CHILD WELFARE
FUNDING
1
Contents
Child Welfare Funding – General Overview………………3
Oklahoma Child Welfare Funding…………………………4
Child Welfare Funding – Federal………………………….5
Random Moment Time Study (RMTS)……………………7
Federal Regulations - Title IV-E…………………………..16
Targeted Case Management (TCM)………………………20
Early Periodic Screening Diagnosis and Treatment……..23
Worker Responsibilities……………………………………24
Summary……………………………………………………25
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Child Welfare Funding – General Overview
This overview of child welfare funding provides basic information about child welfare funding
with a focus on the sources of funding that are critical to the operation of Oklahoma’s child
welfare program. The overview also focuses on the areas of child welfare funding that are most
effected by worker performance.
Sources of Child Welfare Funding
 State Funds – funds appropriated by the state legislature
 Title IV-E – federal funds for the states to operate foster care/adoption assistance
programs
 Title IV-B – federal funds for state child welfare services that are not directly related
to foster care/adoption assistance
 Title XIX – federal funds for medical services
 Title XX – federal funds for social services
 TANF – federal funds for public assistance which the states can reallocate to other
programs when all TANF funds are not needed for public assistance
 Grants – funds provided by public or private organizations, usually through a
competitive application process
 Waivers – federal funds provided for specific services not covered by federal
programs, including research and/or demonstration projects
As this information indicates, there are numerous sources of child welfare funding originating
from different entities. While most of these funding streams are not dependent on worker
performance on individual cases, worker activity and performance does impact on the amount of
funding received from some key child welfare funding sources. The two major sources of
funding impacted by worker performance are the federal funding for foster care/adoption
assistance (Title IV-E) and funding from the federal medical program (Title XIX). Because many
aspects of both Title IV-E and Title XIX funding depend on child welfare workers performing
their assigned tasks in a timely and accurate manner this training will pay particular attention to
the activities performed by child welfare workers that have impact on this funding.
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Oklahoma Child Welfare Funding
The largest percentage of funding for the Oklahoma child welfare program comes from the state.
This is funding appropriated by the Oklahoma State Legislature. The largest share provided by
other sources is from the federal government through Title IV, specifically Title IV-E Foster
Care and Adoption Assistance funds. Almost 30% of the Oklahoma child welfare budget comes
from this source. The next largest portion of federal funding is from TANF (Temporary
Assistance for Needy Families). These funds are made available to the child welfare program
when the state's public assistance needs do not require the full amount of the federally allocated
TANF funds. A large amount of funding for services to children also comes from the federal
medical program (Title XIX), but much of this funding is contained in the state's medical
funding budget and is not specifically included in the child welfare budget.
Child Welfare Funding Amounts (example only-amounts change annually)
 State Appropriation
$102M..........42%
 Title IV-E
$69M............29%
 TANF
$34M............14%
 Title XIX
$14M............6%
 Title IV-B
$10M............4%
 Title XX
$9M..............4%
 Other
$3M..............1%
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Child Welfare Funding – Federal
The states and the federal government are partners in child welfare. The federal government
develops broad based regulations for child welfare and provides financial matching to assist the
states in carrying out the regulations. The states, in turn, are tasked with implementing the child
welfare regulations, operating the child welfare programs and providing a basic level of funding
for the child welfare programs. The federal government pays a percentage of the state’s child
welfare costs using different match percentages for different services.
The federal percentage match for medical (Title XIX) and foster care/adoption assistance (Title
IV-E) services is determined by a formula and varies from state to state and from year to year.
The Oklahoma match is approximately 70%. The federal funding for other services also varies
depending on the type of service being provided, but these are generally consistent from state to
state and year to year.
Another aspect of the federal funding match for medical and foster care/adoption assistance is
that the federal government provides funding to the states only for children who meet the federal
eligibility criteria. In Oklahoma, the range of eligibility for federal foster care/adoption
assistance funding is approximately 60% to 70%* (eligibility requirements will be discussed in
the section that covers federal regulations). The vast majority of state custody children, however,
are eligible for federal medical services.
