is provided:

1.Host County Event Lead: name, title and contact information.

2.Participating County(ies) by Lead Contact: name, title and contact information.

3.Date of planned event.

4.Type of event (e.g. shadowing experience, mentoring experience, immersion event, coaching activity).

A sample invoice outlining associated costs is attached as an addendum to this Procedure Letter. The invoice could be used, all or in part, as the cover page for the packet of information to be submitted with the request for reimbursement. Activities lasting fewer than four (4) hours are considered a half-day activity; those lasting more than four (4) hours are considered a full-day activity.

All invoices for AREL activities must be submitted to the ODJFS Alternative Response Program Manager by December 17 of each year to ensure funds are available for payment. Each invoice amount must be recorded on the JFS 02820 using project code 854 and account code 518001. Agencies will not receive reimbursement for invoice amounts not properly coded on the JFS 02820.

For questions regarding this Procedure Letter, please contact the ODJFS Alternative Response Program Manager at 614-466-1213.

INSTRUCTIONS: The following chart depicts what materials should be deleted from the Family, Children and Adult Services Manual (FCASM) and what materials should be inserted in the FCASM.