CRTF REPORTING INSTRUCTIONS LIVE MEETING/WEBINAR

1. CRTF REPORTING INSTRUCTIONS LIVE MEETING/WEBINAR Tuesday, August 25, 2015 10:30 a.m. to 12:00 p.m.

2. August 25, 2015 2 Today’s Panel Office of Probation and Correctional Alternatives • Bernard Wilson, Program Manager • Bernard.Wilson@dcjs.ny.gov • Margaret Chretien, Sr. Policy Analyst • Margaret.Chretien@dcjs.ny.gov • Margaret Schieferstine, Criminal Justice Program RepresentativeMargaret.Schieferstine@dcjs.ny.gov

3. August 25, 2015 3 Today’s Panel Office of Justice & Research Performance Leigh Bates, Chief of Criminal Justice Research and Evaluation Leigh.Bates@dcjs.ny.gov Samantha Wiener, Criminal Justice Program Representative Samantha.Wiener@dcjs.ny.gov

4. 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

5. 5 August 25, 2015 CRTF CONTRACT PERFORMANCE MILESTONES EFFECTIVE JULY 1, 2015 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.)

6. 6 August 25, 2015 CRTF CONTRACT PERFORMANCE MILESTONES EFFECTIVE JULY 1, 2015 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)

7. 7 August 25, 2015 What CBI and Employment Readiness Programs are approved by DCJS? • Thinking for a Change (T4C) • Moral Reconation Therapy (MRT) • Ready, Set, Work! (RSW!)

8. August 25, 2015 8 Current CRTF Reporting Requirements • County Re-entry Task Force (CRTF) programs funded by DCJS • are 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

9. August 25, 2015 May 8, 2015 4 9 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

10. 10 August 25, 2015 CRTF MONTHLY SNAPSHOT REPORT

11. August 25, 2015 11 CRTF Case–Specific Reporting

12. August 25, 2015 August 25, 2015 12 Purpose of Case-Specific Reporting • County 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

13. August 25, 2015 13 Key Changes to the Case–Specific Report • 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!

14. August 25, 2015 14 Key Changes to the Case–Specific Report Program Track • 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.

15. August 25, 2015 15 Program Track – Column C • 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

16. August 25, 2015 16 Admission Information • 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.

17. August 25, 2015 17 CRTF Only & CRTF with CBI Tracks • 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.

18. August 25, 2015 18 CRTF Only & CRTF with CBI Tracks • 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

19. August 25, 2015 19 CRTF Only & CRTF with CBI Tracks • 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.)

20. August 25, 2015 20 CRTF Only & CRTF with CBI Tracks • 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).

21. August 25, 2015 21 CRTF Only & CRTF with CBI Tracks • 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

22. August 25, 2015 22 CBI Only & CRTF with CBI Tracks • 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.

23. August 25, 2015 23 CBI Only & CRTF with CBI Tracks • CBI Program Type (Column S) - Select the CBI the participant enrolled in: • MRT • OWDS/RSW! • T4C • Other Approved CBI – Indicate program name in comments

24. August 25, 2015 24 CBI Only & CRTF with CBI Tracks • 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

25. August 25, 2015 25 Reporting Best Practices

26. August 25, 2015 26 Accurate Reporting • 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: dcjs.sm.crtfmonthlyreports@dcjs.ny.gov • 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

27. August 25, 2015 27 Accurate Reporting cont’d • 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.

28. August 25, 2015 28 Contact Information • For questions related to the report, please contact: • Samantha WienerSamantha.Wiener@dcjs.ny.gov • Leigh Bates Leigh.Bates@dcjs.ny.gov • Thank you!

29. August 25, 2015 29 Cognitive-Based Intervention Reporting

30. 30 August 25, 2015 Probation ATI Reentry TF 200% Poverty Other Thinking for a Change Interactive Journaling NCTI MRT Other DCJS approved program

31. 31 August 25, 2015 CBI CLASS ROSTER Dropdown New Arrest Violation Non-compliance Other Dropdown M F Dropdown Probation ATI Reentry TF Other Dropdown Successful Unsuccessful Admin. Discharge Other

32. August 25, 2015 32 Ready, Set, Work! Reporting

33. 33 August 25, 2015 RSW! Short form

34. August 25, 2015 34

35. 35 August 25, 2015 Submission of CBI Rosters EMAIL TO: dcjscbidata@dcjs.ny.gov CC: dcjsopcaCRTF@dcjs.ny.gov DUE WITHIN 30 DAYS OF PROGRAM COMPLETION Submission of RSW! Rosters EMAIL TO: Cynthia.Blair@dcjs.ny.gov CC: dcjsopcaCRTF@dcjs.ny.gov SHORT FORM – Number of groups held – DUE 30 DAYS AFTER CLOSE OF EACH QUARTER LONG FORM – ROSTERS - DUE WITHIN 90 DAYS OF COMPLETION OF PROGRAM

36. 36 August 25, 2015 CBI and RSW! Rosters • 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.

37. 37 August 25, 2015 May 8, 2015 August 25, 2015 5 CRTF REPORTS AND DUE DATES

38. 38 August 25, 2015 May 8, 2015 August 25, 2015 5 CBI AND RSW! REPORTS AND DUE DATES

39. 39 August 25, 2015 CRTF REPORTING INSTRUCTIONS QUESTIONS? THANK YOU FOR JOINING US!