*Eligibility for federal funding does not affect the services received by individual children. It
determines how much the state can claim in federal matching funds for the services.
Federal Funding - Specific Sources and Matching Rates
Title IVE
--FC Payments
70% (varies from year to year)
--Adoption Subsidy
70% (varies from year to year)
--FC Administration
50%
--FC Training
75%
--Data System (KIDS)
50%
Title IVB
--CW Services
75% (capped maximum amount)
--Family Preservation
75% (capped maximum amount)
Title XIX
--Medical Services
70% (varies from year to year)
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--Targeted Case Management
70% (varies from year to year)
--Administration
50%
Title XX
Block Grant (capped)
Primary Sources of Federal Funding – Descriptions
Title IVE
- FC Payments: direct foster care payments to providers
- Adoption Subsidy: direct payments to adoptive families
- FC Administration: activities other than direct foster care payments required for the state to
operate a foster care program
- FC Training: foster care training for child welfare staff and other professionals providing
services to foster children
- Data System (KIDS): operation of a child welfare data system as required by federal
regulations
Title IVB
- CW Services - child welfare services not directly related to foster care/adoption assistance (i.e.investigations). Amount is capped.
- Family Preservation - funds provided to the states to work with families of children to prevent
removal or enhance reunification. Amount is capped.
Title XIX
- Medical services to eligible children, including Targeted Case Management
- Medical Administration: activities other than direct medical payments to providers that are
required for the state to operate a foster care program
TANF (Temporary Assistance to Needy Families)
- Public assistance funds reallocated by the state to fund child welfare services
Title XX
- Capped block grant to the states to provide social services
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Random Moment Time Study (RMTS)
The RMTS is used to determine how much time child welfare staff spends on specific activities.
It is a critically important aspect of child welfare funding and something child welfare staff
should take very seriously.
 RMTS Survey Form MUST be completed and submitted within 2 DAYS of receipt
 Absolutely critical to DHS’ receipt of federal funds
 Determines Statistically What Portion of Staff Time is Spent on Which Type of Activity
 DHS Cost Allocation Plan is Determined by RMTS
 Administrative Costs are “Charged Off” to Various Programs Based on Cost Allocation Plan
 Basis for DHS Claims for Federal Funds
 RMTS Instructions are at Appendix F-RMTS-3
Random Moment Time Study (RMTS) Policy
Purpose of the RMTS
Random Moment Time Study (RMTS) is not an evaluation of an employee’s productivity.
RMTS is a governmental requirement because when an employee’s time is devoted to
multiple programs, it is necessary to identify all programs as there are many funding
streams. The cost of the employee charged to each program must be documented. RMTS is
the statistical method for estimating the distribution of employee time. It is the employee’s
responsibility to respond to the study indicating the specified activity the employee is
engaged in at the specified time on the specified date. All RMTS e-mail "hits" require a
response from the employee or designated RMTS administrator. It is also a federal
requirement that responses to all samples, or "hits," must be completed within two business
days from the date of the "hit." When these non-countable responses exceed the number of
countable responses, the result is an increase in the number of "hits."
General instructions to county directors and designated RMTS administrators
County directors and RMTS administrators receive by e-mail a list of employees to be
sampled for the following month. The RMTS administrator receives daily a list of
employees to be surveyed for the day. The RMTS administrator can use:
*Respond* to complete the response on behalf of an employee who is on extended leave or
a position that is vacant and not filled. If vacancy is filled, use *Reroute.* *Reroute* to
automatically change the notification address to RTMS administrator’s address. The
purpose of *Reroute* is to change the notification address so that the RMTS administrator
can forward the e-mail "hit" to the correct employee in cases of employee transfers where
another employee has filled the position’s vacancy. RMTS is position driven, not employee
driven. *Reroute* cannot be used after e-mail "hit" is sent to an employee. RMTS
administrators may forward hits to incumbents who have filled a position to be sampled
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through the daily log or the no response log. RMTS administrators receive an e-mail list,
the NO RESPONSE log, of surveys not completed. The RMTS administrator must follow
up on an employee who has not responded. The RMTS administrator forwards the NO
RESPONSE log to the sampled employee’s supervisor to ensure a follow-up with the
employee who has not responded due to the two business day response time constraint.
