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APMTL 278 (JUVENILE COURT RANDOM MOMENT SAMPLE)
Administrative Procedure Manual Transmittal Letter No. 278
April 23, 2004
TO: All Administrative Procedure Manual Holders County Department of Job and Family Service Directors Public Children Services Agency Directors
FROM: Thomas J. Hayes, Director, ODJFS
SUBJECT: JUVENILE COURT RANDOM MOMENT SAMPLE

A juvenile court that has entered into an interagency agreement with the Ohio Department of Job and Family Services may seek partial reimbursement of actual, allowable, and necessary administrative and training costs incurred on behalf of Title IV-E eligible children.

In those cases where county Juvenile Courts desire to claim administrative and training costs for activities performed by its own staff, the Court agrees to do so solely on behalf of staff who perform the activities enumerated below. Administrative and training cost payable to the Court will be determined utilizing a monthly financial statement, a random moment sample time study, and other procedures and forms as indicated in the ODJFS Administrative Procedure Manual (APM).

Examples of administrative activities associated with court actions for eligible children include, but are not limited to:

  • referral of a child to services;
  • preparation for and participation in judicial determinations;
  • arrangement of the placement of the child;
  • development, ongoing management and implementation, and supervision of the child's case plan, but not the cost of any therapeutic, treatment, or counseling services required thereunder;
  • preparation for and participation in case reviews;
  • agreements for the recruitment and licensing of foster homes;
  • The determination of Title IV-E eligibility, whether such determination is affirmative or negative;
  • supervision of the child's placement;
  • participation by casework staff in formal and organized training activities. For the purpose claiming administrative costs for this activity, such costs will be limited to the salary and fringe benefits of such staff proportionate to the time spent in such training; and
  • case management on behalf of children determined by the Court to be at serious risk of removal from home and for whom the Court has undertaken a plan of reasonable efforts to prevent such removal.

Reimbursement for activities may be performed by personnel of the Court, by contractual agreement, or by another party on behalf of the Court. To be claimable, the activity must be made associated with court actions for children eligible to receive foster care maintenance payments or children determined by the Court to be at serious risk of removal from the home and for whom the Court has undertaken a plan of reasonable efforts to prevent such removal. Reimbursement of costs claimed for these activities must originally be expended solely from state or local funds appropriated to the Court and may not be charged to any other federal program.

Please direct inquiries to your Fiscal Supervisor or by calling the Bureau of County Finance and Technical Assistance at (614) 752-9194.

INSTRUCTIONS:

  • Remove the Chapter 7000 Outline of Contents page.
  • Insert the attached Chapter 7000 Outline of Contents page.
  • Remove pages beginning with APM.7413 (continued) and insert the attached corresponding pages. (APM.7420. - APM.7438.)
  • Insert the attached JFS 01794I (Juvenile Court Random Moment Sample Time Study Instructions, Activity Codes, and Definitions) in the Appendix.
  • Insert the attached JFS 01794 (Juvenile Court Random Moment Sample Time Study) in the Appendix.
  • Insert the attached JFS 01797 (Juvenile Court Social Services Random Moment Allocation Quarterly Billing) in the Appendix.