Instructions for responding to RMTS survey
Surveyed employees receive a flagged e-mail notification of a "hit" through Microsoft
Outlook. The employee opens the e-mail which provides a link to Microsoft Internet
Explorer. The employee must have 5.5 version of Microsoft Internet Explorer. The
employee must respond as soon as possible. It is important that employees check their emails frequently.
The employee clicks *Respond* to proceed with survey.
To log in, the employee types in his or her Social Security number (SSN) and Finance
Webpass password. The employee must be a registered Finance Webpass user. If the
employee is not registered, type in SSN and click Register Me. A pass code will be
e-mailed immediately. To change a pass code, click Change Me. Log in again with pass
code and proceed to new menu.
General
Leave - Use this code for annual, sick, enforced, educational, administrative, court or jury,
military, and compensatory leave except professional or special.
Professional and special leave are coded based upon the program activities covered while on this
type of leave.
Lunch or break - Self explanatory.
General support activities - Use this code when the activity is of a general support nature, such as
personnel, budget, or attending staff meetings not related to a program.
Not on duty; employee transferred or is separated from OKDHS – Use this code when position is
vacant due to transfer, termination, resignation, or retirement.
Not on duty; time falls outside scheduled work hours – Self explanatory.
Client referrals to divisions or programs - use this code for client referrals to divisions or
programs listed on page 5 of this appendix.
Client status
*Case numbers are required for auditing purposes and therefore required before exiting the
RMTS screen. Exceptions for general issues such as leave, referral, investigation of child
not in imminent risk, and services not related to a specific case. However, if a case number
is available, type in case number where indicated before exiting screen.
Referral/investigation #1 - Use this code when a referral has been taken, screened, prioritized,
assigned, or investigated. If the child is found to be at imminent risk, use Referral/investigation
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#2.
Referral/investigation #2 - Child is determined at risk of removal and is a candidate for foster
care (preventative services, including trial reunification services). The allegations of
abuse/neglect were confirmed; however, the child presently is in the home. Without effective
preventative services, foster care is the planned arrangement for the child.
Child in qualifying out-of-home placement or awaiting placement into a qualifying out-of-home
placement - Qualifying out-of-home placements are: foster homes, specialized community
homes, group homes, specialized group homes, residential child care facilities, therapeutic foster
care, and private institutions, or placement with a non legally responsible relative. This code
covers the period when the child is in qualifying out-of-home placement.
Child in trial adoption - Child is in an adoptive home on a trial basis.
Child is in adoption subsidy/post adoption services - Child is receiving adoption subsidy and/or
other post adoption services.
Work not related to a specific case - Examples which would be covered by this code are: filing
cases, reviewing caseload, prioritizing cases, or training. This also includes any programmatic
case activity not of a general support nature covered by general support activities.
After selecting a Client status, proceed to highlight one of the following:
Eligibility determinations/rederminations:
Documentation/referral for Title IV-E/SoonerCare (Medicaid) eligibility - Preparation,
verification of documentation and referral required for Title IV-E and/or SoonerCare
(Medicaid) eligibility.
OR
Case management activities:
Individualized strengths and needs assessment - Activities related to identifying and
documenting the service plan, and responding to the client’s request for services, not related to
the direct delivery of foster care or adoption services.
Needs based service planning - Activities related to developing a collaborative treatment plan for
targeted case management that identifies estimated completion date of the plan. Specific
activities include working with the client eligible for SoonerCare (Medicaid) and others to
develop goals and identifying a course of action to respond to the assessed needs of the
individual.
Service coordination/monitoring health related only (IV-E/CWTCM) - Activities related to
facilitating the client’s access to care, services, and resources identified in the foster care or
adoptive service plan to meet the client’s individual health needs. Examples include making
referrals to health providers and scheduling the appointments in order to facilitate the client’s
access to services to meet his or her health needs.
Service coordination/monitoring other services - Activities related to facilitating the client’s
access to care, services, and resources identified in the treatment plan to meet the client’s
individual needs and outside inquiries. Examples include in-person and telephone contacts with
the client, his or her parents, and other family members or kin, placement providers, service
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providers, supervisory consultations, and other collateral and multidisciplinary team case
staffings.
Ongoing assessment of treatment plan revision - Activities related to revision of the treatment
plan. Activities include, but are not limited to, multidisciplinary case staffings, supervisor
consultations, in-person or phone contacts with the client, the client’s family, and service
providers.
Direct treatment (in a clinical setting) - Worker is directly involved in counseling or treatment to
ameliorate a problem or condition only in a clinical setting.
Judicial determinations (preparation and participation) - All preparation for, actual participation,
and related documentation for judicial proceedings. Also includes waiting in court, completing
court reports, attending hearings, and supervisor/consultations.
Referral and investigation only - All activities related to taking, screening, prioritizing, assigning,
or investigating referrals. Also includes taking referrals by telephone and field investigations.
Planning referral of client to Oklahoma Children's Services (OCS) – Activity includes planning
the referral, completing Form 04MP019E, Referral for Service, and assembling any other
information necessary for execution of the referral process to OCS. Also includes the request for
an extension of OCS and the discussion thereof at case staffings.
Working with child in OKDHS-operated facility (Laura Dester or Pauline E. Mayer shelters
only.) – All activities related to working with a child(ren) housed at the Laura Dester or Pauline
E. Mayer shelters only.
OR
Recruitment/Approval/Development of Foster or Adoption Home
Recruitment/approval/development (foster home) - All activities pertaining to recruiting, study,
approval, re-evaluation of OKDHS foster homes caretakers, providers, and foster parents, such
as arranging for placement, preparing forms, contacting placement source, liaison activities,
staffings, transporting. This also includes reviews of the placement arrangement, as well as
activities with placement boards, research gathering, and completion of documentation required
by the foster care program, assessing foster care placements, recruiting, or interviewing potential
foster care parents, serving legal papers, home investigations, providing transportation,
administering foster care subsidies, making placement arrangements, and related supervisory
activities.
Recruitment/approval/development (adoption home) - All activities pertaining to recruiting,
study, approval, preparing forms, contacting relevant parties, staffings, and transporting. This
also includes the periodic updating of adoption home study, research gathering, and completing
of documentation required by the adoption assistance program, assessing adoption placements,
recruiting or interviewing potential adoptive parents, serving legal papers, home investigations,
providing transportation, administering adoption subsidies, and making placement arrangements,
and related supervisory activities.
OR
Training
Training Child Welfare (CW) - Any activities specifically related to training staff concerning the
mission of CW, applying CW principles and the CW programs.
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Training Case Information and Data System (KIDS) - Any activities specifically related to
training staff about the CW management information system known as KIDS.
System development - KIDS - Any activities specifically related to the development of the CW
management system known as KIDS.
General referrals to divisions or programs
Use this category when referring a client for services which are not described elsewhere in the
study but are closely related to these areas or programs:
children and family services;
Developmental Disabilities Services Division (DDSD) services;
child support;
family support services (TANF, food benefits, LIHEAP, etc.);
outstationed school based program;
adult protective services;
child care licensing;
outstationed medical or SoonerCare eligibility services; or
Aging Services Division (ASD), personal care services.
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RMTS RESPONSE SCREEN
GENERAL (Lunch, leave, break, not on duty, vacant, general support activities)
CODE*
001
Leave
002
Lunch or Break
004
General Support Activities (Personnel, Budget, and Other General Support
Activities)
005
Not on Duty; Vacant Position, Employee Transferred or is Separated from the
Agency
006
Not On Duty; Time Falls Outside Scheduled Work Hours
1
CLIENT STATUS (First Block)
Referral/Investigation #1. A referral has been received on the child and the child
is currently not at risk.
Note: If the child is found to be at imminent risk, use Referral/Investigation #2
below.
2
Referral/Investigation #2. A referral has been received and an investigation has
been initiated. Child has been determined to be at risk of removal and is a
candidate for foster care (pre-placement or preventative services, including
aftercare services).
3
Child in qualifying out of home care or awaiting placement
4
Child in trial adoption
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5
Child in adoption subsidy/post adoption services
6
Work not related to a specific case
CASE MANAGEMENT (Second Block)
B1
Individualized strengths and needs assessment (Targeted Case Management)
[TCM])
B2
Needs based service planning-Health/Education/Social Needs (TCM)
B3
Service coordination/monitoring health related (TCM/IV-E)
B4
Service coordination and monitoring other services
B5
Ongoing assessment of treatment plan revision
C1
Direct treatment by worker (in a clinical setting)
D1
Judicial determinations (completing court reports and/or attending court hearings
D2
Referral and investigation only activities
D3
Planning referral of client to Oklahoma Children's Services (OCS)
Note: Child must be at risk of removal from home
D4
Working with child in DHS-operated facility (Laura Dester or
Pauline E. Mayer Shelters ONLY)
RECRUITMENT/APPROVAL/DEVELOPMENT (Second Block)
E1
Foster Home
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E2
Adoption Home
TRAINING (Second Block)
F1
Child Welfare
F2
KIDS
G1
System Development - KIDS
GENERAL REFERRALS TO DIVISIONS OR PROGRAMS (Second Block)
C
Children and Family Services Division
D
Developmentally Disabled Services Division
E
Child Support Services
F
Family Support Services Division – General
(includes TANF, food benefits, LIHEAP, etc.)
G
Outstationed School Based Program
H
Adult Protective Services
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L
Office of Child Care Licensing
M
Outstationed Medical or SoonerCare Eligibility Services
N
Aging, Personal Care Services
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Federal Regulations - Title IV-E
Adoption Assistance and Child Welfare Act (Public Law 96-272) of 1980 and the Adoption and
Safe Families Act of 1996
 Created concepts of “Reasonable Efforts” and “Permanency Planning”
 Designed to Prevent Unnecessary Foster Care Placements, to ensure the timely and safe
reunification of children with their parents and to provide for the expeditious adoption of
children unable to return home
 Requires courts to make judicial determinations of compliance:
– Remaining in the Home is Contrary to the Welfare of Child – The home must be
contrary to the welfare of the child
– Reasonable Efforts to Prevent Removal were Made or the Removal was an
Emergency – The state must make reasonable efforts to prevent the removal of the
child from the home. Unless it’s an emergency, services must be provided to prevent
the child from being removed.
– Reasonable Efforts are Being Made to Reunite the Family or Reasonable Efforts
Have Been Made and Failed - If the child is removed from the home, the state must
provide reasonable efforts to safely return the child to the home.
 State is Making and Implementing a Permanent Placement Plan - If the child cannot
be returned to the home the state must provide reasonable efforts to place the child
permanently.
Consequences of Courts Not Making the Required Judicial Determinations
 When a child is removed from their home, the court must make a “contrary to the
welfare” finding in the first order sanctioning the removal. If the child is removed from
a home that is not contrary to the welfare of the child and the court does not make
the “contrary to the welfare” finding the child cannot be eligible for federal Title
IV-E funding during that removal.
 A finding must also made that the state made reasonable efforts to prevent the removal of
the child from the home. If the court does not make the “reasonable efforts to prevent
removal” finding, the child will not be eligible for federal Title IV-E funding.

The court must make a “reasonable efforts to return child to the home” judicial
determination within six months of removal. This finding must indicate that the state is
making reasonable efforts to return the child to the home. If DHS does not make
reasonable efforts to return a child to the home and the court does not make the
“reasonable efforts” finding, the child ceases to be eligible for IV-E funding.
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 A year after the child has been removed from the home the court must issue a judicial
determination that the state has made a permanency plan for the child. If a permanency
plan is not implemented and the court does not make the “permanency” finding the
child ceases to be eligible for IV-E funding.
Placement Safeguards are a Title IV-E Requirement





Pre-placement Preventive Services Must be Provided (except in emergency)
Each Child Must have a Case Plan that Assures:
- Least restrictive, most family-like setting available
- In closest possible proximity to child’s family
- Placement with relatives must be explored
Requires Judicial Safeguards
- Judicial or Administrative Hearings every 6 Months
- Permanency Hearing within 12 Months of Removal/30 days of finding that reasonable
efforts are not required
Requires Procedural Safeguards (Due Process) to Parents
Requires Permanency Safeguards
-Return Home or File Petition to Terminate Parental Rights within 12 Months of
Removal, OR after Child has Spent 15 of the Preceding 22 Months in Out-ofHome Placement
Eligibility Determinations for Federal Funding
For the state to claim the federal funds for the child's foster care or medical services, the child
must be determined eligible for federal Title IV-E and Title XIX. Eligibility for federal medical
assistance is based on the applicable federal regulations and DHS policy. With very few
exceptions children in the custody of the state will be eligible for federal medical assistance.
However, far fewer children will be eligible for Title IV-E foster care funding.
Eligibility for federal IV-E funding is based on the following factors.
- The Child Would Have Been Eligible for AFDC at removal or w/i 6 months prior to Removal
- The Required Court Hearings and Judicial Determinations are Made
- Child is in a Qualifying Placement
 Foster Care
 Specialized Community Home
 Community Based Residential Care
Eligibility Determination Process
When the child welfare worker enters the child's removal on KIDS, the eligibility worker
(Custody Specialist) automatically receives a KIDS secondary assignment on the child. The
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Custody Specialist and their assignment will then appear on the assignment screen in KIDS
The Custody Specialist Determines Eligibility within 15 Days of Assignment
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CHILD WELFARE FUNDING - HOW YOU CAN HELP
COMPLETE ALL RANDOM MOMENT TIME STUDIES ACCURATELY AND TIMELY
(WITHIN 2 DAYS). BE CERTAIN THAT ALL ACTIVITY INVOLVING FEDERAL
FUNDING SOURCES IS ACCURATELY REFLECTED ON THE RMTS.
DO NOT REQUEST THE REMOVAL OF CHILDREN FROM THEIR HOMES UNLESS THE
HOME IS CONTRARY TO THE WELFARE OF THE CHILD.
UNLESS IT IS AN EMERGENCY SITUATION, ALWAYS PROVIDE PRE-PLACEMENT
PREVENTIVE SERVICES TO PREVENT THE UNNECESSARY REMOVAL OF
CHILDREN FROM THEIR HOMES.
PROVIDE REUNIFICATION SERVICES SO THAT CHILDREN CAN SAFELY RETURN
TO THEIR HOMES AS SOON AS POSSIBLE.
DO WHAT YOU CAN TO ENSURE THAT THE COURTS MAKE THE REQUIRED TITLE
IV-E JUDICIAL DETERMINATIONS/FINDINGS. REQUEST IN YOUR COURT REPORTS
OR REMOVAL AFFIDAVITS THAT THE COURT MAKE THE REQUIRED FINDINGS
(Example-”DHS requests that the court make the ‘contrary to the welfare’ finding).
COOPERATE WITH THE CUSTODY SPECIALISTS IF THEY REQURE INFORMATION
OR ASSISTANCE FROM YOU
ENTER ALL AVAILABLE FAMILY INCOME AND RESOURCE INFORMATION INTO
KIDS
**PLEASE REMEMBER**
EVERY TITLE IV-E ELIGIBLE CHILD INCREASES CHILD WELFARE FUNDING
IT IS VERY IMPORTANT THAT WORK ON FEDERALLY FUNDED PROGRAMS BE
REFLECTED ACCURATELY ON RMTS
** It is critical that we do the best job possible to determine children eligible for Title IV-E.
Children who do not qualify for IV-E funding cost the state (DHS) approcimately $200 per
month in lost funding. When you consider that the state will have approximately 8,000 children
in care at any given time and that children can remain in custody for 12 months, the $200 per
month per child can easily turn into millions of dollars per year in lost funding.
Example - If only 10% of the children who could be eligible for Title IV-E failed to be
determined eligible that would result in annual lost funding of almost $2 million. (800 children X
$200 mo X 12 months = $1,920,000)
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Targeted Case Management (TCM)
Program Description
 Title XIX federal medical program
 Provide services to assist the target population in knowing what medical, educational,
social and other services are available to them and to gain access to needed medical,
educational, social and other services
 Target Population = 18 or under in OKDHS custody in out-of-home care or trial adoption
 TCM Claims are based on Contacts entered on KIDS
 TCM services are based on services listed in the Child’s Individualized Service Plan
entered on KIDS
Through the targeted case management program, child welfare workers provide children with
information about the services that are available to them and help them access those services.
TCM is available to all children under 18 who are in custody and in a placement. The specific
services that are provided to the children through TCM are listed in the Child’s Individualized
Service Plan which the worker completes on KIDS for every child who is placed. TCM claims
are based on the monthly worker/child contacts that are entered into KIDS.
CHILD’S INDIVIDUALIZED SERVICE PLAN (ISP)
POLICY
Every child should receive the services required to meet the child’s medical needs, educational
needs and social service needs. When completing the Child’s ISP, the worker selects medical and
educational services from the KIDS pick lists. The worker also selects any other services needed
by the child (*DHS Policy - 340:75-6-40.1.Child’s Individualized Service Plan, Form 04KI005E,
Instructions to Staff)
CHILD’S ISP - TCM SERVICES
Specific services should be listed in the Child’s ISP. Examples of services to be provided to
children in care could include;
MEDICAL
 Regular medical and dental exams will be provided.
 Immunizations will be provided as required
 Placement provider will observe child for needed medical services and advise worker
when medical is needed
EDUCATIONAL
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 Child will be provided with educational services as indicated by needs
 Child will have an IEP to determine educational needs, plans to meet those needs and
follow-up IEP as required
 Worker and placement provider will provide needed support to permit child to pursue
appropriate educational programs
 Worker will provide I.L. services to assist child with educational pursuits
OTHER
 Individual counseling will be provided to child as recommended by psychological
evaluations
CONTACTS
POLICY
At the time of each contact with the child, parent, placement provided or other person involved
in services to the child, the CW worker discusses the services needed by the child, how the
services can be accessed and reviews the progress on any services being provided to the child.
The CW worker documents this information on the KIDS contact screen. This documentation
must be specific and must cover all of the requirements for case contacts. (*DHS Policy 340:75-6-40.6 Case contacts, Instructions to Staff)
DOCUMENTATION OF TCM SERVICES DURING CONTACTS

Worker MUST contact child not less than one time monthly

Worker MUST review the services being provided with the child

Worker MUST discuss the child’s medical, educational and other service needs with the
child at least one time per month.

Worker MUST enter contact information on KIDS
**Note-For very young children, the services and the child’s needs should be reviewed with
the placement provider.
TCM CONTACT NOTES - EXAMPLES
 Worker contacted Roger Rabbit at his placement. Worker and Roger reviewed child’s
services and discussed Roger’s medical and educational needs. Roger advises that his
medical and educational needs are being met by current services.
 Worker met with Riding Hood’s placement provider, Ms. Wolf. Ms. W advises that she
feels Riding needs a psychological evaluation as her behavior is very poor. (list specific
examples of behavior). Worker will discuss this with counselors to determine if this
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behavior indicates that a psychological is needed and will schedule a psychological if
indicated.
 Worker is contacted by Donald Duck’s principal, Walt Disney. Mr. D indicates that
Donald is not doing as well in school as he should. Worker and Mr. D discuss Donald’s
educational needs and determine that an IEP meeting should be held. Mr. D will schedule
and advise worker of date/time.
**PLEASE REMEMBER**
 EVERY TCM ELIGIBLE CHILD INCREASES FEDERAL FUNDS TO THE CW
PROGRAM
 IT IS CRITICAL THAT THE CHILD’S INDIVIDUALIZED SERVICE PLANS AND
CONTACTS BE COMPLETED AS REQUIRED BY POLICY.
** It is very important that we do the best job possible to ensure that children are claimed for
TCM. The TCM rate changes annually, but it is generally in the $100-150 per child per month
range. This means that every child who is not claimed for TCM due to no monthly contact being
entered will result in a loss of funding. As with the Title IV-E funding, one child's TCM does not
seem overly significant, but when you consider the number of children in care at any given time
and the lengths of stay for children, the approximately $120 per child per month TCM claims can
easily turn into millions of dollars per year in lost funding.
Example - If only 10% of children who could be claimed failed due to lack of a required monthly
contact that could result in over $1 million of lost funding annually (800 children X $120 mo X
12 months = $1,152,000).
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Early Periodic Screening Diagnosis and Treatment (EPSDT)
 EPSDT is an Excellent Way to Help Children Get Needed Health Care
 EPSDT is a Title XIX Medicare Service Which Provides an Initial Medical Exam and
Periodic Follow-up Exams for Children
 Most Problems Identified During the EPSDT can be Treated via Title XIX Medical
Services
 Physicians Providing EPSDT can Recommend other Needed Exams and Tests (I.E.Mental Health)
**Note** Counties and areas may have different procedures for how EPSDT is handled. If a
worker is unsure regarding how to initiate or follow-up on EPSDT, the worker should consult
with their supervisor to determine the specific procedures in your county. One thing to remember
is that many children in DHS custody have previously received services via public assistance
cases and may already be set up for EPSDT.
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CHILD WELFARE FUNDING
BASIC WORKER RESPONSIBILITIES
Title IVE (FC/Adoption):
 Ensure that required IV-E requirements are met.
 Do what you can do to assure that the required IV-E judicial determinations are made.
 Cooperate with Custody Specialists
 Complete Random Moment Time Studies accurately and timely
Title XIX (Medical and TCM):
 Make sure that every child in care receives needed medical services
 Make sure every child in placement has a Child’s ISP with medical and educational
services specifically listed in the Plan
 Make sure every child has a Contact with their worker once per month and make sure that
the contact specifics are entered on the KIDS contact screen.
 Fully document medical and educational services in KIDS
 Make sure every child has an EPSDT
Title IVB (CW Services): Complete Random Moments accurately and timely
Title XIX (Administration): Complete Random Moment timely and accurately
Title XX: Complete Random Moment timely and accurately
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SUMMARY
This training provided you with a general overview of child welfare funding, including basic
information about the funding of child welfare in Oklahoma and specific information related to
the areas of funding your work directly impacts. As noted in this material, it is absolutely critical
that you be aware of the funding requirements and perform your work in a manner that complies
with all funding requirements. Before you move on to the next part of your training, please be
certain that you have a full understanding of those requirements and recognize the need to ensure
that critical funding related activities are completed in an timely and effective manner.
 COMPLETE ALL RANDOM MOMENT TIME STUDIES ACCURATELY AND
TIMELY
 BE CERTAIN THAT ALL ACTIVITY INVOLVING FEDERAL FUNDING
SOURCES IS ACCURATELY REFLECTED ON THE RMTS
 MAKE SURE THAT ALL FEDERAL REQUIREMENTS FOR THE REMOVAL
OF CHILDREN FROM THEIR HOMES, THE REUNIFICATION OF
CHILDREN WITH THE FAMILIES AND PERMANENCY PLANNING ARE
MET
 DO WHAT YOU CAN TO ENSURE THAT THE COURTS MAKE THE
REQUIRED TITLE IV-E JUDICIAL DETERMINATIONS
 MAKE SURE THAT EVERY CHILD IN PLACEMENT HAS A CHILD’S
INDIVIDUALIZED SERVICE PLAN THAT COMPLIES WITH POLICY
 MAKE SURE THAT THE REQUIRED WORKER/CHILD CONTACTS ARE
COMPLETED AND ENTERED INTO KIDS
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